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National Research Center for Coal & Energy
P.O. Box 6064
Evansdale Drive
West Virginia University
Morgantown, WV 26506
ph 304/293-2867
fax 304/293-3749
NRCCE Enquiries

Conference Facilities

The NRCCE's commitment to technology transfer and education is emphasized by the 5,876 square feet of building space dedicated to meeting rooms and training areas. Because the center is conveniently located on the Evansdale Campus in a cluster with the Engineering Sciences Building, the Mineral and Energy Resources Building, the Engineering Research Building, the Agricultural Sciences Building, and the Evansdale Library, the WVU NRCCE meeting facility can combine efforts, resources, and meeting space to accommodate a true diversity of events.

Conference Facility Calendar - see available meeting space at the NRCCE's conference facilities

Room Reservations

To schedule a room, contact: Paul Crumrine (304) 293-2867 x5422 or Eric Jordan (304) 293-2867 x5413

Hours of Operation Return to top

The NRCCE operates on the regular WVU schedule:

Conference facilities may be available outside normal hours by special arrangement through the Conference Coordinator. Contact Paul Crumrine at 304/293-2867 ext 5422 or Eric Jordan at ext 5413.

Meeting Room Specifications Return to top

CONFERENCE ROOMS PORTFOLIO [.pdf 636kb]

The WVU NRCCE building was completed in 1993 to ADA compliance. Persons requiring special assistance should call Paul Crumrine at (304) 293-2867, ext 5422 or Eric Jordan ext 5413.

Audio Visual Equipment Available at the NRCCE Return to top

Equipment should be requested at the time an event is scheduled or two business days prior to meeting. Some equipment may not be available in all rooms. Reserve equipment through Paul Crumrine at (304) 293-2867, ext 5422 or Eric Jordan ext 5413.

NRCCE Meeting Room Rates and Multimedia/Video Service Fees Return to top

 

Day Rate
 6 am to 6 pm

1/2 Day Rate
 6 am to Noon/Noon to 6 pm

Evening Rate
 6 am to Noon 6 pm to 11 pm

Large Assembly 101-A&B

$130

$65

$65

Assembly Room 101-A

$ 65

$32.50

$32.50

Assembly Room 101-B

$65

$32.50

$32.50

Conference Room 125-A

$ 40

$20

$20

Conference Room 125-B

$ 40

$20

$20

Conference Room 125-A&B

$ 80

$40

$40

Conference Room 127-C (Electronic Classroom)

$ 45

$22.50

$22.50

Lobby/Atrium (or free w/other room)

$ 45

$22.50

$22.50

The primary purpose of the WVU NRCCE conference facility is to promote WVU’s energy and environment programs. While anyone associated with WVU may request use of the facilities, the WVU NRCCE encourages use by those who have an energy or environmental emphasis. Note: The WVU NRCCE building was completed in 1993 in compliance with Americans with Disabilities Act standards.

All events scheduled for the facility must have a WVU sponsor. Events must be confirmed with WVU NRCCE Conference Services manager, Paul Crumrine, at 293-2867, ext. 5422 or Eric Jordan, ext. 5413.

In addition to room fees, some labor fees may be charged to users. In particular, labor for video-, audio-, and teleconferences may be charged to users. Events requiring significant set-up time or other special services may incur labor charges. For estimates, contact Paul Crumrine, Conference Coordinator, 293-2867, ext. 5422 or Eric Jordan, ext. 5413.

Users should notify Paul Crumrine, WVU NRCCE Conference Services manager, in writing by e-mail or fax at least 48 hours in advance of cancellations (e-mail Paul.Crumrine@mail.wvu.edu or Eric.Jordan@mail.wvu.edu). Failure to notify WVU NRCCE may result in charges for costs incurred by WVU NRCCE to prepare for the event. Groups who repeatedly cancel events may be denied use of the facility.

