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?
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.