Room Assignment, Set-up, & Pricing Policies

ECC staff will work with you to schedule appropriate meeting rooms, equipment, and other services to meet the unique needs of each group served. Staff reserves the right to change assigned locations of your meeting rooms, lounges, and dining area to meet daily operational requirements. Meeting Coordinators are advised not to include specific room numbers in any published materials (including web sites).

Rooms are generally assigned in three segments according to the following schedule:

Morning (7:30 a.m. 12:00 noon)
Afternoon (1:00 p.m. 5:00 p.m.)
Evening (6:00 p.m. 10:00 p.m.)

For programs extending over two or more days, the meeting rooms will be reserved for all three segments and will remain the same for the entire duration of the program whenever possible.

In addition to conference meeting rooms, The Pyle Center provides rooms designed and permanently equipped for originating and receiving distance education events. The Pyle Center also features computer labs, dining rooms, and lounges. Preference will be given to scheduling these rooms for functions that will utilize them fully. Distance education rooms may be scheduled for other functions, but these functions are subject to room reassignment at any time.

Most conference rooms in both facilities — including second and third floor prefunction/ reception areas, Main Dining Room, and South Dining Room in The Pyle Center, as well as the meeting rooms and lounges at The Lowell Center — are available for no charge.

However, charges do apply to the special purpose rooms listed below. For details, please refer to the ECC Services and Equipment Rate Schedule (pdf). In some cases, fees are also charged when unusual or complicated setups are required.

Special purpose rooms where usage fees do apply:	Scheduling preference given to functions needing:
The Pyle Center:
Computer Labs (209 & 314)	Software training
Distance Education Room 235	High Definition digital technologies
AT&T Lounge Room 106	Food service and reception area
R.P. Lee Lounge Room 109	Food service and reception area
Alumni Lounge	Food service and reception area
Rooftop Terrace	Food service and reception area
The Lowell Center:
Dining Room	Food service and reception area

Note: If ECC assigns a lounge space at The Pyle Center for a lunch or break, no set-up charge is applied.

Public Areas and Corridors

The buildings feature several flexible and informal gathering spaces that can be ideal for registration, exhibits, and receptions. ECC event staff will work with you to meet your program needs while ensuring adequate traffic flow and minimizing noise disruptions for all users.

Room Set-up Fees

The goal of ECC is to be as flexible as possible when accommodating requests for different room set-ups — there are a variety of options from which to choose, such as: classroom or workshop, lecture, U-shape, herringbone, hollow-square, circle, and others. Certain rooms have a "standard set-up" configuration considered to be optimal for the particular space, and a few rooms have fixed-furniture arrangements that can not be modified. Typically, as mentioned previously, with the exception of the "special-purpose rooms", there is no charge to the customer for room set-up. However, fees may apply when:

a request is made for a set up that is drastically different from the "standard setup" for that room,
there are last-minute changes,
there is a need to make a major mid-day change in the room configuration.