Town of Truckee Use of Council Chambers and Conference Rooms

The Town of Truckee Council Chambers, upstairs front Conference Room and the Community Room are available for use by governmental and public benefit non-profit organizations.  Other organizations are eligible to use these facilities if the event is cosponsored by the Town of Truckee. These rooms are not available for political, commercial or private party use. No alcohol is allowed in the Town Hall building or property by organizations using Town facilities. The Town does not provide meeting supplies such as flip charts, pens, paper cups or coffee pots. No items may be attached to the walls in the meeting rooms unless designated for such purposes. Failure to comply with these provisions may result in the revocation of that agency’s ability to use Town facilities.

APPLICATION

A completed Application and Agreement for Use of Facility form (Attachment 1) and certificate of insurance must be submitted to the Town of Truckee, Attn: Assistant to the Town Manager 10183 Truckee Airport Road, Truckee, CA 96161, telephone (530) 582-2911. For use of the facilities outside of regular business hours a $100 deposit(s) must be paid at the time the application is filed to secure the reservation.  During regular business hours there is no fee for use of the facilities by governmental agencies and authorized non-profit organizations.

The signature on the application will be that of the responsible party.

RESERVATIONS

Reservations may be made up to 30 days in advance.  Deposit(s) must be paid at the time the application is submitted to secure the reservation. Reservations for use of the Town’s facilities outside of regular business hours Monday – Friday 8:00 a.m. to 5:00 p.m. will be approved based on the availability of a Town employee to be on the premises.

For use of the Town’s meeting facilities after normal business hours, a charge of $40 per hour (charged to the nearest half-hour) will be required.

CANCELLATIONS

The Town of Truckee must be notified of cancellation 72 hours prior to the rental date in order to receive refund of deposit(s). Cancellations made less than 72 hours in advance will also be charged actual costs for room preparation. The Town of Truckee reserves the right to cancel facility reservations at any time.

ROOM CAPACITY AND SET UP

The capacity of meeting rooms is as follows:

• Upstairs Front Conference Room (capacity 16)

• Community Room (capacity 30)

• Town Council Chambers (capacity 116)

A diagram of available room setups for the Council Chambers is attached. Please indicate on the application form which room set up is being requested.

REFUNDS

The security deposit will be returned within 30 days of the meeting provided the room is left in an acceptable condition as determined by Town staff. All facility users must leave rented meeting rooms clean and orderly and are financially responsible for any damages and cleaning costs. Cleaning or damage costs not covered by the security deposit(s) will be billed at the actual cost to the responsible party listed on the facility use application.

INSURANCE REQUIREMENTS

All groups using the facilities must provide the Town with a certificate of insurance evidencing general liability insurance is currently in force with limits not less than $1 million per occurrence. Additionally, the facility user shall provide an endorsement naming the Town its officers, officials, employees and volunteers as additional insured.

AUDIOVISUAL EQUIPMENT

The following audiovisual equipment is available for use only in the Council Chambers. Any costs for damage to equipment not covered by the security deposit(s) will be billed at the actual cost to the responsible party listed on the facility use application.

• Overhead projector and screen.

• LCD projector for computer generated presentations - (facility users must provide presentations or portable media i.e. compact disk, memory stick). The presentation computer is equipped with PC version Microsoft 2003 products.

FOOD AND BEVERAGES

 Food and beverages are allowed in the Community Room and the upstairs front conference room. Beverages only are permitted in the Council Chambers.