UPDATED 11/15/2024: BCHD 514 Prospect Building Approval Request for Meeting Room Use

UPDATED 11/15/2024: BCHD 514 Prospect Building Approval Request for Meeting Room Use

SET MEETING ROOM PROTOCOLS ARE BASED ON GENERAL SAFE PRACTICES RECOMMENDED BY LOS ANGELES COUNTY DEPARTMENT OF HEALTH This form will be used to consider your request for a meeting room. You will receive a meeting room confirmation upon review and approval of the completed form. This entire form (including acknowledgement of the Meeting Room Usage Agreement and additional documentation requested) must be fully completed in order to be approved for meeting room space. IMPORTANT: In order to be eligible for meeting space:

• Rooms may not be used for meetings concerning political or religious activity of any kind

• Class topics must be approved in advance by BCHD and must not compete with BCHD programs and services.

ONCE APPROVED: Administrative Services will notify you if your request to use our meeting rooms has been approved and will provide you directions on how to book the meeting space. For any questions, please contact BCHD Administrative Services at (310) 374-3426, ext. 8110.

GROUP/ORGANIZATION INFORMATION

Organization Name*

Organization Type*

Select or enter value

Non-Profit Tax ID #

If a non-profit organization, please include your Tax ID # here.

Address*

City*

Zip Code*

Phone*

Website*

If you do not have a website, please write "N/A" below.

Group/Organization Description*

Please provide a general description of the programs and services you provide.

First Contact: Name*

First Contact: Relationship to Organization*

First Contact: Phone Number*

First Contact: Email*

2nd Contact: Name

(Optional)

2nd Contact: Relationship to Organization

(Optional)

2nd Contact: Phone Number

(Optional)

2nd Contact: Email

(Optional)

Additional Information

If your group/organization has collateral (brochure, fact sheet) that gives us more information on your programs and services, please attach here.

Drag and drop files here or

MEETING INFORMATION

Meeting Title*

(as it would appear on schedule of events)

Format of meeting*

Meeting Description*

Provide a brief description of what this meeting will cover and the format style of the meeting (lecture, support group, training).

Meeting Frequency*

Select or enter value

Regular schedule (if applicable)*

Facilitator Name*

State who will be conducting the meeting

Facilitator Phone #*

Fee charged to participants*

Select or enter value

If fee, how much?

If not applicable, type N/A

MEETING ROOM USAGE AGREEMENT

Please read the following terms and conditions for making room reservations and utilizing meeting rooms:

GROUP RESPONSIBILITIES:

• To reserve a room, fully complete and submit the Room Reservation Request Form 7 days in advance of your requested date (10 days in advance for custom room set up).

• Hand sanitizing station is in the meeting room. Groups are welcome to bring masks, wipes for their participants.

• Food and beverages are permitted with prior approval by BCHD. Please note that food waste must be removed from the room after use. There may be additional charges for spills, trash etc. (see Room Rental Charges and Other Fees for more details).

• Please remove any excess collateral, décor and trash left behind in the room.

• Notify attendees of meeting location. Do not post or tape signs along the hallway walls. No loitering in the hallway.

• Meeting rooms are close to offices and divided by a solid partition wall. Please be mindful of noise level for neighboring groups.

• Notify BCHD Administrative Services if cancelling room use at least 24 hours prior to meeting time at (310) 374-3426, Ext. 0. Continual cancellations or no shows may result in the group no longer eligible to request space.

• BCHD reserves the right to refuse meeting room use to groups that repeatedly do not comply to this agreement. Thank you for your understanding.

ROOM AVAILABILITY:

• Monday - Friday, 8:00 am - 9:00 pm; Saturday - Sunday, one group in the am/one group pm only, each day

• Room use is limited two hours (unless there is prior approval).

• You are permitted a maximum of one reservation per week for no longer than a three-month period. If you want to continue to meet after the three-month period expires, you must submit another request form for meeting space (unless there is prior approval).

• Meeting rooms may only be accessed during your group’s reserved time.

• Reservation privileges are based on abiding by this Agreement and subject to change at any time.

• Reservation requests are fulfilled based on availability. BCHD reserves the right to cancel, reschedule or reassign rooms at any time for any reason. Advanced notice will be provided as soon as practicable.

ROOM SET UP:

• Room Capacity Limits: Beach Cities Room - 60; Redondo Room - 35. (Chairs only)

• The room will be set up by BCHD and must not be changed. No more than the maximum number of chairs to accommodate room capacity will be available for use.

• If there is an issue with room set up day of event, contact BCHD Administrative Services at (310) 374-3426, Ext. 0, so we can notify our porter service and let you know if changes can be accommodated.

ROOM RENTAL CHARGES AND OTHER FEES:

• For for-profit entities: A room rental fee is required. Price to be negotiated.

• For non-profit entities: a copy of 501(c)3 status is required to use the room free of charge and must be updated each year to use the rooms.

• For building tenants: A room rental fee is not required.

• A $100.00 cleaning and/or damage fee may be charged for spills, food, excessive trash, arts and crafts, etc. that are left behind in the room. Spills should be cleaned up to the best of your ability and immediately report any spills or damages to BCHD at valerie.lee@bchd.org or (310) 374-3426, ext. 8227.

ASSUMPTION OF RISK AND RELEASE OF LIABILITY: On behalf of our organization we agree to assume all risks for injuries arising out of or resulting from the use of Beach Cities Health District (BCHD) facilities and or/personal property located thereon, and further agree to make no claim whatsoever for injuries against BCHD, its agent, or employees, arising out of or resulting from the use of any building, grounds, real property, or personal property located thereon. We shall be personally responsible, on behalf of our organization, for any damage sustained to BCHD’s premises, furniture or equipment because of the occupancy of said premises by our organization. We agree to abide by and enforce the rules, regulations and policies of BCHD.

Agreement Acknowledgement

Click below to acknowledge you have read the Meeting Room Usage Agreement and if approved to use District meeting space, you will abide by the responsibilities listed above, and understand that failure to comply with this agreement may result in inability to book future meeting room space.

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