Sample Meeting Room Policy
Meeting Room and Grounds Use Policy
Reference: Adopted by the Your Organization Board
Revised and adopted by the Your Organization
Board, January 7, 2025
The meeting rooms and grounds of the Your Organization
shall be available for community use under the conditions prescribed or permitted by law and in
accordance with policies adopted by the Board. The meeting rooms and grounds shall not be available
for the financial benefit of private individuals or organizations. Only non-profit groups may
collect dues, fees or event charges from attendees
Your Organizations functions will be given priority for
room use.
All requests to use the meeting rooms, meeting room equipment, or grounds shall be made via
phone or the online reservation software or in person. Applications for meeting room use are not
confirmed until approved by Your Organization staff. Applicants
will be notified of approval for use within three business days of making a request.
The Your Organization Board and/or
Your Organization Director reserves the right to:
- Cancel any use of the meeting room by giving two weeks advance notice, or in case of inclement
weather causing closure of the Your Organization, or in
an emergency
- Limit the frequency that any one group may use the meeting rooms
- Limit reservations of rooms to no more than ten (10) weeks in advance
- Revoke future use of rooms if policies are not followed
Use of the Your Organization meeting rooms does not constitute
Your Organization endorsement of the philosophies, practices
or viewpoints of the meeting participants.
Smoking, including electronic cigarettes, is not permitted anywhere in the building or on the
Your Organization grounds.
All renters must follow state and local guidelines in regards to health and safety
measures.
This policy is subject to change under the direction of the
Your Organization Board.
Fees
No fee will be charged to departments of the Your Organization,
government meetings or of an educational nature that are open to the public.
The following fee schedule shall apply:
- Non-Profit - $25.00/hour
- For Profit - $50.00/hour
- A $50.00 dollar cleaning fee is required for all events that include food.
Meeting Rooms
Meeting Room A:
Room Capacity: 50 people
Meeting Room B:
Room Capacity: 25 people
Meeting Room C:
Room Capacity: 12 people
Meeting Types
- Board Meetings
-
While the term Board Meeting technically means a gathering of a company or organization's
board of directors, to us a board meeting really is a gathering of decision makers. At this
gathering, important facts are presented and decisions are made as to the best course of action
to take in the coming months.
- Colloquium
-
A colloquium can be best described as an academic networking event. Participants are often
experts in a given field and they meet to informally present and exchange new ideas. Some academic
programs require participation in a colloquium in order to complete the program.
- Conclave
-
Conclaves are meetings conducted in secret. In general, conclaves are used to describe closed
door meetings between individuals who have a certain level of power or influence. One of the
most famous conclaves is the Papal conclave, where cardinals meet to elect a new pope.
- Functions
-
A social gathering or party, sometimes of a ceremonial nature. A function is usually one
or one of several gatherings that contribute to a larger event.
- Meetups
-
A meetup is an informal meeting or get-together organized for people with similar interests.
These interests can be anything dating, networking, board games, romance novels, meditation,
hiking, wine tasting, just to name a few. Most meetups are associated with meetup.com, a website
that provides listing services for meetups.
- Party
-
A generic term for any social gathering.
- Plenary or General Sessions
-
A large meeting open to all people attending an event. These sessions often kick off a large
conference or convention before it begins.
- Press Conferences
-
Press conferences are often organized by newsmakers (most often in politics but also in business
and in sports) to make an announcement or to field questions by press who happen to be invited
to the conference.
- Product Launch Events
-
Product Launches are often large scale events whose organizers invite journalists, bloggers
and social media influencers to witness the very first unveiling of a company's product. A successful
product launch will often include a venue that is unique to the product being used.
- Receptions
-
In the meetings industry, receptions refer to a social function where light refreshments
are served, usually buffet style. Receptions are often informal, and attendees will usually
stand up and socialize rather than sit down at a table.
- Seminars
-
In business, seminars are meetings organized to inform a group of people about a specific
topic, or to teach a specific skill. Expert speakers and teachers are usually invited to speak
on topics like personal finance, investing, real estate, web marketing, and many others.
- Symposiums
-
Symposiums are meetings organized so that experts in a given field can meet, present papers,
and discuss issues and trends or make recommendations for a certain course of action.
- Trade Shows
-
Trade Shows are an opportunity for companies to exhibit some of their latest products, as
well as yet to be released prototypes to journalists as well as others in the industry.
- Workshops
-
The terms workshop and seminar are both education focused events, workshops generally have
more hands-on and group activities. Workshops are better for teaching skills that require interactivity
and individual participation to learn.
Resources
Equipment
- Computer
- Monitor
- White Board
- Projector
- Tables
- Chairs
- Podium
- Microphone
- Television
Food
- Coffee
- Beverages
- Snacks
- Breakfast
- Lunch
- Dinner
Renter Responsibilities
Guidelines for Use
The person who signs the rental agreement for a Your Organization
meeting room is responsible for ensuring that the group adheres to the code of conduct and
Your Organization use policies and procedures.
Attendees
When groups using the Your Organization or its meeting
rooms involve children school age or younger, an adult supervisor must be present at all times.
The number attending a meeting may not exceed the established capacity of the room.
Cancellations
Cancellation of a meeting room/grounds reservation must be made at least 48 hours prior to
the scheduled use, or the group will be charged for use of the room. Exceptions may be made in
the case of emergency weather situations with the approval of the Your Organization Director.
Clean Up
Your Organization staff will not be responsible for setting
up rooms.
All groups are expected to clean up the facilities they use, and to return the facilities to
the order and arrangement they were in prior to use:
- Return tables and chairs to their original locations
- Remove any and all garbage
- Clean (wipe off) counters and tables tops
- Vacuum carpet and remove any spots
- Remove any materials which they brought (including pamphlets, posters, books, etc.)
- Turn off all equipment and store
- Return key to Your Organization staff after even
- If custodial services are necessary after the group has left, charges to cover entirely
the cost of those services will be assessed to the renter.
In addition, the renter must agree to restore any damaged items to their original condition,
and replace severely damaged or lost items. Purchases or repairs will be arranged by the Your
Organization staff and cost will be billed to the renter.
Hours
If any group has received permission to use Your Organization
facilities outside of regular Your Organization business
hours, they will be responsible for any and all damage which may occur anywhere in the building
while they are occupying any part of the building.
Equipment
Use of Your Organization equipment is not permitted unless
it is detailed on the rental request form and is approved by the Your
Organization Director or designee. Renter must agree to restore or replace any damaged
or lost item. Purchase or repairs will be arranged by the Your Organization
staff and cost will be billed to the renter.
Prohibitions
- Open flames, including candles are prohibited.
- Exits must be kept clear at all times.
- Smoking is not permitted in the Your Organization or
on the Your Organization grounds.
- Serving of alcoholic beverages is prohibited.
- Events must be concluded and cleaned up by reservation end time.
- No refunds will be given if entire time is not used.
Legal
The renting organization/individual agrees to hold the Your Organization
harmless from any and all claims for damages from any source whatsoever, arising directly or indirectly
out of the use of Your Organization facilities, and agrees
to indemnify and save harmless the Your Organization, and
defend the Your Organization from all suits, claims, or allegations
arising as a direct or indirect result of the agreement between the
Your Organization and said renter agrees to pay all costs
of all legal fees in defense of the Your Organization, all
judgments, settlements or claims of any kind whatsoever.
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