Gray Research Center (GRC)

PLEASE REVIEW THE FOLLOWING UPDATES

TO GRC RESERVATION & USE POLICIES

THANK YOU IN ADVANCE FOR YOUR GROUP'S COOPERATION

Updated 21 June 2023

1. Hours
   1. Hours of operation
   2. Event end times
2. POC Requirements
3. Cancellations
   1. 3-days notice requirement
   2. How to cancel a reservation
   3. No-show penalty
4. How to Make a Reservation
   1. Good to know info
   2. Essential info
5. Using the GRC - General Guidelines for All Visitors
6. .MIL computers
7. Meeting Spaces
   1. Small meeting spaces
   2. Medium meeting spaces
   3. Large meeting spaces
   4. Equipment note

HOURS OF OPERATION & EVENT ENDING TIMES

HOURS OF OPERATION

• GRC Conference Center hours are Monday-Friday, 0730-1630. The Conference Center includes the GRC Auditorium and Thomas Rooms.
• Hours for meeting room spaces located within the Library: 0730-1630, Monday-Friday.
• The building closes promptly at 1700.
  • Outer doors are locked at 1700. 
  • All visitors are required to leave the building BEFORE 1700. 
  • As a reminder, closing announcements are played starting at 30 minutes before closing time.
  • Applies to: Library-side meeting rooms, no exceptions.
  • Applies to Auditorium & Thomas Rooms unless arrangements are made in advance by the GRC Reservations Manager. (In such cases, the closing staff will be briefed ahead of time.)

EVENT ENDING TIMES

• All events must be concluded by 1630. Reservation end times will be strictly enforced.
  • Example: A meeting space is reserved from 0730-1630, but the event ends early at 1400.
    • All attendees must vacate the meeting space in a timely manner after the event ends. 
    • Attendees are not allowed to "hang out" in the meeting space until the building closes. 
    • Similar concept: "When the instructor leaves, the class is over."
    • Applies to: Auditorium, Thomas Rooms, Library-side meeting spaces.

WHY THIS CHANGE? The 1630 end time is being enforced because the GRC building closes promptly at 1700. All visitors must leave the building before, and not at or after, 1700.

• GS Civilian Staff are not required or allowed to work overtime without prior authorization by their supervisors.
• Visitors do not have the authority to change GRC/Library hours of operation.
• More often than not, attendees who hang back after an event is over are the cause of late building closings, and frustration for those responsible for locking up. Please show courtesy toward our staff and follow the rules.

POC REQUIREMENTS

• The event POC/designated POC must "check in" with the Conference Center Manager or Reservations Manager upon arrival.
• The event POC/designated POC must remain on the premises at all times. 
• The POC/designated POC is responsible for sharing the do's and dont's of using GRC spaces with their group.
• The POC/designated POC is responsible for starting/ending the event on time, ensuring respectful use of the facilities, and resolving any problems that might arise with the event or people attending the event, and communicating any pertinent changes to the Conference Center or Reservations Managers.
• If the POC/designated POC is changed, the GRC Reservations manager must be notified and provided with new contact information.
• When leaving the event, the POC/designated POC must "check out" with the GRC Reservations Manager when leaving the event.
• The departure of the POC/designated POC from the GRC indicates that the event has ended.
• All visitors are expected to leave the meeting space, in a timely manner, after the event has ended. 
• Failure to adhere to the POC policy will result in forfeiting the ability to make future reservations.

WHY THIS CHANGE? This is an enforcement of existing policy.

CANCELLATIONS

REQUIREMENT - 3 DAYS NOTICE

• The Reservations Manager must be notified at least THREE (3) DAYS ahead of time if an event is cancelled.
  • We realize that many people double-book conference spaces. When you notify us of a cancellation, we are able to free up that space. It also prevents wasting many hours of government employee labor in preparing for a non-event.

HOW TO CANCEL A RESERVATION

• Call or text (571) 456-9242 or email grc_conference @ usmcu.edu. Provide the POCs full name, contact number, the name of the event, and date(s) of the reservation.

"NO-SHOW" PENALTY

• No-shows for either (a) an entire event or (b) partial event will result in suspension of reservation privileges. I.e., your organization forfeits the ability to reserve future conference spaces, indefinitely.
• Examples of "no-shows":
  • Entire event: POC reserves a meeting space for 1 day, doesn't show up, doesn't notify Reservations Manager.
  • Partial event: POC reserves all available meeting spaces in GRC & Library, for 1 week. Only uses auditorium and Thomas Rooms, while the other 8 rooms remain empty all week. Doesn't notify Reservations Manager at any point in time.

WHY THIS CHANGE? The 3-day cancellation requirement has always been a policy. GRC meeting spaces are in very high demand. Pulling a no-show for part or all of an event means others cannot use the space. No-shows waste civilian staff time and government resources.

HOW TO MAKE A RESERVATION

GOOD TO KNOW

• Last-minute requests usually cannot be accommodated (last minute = the day of or day before your event).
• Marine Corps University schools and affiliated organizations receive priority for meeting space reservations. 
• Unfortunately, the GRC cannot host private retirement ceremonies. 
• Library staff cannot reserve the meeting spaces listed on this page.
• The GRC Reservations Manager is on duty Monday-Friday from 0900-1700.
• The GRC Conference Center Manager is on duty Monday-Friday from 0600-1430.

ESSENTIAL INFO

1. All requests must be submitted via the GRC Reservation Form, and digitally signed by the POCs from the Requesting Agency.
2. Requests received outside of normal business hours (Monday-Friday 0900-1700) will be handled the following business day.
3. Contractors are not permitted to initiate reservation requests on behalf of government or military agencies.
4. The reservation form represents a request and DOES NOT guarantee a reservation.
5. Send completed forms to grc_conference @ usmcu.edu. 
6. The Reservations Manager will respond to your request within 3 business days.
7. Please address all questions to grc_conference @ usmcu.edu, or call the Reservations Manager at (571) 456-9242.

USING THE GRC - GENERAL GUIDELINES FOR ALL VISITORS

NOTE: As of 21 June 2023, the GRC Conference Center Use Policy is under revision. Please contact the GRC Reservations Manager if you have questions about the policies and rules for using GRC facilities.

• POCs. Event POCs/designated POCs must remain on the premises during the event. Please refer to the updated POC requirements section for more information.
• Trash. Pack out what you pack in, including trash. 
• Noise. Your meeting space might be located within the Library. When maneuvering through open areas, please secure the noise. Meeting room doors should remain closed to prevent noise spillage. Groups that generate excessive noise, or cause disturbance to employees or Library patrons, will forfeit the ability to conduct operations in LZ GRC.
• Staff Areas. "Staff only" does not refer to staff officers/NCOs. Staff only workspaces and break rooms are authorized for use by GRC and Library employees. Visitors are not allowed to use these areas.
• Cell Phones. Please make/take calls in the Library Cafe or outer Lobby/Foyer areas only. Do not wander through the Library while talking on your cell phone, you're liable to get shushed! Sounds carries very well in the Library, and someone can always hear your 'private' conversation.

ATTENTION .MIL COMPUTER SEEKERS

• The GRC is on a .EDU network. MCEN laptops cannot be connected to the .EDU, they will not work.

MEETING SPACES