The CNY Philanthropy Center opens its doors to the community by allowing local nonprofit organizations to use its conference rooms and meeting facilities. In order to maintain the facility and make it available to as many groups as possible, we have established the following policies and procedures.

Please note that we reserve the right to cancel reservations at any time. In these rare instances, we will notify you as soon as possible so that you can make other arrangements. If your organization needs to cancel an event, please let us know at least 5 days prior to reserved date so we may make the facility available to others.

While we will do all we can to make your gathering at the Philanthropy Center a successful one, the staff of the Central New York Community Foundation are not event planners. The Foundation does not provide parking, valets, food preparation, catering, bartenders, a liquor license or reception and administrative services. Please refer to the Central New York Community Foundation website for details about room layouts and A/V equipment.

Use of the Philanthropy Center is reserved exclusively for nonprofit and civic organizations. As a part of the room reservation process, we will request documentation verifying the nonprofit status of organizations that request to use our facilities.

  1. Eligible Groups. The Philanthropy Center conference rooms are available for use by nonprofit and civic organizations.
  2. Nature of the Event. Conference rooms are designed to host gatherings that will require tables and chairs. Events that require an open space can be held in our Ballroom. Commercial uses (e.g., political or business events) or private parties (e.g., wedding receptions, anniversary and birthday parties, bridal and baby showers, etc.) are not permitted.
  3. Availability and Frequency. In order to provide flexibility for room usage, reservations must be submitted at least 30 days prior to event date. Organizations are eligible to use the meeting rooms up to 6 times each calendar year. Depending on which room is requested, the time each space is available may vary. The Philanthropy Center is closed on weekends and holidays.
  4. Cost. The Foundation does not operate the Philanthropy Center as a profit making enterprise, but does seek to cover the costs of cleaning and setting up space when organizations use the facilities.
    1. 1st Floor Conference Rooms. There is no fee to use the first floor conference rooms.
    2. Ballroom. There is a $250 maintenance fee for use of the second floor Ballroom to cover costs associated with set-up, take down and clean up of the space requested.
    3. 3rd Floor Conference Room. There is a $150 maintenance fee for use of the third floor conference room on Friday evenings. The 3rd floor conference room is free to use Monday – Thursday and Friday during business hours.
    4. Other Expenses. Setup costs involve table and chair arrangement and audio/video setup as well as returning the space to its original set up. Your organization’s meetings must not incur expense or liability to the Philanthropy Center or Foundation (e.g., long distance phone or data charges, parking, etc.). If expenses are incurred, the organization will be liable to reimburse the Philanthropy Center or Foundation
  1. Eligibility and Priority for Use of Conference Rooms. Organizations may reserve conference rooms when they are available and meetings do not conflict with activities scheduled by the Foundation and/or tenants residing in the Philanthropy Center. If a conflict should arise we will work with your organization to either relocate the meeting to another room or reschedule to another day. We reserve the right to deny room usage to any organization based on the Philanthropy Center’s priorities or policies.
  2. Insurance Coverage and Liability. For all meetings held in the Philanthropy Center’s second floor Ballroom, organizations must provide a Certificate of Insurance for general comprehensive liability insurance with limits of at least $1,000,000 and naming “CNY Philanthropy Center, LLC and Central New York Community Foundation, Inc.” as “Additional Insured”. As a condition of using space in the Philanthropy Center, each organization agrees to indemnify and hold harmless CNY Philanthropy Center, LLC and Central New York Community Foundation, Inc., against all injury, loss, damage, claim or liability of any kind, whatsoever, occurring to person or property and arising out of the organization’s use of the Philanthropy Center’s facilities.
  3. Availability of Conference Rooms. Conference rooms will be available and reserved on a first come, first served basis, except in the instance that a Community Foundation event conflicts with reserved date. In order to provide flexibility for the usage of rooms, our general policy is to take conference room requests up to 30 days in advance. No long-term or month to month agreements for usage of rooms will be made and an organization is eligible to use our conference rooms up to 6 times per calendar year (January 1 – December 31).
  4. Reserving a Conference Room. To request use of a conference room, please review this Room Use Agreement and complete a Room Reservation Request form online at cnycf.org. Upon receipt of the completed Room Reservation form, you will receive an email notification of your reservation status. A Certificate of Insurance must also be submitted 20 days prior to the requested date of the reservation. For assistance completing the room reservation process, contact Darrell Buckingham, Foundation and Facility Operations Manager: 315-883-5559 | dbuckingham@cnycf.org.
