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Independent Health Distance Learning Center
at the Bernard H. Smith Auditorium
The mission of the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium is to provide a quality environment for meetings and conferences where adult learners can focus on obtaining and exchanging new information.
The mission will embrace the following objectives:
- Enhance the profile of the institution’s research initiatives by hosting regional, national and international conferences
- Provide opportunities for regional and national clinicians and other professionals to obtain specialized training
- Generate revenues adequate to meet institutional objectives and provide support to the ECMC Foundation Foundation
- Develop, implement and maintain high professional standards for the organization and management of the Auditorium, to include a full range of conference services
- Increase educational opportunities for ECMC employees
CATEGORIES OF USE
The Independent Health Distance Learning Center at the Bernard H. Smith Auditorium facilities are available for meetings and events that are sponsored by both internal and external groups. The Auditorium contains sophisticated audiovisual equipment and capacity for large meetings. Users who do not require this equipment or this amount of seating for their attendees are asked to consider alternate space for their activities.
The ECMC Foundation Foundation has been given the responsibility for coordinating the reservation and use of the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium. All reservations are subject to the scheduling priorities and guidelines. See Section V (Scheduling Priorities and Timelines).
- Internal Hospital Use
Internal Hospital Use constitutes events that are targeted principally (at least 80%) to faculty, staff, students and/or alumni of the medical center. Examples include: departmental grand rounds; site visits for medical center grant proposals; medical alumni activities (including reunions); special or recurring departmental meetings; and graduate, medical student and/or patient education activities.
The "80% rule" can only be waived by the chief executive officer or his/her designee, in the event that the sponsoring group is providing other financial benefits to the hospital and/or the ECMC Foundation Foundation.
Internal Hospital Use reservations are NOT subject to space rental charges. However, they are responsible for all service costs associated with such use.
- External Use
External Use constitutes events that are targeted principally to groups not associated with the medical center. These would include corporate groups, pharmaceutical and biomedical organizations or any group not falling within (A.) External Use reservations will be coordinated through the administration at 716-898-3149. All External Use activities are subject to full space rental charges, as well as ECMC Foundation Foundation coordination fees and all service costs associated with such use.
RENTAL AND SERVICE FEES
ECMC administration has instructed that a fee structure be developed and implemented to recoup some of the operating expenses associated with use of the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium. The Independent Health Distance Learning Center at the Bernard H. Smith Auditorium fee structure has two components:
The RENTAL FEE is based on the actual space utilized for any given activity. The fee structure reflects the medical center's out-of-pocket expenses, as well as certain administrative and fixed costs associated with the facilities.
Internal Hospital Use reservations are NOT subject to any rental fee.
External Use reservations are subject to the full rental rates and are as follows:
- $595 Full Day (7 a.m.-6 p.m.)
- $395 Half Day (3-6 hours)
- $245 Quarter Day (less than 3 hours)
- $475 Evening (6 p.m.-11 p.m.)
SERVICE COSTS consist of the expenses from any and all of the services, materials or special requests associated with any use of the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium space. These include, but are not limited to, video conferencing, special media needs, equipment rental, etc. It is advisable to have a video conference call dial in to the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium, rather than out. This will save on service costs. All users are responsible for paying service costs associated with their activity(s).
In addition, a $100 cleaning charge may be assessed for any excess wear or messes.
RESERVING SPACE AND SERVICES
All reservation requests are directed to Karen White at 716-898-3149.
The ECMC Foundation Foundation:
- Provides users with instructions for use of the facility
- Confirms applicable rental fees (hospital-sponsored or external groups only)
- Coordinates necessary support services
- Obtains deposits and other paperwork as appropriate prior to the activity
Note: A signed requisition form is to be submitted to confirm the reservation whenever support services are requested. This requisition will be used to process any charges or fees associated with the use of the space.
Additional housekeeping charges might be assessed when special cleaning is required following any activity/reservation.
SCHEDULING PRIORITIES AND TIMELINES
In carrying out its responsibilities to administer reservations and use of the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium, the ECMC Foundation Foundation and administration must balance the various, often conflicting, priorities considered necessary to meet the differing needs of the many medical center users. The cooperation and understanding of all prospective users is key to achieving maximum positive utilization of this space.
