BALE

• Rental Information
• Theatre and
  Conference Room
• Interface Lab
• Media Lab
• HPC Information

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Reserve BALE for your event!
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Click here to download the rental contract.

BALE Rental Information

Contract Guidelines for Renting OSC Space Click here to send us email Download the rental contract (PDF file) Click here to request the OSC BALE Theatre or Conference Room OSC’s unique facilities are available for rent. The OSC BALE Theatre and OSC BALE Conference Room are available to non-profit organizations as well as for-profit organizations whose goals correspond with OSC’s mission. We do ask that you book for single events and NOT book for reoccurring events during a period of time such as a class or workshop series. OSC provides a reliable high performance computing and communications infrastructure for a diverse, statewide/regional community including education, academic research, industry, and state government. In collaboration with this community, OSC evaluates, implements, and supports new and emerging information technologies. OSC, as a shared resource, accelerates the use of information technologies to strengthen the state's attractiveness and global competitiveness. The multi-purpose 1767 sq. ft. theatre, through its interactive andcutting-edge technologies, is designed toprovide a wide range of presentation methods from traditional lectures to desktop tutorials. The 926 sq. ft. conference room is easily arranged forbreakoutsessions.In addition to projectors and flat panel displays, both spaces support wired and wireless Internet connectivity. View images of the BALE facility.

*Basic rates for the OSC Theatre include one presentation laptop, VCR, microphones, conference telephone, three LCD projectors, and screen setup. Basic rates for the OSC Conference Room include a conference telephone, plasma screen, two LCD projectors, and screen setup. Advanced configurations and support (in addition to basic set up) such as Access Grid operations and visualization preparations are available at an additional charge. Use of computers is not included in the rental cost of the Conference Room or Theatre.

**There is a minimum rental time of four hours. Bookings are for single events and NOT for reoccurring events during a period of time such as a class or workshop series.

BALE Advanced Configurations
The following resources are available for an additional charge in the OSC BALE Theatre and Conference Room.

Internal/External Event Priorities
Priority will be given to OSC events and activities. Outside groups will be allowed to rent the facilities on a first-come, first-served, case-by-case basis. Please send an e-mail to bale@osc.edu for more information.

Other Considerations
The contract states the name of the organization or group holding the meeting as well as its address, phone number and a contact name. Other important information includes conference/meeting dates, hours of usage, number of estimated attendees, meeting room set-up design, audio-visual requirements, and rental cost. The BALE coordinator will send clients a spec sheet that includes a diagram of the room set up, catering requirements and audio-visual equipment that are required for the meeting/conference. A preliminary spec sheet should be approved and returned to the BALE coordinator at least four weeks prior to the meeting date, and a final spec sheet will be approved two weeks prior to the meeting date.

Deposit/Payment
The organization conducting the meeting will provide OSC with a deposit to hold the meeting space. This deposit is 50% of the contract amount. The deposit is due at the same time the preliminary spec sheet is submitted (4 weeks prior to the meeting date). Deposits are non-refundable if the meeting is cancelled. The Rental Fee balance should be paid in full within 30 days of the event's last day.

Insurance/Indemnification
The organization conducting the meeting will agree that it shall, at its sole cost and expense, procure and maintain a policy of commercial general liability insurance in an amount not less than $1,000,000 per occurrence and $3,000,000 in the annual aggregate.

The organization conducting the meeting will agree that it shall, at its sole cost and expense, procure and maintain a policy of commercial general liability insurance in an amount not less than $1,000,000 per occurrence and $3,000,000 in the annual aggregate.

The organization conducting the meeting shall indemnify, defend and save harmless OSC, its Board of Trustees, officers, agents and employees from and against any and all loss, cost (including attorneys fees), damage, expense and liability (including statutory liability and liability under workers compensation laws) in connection with claims, judgments, damages, penalties, fines, liabilities, losses, suits, administrative proceedings, arising out of any act or neglect by the organization conducting the meeting, its agents, employees, contractors, licensees, invitees, representatives, in, on or about the OSC premises.

Cancellation/Termination
The organization conducting the meeting may cancel this agreement at any time up to 90 days before the commencement date by providing written notice of such election to OSC, at no cost to the renter. If the organization conducting the meeting shall elect to cancel this agreement between 89 and 31 days before the commencement date, it will be charged 50% of the rental cost and any expenses incurred in good faith by OSC in preparation for the use of the BALE. For cancellations 30 days prior to commencement date, the organization conducting the meeting will be charged 100% of the rental costs and for any expenses incurred by OSC. Should OSC need to cancel this agreement because the space is required for instructional purposes and no other similar space is available, OSC shall inform the organization conducting the meeting no less than 14 days prior to the event and will reimburse it for funds deposited with OSC.

Food and Beverage
If the organization conducting the meetings includes beverage or food service of any kind, it must notify OSC at least two (2) weeks prior to commencement time. OSC is not responsible for food and/or beverage planning and payment.

Additional Information
If you have additional questions or would like to rent OSC's BALE for your next event, please e-mail OSC here and we will be happy to assist you in creating a unique experience in this one-of-a-kind environment.