Frequently Asked Questions

Expand the questions below for more information.

How do I reserve a conference room for a meeting or event?

Contact the Conference Center directly via phone (301-846-1111), email, or online reservation to reserve a conference room as soon as you have a need. The Conference Center staff will reserve rooms using “Meeting Room Manager” and will provide a reservation confirmation to you via email within 12 hours of your request. The email confirmation will also include best practices for ensuring a successful event.

How do I request assistance with WebEx for a meeting or event I’m holding in a Conference Center managed room?

Contact the Conference Center directly via phone (301-846-1111), email, or online reservation to request WebEx assistance as soon as you have a need. The Conference Center will relay your needs to a WebEx technician within 12 hours of your request. A WebEx technician will reach out directly to you to coordinate your WebEx needs within 24 hours for requests with less than 5 business days until the event and within 48 hours for requests with more than 5 business days until the event. For assistance in non-Conference Center managed rooms, call the IT Helpdesk at 301-846-5115.

Will the Conference Center provide Audio/Visual (A/V) equipment for my meeting or event?

Yes, notify the Conference Center staff about your A/V needs via via phone (301-846-1111), email, or online reservation as soon as you identify a need. If setup assistance is requested, Conference Center staff will set-up your requested A/V equipment prior to your arrival for the meeting or event.

Will the Conference Center assist with connecting A/V equipment and launch my WebEx or Video Teleconference (VTC) on the day of my meeting or event?

Yes, upon your arrival to the meeting location, Conference Center staff will assist with connecting A/V equipment and launch the WebEx or VTC.

How early do I need to arrive prior to the start of a meeting or event?

Based on best practices, you are requested to arrive (with visiting speakers/presenters, if applicable) at least 20 minutes in advance of the meeting so there is ample time for set-up and training on equipment use.

Will Conference Center staff monitor WebEx or VTC throughout the duration of my meeting?

Unless an onsite technician is requested and available, you are primarily responsible for identifying technology issues during the meeting and for notifying the Conference Center at 301-846-1111 if there is a technology failure during the meeting. Conference Center staff will be on-call and remain in close proximity to the meeting unless an urgent request of their assistance is needed at another location.

What do I do if there is a problem with the A/V equipment, WebEx, or VTC during my meeting?

Notify the Conference Center at 301-846-1111 if there is a technology failure during the meeting.

Does the Conference Center prepare signage, brochures, or advertising related to meetings?

The Conference Center does not prepare these materials for meetings; however, Scientific Publications, Graphics & Media (SPGM) can provide assistance, at a cost. The group can be reached at ncispgm@mail.nih.gov or 301-846-1055.

Does the Conference Center provide administrative services related to monitoring entry to meetings or overseeing guest registry? How about food-related services?

The Conference Center does not provide administrative or food-related services. For catering and food services, contact the Discovery Café at 301-846-1750. All food-related orders must be placed online through their Catering Order Form. The Conference Center is not responsible for coordinating or serving food; however, skirted tables can be provided if food will be served.

Conference and Event Planning may be contacted for registration needs and monitoring entry to meetings.

How do I provide feedback to the Conference Center?

You can provide feedback to the Conference Center by completing the brief Customer Comment Survey. You can also contact the Conference Center directly via phone (301-846-1111) or email, or leave a suggestion for the Conference Center User Committee.
Close