WVU NRCCE General Conference/Meeting Services Fees

Room Set-up.......... $5.25/hr

Writing/Editing.......... $15.00/hr

Logistics Planning.......... $16.00/hr

WVU NRCCE Multimedia Labor Fees

Producer/ Director..........$15.60/hr

Student Technician..........$6.50/hr

Student Worker..........$5.25/hr

Labor associated with use of any teleconference, videoconference, or audio conference is charged to all WVU and Non-WVU customers. Under special circumstances, users may petition the WVU NRCCE Associate Director Trina Karolchik Wafle (293-2867, ext. 5402) for a waiver of these fees.

WVU NRCCE Expendables

Users are required to reimburse the WVU NRCCE for any expendables such as video tape (Betacam SP, SuperVHS, VHS); audio tape (audio cassettes, micro cassettes); or other event-related expendables.

Non-WVU NRCCE Teleconferencing Network Access Fees

The WVU NRCCE does not own or operate the actual telecommunications network which is accessed. Reservations for use of telecommunications networks must be made with other units as listed below. Satellite and communications network charges are in addition to the WVU NRCCE fees described in this rate card. Networks and contact people include:

Directions Return to top

Text-only version

Conference & Meeting Participants—Please park at the short-term pay lot next to the WVU Greenhouse or park free at the Coliseum where a free shuttle bus runs every 10 minutes to this campus during the semester.

Visitors of NRCCE Staff—Limited permit parking is available in Area 60 across from the building. Please see the conference co-ordinator in Suite 102 for any available permits. Permits are issued on a first-come, first-serve basis.

Please note that after hours and during weekends only the first floor entrance to our building will be open for events. The ground floor entrance next to the parking lot will be locked. Following the steps on the east side of the building from the parking lot will lead you to the first floor entrance.

WVU NRCCE Parking Return to top

NRCCE Conference Services does not have permission to issue parking permits for event participants.

PAID Parking in Evansdale for Off-Campus Visitors

Short Term Pay Parking Rates

$0.25 = 30 min. $1.50 = 2.5 hr. $6.00 = 6 hr.
$0.50 = 1 hr. $2.00 = 3 hr. $7.00 = 9 hr.
$0.75 = 1.5 hr. $3.00 = 4 hr. $8.00 = 8 hr.
$1.00 = 2 hr. $5.00 = 5 hr. $10 = 10 hr.

Sorry, machine does not give change. Accepts only $1 bills and coins.

FREE Parking in Evansdale at the Coliseum for Off-Campus Visitors

Evansdale Parking Options for WVU Employees

  1. The WVU Parking Office allows WVU permit holders from other campuses to legally park in Lots 42, 45, 46, 50, 52, & 54 on the Evansdale campus. Please make sure that your permit is visibly hanging from your rear view mirror. Maps of the different WVU parking lots can be found at http://transportation.wvu.edu
  2. Don’t forget you can ride the PRT free using your WVU employee card. The Engineering PRT Station is just a short walk to the NRCCE building.
  3. For those without permits, parking is available at several nearby pay parking lots. The closest to the NRCCE is next to the WVU Greenhouse at the 4-way stop sign on Evansdale Drive. If the pay lots are full, you must park at the WVU Coliseum.

    The rates in the pay parking areas are:

    $0.25 = 30 min. $1.50 = 2.5 hr. $6.00 = 6 hr.
    $0.50 = 1 hr. $2.00 = 3 hr. $7.00 = 9 hr.
    $0.75 = 1.5 hr. $3.00 = 4 hr. $8.00 = 8 hr.
    $1.00 = 2 hr. $5.00 = 5 hr. $10 = 10 hr.

    Sorry, machine does not give change. Accepts only $1 bills and coins.

  4. You can park free at the WVU Coliseum and ride the free shuttle bus at the Coliseum Blue Gate to the Evansdale Campus. Hours of operation:
    • Monday through Friday-- Buses depart the Coliseum Blue Gate for the MER Building every 10 minutes between 7:30 a.m. and 5:00 p.m.
    • Monday through Friday--(Evening schedule) - Buses depart the Coliseum Blue Gate for the MER Building every 15 minutes 5:00 p.m. to 10:00 p.m.
    Add 20 minutes for your travel time when using this option.

