NAO 206-5

NOAA Circular 95-01 - Effective 1/13/95

Filed as: NAO 206-5

SUBJECT: Use of NOAA Conference Rooms

TO: All NOAA Employees in the Washington, D.C., Metropolitan Area

SECTION 1. PURPOSE.

.01 This Order establishes policy and procedures on the use of the National Oceanic and Atmospheric Administration (NOAA) Headquarters conference rooms and identifies the facilities in the Washington D.C. Metropolitan Area.

.02 The objectives of this Order are to schedule the conference rooms in an efficient and timely manner and to ensure proper use of the facilities.

SECTION 2. POLICY/RESPONSIBILITIES/PROCEDURES.

.01 NOAA policy on the use of conference rooms is based on the Federal Property Management Regulations (FPMR), Subpart 101-20.7 and Department of Commerce Administrative Order (DAO) 206-5, Occasional Use of Public Areas in Public Buildings, dated December 9, 1987.

.02 When properly scheduled with controlling offices, NOAA conference rooms may be used for:

a. meetings or performances not directly related to the functions of NOAA or other Federal Agencies; or

b. meetings or performances not directly related to activities of employee groups.

.03 NOAA conference rooms may not be used for:

a. meetings or performances sponsored or conducted by any group, individual, or activity practicing or advocating discrimination based on race, creed, color, sex, age, or national origin;

b. meetings or activities having a partisan political nature or purpose;

c. meetings or activities sponsored or conducted by or for commercial enterprises for profit making purposes, by selling articles, charging admission fees, or taking collections; or

d. meetings or activities for the purpose of advocating or influencing action of legislation.

.04 NOAA Meetings. Arrangements for using the conference rooms may be made by calling the controlling offices. Requests should include audio-visual requirements, room setup, and layout as appropriate.

.05 Non-NOAA Meetings. Non-NOAA applicants wanting to use the conference room must first obtain a license from the Chief, Facilities Management Division. Additionally, an hourly fee will be determined by the services provided to you. To obtain this license, a written statement and a copy, sample, or description of any material or item proposed for distribution, sale or display shall be submitted in triplicate on a completed Form CD-411, Application For Use of Space in Public Buildings, at least fourteen (14) working days in advance of the requested date. If the use of the conference room is for the purpose of soliciting funds not prohibited by FPMR Section 101-20-308, the purpose for which the funds are being solicited must be indicated on the application. Applications must be filled during regular working hours in the Chief, Facilities Management Division's office, SSMC III, Station 3657. If an application is approved, a Form CD-411A, Revocable License for Non-Federal Use of Real Property, will be issued within four working days. All licensees must agree to abide by the Indemnification Clause included on Form CD-411A.

.06 Conference Rooms Available in the Washington, D.C.

Metropolitan Area. For the convenience of NOAA personnel in the Washington, D.C. Metropolitan Area, this section lists the conference room locations, seating capacities, and reservation telephone numbers:

.07 Services Available.

a. The conference room in WWB, Room 707, is equipped to show 16mm color and black and white films, 35mm slides, and view graphs.

b. The conference room in SSMC II, 2nd floor, is equipped to show VHS tapes, 35mm slides, and view graphs. This room is also equipped with tack boards.

c. For information on the equipment located in other conference rooms, contact the controlling offices at the numbers listed in Section 2.07 of this Order.

.08 Housekeeping.

Frequent use of the conference rooms requires full cooperation on the part of all users. It is the responsibility of the individual requesting a conference room to ensure that the space is left neat, clean, and orderly after use. Please call the Silver Spring Building Services Section if you have problems or questions relating to the conference rooms. The telephone number of the Silver Spring Building Services Section is 301/713-2227.

.09 Posting.

Any material relating to the meeting places will be subject to the approval of the Chief, FMD, in accordance with guidelines and general regulations governing posting of material on Government -owned or leased buildings.

.10 Conduct.

All persons attending meetings or performance shall be subject to the rules and regulations governing public building and grounds as set forth in FPMR 101-19-3.

SECTION 3. EFFECT ON OTHER ISSUANCES.

This Order supersedes NOAA Circular 93-20, filed as NOAA Administrative Order (NAO) 206-5, Use of NOAA Conference Rooms, dated December 22, 1993.

Signed
Acting Director, Office of Administration

Attachment

Office of Primary Interest:

Office of Administration

Procurement, Grants, and Administrative Services Office

Facilities Management Division (OA34)

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Attachment to NOAA Circular 95-01, filed as NAO 206-5

CONFERENCE FACILITIES AVAILABLE IN THE
WASHINGTON, D.C., METROPOLITAN AREA