USE OF AUDITORIUMS, CONFERENCE ROOMS, AND OTHER MEETING PLACES
(CT:GS-256; 02-06-2025)
(Office of Origin: A/OPR/GSM)
6 FAM 1721 GENERAL
(CT:GS-245; 04-17-2023)
a. The Harry S Truman (HST) building has two unique conference centers on the first floor of the building, which the Office of General Services Management, Support Services Division (A/OPR/GSM/SS) manages. These are the International Conference Center (ICC) and the George C. Marshall (GCM) Conference Center. Each has an auditorium, conference rooms, and other meeting venues. They are available to Department of State employees for official business events.
b. A list of the rooms that A/OPR/GSM/SS manages, which includes the amenities and attributes of each room, is on the GSM SharePoint site and in the Reserve-!T scheduling system. Department employees may address any questions about this list to the GSM Conference Room collective mailbox, ConfRmGSM@state.gov.
c. Department employees may use the Delegates Lounge, generally reserved with the Loy Henderson Conference Room, for morning and afternoon breaks. However, (A/OPR/GSM/SS) may cancel reservations for the Delegates Lounge for a separate function if the Support Services Division has approved a request for a meeting in the Loy Henderson Conference Room that requires use of the Delegates Lounge. Employees and their guests may consume light refreshments appropriate for breaks only in the Delegates Lounge. They may not consume full breakfasts, lunches, or dinners in the lounge under any circumstances.
6 FAM 1722 CONDITIONS FOR USE
CT:GS-245; 04-17-2023)
a. Bureaus requesting use of the International Conference Center (ICC) and/or the George C. Marshall (GCM) Conference Center must adhere to the procedures and requirements for scheduling that A/OPR/GSM/SS has established. Bureaus must submit request(s) a minimum of 48 hours prior to scheduling an event(s).
b. The bureau reserving a center is responsible for signing out keys for the venue and returning them within 30 minutes after conclusion of the event. The bureau must ensure that the venue is clean including the kitchen, refrigerator, freezers, and coffee urns if bureau employees or its contractor have used any of these appliances.
c. A/OPR/GSM/SS will cancel a reservation if the requesting bureau has not signed out the keys to the venue within 15 minutes after the scheduled start of the event or no one from the requester has arrived at the venue unless the requester has made other arrangements prior to the reservation time.
d. A/OPR/GSM/SS will deny request(s) for venues with under eight participants and refer the request to the bureau for use of its own spaces except for events that require language interpretation, walk-throughs, special requirements, pre-event(s) rehearsal and/or audio/video technical equipment check(s).
e. A/OPR/GSM/SS strictly prohibits fastening items, including any temporary displays, to walls, artwork, doors, mirrors, floors, and windows in the venues that the Support Services Division manages.
f. The bureau using a venue must remove all papers, event materials, including temporary displays, and debris from tables, floors, window seals, and surfaces. The user must return chairs to tables and/or place them along the wall at the conclusion of the event.
g. A/OPR/GSM/SS prohibits moving furnishings, tables, and chairs, removing these items, or reconfiguring the items in the venues. The hosting bureau(s) or office(s) will incur labor charges for any furnishings, tables, and chairs not in their original locations and configurations at the conclusion of the host's event.
h. GSM will not add seating to any venue, except for GSM-owned or approved seating. The Conference Room Coordinator(s) or a designated representative from the Operations Support Branch must approve requests for additional seating.
i. GSM authorizes only GSM labor services personnel to move furnishings in conference centers and venues. The hosting bureau(s) or office(s) is responsible for installing and removing any temporary displays and the associated labor costs.
j. Venue users may not play music and/or instruments during an event(s) at an audio level that disrupts another event or other occupants of the HST building. GSM reserves the right to terminate an event if users of a venue fail to comply with this requirement.
k. GSM prohibits celebratory use of rice, glitter, confetti, bubbles and similar items in conference centers and venues.
l. Venue users must always keep egress areas clear (doorways, aisles, and hallways).
m. Bureau event coordinators are responsible for escorting caterers and other non-cleared personnel providing services at their event.
n. GSM does not permit food items and beverages except for bottled water with secure, leak-proof caps in conference rooms or auditoriums.
o. Hosts of events in the International Conference Center and the George C Marshall Conference Center may only use caterers from GSM's approved list.
p. Venue users may not light candles or open flame devices for props, aesthetic, or similar purposes. Caterers may use Sterno devices for food warming, which they and the event host must monitor while the devices are lit.
q. A venue user's failure to comply with any requirement in 6 FAM 1720 may result in GSM cancelling the function and/or restricting the user's future use of the International Conference Center (ICC) and the George C. Marshall (GCM) Conference Center.
6 FAM 1723 use of Facilities
6 FAM 1723.1 Eligible Functions
(CT:GS-245; 04-17-2023)
For the purposes of this section, an eligible host is an official who will host and attend one of the functions listed below. All functions are subject to preemption. Eligible functions are:
(1) A function that the President, the Vice President, or the Secretary of State attends or hosts;
(2) International conferences in which the U.S. Government participates, as host or delegate, that the Office of the Chief of Protocol Major Events Office (S/CPR/ME) coordinates);
(3) An official function that an Assistant Secretary of State or a Department of State officer of equivalent rank hosts;
(4) Meetings to carry out the assigned functions of Federal agencies, and meetings that are closely related to or support those functions;
(5) Meetings or events of recognized Federal employee affinity groups, including retired Federal employee groups, as part of a group activity; and
(6) Meetings and events that accredited representatives of foreign governments host which an Assistant Secretary of State supports.