Reservations for the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium space may be made up to 12 months in advance, based upon scheduling priorities and space availability. Scheduling priorities are as follows:
- Continuing Education Programs and Senior Executive Management Requests
- Departmental Conferences
- Grand Rounds
- Curricular Activities for the Health Sciences including Graduate Programs
- Departmental Meetings
- External Events
Reservations for regular ongoing activities by internal groups (i.e. repetitive activities, for example: grand rounds, departmental conferences) will be permitted in the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium with these provisos.
- All reservations must be made TWO WEEKS in advance. Any last minute reservations will not have multi-media support
- Repetitive activities may be scheduled in the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium space on Mondays, Tuesdays or Wednesdays
- Reservations may be made up to one year in advance
- All reservations will be subject to institutional scheduling priorities
The privilege of reserving the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium space is contingent upon providing conference planning information in a timely fashion. If information on the planned activity and/or deposits (where applicable) are not received as requested, and after appropriate notification, space will be returned to inventory for reassignment to other uses.
Cancellations of space/service requests must be received in writing to the ECMC Foundation Foundation. This applies to all categories of users. Letter, fax or e-mail cancellations will be accepted.
Cancellations received up to 10 days in advance of reservation will receive a refund of 50% of deposit (where applicable).
Cancellations less than 10 days in advance will receive no refund of deposit.
All groups or individuals using the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium facilities are required to coordinate all support service requirements (housekeeping, media, access/security) through the ECMC Foundation Foundation.
The Information Technology Department (IT) will provide media support for activities held in the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium. Use of any other media suppliers must be authorized/coordinated through HIS.
TECHNICAL SERVICES SUPPORT
Wireless Internet access has been made available to all users of the Auditorium (using IEEE 802.11b standard). This service shall be used according to ECMCC's "Internet - Acceptable Use Policy." ECMCC will not be liable for activities and or transmission of data that occurs from non-ECMC computers and will not provide support for these computers.
The IT department does not support any non-ECMCC asset. No outside audio/video recording equipment is allowed in the auditorium.
All other technical and media related support requests regarding the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium should be directed to the IT department. Please call the Help Desk at 716-898-4477 from 9:00 a.m. to 5:00 p.m. During other times, please page John Cumbo at 716-642-0267.
Transmission of unencrypted corporate sensitive information or PHI through the Internet is prohibited. The IT department will provide a secured method of transfer for all corporate sensitive information or PHI, upon request. Requests for this service can be directed to IT department by contacting the Help Desk at 716-898-4477.
All devices supporting the presenters console are password protected following the ECMC Computer Access Policy. The passwords of the Video Editing PC, Lectern PC and Smart Symposium will be changed every 90 days. The Crestron Control Panel password will be changed as needed.
Access to the Control Room is made available only to authorized ECMC personnel. The Control Room is kept secure at all times. Please call the IT department at 716-898-4477.
This policy is in accordance of the Technical Safeguard 164.312 (e)(i), Transmission Security and the General Security Rules 164.306 of the Health Insurance Portability and Accountability Act of 1996 Privacy and Security Rule.
FOOD AND BEVERAGE
No food or beverages are permitted in the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium. Any breach of this rule by the group or individual that has sponsored the event will result in a minimum six-month suspension of further use of the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium.
Entryways into the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium are secured after hours. Only designated individuals will be allowed into the facility after hours.
Both internal and university-sponsored groups are instructed to obtain keys to their reserved space through the ECMC Foundation Foundation. For external groups, specific meeting rooms are opened and closed by the ECMC Foundation Foundation or security staff.
The Independent Health Distance Learning Center at the Bernard H. Smith Auditorium space is normally locked when not in use and the Presenter Lectern is secured when not in use. Please call the IT department at 716-898-4477 for access.
AMERICANS WITH DISABILITIES (ADA)
ECMC is committed to providing equal educational and employment opportunities for qualified individuals with disabilities, in accordance with state and federal laws and regulations, including the Americans with Disabilities Act (ADA) of 1990 and Section 504 of the Rehabilitation Act of 1973. Further, the medical center is committed to applying the strengths of its resources, talents and ingenuity to maintain an inclusive environment for individuals with disabilities.
For further information on the Independent Health Distance Learning Center at the Bernard H. Smith Auditorium, contact:
- Mark Robinson
- ECMC Foundation Foundation
- Erie County Medical Center
- (716) 898-5800