Conference Room Reservations

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Use of Town Hall Conference Rooms

The Town of Truckee has a small selection of rooms available for meeting use within Town Hall. 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. 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. For specifics regarding the Facility Use Policy as well as room details please select from each of the links below.

Click here for the Facility Use Policy

Click here for the Application and Agreement for Use of Facility form

APPLICATION

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.  Town mobile number for Janet Ravey 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

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.

CANCELLATIONS

The Town of Truckee must be notified of cancellation 72 hours prior to the rental date in order to receive a 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.

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 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.

AUDIOVISUAL EQUIPMENT

The following audiovisual equipment is available for use in the Council Chambers and Prosser Room. 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 in advance or portable media i.e. compact disk, memory stick).

FOOD AND BEVERAGES

Food and beverages are allowed in the meeting rooms. 

 

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