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Office of the Assistant Secretary for Administration and
Management (OASAM)

U. S. DEPARTMENT OF LABOR MANUAL SERIES

DLMS 2 - ADMINISTRATION

DATE: November 6, 2005

DEPARTMENTAL ___

OASAM    X   

MANUAL TRANSMITTAL ___

Chapter Reference: Chapter 500 Section 510 — Conference Facilities and Public Space

Nature of Revisions: This policy has been updated to codify current conference service operations. A section has been added that explains how DOL Agencies will be assessed a fee for using DOL conference rooms and public space.

Approval for Issuance and Distribution:

PATRICK PIZZELLA
Assistant Secretary for Administration and Management

PARAGRAPH

CONTENTS

510

Policy & Responsibility Concerning Rooms & Public Space in the Frances Perkins Building

511

Policies and Procedures

512

Conditions of Use of Conference Rooms and Public Space

513

Reservation of Conference Rooms by DOL Agencies

514

Reservation of Conference Rooms by Other Government Agencies

515

Reservation of Public Space by DOL Agencies

516

Reservation of Public Space by Other Government Agencies

517

Conference Room and Public Space Set-up and Miscellaneous Services

518

Fees


510 Policy & Responsibility Concerning Rooms & Public Space in the Frances Perkins Building

511 Policies and Procedures

  1. Available general conference facilities and DOL public space will be provided to DOL agencies upon request and for DOL-related meetings and activities.
  2. Available general conference facilities and DOL public space will be provided to other federal agencies on a case-by-case exception basis, with prior approval of the Assistant Secretary for Administration and Management. Other Federal agencies will be charged a fee based upon an established fee structure within the Working Capital Fund.
  3. In scheduling conference rooms and public space, the Office of Administration and Management (OAM), Human Resources Center (HRC), Office of the Assistant Secretary for Administration and Management (OASAM) will strive to accommodate all DOL agency needs; however, the Office of the Secretary will be given top priority.
  4. These guidelines governing use of the space and the forms to request use of public space are available on LaborNet. Hard copies of the forms or this policy may be obtained from OAM staff in Room C5517 or calling 202-693-7773.

512 Conditions of use Conference Rooms and Public Space

  1. DOL conference rooms and public space may not be used for:
    1. Meetings or performances sponsored by organizations practicing any form of discrimination contrary to law or policy;
    2. Meetings involving activities prohibited by the standards of ethical conduct for Federal employees;
    3. Meetings or activities to advocate or influence legislation;
    4. Meetings or activities conducted by or on behalf of for-profit organizations, unless approved in writing by the Assistant Secretary for Administration and Management (ASAM) and the Solicitor’s (SOL) Ethics Officer.
  2. The use of alcoholic beverages on DOL property is prohibited, except upon occasions and for a location which the head of the responsible agency, or his or her designee, has for appropriate official uses granted an exception, in writing. The Alcoholic Beverage Exemption Request/Authorization form serves as the written request to serve alcoholic beverages in the Department of Labor workplace. A copy of the form is available online or my be obtained from OAM staff in C5517 to obtain a copy.

513 Reservation of Conference Rooms by DOL Agencies

  1. To reserve conference rooms, DOL agencies can either phone or go to OAM, located in the Frances Perkins Building, Room C5517; 202-693-7773. To prevent scheduling conflicts, OAM staff will provide to the requestor an electronic (email) confirmation at the time of the reservation.
  2. To ensure that the conference room can be set up appropriately and requested equipment/supplies provided, DOL agencies should give OAM as much advance notice as possible.

514 Reservation of Conference Rooms by other Government Agencies

The use of the Frances Perkins Building (FPB) conference/meeting facilities may be reserved for use by other government agencies with prior approval of the ASAM contingent upon availability and for a fee. The same procedures for reservations used by DOL agencies apply to other government agencies with an additional requirement that a Reimbursable Agreement for Services is entered into in order to collect the rental fee. The fee charged is based upon an already established and approved Working Capital Fund pricing strategy. (See Section 518 on Fees)

515 Reservation of Public Space by DOL Agencies

  1. Public space within the Frances Perkins Building (FPB) includes the: (1) Great Hall; (2) Auditorium; (3) North Plaza; (4) Mezzanine and (5) Rooftop.
  2. To reserve one of the public spaces, DOL agencies must complete and submit an Application for Use of Public Space. The application form is available online or from OAM staff in C5517.
  3. To ensure that the space can be set up appropriately and requested equipment/supplies provided, DOL agencies should give OAM as much advance notice as possible.

516 Reservation of Public Space by other Government Agencies

The use of the FPB public space may be reserved for use by other government agencies with prior approval of the ASAM, contingent upon availability and for a fee. The same procedures for reservations used by DOL agencies apply to other agencies with an additional requirement that a Reimbursable Agreement for Services is entered into in order to collect the rental fee. The fee charged is based upon an already established and approved Working Capital Fund pricing strategy. (See Section 518 on Fees)

517 Conference Room and Public Space Set-up and Miscellaneous Services

  1. Based on the needs of the requesting agency, whether DOL or another government agency, and within the constraints of safety and health precautions, conference room and public space set-up activities will be completed by OAM. OAM is available to provide guidance on the various layouts available.
  2. OAM does not handle catering needs, but can provide agencies with a list of potential resources for obtaining food and beverages.
  3. OAM can also provide agencies with information on resources for rental of other conference equipment supplies or services, such as, bleachers, chairs, etc.

518 Fees

  1. DOL agencies will be assessed a fee through the Working Capital Fund (WCF) for the use of DOL conference rooms and public space. The fee charged is based upon an already established and approved Working Capital Fund pricing strategy. The fee structure includes: set-up, clean up, equipment (e.g., phones, audio-visual, etc.), supplies (e.g., flip-charts, markers, etc). The amount of the fees associated with use of the space can be obtained from OAM staff in Room C-5517.
  2. Other government agencies will be assessed a higher fee than DOL for use of the space. The fee charged is based upon an already established and approved Working Capital Fund pricing strategy. Agencies will enter into a Reimbursable Agreement for Services and will provide an appropriation and agency location code for reimbursement. OAM staff will process the Reimbursable Agreement through the Office of Financial Management Operations (OFMO) which will collect the fee through the Intergovernmental Payment and Collection system (IPAC).