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Planning An Event
General Info
Procedure for NASA events
with Foreign national attendees
NASA Transfer Technology and Export Control
NON-NASA Customers
Sponsorship for NASA related events
Facility information when booking the NACC
Catering/Refreshing Information
Logistics Services
Janitorial Services
Audio Visual
Things you will need to provide
Items the NACC will provide
Hotel info
Planning Agency-Sponsored Events
Bus/Charter services
 Visitors Info picture
General Information:

Mailing Address:
NASA Ames Conference Center
Building 3 (mail stop 3-1)
500 Severyns Rd.
(between North Akron and South Akron)
NASA Ames Research Center
Moffett Field, CA 94035
650-604-2082

Hours:
Monday – Friday
7:15a.m. - 5p.m.

NACC Contacts: http://naccenter.arc.nasa.gov/contact.html - Contacts


Security Badging/ Transfer Technology and Export Control info
Procedure for NASA events with Foreign National attendees:
If you are discussing NASA information during your event, and you have foreign nationals attending, they must be badged. If the proper paperwork is not received and approved in time, by security, they will not be able to attend.

Please contact International Visits Office.
Donna Cetera @ 650-604-1627, dcetera@mail.arc.nasa.gov.
The approval process may take 30 to 60 days. Please allow sufficient time to process. This includes green card holders. All permanent residents must bring their original I.N.S. green card. All foreign nationals must have their original passports and visas. Photocopies of IDs will not be accepted. http://naccenter.arc.nasa.gov/badging.html
NASA Transfer Technology and Export Control:
If you are having NASA speakers and NON-NASA attendees, your speakers must clear the information with the Export Control office. Please contact Raj Shea @ 650-604-0871, Raj.V.Shea@nasa.gov, for any and all NASA materials presented at the event. Let him know you are the point of contact and that he will notify you of any issues with the materials to be presented. All material must have written approval from Code JPX, Raj Shea, before it can be presented. You will need to fax a copy of the written approval to the Events Coordinator, at the latest, 48 hours prior to the event. Please fax to 650-604-1816.
NON-NASA Customers:
The NACC supports work related events for the Military and other Government agencies. NASA Research Park Affiliates may use the NACC for NASA mission related events. In addition NRP's: 1. have a NASA sponsor and 2. follow NASA foreign national processes. Please have your attendees bring their valid drivers license or military ID to show at the front gate. If you are having a large event of 100 or more, please contact Donna Cetera @ 650-604-1627, dcetera@mail.arc.nasa.gov, in Protective Services to notify NASA security of your event.

Sponsorship for NASA related events
As a NASA sponsor for an event at the NACC, you must provide the following:
  1. A signed copy of the sponsorship form given by the Events Coordinator of the NACC.
  2. A written explanation of how this event supports the NASA Mission
  3. If needed, badging for ALL Foreign Nationals (see procedures above)
  4. Speakers information to Transfer Technology (see procedures above)
  5. Responsibility for cost related items for events. (If, for any reason, the group you are sponsoring does not pay a vendor for services, you are responsible to make sure payment is received.)
  6. Sponsor will provide an after hours phone number if they can not attend.
  7. Sponsor will also provide an alternative civil servant or contractor to be present at the event.
  8. Sponsor must be a civil servant.
Facility information when booking the NACC

Rooms are booked based on requirements. When you call the NACC to check availability, please have the following information handy.