For Your Event's VIPs, Course Instructors, or Speakers

The WVU Parking Office allows the NRCCE to issue 10 temporary parking permits for Area 60 each day for NRCCE related business. These permits are issued to visitors doing business with the NRCCE. A limited number are available for conference VIPs and course instructors. These permits are issued on a first come, first served basis and are not guaranteed to any group. If the NRCCE has no permits available for your event, you need to call the WVU Parking Office to make arrangements for your guests. The Parking Office phone number is 293-5502.

NRCCE is not responsible for parking tickets received for parking illegally in the permit lots. These spaces are reserved for WVU employees who pay to park in these areas. We appreciate your cooperation in this matter.

Catering Return to top

Meeting organizers can select from an excellent menu of foods and beverages provided by WVU Dining Services, 304/293-5105, the official caterers of West Virginia University. WVU Dining Services can assist you in designing a unique, one-of-a-kind menu for your one-of-a kind event.

Go to WVU Dining Services’ website for a full-selection menu. www.wvu.edu/~dining/catering.

Average catering charges: breakfast $8-10; lunch $9 - $14 per person; breaks $3 - $5 per person; dinner $15 - $24 per person; complete meals-to-go $7 - $10. The following lead times are suggested:

WVU's Personal Rapid Transit (PRT) System Return to top

The PRT provides transportation to all campuses as well as Downtown Morgantown. The Engineering PRT station is located a short distance from the WVU NRCCE building. The hours of the PRT operations are:

Summer schedules vary. Passes for the PRT can be provided to attendees for week-long events. The fee is $0.50 per day and can be arranged through the conference coordinator.

Private Bus Service Return to top

Private bus services by WVU can be arranged for larger events. Shuttle service is estimated at $25.00 per hour per bus. This fee includes driver.

Special Assistance Return to top

ADA compliance is an institutional priority at the WVU NRCCE. Wheelchairs can be accommodated at all entrances of the WVU NRCCE, with an elevator stop on each of the building's three floors. Persons requiring special assistance are encouraged to call Paul Crumrine, Conference Coordinator, at 304/293-2867, ext. 5422. Advance notice of two weeks is required for persons needing specialized equipment for any meeting or event.

Hotel Information Return to top

www.tourmorgantown.com/lodging.php

Policies & Practices Return to top

General

Meeting and event space in the National Research Center for Coal and Energy is available to eligible groups and their invited guests for lectures, seminars, workshops, receptions, meetings, luncheons, and dinners. Only West Virginia University groups, or events with a West Virginia University sponsor, are eligible to use NRCCE facilities.

The NRCCE reserves its conference rooms for staff meetings, student events, and professional conferences and cannot be reserved during the semester for WVU classes by faculty members.

Recognized student organizations (i.e., those officially listed as "Recognized Student Organizations" by the WVU Office of Student Affairs) and WVU departments may schedule meeting space in the NRCCE for activities that support WVU's educational and research missions. Student gatherings that are primarily or substantially social events are excluded from this facility. The NRCCE Director reserves the right to refuse privileges and/or facilities to student and departmental gatherings when, in his/her opinion, the granting of such privileges could be detrimental to the best interests of the center. The NRCCE reserves the right to require that student organizations have a faculty advisor in attendance during the entire function. Student groups needing facilities for social gatherings should contact the WVU Mountainlair, WVU Evansdale Residential Complex, or the WVU Alumni Center.

Groups who use the NRCCE conference facility must agree to abide by University and NRCCE policies as well as all Federal and State laws.

In keeping with the mission of the NRCCE, preference is given to those activities that focus on energy and environmental issues.

The NRCCE Director reserves the right to refuse privileges and/or facilities when, in his/her opinion, the granting of such privileges could be detrimental to the best interests of the center.

The center is not available for commercial sales or retail use, partisan political activity, church or religious services, fund raising activities for profit, or any such similar activity even though eligible users may be members of the organization requesting such use.

Cancellations must be made at least two business days in advance. Groups that do no abide by this rule may be denied use of the facility. Groups who repeatedly cancel events may be denied use of the facility.

