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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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