  1. Number of attendees for your event
  2. Style of room configuration (auditorium, class room, etc…) http://naccenter.arc.nasa.gov/roomlayouts.html
  3. Equipment needed (overhead, computer projector, etc…) http://naccenter.arc.nasa.gov/avlist.html
  4. Extra tables for registration, refreshments or displays
  5. Will your group be having multiple sessions with different attendees? * Cost may be incurred for services needed for your event please see the items below.
  6. Hours of your event, start and end times.
  7. Title of your event.
Catering/ Refreshment Information:
  1. If using a caterer, must be from the NACC approved caterer list. (see #5) 
  2. If you are providing your own refreshments/catering for your event, but are not having catering staff clean, you will be responsible for picking up trash, dishes, glass wear, and utensils. Please bring all items to the kitchen for the caterer to pick up the next day. Inform the NACC of pick up.
  3. Customers must supply their own table covers or have the caterer supply table covers for any/all catering provided outside of the conference room.
  4. If you are providing your own refreshments, you are responsible for cleaning up, and taking away any left over items.
  5. For a list of approved NACC Caterers and their contact information, please see the catering page. http://naccenter.arc.nasa.gov/caterindex.html
Logistics Services:
  1. If your event includes more than 40 people and/or the use of more than one room, you are required to pay for the setup and breakdown of tables and chairs.
  2. You will be responsible for any last minute changes to your setup after the movers have gone. Please speak to a NACC staff member before making the changes.
  3. If your event is NASA funded, you will need to fill out an ARC 73 Service request. http://server-mpo.arc.nasa.gov/services/aefs/aefshome.tml
    You must have Informed Desktop eFroms to access the ARC 73. This will go to Selena Japlit in logistics services. Selena can be reached at 650-604-6811, sjaplit@mail.arc.nasa.gov
  4. If you are hosting a NON-NASA funded event, you will need to pay an outside contractor for services. Please contact the NACC for details.
  5. The NACC does not have transportation services. Please make your own arrangements. http://naccenter.arc.nasa.gov/directions.html
Janitorial Services:
  1. The NACC requires janitorial services for the following types of events: Large and/or multiple day events refreshments, meals, socials, in other words, any event that has food and/or Drinks. And use of Restrooms
  2. If you're event is NASA funded, you will need to fill out an ARC 73 Services request. http://server-mpo.arc.nasa.gov/services/aefs/aefshome.tml You must have Informed Desktop eFroms to access the ARC 73. This will go to Salena Japlit in janitorial services. Salena can be reached at 650-604-6811, sjaplit@mail.arc.nas
  3. If you are a NON-NASA funded event, you will need to pay an outside contractorfor services. Please contact the NACC for details.
Audio Visual
  1. The NACC Network Administrator can be reached at 650-604-2228, nacc@mail.arc.nasa.gov
  2. For a list of Audio visual equipment please see the AV page http://naccenter.arc.nasa.gov/avlist.html
  3. For events with multiple presentations, we recommend that you provide at least two laptop computers. This will help your event run smoothly and cut down on possible interruptions in your schedule.
  4. Due to limited NACC staff, you may be asked to provide addition technical support. This would be for the sound system and computer projector support.
  5. Please provide an agenda of your event to the Network Administrator; this should include speaker’s contact information, AV needs, and times.
  6. If you need support from an outside tech vendor, please call the NACC for a list contacts.
Things you will need to provide:
  1. Supplies for your event: pens, paper, nametags, transparencies, and tent cards.
  2. Computers: The NACC does not provide computers for events. Please supply your own computers for presentations or trainings.
  3. If you are NASA funded, you can call ODIN for computers, Rick Anduiza is the POC +1 650-604-1115 or email @ mking@mail.arc.nasa.gov
  4. If your event is not NASA funded, please check list of contacts for offsite vendors. http://naccenter.arc.nasa.gov/rental.html
Items the NACC will provide:
  1. Supplies: markers, flip chart easels with paper, white boards, tape, and poster easels.
  2. Five (5) LCD projectors, 7 overhead projectors, open network connections
  3. We also have two public access areas with the following items;Two Digital Copy machines (Fireside area/ Rm. 104) FAX machine (650) 604-1816 (Mezzanine) On-site phones (for NASA/local calls only)
    Three general use Computers, 2Mac & 1PC. (Fireside area)
Hotel info:
For local hotel information please see our page on near by hotels at http://naccenter.arc.nasa.gov/hotels.html
     
Responsible NASA Official:
Maria Elena Lopez
Curator Lilly Blaisdell email to nacc@mail.arc.nasa.gov		 Privacy Statement - Freedom of Information Act
NASA privacy statement
To request infomation on this website in a 508 compliant version email access@mail.arc.nasa.gov
 rev 6/26/08