Conference room rental

Conference room rental
July 1, 2016 Jamie

Conference Room priority, scheduling and fees.

The conference room is booked on a first come first serve basis. No holding of any dates without deposit. All individuals, groups, companies must complete and sign the rental agreement. To book please call the office.  The receptionist will take your information and have the event coordinator contact you with availability and event details. Payment for deposit will need to be made prior to the event, arrangements made with event coordinator. Deposit fee is $250.  Payment for rental fee and any extra services are due the day of the event. Rental fee is $150.  If event falls outside of business hours, arrangements need to be made with event coordinator.  Checks preferred. All arrangements are to be handled by Event Coordinator and subject to availability.

Deposit covers any damages, repairs, theft and cleaning. If deposit amount does not cover these things the applicant will be held liable for any additional fees that exceed the deposit amount. Deposit check will be returned after event if no damages occurred and cleaning checklist was completed.

  • Large conference room
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Conference Room Terms 

Rented areas include conference room, lobby, reception area, kitchen, break room, family restroom, Men’s & Women’s restroom. Max occupancy of combined areas is 150. Conference room occupancy is 111.

Extra items, services and equipment subject to availability. Arrangements made with Event Coordinator.

Conference room consists of 18 wooden tables with 2 rolling chairs per table, 36 chairs total, fireplace, 4 comfy leather chairs, and coffee table. Overhead projector, Laptop with internet access, digital cable TV, stored in room. Wireless, lapel and headset microphones, Polycom conference phone, handheld pointer, available up request, not stored in room.  Requested equipment, items and table/chair arrangements, coffee/water can be set up to your specifications and is included in rental fee upon request.

Kitchen consists of 2 fridges, 3 microwaves, 6 burner stove, large oven, coffee pot, Keurig, toaster, Pizza Pizzazz, sink, large island and kitchen amenities. Use of NCS consumables in NOT permitted. Use of kitchen and kitchen amenities is included in rental fee. Inform event coordinator prior what will be used.

Break room consists of 4 tables with 4 wooden chairs per table, TV, vending machine, 2 upright freezers, family restroom and kitchen amenities. Use of break room items is included in rental fee. Inform Event Coordinator prior what will be used.

Lobby consists of coat rack, hat rack, Men’s & Women’s restrooms. Use of items is included in rental fee. Inform Event Coordinator prior what will be used.

Reception area consists of 4 chairs with two end tables, large wrap around desk. Area should not be used unless a special request is made.  If reception area is not going to be used, area will be locked. Inform Event Coordinator prior if area will need to be used.

Room set up and cleanup are the responsibility of the applicant, unless other arrangements have been made with Event Coordinator.  Please follow cleanup procedure attached.

The Rockview Building is a smoke free building.

No object, poster, or writing, etc. will be placed on walls.

Food and Beverages 

Event Coordinator can provide a list of preferred caterers and caterers in the area if you are planning a meal, lunch or light refreshments. Coffee and water can be provided upon request and is included in the rental fee.

Alcohol Policies

Alcohol is permitted at the applicant’s own cost.  The selling of alcohol is NOT permitted.  If having alcohol a separate contract will need to be signed along with proof of $1,000,000 (one million) Event Liability Insurance.  If you are a business check with your business insurance company as you might have coverage for such with them.  For an individual the event coordinator can put you in contact with local insurance company.  If wanting guest to pay for their alcohol renter needs to provide a liquor license. Contact a bar within Tioga city limits to hire them for their services and to provide the required liquor license.

CLEAN UP & SHUT DOWN

Cleaning supplies, garbage bags, paper products, broom, vacuum, etc. are all located in the closet in the family restroom in the kitchen area.

Rental areas conference center, kitchen, break room, lobby/reception desk, family restroom, front bathrooms should be returned to the condition prior to event.

Dumpster is located behind the building.  Load garbage in vehicle and drive around the north side of the building, behind shop and all the way down.

  • Wipe down all tables, counters and surface areas used.
  • Any NCS dishes, utensils, and kitchen items used need to be cleaned and put back.
  • Any NCS tablecloths used need to be put in one pile on a table.
  • All garbage/debris picked up.
  • All garbage cans emptied and new garbage bags put in.
  • Vacuum up any debris on floor.
  • Sweep & clean kitchen floor if needed.
  • Turn off any IT equipment used.

If here after business hours or weekend:

  • Lock front main door. (Key is in the cupboard on the wall next to the refrigerators, key looks like an allen wrench.)
  • Make sure to put key back in cupboard.
  • Shut off all lights.
  • Exit thru north kitchen door.
  • Before leaving, from outside, check that the main door is locked.

Any NCS property missing or damages to property will result in $250 deposit to not be returned.  Also if areas used are not properly cleaned as stated.

 

Additional items and services

Additional items available only upon availability of items. Additional services available only up availability of event coordinator.

The conference room tables and chairs will be arranged to your specifications. If you need a more detailed set up or have any special requests and if you do not wish to clean up a service is available for a fee.

Dining place settings are available for a fee. Amount of fee depends on amount of attendees. Dishes, silverware and glassware.

Costs and Fees.

Tablecloths $2 per cloth.

Cloth Napkins, $2 per 10.

Detailed Set up, $10.

Clean Up, $10.

Waitress/Server/Bartender, $10 per hour. Must specify times needed.

Set-up & Clean-up of dining place settings, $25 and up.