Orchestra uses Robin, a centralized workplace management system, to manage desk and conference room booking. A Robin account is required to book space. Employees who are not already on the platform will receive an invitation to register (via Google SSO) before move-in. Robin can be accessed via the mobile app (iOS, Android) or the site. E-mail IT@orchestraco.com if you need help gaining access.

• In Robin: 
  
  • You can book a desk from the Schedule tab, Office tab, or the “+” Quick Actions command. 
  • From the office tab, confirm that the correct office, date and time are selected, then tap the desk you’d like to book on the map and hit Reserve. 
  • When editing the date, you can also toggle on the option to reserve the same desk for multiple days. 
  • To adjust, go to the office tab, click View upcoming desks to select the reservation, hit the three dots, and edit/cancel. 
  • 195 Broadway has automatic check-in. Simply be logged into the Robin mobile app, and as long as your phone is connected to office Wi-Fi, that’s it! You’ll automatically be checked into your desk reservation.
  • Pay attention to the full name and number of your desk in Robin and find the corresponding one upon arrival (desks have stickers with their name).
• Guidelines
  
  • Within your neighborhood, you can book as far in advance as you’d like for as many days as you’d like *on your scheduled days*. Please remember, other team members from other teams may need that desk on your WFH days. If your plans change and you are not going to use your reserved desk on a given day (wellness day, time off, etc.), you must cancel your reservation.
  • You do have the flexibility to book a desk outside of your neighborhood if needed. The iPad at reception will show you availability and facilities@orchestraco.com is here to support.
  • You need to check into your desk within 3 hours of the reservation start time; if not, your desk reservation will be automatically cancelled and become available for someone else.
  • If you book in the wrong section on a given day, someone may ask you to relocate. Please be gracious and if you need help or guidance, please email facilities@orchestraco.com, and Alexia and Donni will help.
  • Want to work from the office on an unassigned day? You’re welcome to! An iPad at reception will show available spaces. Otherwise, feel free to use the Team Lounge or Café, The Library, or other communal lounges anytime—we have over 200 open seats!
  • For anyone else who needs a desk (clients, full-time remote employees in town, etc.), send the request to facilities@orchestraco.com and Alexia and Donni will help.

• Via Google (SGPR team, please skip to the Robin directions and use that platform for now, until you’re all moved into the Orchestra Google environment)
  
  • When scheduling a meeting in Google calendar, simply click the “Rooms” tab on the right side to see which rooms are available at the date and time you’re selecting. Room capacities are noted here as well.
  • If the meeting is recurring, Google will automatically only show you rooms with availability for all meeting instances.
• In Robin: 
  
  • You can book a conference room from the Office tab (using the map) or the “+” Quick Actions command. 
  • From the +, tap “Book a Space.” 
  • Use the search bar or filters at the top to find a room that meets your needs. 
  • Choose the date and time. 
  • You will be presented with a list of available rooms, along with details such as capacity and amenities. Select the room you’d like. 
  • Tap “New event.” Add your meeting details such as title, invite attendees and any special equipment needs. 
  • Tap “Create.” 
  • The meeting will automatically be added to your Google Calendar with invites sent to any guests that you added. 
  • To modify or cancel, go to the Schedule tab, navigate to your upcoming reservations, tap the booking and select “edit” or “cancel.”
• Via the Room Display 
  
  • Find the room display panel outside the meeting room you wish to book and review the availability. 
  • If the room is available at the desired time, tap “Book Room” and select start and end times. Enter meeting details and reserve.
• Guidelines
  
  • Consider the number of attendees for your meeting and book according to capacity to accommodate everyone comfortably.
    • For solo calls, please take these from your desk or use phone booths.
    • For internal meetings (2-3 people), consider using common areas when possible.
  • No matter the booking method, you must “check in” to the meeting once it starts. Employees who do not check into their meeting within 10 minutes of the scheduled start time will have their reservation automatically removed from the room calendar. This ensures the room becomes available to others to use. 
  • Please do not blanket block conference rooms for anyone to work out of, or for meetings that are not yet confirmed. Reserving rooms on a bi-weekly or weekly basis (for example) if okay for recurring meetings.
  • If you are meeting with someone that has a private office, please make use of their office.
  • If you reserve a room in real-time via the room display, please include an accurate end time, or hit “cancel meeting” upon leaving the room so that others know the room is available. 
  • If you no longer need a room, or your meeting ends early, cancel or end the reservation promptly so others can use the space. 
  • If your client call/meeting is running over, please promptly share that you’ll need to end the meeting and give up the room in order to not delay the next group. Suggested language includes: "Apologies but we’re at the end of our time and another group needs this room. We will cover off on the rest of our agenda via email.” OR “[Client name] could I give you a call directly in 2 mins from a phone booth?”
  • Always reset and clean up the room upon leaving; log out of video tech, clear away trash, reset furniture. 
  • Report any issues promptly to facilities@orchestraco.com. 
  • If you find yourself without a conference room for a meeting starting imminently, the best way to troubleshoot is to Slack the #195-broadway channel and ask your colleagues. Alexia and Donni will also be monitoring the channel to support where needed.

