TERMS AND CONDITIONS
If any room remains on hold two weeks prior to an event date the room will be made re-available for leasing. Your hold deposit is non-refundable but can be applied to the balance of the event date requested.
One Week Prior to Event:
Inform Manager of additional outside vendors. Submit updated certificates of insurance for all vendors.
Finalize any audio/visual, room sets, etc.
Pre-Event Inspection with Manager Post Event:
Post Event Inspection with Manager
At least one week prior to your event all details need to be finalized with your Manager. Additional requests include, but are not limited to additional room sets, tables, chairs, audio/visual equipment, linen and early access to facility that is not previously requested will result in an additional charge.
**Charges apply if requests are significant and require additional labor**
Alcoholic beverages may be served within the space. Approved caterers must handle the service and sale of alcohol for all functions within the space subject to the State of New York Liquor Commissioner regulations and the City of New York. BYOB (Bring Your Own Bottle) functions are not permitted in the space. This includes alcohol for personal consumption by exhibitors. All caterers servicing and selling alcohol must submit an approved certificate of insurance with liquor liability insurance listing all entities as additional insureds per the vendor insurance certificate requirements. See Certificate of Insurance Policies or contact CBRE Inc. for additional details. The service or sale of alcohol to minors is prohibited by law.
American Disabilities Act
The space makes every effort to accommodate guests with disabilities and adhere to all requirements of the Americans with Disabilities Act of 1990. Our staff will happily work with you to assist patrons and address any questions or issues that arise.
Service animals aiding disabled persons are welcome. Pets or show animals are not permitted in the the space.
Each conference room is equipped with our house sound system using microphones in each room having the capacity to use microphones. All audio/visual equipment must be coordinated through Manager. Clients may use their own projectors, screens, flip charts, and easels.
All audio/visual equipment must be contained in rented space. Additional access to ports, outlets, and jacks outside of rented space is prohibited. All cords and cables wishing to be concealed and secured must be placed in cord panels/covers and may be secured on the floor with minimal tape. The appropriate covers, tape, and materials are supplied by and are at the cost of the client. Any damage or residue left from adhesives is at the cost of the client.
For advanced setup, equipment testing, advanced technology questions, or WIFI/direct internet access please schedule an appointment with our Manager.
Our room capacities are determined by Federal, State, and Municipal fire and safety regulations and are enforced by the space. We will not book your event into an unfit room size. Please see Room Specifications or check with Manager to confirm room capacities.
Certificate of Insurance
All Hudson Commons tenants are required to submit a certificate of insurance before renting space. All outside vendors, contractors, etc. are required to submit a certificate of insurance before servicing the the space.
We will refresh rooms each day and at the conclusion of a meeting. This refresh includes:
maintenance of restrooms
other minor maintenance
All decorations, signage, materials, etc. must be removed by client at the conclusion of event.
Extensive cleaning such as vacuuming, carpet stain removal, and other tasks determined by Property Management will result in overtime labor at the expense of client renting facility space. The Housekeeping staff regular hours are Monday-Friday 7:00 am-11:59 pm, anything after regular hours is considered overtime at client’s cost.
The space has coat racks within most conference rooms. We are not responsible for lost/stolen items. If desired, clients may use a third party to monitor and secure the coat room at the client’s expense.
The space is not responsible for storing any personal or corporate belongings. The reception area is not for client/event storage or use.
Clients may leave materials and equipment setup throughout the contracted time, in the same conference room scheduled for consecutive days. Items may not be stored in closets. The space is NOT responsible for any lost, stolen, or damaged items, or for providing security for these items.
For the safety and convenience of all guests, permanent signage (emergency exits, restrooms, etc.) is found throughout the facility and may not be visibly blocked at any time.
In order to maintain a consistent appearance for all events no additional signage may be added to the outside of conference rooms, in the pre-function area or main lobby, unless approved by the CBRE Property management team.
Handwritten signs are prohibited unless within the leased room. Signs and banners left unclaimed 24 hours after conclusion of event will be discarded.
Nails, staples, tape, screws, 3M hooks, sticky tack, duct tape, glue, stickers, decals, and other adhesives are PROHIBITED in the space.
Confetti, glitter, rice, birdseed, sand, dirt, moss, and mulch are PROHIBITED. The client will be billed for the labor and materials required for clean-up resulting from non-adherence to this policy.
Pre-event and post-event walk throughs with the Manager are required. Please notify the Manager of any damage that occurs during the course of your event. All repair materials and labor costs are the responsibility of the client. Designated contractors will make all repairs.
All deliveries to the space must follow the procedures below:
All deliveries are strictly from the building loading dock.
All vendors will access the area by way of the loading dock. No access is allowed through the lobby for anyone.
No parking is available anywhere at any time on the project site.
No trailers, temporary offices, or storage are allowed on-site
All contractors must abide by all legal City of New York codes & guidelines.
In the event of a serious medical emergency, call 911 to report it immediately, and then contact building security at 646-626-5010.
We reserve the right to relocate obstructions or remove them completely if in violation of Fire Safety Codes.
Food and Beverage
Clients are free to use any caterer or provide their own food and beverage. Alcohol must be provided through an approved caterer, please see Alcohol Policy.
Please see Certificate of Insurance Policies. All catered food items must be placed within rented space.
We will provide you with a standard room set, WIFI, and access to the house sound system with various microphone capabilities.
Heating and Cooling
All heating and cooling are provided by Hudson Commons in all rented space Monday through Friday 8:00 am to 6:00pm additional overtime HVAC fees will apply to events scheduled before/after operational hours.
Lost and Found
All lost and found articles should be turned into the Manager and will be turned into the building. Every effort will be made to identify the owner and return all articles. Articles left beyond 10 days will be disposed.
Any requests for maintenance/engineering/IT must be communicated/coordinated with the Manager.
It is the responsibility of the client to control noise levels within their respective rented space as to not disturb or disrupt other meetings or to create a nuisance. Manager has the right to monitor all noise levels and impose limitations as needed to prevent disruption or nuisance to other events.
Security is a high priority for Hudson Commons. The security staff reserves the right to deny access of any persons to any facility space and at sole discretion may require additional security to be provided for your event.
In compliance with state and local laws, the space is a non-smoking facility. We restrict smoking in outdoor areas of our premises and are grateful for cooperation and prevention of litter and inconvenience of others.
Any object or device designed or intended to be used to inflict injury upon persons or property is PROHIBITED.
The entire space is WIFI accessible. Please see the Manager for access. No special rules added by host.