  5. Site Visit. Organizations are encouraged to perform a site visit with Foundation staff at least 15 business days prior to requested date. The purpose of the site visit is to ensure the room requested will meet the organization’s needs and give your organization’s representative an overview of the building.
  6. Arrival and Departure Procedure. Since some meetings will require catering and other setup, we recommend that your organization’s representative arrive at least 30 minutes prior to start time. Please refer to page 6 for our Arrival Procedure. Also, you should anticipate approximately 30 minutes for cleanup of room after your meeting. We expect that conference rooms will be left in the same arrangement and condition as found prior to your meeting. Please refer to pages 6 and 10 for our Check-Out Procedures.
  7. Parking. We are unable to provide or pay for parking for your organization’s attendees. Street parking can be found in and around the Firefighter’s Memorial Park on the street in front of our building. Parking in the space that is marked for Joseph’s Carriage House will result in your vehicle being towed – we recommend that you remind your guests not to park in these spaces upon their arrival. The Community Foundation and Philanthropy Center are not responsible for these charges. The following pay parking lots may be available to guests of the Philanthropy Center:
    Murbro Parking, 440 East Washington (315-422-1926)
    Covered Garage, 300 East Fayette Street (315-422-3453)
  8. Mailings, Media Releases or Media Present at Event. Any media releases (newspaper, television, mailings, etc.) referencing your event at the Philanthropy Center must be reviewed and approved by the Foundation’s Communications staff prior to release. We reserve the right to modify or deny media releases based on Philanthropy Center/Foundation policies. In addition, your organization must have the prior approval of the Foundation’s Communications staff to allow any media presence at your organization’s event.
  9. Guidelines for Conference Rooms and Premises:
  • Your organization’s representative must remain onsite during designated meeting times.
  • No smoking (including e-cigarettes) is permitted in the building or on the property of the Philanthropy Center.
  • Tables and chairs in the meeting rooms may be moved, but must be returned to original positions.
  • After all events, conference rooms and kitchen area must be left in found condition. If used, the following resources must be clean and free of debris and items brought in for the meeting: tables; chairs; counter tops; sinks; microwave (inside and out); floors; refrigerator (inside and out); trash containers should be emptied if excessively full or contain food waste.
  • The following items, or similar items, are not permitted on our premises: open flames, smoke machines, hanging lights, glitter, confetti, sparklers, feathers, live animals or weapons of any kind. Service animals are permitted. If you have a questionable item, please ask the Administrative Associate.
  • Decorations can only be added with prior written permission. The following are not allowed on walls: tape, nails, thumb tacks, putty or any other item that may affect the appearance of wall when removed.
  • Your organization is responsible for any damages caused to the facility or grounds.
  • Deliveries for meetings may only be made on the date of the meeting and a member of your organization must be present to accept delivery. Our staff will not accept deliveries for meetings. Your organization is responsible for any vendors it employs for an event.
  • Noise and activity levels must be controlled and not interfere with normal business operations of the Foundation, tenants and other guests.
  • Meeting attendees should remain in the designated meeting space, unless using restrooms, the kitchen area or accompanied by a Foundation or tenant staff member.
  • We do not provide copying, faxing, or secretarial services.
  • Children must always be under the care and supervision of adults.
  • In consideration of the second floor tenants, please shut the ballroom hallway door to help decrease noise, distractions, and interruptions.
  • The Foundation and Philanthropy Center are not responsible for any items that may be lost, misplaced or stolen during your event.
  1. Conference Rooms and Accessories Available: The Philanthropy Center offers a catering kitchen with a microwave and refrigerator. Conference rooms are designed to host gatherings that will require tables and chairs. Events that require an open space can be held in our Ballroom. Please select a room that will accommodate your meeting size and needs. All conference rooms are Americans with Disabilities Act (ADA) accessible and the second floor and third floor may be accessed via an elevator.
  2. Use During Regular Business Hours. Philanthropy Center rooms are available during our normal business hours 8:30 a.m. to 4:30 p.m.
  3. Evening Use: The Community Foundation does not employ staff beyond regular business hours (8:30 a.m. – 4:30 p.m.). As there are costs associated with keeping the Philanthropy Center open at times other than regular business hours. Requests for events after normal business hours of the Community Foundation will be reviewed and approved only on a case by case basis.
  4. Scheduling: Scheduling must be made at least 30 days in advance. Full payment, attestation that the Room Use Agreement has been read, and copies of any applicable licenses and insurance certificate must be received within 20 days of the scheduled function.
  5. Technology: We encourage you to bring a flash drive or a laptop for presentation viewing.

