7.2 sr 02-13-2023 - Laserfiche WebLink

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SECTION 9 RESERVATION PROCEDURES 9.0 PURPOSE To establish procedures and policies regarding the consistent scheduling of the Furniture and Things Community Event Center according to the priority scheduling policy as outlined in Section . To provide staff and FTCEC users with a guide to help ensure the efficient and accurate process of all room rental requests. 9.1 DEFINITIONS Facility User: The individual/group/organization authorized to use Furniture and Things Community Event Center as shown on the Facility Use Permit. Facility Use Permit: The written document showing rental facilities agreed upon by Furniture and Things Community Event Center staff and the facility user. Tentative: The status of a reservation prior to submitting a payment. Firm: The status of a reservation following a payment. 9.2 RESERVATION PROCEDURES AND GUIDELINES A. Permits are approved and issued by FTCEC staff based on policies and guidelines established by the Facilities Commission. B. Permit applicants must be 18 years of age or older. C. Residents may not reserve the facility for a non-resident. D. All groups using the FTCEC must have an approved permit, contract, or lease prior to facility use. One contact person must be designated to make all arrangement. Arrangements specific to the event shall be coordinated through and confirmed with the Rental Coordinator prior to the event date. Users are responsible to have their permit with them when using the facility for their event. E. Organizations with more than one division (i.e. youth athletics) will be required to identify one (1) contact person to schedule the meeting room facilities for each division or group within their organization. F. Facility Users requiring specific set-up instructions beyond general meeting use are required to meet with the Rental Coordinator upon placing the reservation as well as to meet two (2) weeks prior to their event to finalize room set-up, pay the final balance of rental fees, provide event schedule, delivery times, number of people in attendance, and/or other pertinent information necessary to complete the reservation process.