Meeting Space Usage Policies
While we allow select organizations to use our facilities free of charge, we require participants to comply with the following policies and procedures.
The use of The Community Foundation’s facilities is reserved for partners and 501(c)(3) organizations only.
Eligibility and Priority
After an organization has submitted a Room Request Form, The Community Foundation will notify the organization based on the availability of the space requested and potential conflict with Foundation events and activities. If a conflict does arise, The Community Foundation will work with the requesting organization to relocate or reschedule the organization’s event. The Community Foundation reserves the right to deny room usage to any organization based on its priorities.
All meeting rooms offered by The Community Foundation are reserved on a first-come, first-served basis. Community Foundation events and meetings take precedence over community group use. A 501(c)(3) organization or partner may use any one of our meeting rooms a maximum of six (6) times in a calendar year.
Liability Insurance Coverage
The Community Foundation is not responsible for injuries, loss, damages or liabilities of any kind. Organizations using Community Foundation facilities are required to annually submit a Certificate of Insurance naming The Community Foundation of Herkimer & Oneida Counties, Inc. as additionally insured.
Visits to The Foundation prior to an event date can be scheduled by contacting Emily Stefanec at 315-735-8212 or firstname.lastname@example.org.
Mailings, News Releases, Media Coverage of an Event
All publicity pertaining to an event must be approved in advance by The Community Foundation. The Community Foundation reserves the right to edit or prohibit any news releases. Prior approval is required for media presence on site at an event.
Food and Beverage
Please keep in mind that The Community Foundation does not provide food preparation, catering, bartenders, or a liquor license. Any deliveries made by or for the organization must occur on the day of the event and a member of the organization must be present to accept the delivery. The organization is fully responsible for any vendors that it employs for the event.
In addition to designated parking on Genesee Street, The Foundation parking lot is available for use by event attendees.
General Guidelines for Facility Use
- An organization representative must stay on site during the entire event.
- The use of tobacco products, including e-cigarettes, is prohibited both in the building and on the property of The Community Foundation.
- Chairs or tables moved during an event must be returned to their original placement at the completion of the event.
- Conference rooms, as well as the kitchen area, must be restored to their pre-event condition. Garbage cans must be emptied if full.
- Open flames, smoke machines, hanging lights, confetti, glitter, sparklers, feathers, weapons and live animals are prohibited. Service animals are allowed.
- Any decoration plans must be approved prior to an event. Tape, nails, thumb tacks, putty or anything else that may damage the walls are not permitted.
- The organization holding the event is responsible for any damages caused to the facility or grounds.
- Any deliveries made by the organization must be delivered on the day of the event and a member of the organization must be present to accept the delivery. The organization is fully responsible for any vendors that it employs for the event.
- Noise levels must be controlled and not interfere with Foundation employees’ operations.
- All event attendees are required to stay in the meeting space during the time of the event, except for kitchen or restroom use.
- The Foundation is not responsible for any faxing, copying, or other secretarial service.
- If children will be attending the event, they must be under the supervision of an adult at all times.
An organization representative should arrive 15-30 minutes before the start time of the event to take care of any questions that may need attention as well as any necessary set-up. A Community Foundation employee will provide orientation to the organization representative upon arrival.
Prior to departure, The Community Foundation requires a final walk-through with an organization member to ensure that the meeting room and other facilities used during the event have been returned to their original status.
It is expected that:
- Tables and Chairs are returned to their original position
- All food as well as catering supplies are removed and prep areas are cleaned
- Coffee maker is empty and clean
- Walls are in original condition
- All trash and recyclables are in designated containers and emptied if necessary
- All audio and visual equipment used is returned and working in original condition
- Lights and equipment are turned off
- All items brought in by the organization are removed from the facility
- All meeting attendees have departed
Cancellation of Event
An organization seeking to cancel its use of reserved facilities must notify Community Foundation staff at least three (3) business days prior to the scheduled event.