The NRCCE is a designated "Smoke Free Building." Smoking is prohibited anywhere in the building. All groups using the building must abide by the "Smoke Free Policy."

No posters, banners, decorations, etc. may be attached to the floors, walls, or ceilings in such a manner that might cause damage. Check with NRCCE Conference Services (NCS) for information on appropriate ways to hang posters, etc. Groups that cause damage will be charged an amount to cover repair costs.

The NRCCE meeting rooms provide special white boards and erasable white board markers. Organizations are required to use the appropriate markers to avoid damaging the white boards. Groups who irreparably damage whiteboards will be charged a fee to cover replacement costs.

No event notices shall be posted in the building without the consent of the NCS.

Gambling of any kind is prohibited.

No pets of any kind are allowed. Animals that provide assistance to the disabled are welcome.

No reprimand shall be given to any employee of the NRCCE or WVU Dining Services by the host organization or the organization's guests.  Problems may be reported directly to the NRCCE Associate Director. Follow-up evaluations can be scheduled with the NCS to improve services.

The NRCCE primarily accommodates professional organizations for standard business or technical meetings and as such provides basic set-ups. Groups that have special needs outside of a typical business or technical meeting as may be the case for special demonstrations, or for groups of children, must notify NCS with sufficient notice to allow for any special arrangements to be completed. Groups who fail to fully disclose their intended activities risk losing use of the facility. Special requirements may include staging, especially for disabled participants, or hands-on activities or exhibits involving adhesives, water, soils, livestock, live models, etc.

NRCCE reserves the right to charge a set-up fee for groups that require large or special set-ups beyond the NRCCE Conference Facility's normal room arrangements. Groups may also be required to reserve the facility for additional days to allow sufficient time for set-up and tear-down. Groups are welcome to supply their own labor crew (e.g. students) with the approval of NCS.

Should any group cause damage to the NRCCE because of misconduct or misuse, the group sponsor will be responsible for repair and clean-up and/or associated costs.

 Hours Available

Staff to serve the NRCCE conference facility is limited. Therefore, guaranteed hours of operation for the facility are 8:00 am to 5:00 pm weekdays. The facility is available during limited weekend or evening hours. The NRCCE may charge an hourly fee for weekend and evening hours equivalent to time and half salary.

Groups that use the facility outside normal hours of operation are required to use the North entrance on the pedestrian side nearest the cul-de-sac. This is a security precaution. If a host group must use the South entrance (near parking lot area 41), then the host will be required to post one of their employees at the South entrance to allow access to the building. Under no circumstance will the NRCCE permit doors to be propped open.

The electronic door locks will be open 30-minutes before and after each event unless meeting organizers request different accommodations 48 hours in advance.

Hours Unavailable

NRCCE's meeting space is not available during WVU holidays (security issue) or when WVU's president closes the university due to emergencies like winter storms (safety issue).

Special Assistance

ADA compliance is an institutional priority at WVU and the NRCCE. Wheelchairs can be accommodated at all entrances of the WVU NRCCE, with an elevator stop on each of the building's three floors. Persons requiring special assistance are encouraged to call Paul Crumrine, Conference Coordinator, at 304/293-2867, ext. 5422. Advance notice of two weeks is required for persons needing specialized equipment for any meeting or event.

Parking

Parking is governed by the WVU Parking Office. Host organizations must contact the Parking Office directly to make arrangements for permit parking. 304-293-5502.

Otherwise, groups are welcome to use the paid parking lots near the WVU greenhouse at the 4-way stop on the Evansdale Campus, or park free at the Coliseum parking lot and ride the free shuttle bus to the Evansdale Campus. Please note the shuttle bus operates only when classes are in session.

The WVU Parking Office allows the NRCCE to write only 10 permits per day for NRCCE business visitors. At the discretion of the Director's Office, the NRCCE may issue five of these limited permits for conference speakers or special VIPs. These permits are available to groups on a first-come, first-served basis.

The NRCCE can also be reached by riding the WVU Personal Rapid Transit (PRT).

