Use of the Institute’s Conference Facilities
Description of Conference Facilities
Conference facilities are available to State University groups, as well as other educational, government, and not-for-profit organizations, for a modest rental fee. The Rockefeller Institute is an elegant setting for a reception, conference, training session or meeting. The second floor, which is ideally suited for conferences and seminars, has four showcase meeting rooms, ranging from small and intimate to spacious, all with distinctive architectural features. Each room offers an ornamental marble fireplace and recessed doors, which may be opened to make ideal space for a reception or
closed into separate rooms for meetings or smaller gatherings. The Georgian Ballroom includes Flemish-style leaded windows overlooking Washington Park. The French Parlor is elegantly styled in the manner of Louis XVI. The Jacobean Dining Room's paneling accents artistic stained-glass windows. Four lunette wall murals highlight the Music Room, furnished with comfortable couches and chairs.
Parking is available on State Street and in Washington Park subject to City of Albany parking regulations.
Smoking is not permitted in the building.
Conference Room Dimensions
The 2,862-square-foot second floor of the Rockefeller Institute is used primarily for conferences and meetings. The second floor consists of an 800-square-foot Georgian Ballroom, a smaller 487.5-square-foot conference room known as the French Parlor; a 720-square-foot reception area (referred to as the Music Room) adorned with four hand-painted lunette wall murals; and a 450-square-foot formal wood-paneled Dining Room. A 192-square-foot serving area adjoins the wood-paneled Dining Room and leads to a small, 84-square-foot fully equipped kitchen.
 Georgian Ballroom |
 Dining Room |
 French Parlor |
 Music Room |
Conditions for Occasional Use of Conference Facilities
Revocable permits are issued for short-term use of university facilities by noncommercial organizations. State University guidelines generally prohibit the university from providing space to commercial organizations. Please contact the Rockefeller Institute’s Conference Manager for commercial organizational use of our facilities.
An applying organization must submit a completed Revocable Permit as well as an Application for Use of University Facilities. Organizations may be required to provide additional information concerning the proposed use of a University facility with their application. The Revocable Permit application can be found here.
Requests for facility use are not to be considered approved until written confirmation for that specific request has been received by the organization and the Revocable Permit has been executed.
There is a $50 non-refundable processing fee (checks payable to University at Albany) for facility use per calendar year; a single application may be used for multiple dates throughout the calendar year. However, a new application and processing fee must be submitted when a Certificate of Insurance expires.
Setup
Illustrations of our conference room layouts are available here.
Georgian Ballroom
Boardroom style — utilizes eight rectangular tables and two trapezoid end tables; seating for 32
U-Shaped Boardroom style — allows seating for 43
Theater/Auditorium style — seats 64 and allows for 2 speaker tables
Banquet style — up to 7 round-top tables seating 7 people each
Classroom — seating for up to 43 people
French Parlor
Boardroom style — utilizes six rectangular tables and two semi-round end tables; seating for 20
Theater/Auditorium style — seating up to 45
Banquet — seating up to 30
Dining Room
Boardroom style — one long dining room table with glass top for seating up to 10
Music Room
Sofas and club chairs (which can be removed to accommodate a small reception)
Pricing
For commercial-use pricing, please contact the conference manager at 518-443-5440.
For nonprofit educational and public policy organizations:
| Services | |
| Half Day Rental (up to four hours) | $250 |
| Full Day Rental (four or more hours) | $500 |
| Security Fee* | $20 per hour |
| Coffee/tea service | $1.50 per person |
| Catering is offered through Chartwells Catering | |
| *For events scheduled outside the hours of 8:00 a.m. - 4:30 p.m. Monday through Friday |
|
| Equipment Rental | |
| Flip charts | $13 each |
| Photocopies | 15¢ per per page |
| VCR or DVD player | $10 |
| Data/White Board | $10 |
| Standard overhead projector | $100 |
| Portable overhead projector | $100 |
| Laptop and LCD projector | $350 |
| Slide projector | $100 |
| Viewing screen (built-in or portable) | No charge |
| 60" television/viewing monitor | $50 |
| Conference phone with speaker | $25 |
| plus use of conferencing service | 23¢ per minute |
| Wireless lapel microphones (up to five) | $10 each |
| Handheld microphones | $10 each |
| CD recording (with jewel case) |
$15 - first copy $5 - additional copies |
| Video recording (digital) | $10 |
| Internet access (wired Institute laptops) | $25 |
| Internet access (Wi-Fi) | $35 |
| Six-port mult-box | $25 |
Rockefeller Institute Events Contacts
For information on rental fees or other information, please contact us at:
- Rockefeller Institute’s main phone number: 518-443-5522
- Rockefeller Institute’s main fax number: 518-443-5788
- Events Coordinator: 518-443-5440