• The goals of our guest management process are to provide a consistent and welcoming experience for every visitor to our Orchestra offices while minimizing risk and maintaining security in the office at all times. Following the below steps will reduce ambiguity for our reception and workplace teams. 
• Step 1: Pre-register all visitors in the Robin desktop app. 
  
  • Robin > Visits > New Visit > Enter Visit Details > Add Guest Instructions (such as directions to office) > press Create to complete preregistration
    
    • Instructions Template
      
      • For those commuting via public transit, both Fulton St. and WTC Cortlandt stations are located on the same block as our 195 Broadway building. These stations serve the following lines: 1, 2, 3, 4, 5, A, C, E, N, R, W, J, Z, and PATH.
      • If you're arriving by car, the best drop-off point is on Dey Street. Enter the building's lobby from Dey Street and be sure to check in at the security desk before heading upstairs. 
    • Import from CSV option available for large groups
•  Step 2: Email Notifications
  
  • The host receives email confirming visitor pre-registration
  • The visitor also receives an email notifying them “You're invited to visit Orchestra”, including our location, date/time of the meeting, how to check-in (with check-in button), and a reminder to bring an ID to check in at security in the Dey St. lobby.
  • Visitor can press Start Check In button upon arrival at the Dey St. lobby. The lobby security desk will need the Orchestra host’s name and the Guest’s ID. They will take a webcam photo to print a visitor sticker.
• Step 3: Meet your visitor(s) at Orchestra Reception on 26
  
  • Visitors will be welcomed by our First Impressions Associate, Donni Martin
  • You will be notified that your guest has arrived (via Robin email) 
  • Please meet your visitors as soon as you’re able or notify reception of any delays so we can keep visitors informed
• Responsibilities while you have a guest in the space 
  
  • All visitors must be accompanied by their host at all times throughout the office. Hosts are responsible for visitor behavior and maintaining Orchestra confidentiality throughout the visit. 
  • Please report all breach of office guidelines immediately to Alexia Sellas.
• Guest check-out 
  
  • All visitors should be escorted back to reception at the conclusion of the meeting.

• For all personal couriers or food deliveries, you must meet the delivery person in the building lobby downstairs - for security, building policy does not allow delivery directly onto the floor. Please ensure the appropriate boxes are checked and a note is included in your delivery app settings.

‍

• Standard mail carriers (USPS, FedEx, UPS, etc.) will bring items up to 26 via the freight. 
• Authorized couriers for client sample trafficking purposes will also bring items up to 26 via the freight. The freight is open M-F from 8am-5pm, except holidays. The entrance is on Fulton St.
• If you receive mail or a package, you will be notified by facilities to come retrieve it.
• If you are shipping anything to the space, please use the following address: 
  • Attn: [First Last, Company]
  • c/o Orchestra
  • 195 Broadway, Fl 26
  • New York, NY 10007-3257

If you are ordering catering for a meeting or event on premises, please: 

• Email facilities@orchestraco.com with at least 24 hours notice ahead of arrival. Please provide details on what you’ve ordered, ETA, what room/area the catering is to be served, and any other specifics on the set-up and what you need. 
• Donni and/or Evelio will help you receive the catering and get it set up appropriately. You or someone from your account team should be available to assist throughout the duration of set-up as needed. 
• If you need help sourcing and ordering the catering, please also email facilities@orchestraco.com. 

• Wi-Fi 
  
  • Our office provides two separate Wi-Fi networks to ensure optimal performance, security, and ease of use for all staff and guests.
    
    • Orchestra Wi-Fi Network (only for Orchestra-provisioned devices/laptops): 
      
      • Name: Orchestra - Staff
      • Password: you will be automatically connected without a password
    • Guest Wi-Fi Network (for personal devices, guests, contractors): 
      
      • Name: Orchestra - Guest
      • Password: 195broadway26
• Conference room tech 
  
  • All conference rooms are equipped with Google Meet Hardware, which will automatically sync with any meetings booked in that room. Simply tap the touchscreen in the room to quickly join the meeting, or manually join the meeting by putting the meeting’s code in. 
  • You can join a Google Meet meeting, Zoom meeting, or Cisco Webex meeting by selecting “Join Meeting” on the tablet. The Google Meet hardware also allows for phone calls, by selecting “call a phone”.
  • If you need to use Microsoft Teams, you must join from a laptop, or email techsupport@orchestraco.com with advanced notice. This will require the room to be down for 30 minutes prior to the meeting for setup.

