Conference Room Reservations

Use of Town Hall Conference Rooms

The Town of Truckee has a small selection of rooms available for meeting use within Town Hall, Monday through Thursday. Room rentals are not available Friday through Sunday. Each room accommodates differing group sizes. Public Wi-Fi is available, as well as audiovisual equipment. 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 co-sponsored 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-owned facilities. The Town does not provide meeting supplies such as flip charts, pens, paper cups, or coffee pots. Failure to comply with these provisions may result in the revocation of that agency's ability to use Town facilities. For more information, please refer to the Facility Use Policy below and details in the links below.

COVID-19 Information

Masks are not currently required, however, they are strongly encouraged while inside.

Facility Use Policy

Please review the Facility Use Policy prior to applying for any conference room.

Application

A completed Application and Agreement for Use of Facility form and Certificate of Insurance must be submitted to the Town Clerk.  The signature on the application will be that of the responsible party.

Inquiries may be submitted to the Town Clerk at truckee@townoftruckee.gov or by calling (530) 582-2924.

Reservations

There is no fee for use of facilities for governmental agencies and authorized non-profit organizations during regular business hours (Monday through Thursday, 8 am to 5 pm). Reservations outside of regular business hours will be approved based on the availability of a Town employee to be on the premises and may be charged an hourly fee pursuant to the Town's current Fee Schedule. A $100 deposit(s) may be required to secure the reservation. 

Cancelations

In the event of a declared emergency, extreme weather event, power or Internet outage or other event outside of the control of Town staff, the Town reserves the right to cancel any reservation at any time. The Town reserves its right to cancel without notice.

Refunds

If a deposit is required, it will be returned within 30 days of the meeting date provided that 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 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.

Available Equipment

The following features are available in some, if not all, Town’s facilities:

• Screen for digital presentations (users must bring their own media device and must use that device for presentation on any Town screen).To ensure that your device will be able to project onto the screen, at the time of booking please identify the type of media device you will utilize.
• Cable television (Council Chambers only).
• Internet access.
• Microphones (Council Chambers only).
• Tables and chairs.
• You may request audio visual assistance; however you may be billed for staff time based on the current Fee Schedule depending on the need.

Any damage to equipment will be billed at actual cost to the responsible party.

Food and Non-Alcoholic Beverages

Food and non-alcoholic beverages are allowed in the meeting rooms.