6 FAM 1723.2 Ineligible Functions
(CT:GS-256; 02-06-2025)
The Department’s facilities are not available for the following uses:
(1) Meetings or events that profit-making organizations host to promote commercial enterprises or commodities unless such meetings or events contribute substantially to the efficient and economic performance of functions of Federal agencies;
(2) Meetings or events that have a partisan, political, sectarian, or similar nature or purpose;
(3) Meetings by or for any organization practicing discrimination based upon race, creed, color, age, sex, disability or national origin;
(4) Meetings of a personal nature, such as private parties including physical fitness activities or other social events which are not affiliated with, or support, official U.S. Government business; and
(5) In addition to functions described in subparagraphs (1) through (4) of this section, the Deputy Assistant Secretary for Operations (A/OPR) reserves the right to deny use of Department facilities if in the Deputy Assistant Secretary's judgment, the nature of the meeting or event, is not appropriate for holding on U.S. Government property. Such functions include open meetings, public hearings, gatherings, discussions, or presentations about subjects not associated with official Department of State responsibilities, which would reflect unfavorably on the Department or the U.S. Government.
6 FAM 1724 SECURITY
(CT:GS-245; 04-17-2023)
The hosting bureau must adhere to security requirements that the Bureau of Diplomatic Security (DS) has prescribed in 12 FAM 340 Domestic Facility Physical Security.
6 FAM 1725 EXPENSES AND DAMAGES
(CT:GS-245; 04-17-2023)
a. A/OPR/GSM/SS schedules conferences and events that bureaus host in the Harry S Truman building between 8:15 a.m. and 5:00 p.m., Monday through Friday. If the Conference Room Coordinator(s), or designated representatives from the Operations Support Branch give prior approval event, bureaus may host events outside of normal business hours. The requesting bureau is responsible for paying all expenses that it incurs for these events including overtime charges for Diplomatic Security Uniformed Protection Officers, interpreters, audio visual technicians, labor services personnel, custodians, and any other support staff.
b. A/OPR/GSM/SS will charge bureau(s) for any damages that they incur during the time they have reserved for the venue(s).
6 FAM 1726 CANCELLATIONS OF RESERVATIONS
6 FAM 1726.1 By Department
(CT:GS-245; 04-17-2023)
If the President, Vice President, Secretary of State or an international conference that the U.S. Government is hosting needs facilities in the HST Building for their activities, the Deputy Assistant Secretary for Operations (A/OPR) reserves the right to cancel or preempt any previously scheduled reservation of such facilities if in the Deputy Assistant Secretary's judgment, this course of action is in the best interest of the Department or the U.S. Government. The Deputy Assistant Secretary may cancel events because of unforeseen circumstances, including weather-related incidents, government shutdowns, or health crises.
6 FAM 1726.2 By Hosting Bureau
(CT:GS-245; 04-17-2023)
Hosting bureaus must cancel reservations at least 24 hours prior to the start of scheduled events, meetings, or gatherings. If a bureau cancels a meeting or event for any reason, the bureau must release the venue it has reserved immediately through the Reserve-!T scheduling system and contacting the Operations Support Branch, Support Services Division, Office of General Services Management (A/OPR/GSM/SS). The bureau must send the notice of cancellation to the GSM Conference Room collective mailbox at ConfRmGSM@state.gov. This notice will permit GSM/SS to reassign the room to other eligible hosts.
6 FAM 1727 ADMISSION FEES AND COLLECTIONS
(CT:GS-245; 04-17-2023)
Bureaus that use Department venues for meetings shall not charge an admission fee, nor shall bureaus indirectly make an assessment for admission to meetings, or make collections, or solicitations for any purpose on the venue premises or any other area in the HST Building.
6 FAM 1728 COMPLIANCE WITH PUBLIC BUILDINGS’ RULES AND REGULATIONS
(CT:GS-245; 04-17-2023)
The General Services Administration’s (GSA) requires all personnel hosting, attending, and participating in meetings and/or events in the HST Building to adhere to) GSA's rules and regulations governing public buildings and grounds as the agency has specified in the Federal Management Regulations, Subchapter C-Real Property, Part 102-74 – Facility Management.
NOTE: Anyone with questions pertaining to the rules and regulations in 6 FAM 1720 should send them to the GSM Conference Room collective mailbox (ConfRmGSM@state.gov).
6 FAM 1729 APPLICATION FOR USE
(CT:GS-245; 04-17-2023)
a. Department of State employees must submit all requests for use of these venues through the Reserve-!T scheduling system. All requests should include the following information:
(1) Requester Name;
(2) Event title;
(3) Number of attendees;
(4) Room requested;
(5) Start date and time of event including setup time;
(6) End date and time including clean-up time;
(7) List of VIP's;
(8) Summary of meeting purpose;
(9) Audio visual, flag, temporary displays, or special accommodation requirements, if any. Any request to permit a temporary display for an event must include a complete and accurate description of the display and its proposed placement in the venue. Once the Office of General Services Management Conference Rooms Coordinator approves the requirements through the Reserve-!T scheduling system, the requester must complete and submit a DS form 1141 as an email attachment to DS1141@state.gov.;
(10) Simultaneous interpretation requirements; and
(11) POC and alternate POC information.
b. The Office of General Services Management Conference Rooms Coordinators must confirm all reservation requests with the event requester through the Reserve-!T scheduling system or in writing before the requester schedules any event activities in the venue.