Reservation Procedures

Reservations to use the NRCCE facilities may be made at any time up to one year in advance. NCS reserves the right to move users or reassign rooms in order to accommodate as many facility usage requests as possible.

Contacts:

First contact for scheduling
Paul Crumrine - Conference Coordinator
E-mail: Paul.Crumrine@mail.wvu.edu
Office: 304-293-2867 x5422
Cell: 304-216-3040

Second contact for scheduling
Eric Jordan – Conference Coordinator
E-mail: Eric.Jordan@mail.wvu.edu
Office: 304-293-2857 x5413
Cell: 304-685-4059

Technical Communications Program Manager Tracy Novak (304) 293-2867 x 5421 or Program Assistant Peggy Andreas may also be available should the first two contacts be unavailable: (304) 293-2867 x 5420. Trina Wafle is the Associate Director of the NRCCE and may be contacted at (304) 293-2867 x5402.

Professional Food and Beverage Service

University policy requires use of WVU Dining Services for any professional catering needs. No other professional caterer is allowed on the premises. The NRCCE does not operate its own food and beverage service, nor does it supervise WVU Dining Services. Therefore, organizers must contact WVU Dining Services directly to make arrangements, and may do so by calling 304-293-5105.

(Small groups wanting to bring in their own snacks and drinks are allowed, but must leave the room in the same condition as when they entered. Groups should clear tables of leftovers, cups, cans, plates, napkins, etc. and wipe up any spills and crumbs as needed so other groups using the facility will not be inconvenienced by a messy room.)

Host organizers should be present at the time WVU Dining Services arrives to set-up. Since NRCCE personnel do not place food orders, NCS can only make educated guesses as to food set-up, and will not know if the proper food has arrived. WVU Dining Services operates a delivery service and may not have personnel onsite to correct problems that may be noted later when conference organizers finally arrive for their event.

Vending machines containing soda pop and snacks such as chips and candy are available in the NRCCE lobby area.

The NRCCE is not authorized to permit legal beverage services on the premises. However, eligible parties may contact WVU Institutional Advancement to seek permission to serve legal beverages during meal functions only. The host may be required to have an officer from the WVU Department of Public Safety on duty during the event.

At the NRCCE, food service is not available for K-12 school groups; however, arrangements may be made for food service at Evansdale Residential Complex (304-293-3250) and the Erickson Alumni Center (304-293-4731) which are within walking distance of the NRCCE. Organizers must make such arrangements with these locations themselves.

Audio/Visual Services

NCS offers standard A/V equipment. The NRCCE provides onsite technical support for A/V services.

The center also includes a distance learning facility. The site can provide uplink (broadcast) or downlink (reception) services.

NCS can provide limited support for the production of courses or events for broadcast. Producers who are known to NCS and who abide by NRCCE policies and procedures may be permitted to use the facility. Additional staff may be required to adequately produce an event or course, therefore organizers are encouraged to contact NCS as early in the planning stages as possible to allow for proper staffing and to review policies and procedures regarding the use of the broadcast studio.

Groups that wish to receive downlinked video are responsible for providing satellite coordinates and contacts at the origination site, and for paying any registration or other fees.

Fees

See the NRCCE rate card for room fees. WVU organizations may request a waiver of the fees. In general, NCS will waive room fees for any WVU group that does not have hospitality funds. However, groups that are charging registration fees or that have grants or state funds explicitly to cover expenses associated with an event, seminar, course, etc. will be charged fees published in the NRCCE's rate card.

Fees that may be incurred by NRCCE for the conduct of an event will be passed along to the event organizers. For example, if an event requires special set-up that must be conducted after 3:00 pm by Physical Plant workers, the standard Physical Plant charges will be directed to the sponsoring organization.

NCS reserves the right to charge a special set-up fee for groups that require large or special set-ups beyond the NRCCE conference facility's normal room arrangements. Groups that can provide their own labor may do so with the approval of NCS.

Groups that are using the facility to receive a broadcast (satellite downlink) are responsible for any broadcaster fees.

