Alcohol
All campus groups wishing to serve alcohol in the Heffner Alumni House must file for a campus alcohol permit at least twenty days in advance of their function with the Student Health Center. Groups using Sodexho, Rensselaer's catering service, to provide alcohol must also apply with them for a New York State Alcohol permit. The Office of Conference Services will apply for permits for external groups.

Cleaning
Rooms are cleaned before functions and must be left reasonably clean and in good condition. If an unusual amount cleaning and/or facility repair is necessary after your event, you may be billed at the discretion of the Heffner Alumni House coordinator. All extra decorations must be disposed of after your event has concluded.

Facilities Available
Meeting Rooms: There are two meeting rooms, each of which seats 10-12 people with one large table. Meals may be served in these rooms.  
Dining Room: Seats approximately 42 people with six tables of 7 people each for dining. Also serves as a meeting space for groups of 12 to 60.  
Great Room: Used for informal gatherings or larger stand-up receptions of 150-200 people. Food may be served.
Alumni Conference Center: May be used for informal gatherings and meals for approximately 150 people.
All spaces in the Heffner Alumni House have a standard furniture set-up. All room setups must be arranged through the Alumni House Coordinator.

Food Service Options
All catered functions and food or beverage deliveries, must be arranged through Sodexho, Rensselaer's catering service at (518) 276-6209. Only Rensselaer Catering Services may use the Heffner Alumni House kitchen. The Heffner Alumni House coordinator must be notified if food orders are placed. A minimum of two weeks is suggested for event planning and preparation for your catered function. Four to six weeks is recommended for large functions.  

Outside catering is allowed in the Heffner Alumni House on a limited basis. Please contact the Heffner Alumni House coordinator for further information. The building may be opened up to two hours prior to a scheduled catered event for set-up, and will remain open for up to one hour after the event for clean-up.

Hours of Use
During the academic year, normal building hours are:  Monday-Friday, 8:30 a.m.-5 p.m.; Saturday and Sunday, closed. Events may be scheduled any day of the week between 8 a.m. and midnight, however, the building must be staffed by Heffner Alumni House personnel during all events.

Parking
There is limited street parking available. Off-campus groups must contact the Office of Conference Services for assistance with parking arrangements. All Troy and campus parking rules and regulations must be obeyed. Visit the Campus parking Web site for more information. Heffner Alumni House personnel are not responsible for parking tickets and fines issued to participants. Please be sure all guests know where proper parking areas are.

Permitted Functions
The Heffner Alumni House is used for programs consistent with and in furtherance of Rensselaer's purposes. Events that are appropriate include those whose purposes are educational, government, business, legal, public administrative, military, scientific, engineering, cultural, social welfare, patriotic, avocational, or athletic. The Heffner Alumni House is not available to individuals for events of a purely social nature, i.e., weddings, showers, private parties.

Rental Equipment
If you have need of rental equipment, all times of delivery and pickup must be approved by the Heffner Alumni House coordinator prior to finalizing the equipment order with the rental company.

Signs
No posting of signs and banners in or around the Heffner Alumni House without prior approval by the Heffner Alumni House coordinator.

Smoking
No smoking in any Rensselaer facility, and event sponsors are responsible for enforcing this policy at their event.

Telephones
There are campus phones for campus and local calls in the Library, Ring Case hallway, and all the Meeting Rooms on the Main Level. The Meeting Rooms are speaker phone ready. You must make arrangements through telecommunications department to setup a conference call.  To make calls outside of Rensselaer, you must precede the telephone number with a “9”. 

Final counts of attendees and any changes to your reservation must be complete 7 days in advance of your reserved event.

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