Ballroom: Capacity = 72 Seated, 98 Standing; Additional capacity possible with use of Veranda (144 people)

  • 72 chairs
  • 9 Round Tables (5ft.)
  • 5 Round Standing Tables
  • 17 Rectangular Tables (5ft.)
  • HD projector, screen, and computer
  • Wireless network connection
  • Podium

Herbert S. and Eleanore L. Howard Board Room: Capacity = 20

  • 20 chairs
  • 1 table (24 ft long x 5 ft wide)
  • LCD projector, screen and computer
  • Audio available through projector only. Bringing speakers is recommended.
  • Wireless network connection
  • Only available during Community Foundation business hours

Third-Floor Conference Room Capacity = 30

  • 30 chairs
  • LCD projector and screen.  Audio available through projector only. Bringing speakers is recommended.
  • Wireless network connection

John F. Marsellus Room: Capacity = 8

  • 8 Chairs
  • Wireless network connection
  • Whiteboard

Multi-Purpose Room 2: Capacity = 6

  • 6 chairs
  • Wireless network connection
  • Whiteboard

Please note all room setup will be performed by an outside vendor company, unless it is agreed that your organization can perform appropriate setup. Foundation staff have created model room set ups for the Ballroom, demonstrating different table and chair configurations.

Since some meetings will require catering and other set up needs, we recommend that your organization’s representative arrive at least 30 minutes prior to your meeting start time. Please anticipate 30 minutes following the conclusion of your meeting for clean up. We expect that conference rooms will be left in the same condition as they were found prior to your meeting.

    1. Check In. Your organization’s representative should arrive 30 minutes prior to start time. Your representative must check in at our receptionist desk. If there are any changes or questions, please inform the front desk at this time.
    2. AV Equipment. If audio-video equipment is required for the meeting (e.g., for PowerPoint etc.), your organization’s representative should arrive 30 minutes to one hour prior to start time to review the setup and use of requested equipment. If there will be a laptop or other equipment used for presentations, your organization must have equipment onsite at least 30 minutes prior to start time.
    3. Conference Room: Please look over the room to make sure everything is set up properly.
    4. Second Floor Kitchen: The coffee maker in the kitchen may be used to supply coffee for your meeting.
    5. Information for Attendees: The organization is responsible for attendees being informed of the following:
    6. Staff offices are adjacent to our lobby area and sound can travel easily throughout this area. Please refrain from talking loudly in the lobby area and keep room doors closed during meetings.
  • Cells phones may be used but should be put on vibrate when entering the building. If a call is necessary or received, please keep volume to a minimum out of respect for tenants and other guests.
  • Meeting attendees must remain in the designated meeting room or lobby areas. If you would like to see the rest of the building, please ask the front desk and a staff member will be happy to give a tour.
  • Restrooms are located off the hallway on the west of the second and third floors.
  • Use only the main entrance, in the lobby area, when entering and exiting the building.

Conference Room & Kitchen: Our goal is to have conference rooms available immediately following a completed meeting. Refer to the Final Inspection Checklist for a list of items that need to be checked. After the checklist is completed, your organization representative should sign and date the form. Some items that will be checked:

  • Tables & Chairs in original position
  • All food and catering supplies removed from room and kitchen
  • Table tops and counter tops clean
  • Trash containers emptied if excessively full or contain food waste
  • Walls in original condition
  • Audio-Video equipment returned and in original working condition
  • All meeting items brought in removed
  • All meeting attendees have departed
  • Setup fee paid, if applicable.

It is required that the rooms are returned to their original condition, this includes clean up and garbage removal.

For any events that occur before or after business hours, arrangements can be made for the lobby doors to be opened. We recommend that you discuss anticipated arrival times for guests, caterers and others and plan for their arrival with Foundation staff as part of the preparation for your meeting. For your security and the security of those working and visiting the CNY Philanthropy Center we ask that you do not prop or hold open the exterior or vestibule doors in the lobby at any time. It is the responsibility of the organization hosting the event to monitor entrance into the building throughout the event.

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