Groups that use the facility to originate a broadcast (satellite uplink) will be required to pay expenses ranging from satellite time to labor to room and studio rental. Exact costs are derived on a case-by-case basis between the host organization and the NCS. The host organization is responsible for obtaining the cooperation of all parties needed to produce a broadcast.

Cancellations

Groups who fail to notify NCS of a cancellation 24 hours in advance may be denied reservations for NRCCE conference space in the future.

The NRCCE Director reserves the right to deny reservations in the NRCCE conference facility to any group who has violated these policies and practices.

NRCCE Conference Services Responsibilities Checklist 

Contacts:

First contact for scheduling
Paul Crumrine - Conference Coordinator
E-mail: Paul.Crumrine@mail.wvu.edu
Office: 304-293-2867 x5422
Cell: 304-216-3040

Second contact for scheduling
Eric Jordan – Conference Coordinator
E-mail: Eric.Jordan@mail.wvu.edu
Office: 304-293-2857 x5413
Cell: 304-685-4059

Technical Communications Program Manager Tracy Novak (304) 293-2867 x 5421 or Program Assistant Peggy Andreas may also be available should the first two contacts be unavailable: (304) 293-2867 x 5420. Trina Wafle is the Associate Director of the NRCCE and may be contacted at (304) 293-2867 x 5402.

Responsibilities of NRCCE Conference Services (NCS)

NCS schedules the master calendar for the NRCCE conference facility. The master calendar can be viewed on the web at to see which rooms are available. Scheduling, however, must still be done through NCS.

NCS emails a confirmation to the client when the meeting is scheduled.

NCS emails or calls the client one week in advance to confirm meetings, room setup, catering arrangements, parking, and all other details.

NCS is responsible for meeting each week to discuss upcoming events for the next two weeks.

NCS is responsible for the initial setup of the room per the customer detailed specs.

NCS opens rooms when client comes to NCS office. Conference rooms stay locked until clients need in the room. This requirement keeps equipment theft to a minimum.

Only one entrance to the building is unlocked for evening and weekend events. This is the north entrance (walking-campus side of the building nearest the cul-de-sac.) By using this entrance, participants enter the first floor lobby area where the conference rooms are located.

For evening and weekend events, the North entrance is electronically unlocked 30 minutes prior to an event and locked 30 minutes after the event unless different arrangements are requested by meeting organizers. Requests must be made in writing at least two business days prior to the event. NCS does not control the electronic door locking system and can not accommodate last minute requests (even if they want to).

NCS representatives are responsible for carrying cell phones so they may be reached whenever they leave the office between the hours of 8 am and 5 pm.

Paul Crumrine 304-216-3040

Eric Jordan 304-685-4059

Additional contacts if needed:

Tracy Novak 304-376-4967

Peggy Andreas – Program Assistant II, 304-293-2867 x5420

Trina Wafle – NRCCE Associate Director, 304-293-2867 x5420

NCS representatives post on office doors their work hours and times away from office.

NCS is responsible for setting up requested audio/visual equipment listed on the NRCCE website. (NRCCE does not provide laptops or any other computers for meetings.)

NCS is responsible for printing standard signage as available from the EMS scheduling system. Special or additional signs are the client's responsibility.

Client Responsibilities

Client is responsible for checking room setup in advance of meeting with sufficient time for changes.

Client is responsible for finding a conference rep to open room door (this is a security issue) before an event. (NCS is responsible for carrying phone at all times to be paged as needed.)

Once a room is open, the client is responsible for room security.

Client is responsible for ensuring a WVU representative affiliated with the event is present during the event.

The client is responsible for giving NCS a list of meeting organizers for conferences. This list allows the NCS to contact the correct people and provides backup in case of emergencies.

Participant Parking: It is the client's responsibility to call the WVU Parking Office in advance to secure parking for attendees. 304-293-5502. Conference Services will write permits for speakers or VIPs up to a week prior on a first-come first-serve basis—for a maximum of five permits per group, with a limit of 10 permits per day for the whole NRCCE per the parking office's dictates.)

Catering: Client must contact WVU Dining Services, Burlene Forquer at 304-293-5105, to make food arrangements. All food must be ordered through WVU Dining Services for all but standard staff meetings per WVU policy. Exceptions may be sought from WVU Dining Services by the client.