• Rolling TVs
  
  • We have 2 TVs available on rollers that can be deployed to any location in the office with the same Google Meet functionality as our conference rooms. IT does need some lead time to set this up, so if this is something you need, please email techsupport@orchestraco.com.
• Projector 
  
  • The projector is located in the Team Lounge and available for use. If you need help reserving this space for a meeting with project capabilities, email facilities@orchestraco.com for support.
• Tech Support  
  
  • IT Bar: Open 9am-6pm, M-F, just walk up! A member of the IT team will be seated here ready to help.
  • Email or Slack: techsupport@orchestraco.com (for work hours and non-urgent support outside of work hours), or /help in Slack. A service ticket will be created and addressed promptly.
• Printers
  
  • Our New York office is equipped with Xerox multifunction devices that offer printing, faxing and copying capabilities. These devices are located in the Printer & Office Supplies room.
  • If you encounter any problems with printers, please contact techsupport@orchestraco.com. 

We have 23 phone booths for your use! For now, phone booths are first-come, first-served and should be used for calls and meetings. Once you’ve finished your meeting, please make the booth immediately available to others. Staying in a phone booth for solo work is not permitted.

• We invite everyone to take pride in our kitchens and cafe spaces, and share in a collective responsibility to keep them spotless! Please make yourself at home, AND leave each space better than you found it. 
• Do not leave trash or food waste on countertops. If you spill something, clean it up. Ask Alexia or Evelio for help if you need it (especially for any broken glass or other potentially dangerous messes). 
• Rinse and load used dishes and cutlery into the dishwashers. If the dishwashers are full, please leave used dishes in the sink and Evelio will load them when the cycle completes. Evelio will run and unload the dishwashers throughout the day. Please pay attention to signage. 
• Please label any personal food items with your first and last name and store in the shared fridges marked for staff. As of now, we do not have a pantry designated for nonperishable personal food storage, so please leave these items at your desk each day.
• Fridges will be cleaned out fully at every Friday end of day. If you do not wish for something to be thrown away, please take it home!
• If you bring lunch in Tupperware, or bring any other dishes or glassware, please bring it home in a timely manner as we do not have space to store these items.
• If you notice anything is out of order or needs restocking, please email facilities@orchestraco.com.

• Orchestra is committed to promoting sustainability and minimizing its environmental impact. Designated recycling bins for paper, plastic and other recyclable materials are located throughout the space. Please ensure that non-recyclable waste is not placed in the recycling bins. 
• Minimize paper usage by opting for digital alternatives whenever possible. When printing is necessary, use double-sided printing and aim to conserve paper.

• Lockers will be installed shortly after we move in. There will be 72 to start. Lockers are available on a first-come, first-served basis unless otherwise assigned. They may be used to store items overnight or for as long as you need, but they are limited in numbers so please be courteous. Please keep lockers clean! Avoid storing food/perishable items, or items that could create odors or attract pests. Orchestra reserves the right to clear out and clean lockers if any harmful or disorderly situations arise. 
• Orchestra is not liable for any loss or damage to items stored in lockers. Do not share locker combinations with others to maintain the security of your personal belongings. 
• As we settle in the new space and gauge the use of lockers, we may decide to add more depending on available space.

• We have 4 closets that are designated as sample closets for teams that house physical samples on behalf of clients (clothing, accessories, beauty products, etc.). Only designated team members working on these clients are permitted to access these spaces via key card entry.
• If you have a question about these brands, reach out to team leads!

• Wellness rooms are small, private, thoughtful spaces devoted to those who need time to themselves, whether for nursing parents, medical purposes, prayer, or a mental health break. 
• Nursing parents take priority. The Wellness Room is not a meeting room, phone booth, or place to work. No impromptu meetings, phone calls or hanging out. Even if The Wellness Room looks available, please be mindful that someone might need it for a last-minute wellness-related booking.
• Wellness rooms cannot be reserved through Robin. To reserve, please reach out to facilities@orchestraco.com.

• Noise Levels 
  
  • Our office is a collaborative environment. Please be aware of your surroundings and courteous toward those near you.
  • The Library is a designated space for quiet, focused work. No calls or meetings are allowed. Ringers must be muted and headphones are required for audio. 
• Pets 
  
  • Pets are not permitted at Orchestra’s 195 Broadway office.
• No Smoking
  
  • Smoking of any kind; cigarettes, electronic cigarettes, vaping products, other tobacco, marijuana or similar products is not permitted in Orchestra’s space and the 195 Broadway building. 
• Social Events + Conduct 
  
  • Social events for employees and clients/guests are periodically held in the office. Attendance at these events is voluntary and does not constitute part of an employee’s work-related duties (unless it’s a client event and/or otherwise noted by management). 
  • Alcoholic beverages may be available at these events for employees of legal drinking age. Employees who choose to drink alcohol must do so in a responsible and professional manner.