The Town of Truckee has several rooms available for meeting use. The Front Conference Room (located on the second level outside of Council Chambers) holds 15 or less. The East Wing Conference Room (located on the second level - down the hallway beyond the Council Chambers) holds 30, and has internet access as well as audio visual equipment available. The Council Chambers (second level) holds 145 or less and has internet access as well as audio visual equipment available. There is one smaller room on the first level in the Building Division area that is useful for testing and or small groups of 6 or less. These conference room areas are all available for use by governmental and public benefit non-profit organizations. Other organizations are eligible to utilize these facilities if the event is cosponsored by the Town of Truckee. These rooms are not available for political, commercial, or private party use. Organizations utilizing Town facilities shall not bring alcohol on the premises - alcohol is not allowed in Town Hall. The Town does not provide meeting supplies such as flip charts, pens, paper cups, or coffee pots. Items shall not 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.
A completed Application and Agreement for Use of Facility form and Certificate of Insurance must be submitted to the Town of Truckee, Attn: Facilities Administrative Technician 10969 Stevens Lane, Truckee, CA 96161, telephone (530) 582-2911. Cell is (530) 414-3304 and email is Jravey@townoftruckee.com. There is no fee for use of facilities during regular business hours by governmental agencies and authorized non-profit organizations. 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 and an hourly fee will be charged. The signature on the application will be that of the responsible party.
Reservations may be made up to 30 days in advance for the use of Town facilities. A deposit(s) must be paid at the time of application submittal in order 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 Town personnel to be on the premises.
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.
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.
All groups using Town facilities must provide the Town with a valid 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 insurance endorsement naming the Town its officers, officials, employees, agents, and volunteers as additional insured.
The following audiovisual equipment is available for use 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).
FOOD AND BEVERAGES
Food and beverages are allowed in the meeting rooms.