Client is responsible for clearing the room of all meeting materials and should leave room in same condition as they found it. If the client provided food for a small group in compliance with catering policies, they are responsible for clean up all leftover plates, food, etc. The client is not responsible for clearing WVU Catering dishes or leftover food. WVU Catering cleans up their food and equipment.

Clients are responsible for locking the room upon exiting or for notifying NCS to secure the room; client is responsible for equipment in the room until the room is locked.

Clients are responsible for providing special signs if desired; NCS will provide easels when requested in advance.

A client may arrange to trade/swap conference rooms with another organization after getting permission from NCS. It is the client's responsibilities to make the necessary arrangements; NCS will share contact information

Last minute requests may be honored if client speaks personally to NCS. Last minute requests by voice mail or email may not be seen/heard in time to make change.

Cancellations must be made at least two business days in advance. Groups that do no abide by this rule may be denied use of the facility. Groups who repeatedly cancel events may be denied use of the facility.

Frequently Asked Questions Return to top

What is NCS?

NRCCE Conference Services (NCS)

Who is allowed to reserve rooms at the NRCCE?

Any WVU department, center, program, or official WVU student group. Groups not associated with the university are not allowed to hold events at the NRCCE.

How do I know if a room is available?

NCS schedules the master calendar for the conference facility for the building. The calendar can be used to see which rooms are available. Scheduling, however, must still be done through NCS.

Who are the current contacts to schedule a room?

Contacts:

First contact for scheduling
Paul Crumrine - Conference Coordinator
E-mail: Paul.Crumrine@mail.wvu.edu
Office: 304-293-2867 x5422
Cell: 304-216-3040

Second contact for scheduling
Eric Jordan – Conference Coordinator
E-mail: Eric.Jordan@mail.wvu.edu
Office: 304-293-2857 x5413
Cell: 304-685-4059

Technical Communications Program Manager Tracy Novak (304) 293-2867 x 5421 or Program Assistant Peggy Andreas may also be available should the first two contacts be unavailable: (304) 293-2867 x 5420. Trina Wafle is the Associate Director of the NRCCE and may be contacted at (304) 293-2867 x5402.

What kinds of events are held at the NRCCE?

The majority of events held at the NRCCE are departmental and program meetings or professional workshops and training, as well as student presentation programs. The NRCCE is seldom used for student dances or dinner events due to the fact that there are no on-site catering facilities or round tables at the facility. These types of events are typically directed to the Mountainlair or to the Erickson Alumni Center.

What rooms can I reserve at the NRCCE?

WVU departments and programs can reserve the following rooms:

(Other rooms are currently reserved for NRCCE program use only.)

The NRCCE reserves the right to change room assignments to accommodate the optimum number of events at the facility. NCS will contact meeting organizers when such changes are made.

What’s the maximum number of people your facility can hold?

Our largest meeting room can hold 264 people set up theater-style with just chairs. This same room can hold 150 set up in classroom-style with tables and chairs.

Do you have any smaller rooms?

Yes, The Assembly Room 101 A&B can be divided in half. And Conference Room 125 can accommodate smaller non-NRCCE groups.

Do you have recommended setups for these rooms?

CONFERENCE ROOMS PORTFOLIO [.pdf 2.5mb]

(Conference Room 127 is now available for NRCCE programs only.)

Do I have to pay to use the rooms?

Under certain conditions:

The NRCCE reserves the right to invoice fees if we discover during or after the fact that you are charging registration fees or that your meeting is grant-funded.

What is your policy on cancellations?

Cancellations must be made at least two business days in advance. Groups that do not abide by this rule may be denied use of the facility. Groups who repeatedly cancel events may be denied use of the facility.

Can I serve alcohol at my event?

