Frequently Asked Questions

Expand the questions below for more information.

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

A: Contact the Conference Center directly via phone, email, or online reservation to reserve a conference room. The Conference Center staff will reserve rooms using “AgilQuest OnBoard” and will provide a reservation confirmation to you via email within 24 hours of your request.

Q: How do I check the Conference Center availability?

A: To check room availability, visit https://reservations.nci.nih.gov/ Alternatively, you may call the Conference Center at 301-846-1111 or email at FNLConfCenter@nih.gov

Q: How do I request assistance with WebEx for a meeting or event I’m holding at the Conference Center?

A: Contact the Conference Center directly via phone, 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. 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.

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

A: Yes, notify the Conference Center staff about your A/V needs via phone, email, or online reservations as soon as you identify a need. Conference Center staff will set-up your requested A/V equipment prior to your arrival for the meeting or event.

Q: 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?

A: Yes, upon your arrival to the meeting location, Conference Center staff will assist with connecting A/V equipment and the launching of a VTC. If requested, a member of the Frederick Help Desk Computer Services Staff can be present to assist with the launching of WebEx.

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

A: 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.

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

A: 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 technical 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.

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

A: Notify the Conference Center at 301-846-1111 if there is a technical failure during the meeting. The Conference Center will troubleshoot immediately, as able.

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

A: 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 301-846-1055.

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

A: The Conference Center does not provide these administrative or food-related services. 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.
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.
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