SUB Boardroom Public Use

SUB’s Boardroom can be reserved for meetings at no cost to Springfield non-profit agencies. Please complete the reservation request below or contact us via email should you have further questions.

TODAY'S DATE(Required)

ORGANIZATION'S NAME(Required)

ORGANIZATION'S SPRINGFIELD ADDRESS(Required)

Street Address City State ZIP Code

RESERVATION DATE(S) REQUESTED

START TIME OF USE(Required)

END TIME OF USE(Required)

ORGANIZATION'S STATUS (CHECK ONE)(Required)

Non-Profit Corporation

Unincorporated Association

Other

ORGANIZED (Year)(Required)

ORGANIZATION'S OFFICER'S NAME(S)(Required)

PURPOSE OF MEETING(Required)

NAME OF REPRESENTATIVE(Required)

First Last

TITLE OF REPRESENTATIVE(Required)

REPRESENTATIVE’S EMAIL(Required)

REPRESENTATIVE’S PHONE(Required)

CONSENT(Required)

I hereby certify that the foregoing application is true and correct; that I have received, read and understand the rules for use; that I agree to personally ensure that our organization (or group) abides by such rules; and I understand that signing my name below constitutes a legal signature confirming that I acknowledge and agree to the terms both within the rules for use and the terms listed in the waiver of liability below.

EXTERNAL USE OF BOARDROOM RULES & EXPECTATIONS

The user shall identify damages to the room and/or equipment during use, and shall be responsible for repair and/or replacement in a manner satisfactory to SUB.

1. All meetings must be open to the public. The room must be available without any regard to distinction, discrimination or restriction on the basis of race, color, religion, sex, handicap, age, marital status, political affiliation or national origin.
2. Only nonprofit organizations may use the meeting room.
3. SUB reserves the right to cancel your use of the facility at any time if SUB or its Board Members require use of the meeting room or if your organization is found to be in violation of these rules.
4. Pick up the key card from SUB’s Conservation Connection during SUB’s business hours prior to your meeting. You will need to sign for the key card, receive an orientation on arming/disarming the security system, and agree to abide by these rules. If you forget to pick up the key and SUB has to dispatch someone to let you in, a $100 charge will be assessed to your organization for use.
5. No admission fee, dues, or donations may be solicited or charged. No commercial activities that result in monetary gain or that will invite public participation are allowed.
6. Meeting room users must leave tables and chairs as they found them, as the room may be set-up for an early morning meeting the next day. Please do not move any furniture against the wall.
7. Bring your own cleaning tools and products and clean up any areas used; please leave meeting room clean and orderly.
8. Children must be supervised at all times.
9. The only foods and beverages allowed in the meeting room are cookies, coffee and soft drinks; no cake or food with frosting is permitted.
10. No alcoholic beverages or illegal drugs are allowed anywhere on the property.
11. No smoking is allowed in the meeting room.
12. No open flame, such as candles, or smoke machines are allowed in the meeting room.
13. No glitter, glue or hot glue guns are allowed in the meeting room.
14. Requests must be submitted at least three (3) business days before requested meeting date to allow staff time to process the request, verify signed documentation and send a notice granting or denying approval. Reservations will not be accepted more than five weeks in advance.
15. Meeting room users shall comply with all laws and regulations.
16. Please do not park in any SUB parking lot before 5:15 PM on a SUB business day. SUB’s lots include the lots West and East of the SUB Annex at 223 A Street and the SUB Main Office at 250 A Street.

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This is a waiver of liability. Please read it carefully before signing. The undersigned has read this waiver and hereby agrees:
· To waive all claims arising out of or in any way related to use of the Boardroom and related facilities.
· To waive all claims against the Springfield Utility Board, its employees, officers and agents arising from the use of the meeting room including parking and ingress and egress from the building.
· To assume and accept responsibility for all risks arising from or relating to the use of this facility.
· That participation in this meeting room is completely voluntary.
· That this waiver shall act as a complete bar against all actions or claims, including negligence claims, arising from or related to using this meeting room. That if any action or claim is made, this waiver shall warrant immediate and final dismissal of all such actions or claims; that this waiver applies to all claims made by myself and the nonprofit organization for whom I am requesting use of the meeting room.
· I have read and agree to follow the meeting room rules provided to me by SUB, and ensure that guests comply with the rules and regulations.

SIGNATURE (Type Name Here)(Required)

NAME OF NON-PROFIT ORGANIZATION(Required)

PHONE(Required)

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