Alcohol is not encouraged. Any WVU group must seek approval from Angie Eaglen, (304) 293-5841, Office of the VP for Legal Affairs and General Counsel's Office to serve alcohol at the NRCCE. A copy of the permission letter from WVU Office Information must be sent to the NRCCE two weeks in advance of the event. Alcohol can only be served by trained bartenders from WVU Catering. Anyone serving alcohol without complying with these policies will be ineligible to use the facility in the future. Events with over 150 attendees need to contact WVU Security and have a security officer on site during the event.

Do you provide parking?

Only for meeting organizers or speakers. Up to 5 permits are available to any one group. These permits are issued on a first come, first served basis and are not guaranteed to any group. All other participants must park at a nearby pay lot or at the Coliseum where parking is free and a free shuttle bus is provided to bring participants to the Evansdale campus. The shuttle bus only runs when classes are in session. It does not run on holidays or in between semesters.

Participants are not allowed to park in WVU permit lots and the NRCCE is not responsible for any tickets participants may receive if they park illegally anywhere on campus.

Find additional parking information at: www.wvu.edu/~facserv/Parkinterpage.cfm

Where are you located?

A great map of the Evansdale Campus can be found on the WVU website at: www.wvu.edu/campusmap/

What are the closest hotels to your facility?

Euro-Suites Hotel $$$$
501 Chestnut Ridge Road
Morgantown, WV 26505
304-598-1000
or 1-800-6-SUITES

Hampton Inn $$$
1053 Van Voorhis Road
Morgantown, WV 26505
304-599-1200
or 1-800-HAMPTON

Econo Lodge - Coliseum $$
3506 Monongahela Blvd.
Morgantown, WV 26505
304-599-8181
1-800-4CHOICE

Additional hotels for Morgantown can be found on the WVU Visitors Resource Center’s website at: http://visit.wvu.edu/directions.htm. Many of these hotels will give you a discounted rate if you mention that you are in town attending a WVU event.

What kind of equipment do you provide and do I have to pay for it?

An equipment list and rates.

NCS does not provide laptops or other computers for any meeting. This is the responsibility of the meeting organizers.

You pay under three conditions.

  1. If your meeting is grant-funded with specific money allotted for meetings and workshops.
  2. If you are charging a registration fee.
  3. If you damage anything you will be charged the repair fee or replacement cost.

How do I know that my event has been reserved?

NCS emails a confirmation to the client when the meeting is scheduled. NCS emails or calls the client one week in advance to confirm meetings.

Who sets up the room?

NCS is responsible for the initial setup of the room per the customer detailed specs.

What if the room is locked when I get there?

NCS opens rooms when client comes to NCS office. Conference rooms stay locked

until clients needs access to the room. This policy keeps equipment theft to a minimum.

What if I need to talk to someone in a hurry and there’s no answer when I call the office?

NCS representatives carry cell phones so they may be reached whenever they leave the office between the hours of 8 am and 5 pm. Paul Crumrine 304-216-3040. Eric Jordan 304-685-4059. Tracy Novak 304-376-4967.

Do you print signs for my event?

NCS posts signs next to the meeting room door with a list of the events for that day. Special signs are the client’s responsibility.

What are my responsibilities?

Client is responsible for checking room setup in advance of meeting with sufficient time for changes.

Client is responsible for finding a conference rep to open room door (this is a security issue) before an event. (NCS is responsible for carrying a phone at all times to be paged as needed.)

Once a room is open, the client is responsible for room security.

An NRCCE representative must be present for meetings scheduled by NRCCE staff or the meeting must be for a program that has NRCCE funding.

The client is responsible for giving NCS a list of meeting organizers for conferences. This list allows the NCS to contact the correct people and provides backup in case of meeting changes, problems, or emergencies.

Participant Parking: It is the client’s responsibility to call the WVU Parking Office in advance to secure parking for attendees. 304-293-5502. Conference Facilities will write permits for speakers or VIPs up to a week prior on a first-come first-serve basis—for a maximum of five permits per group, with a limit of 10 permits per day for the whole NRCCE per the parking office’s dictates.)

Catering: Client must contact WVU Catering, Burlene Forquer at 304-293-5105, to make food arrangements. All food must be ordered through WVU Catering for all but standard staff meetings per WVU policy. Exceptions may be sought from WVU Catering.