Rent Conference Rooms at an Hourly Rate
The PEF Membership Benefits Program (PEF MBP) has two (2) conference rooms available for rent to help solve your meeting space needs.
Whether you’re planning a large meeting or a small group meeting, you can book a space that sets the right tone. Find a space that matches your team’s goals and expectations for your business meeting, training program, seminar, or any other type of meeting you have in mind. Since space is available based on need, you select the room size desired and pay by the hour for time used.
PEF MBP Conference Room:
- Accommodates up to 36 meeting attendees and can be set up in a variety of meeting room formats including: classroom style, theater style, horseshoe/U-shaped, rectangular/square, or in small groups.
- The room comes fully equipped with AV capabilities with a large 98-inch flat-screen monitor in the front of the room and two (2) smaller 55-inch monitors further back in the room to ensure that all attendees can easily view all visual presentations.
- AI-powered cameras, beamforming audio, wireless content sharing, and native integrations with platforms including Zoom and Teams provide state-of-the-art audio and visual support. The cameras provide flawless optical zoom and voice-activated camera switching.
- A podium with a microphone is also available for use.
- Catering/outside food is allowed for your event.
- Rate: $175 per hour for up to three (3) hours and then $25 for each additional hour.
PEF MBP Trustee Room:
- Accommodates up to 10 people around a boardroom table.
- The room is equipped with an interactive whiteboard for presentation sharing with platforms including Zoom and Teams, and also allows for brainstorming, and collaboration in real time.
- Catering/outside food is allowed for your event.
- Rate: $125 per hour for up to three (3) hours and then $25 for each additional hour.
Important to note
- Room rental is available Monday through Friday, from 8 a.m. to 5 p.m. Weekends are available by negotiation and are subject to a higher rate.
- Payment for room rental must be made 30 days in advance of the event, by check or credit card.
- Room cancellations are subject to a 25% cancellation fee.
- Renter of space is responsible for room setup (classroom style, theater style, horseshoe style, etc.) and break down.
- PEF MBP support is not available for catering, technical support, receptionist support, nor other services that may be required. Limited services for audio/visual equipment are available the day of the event.
- There is no access to a kitchen.
- A room clean-up fee of $200 or the actual cost of cleaning, whichever is greater, will be charged if the room is not left in a clean and orderly condition.
- The building at 40 British American Boulevard in Latham, NY, has ample and accessible parking.
- Local catering is available at locations including the Stuffed Rooster, Dotty Lou’s Barbeque, Miller’s Backyard Barbeque, Innovo Kitchen, Mercato’s Original Italian Restaurant, and more. If catering, be sure to include your beverages, plates, napkins, and silverware.
To reserve your space
- Complete the fillable Conference Room Rental Application and email it to Melinda Hoffman at least 30 days prior to the scheduled event.
- If your application is approved, you will be sent a Conference Room License Agreement for completion.
- Questions should be directed to Melinda Hoffman via email or phone at (518) 785-1900, ext. 387.
- PEF MBP reserves the right to decline any meeting requests that do not align with its mission and vision.
