AVERA MCKENNAN HOSPITAL & UNIVERSITY HEALTH CENTER PRAIRIE CENTER POLICY AND PRIORITY USAGE GUIDELINES

Transcription

1 AVERA MCKENNAN HOSPITAL & UNIVERSITY HEALTH CENTER PRAIRIE CENTER POLICY AND PRIORITY USAGE GUIDELINES

2 TABLE OF CONTENTS PAGE NO. I. Prairie Center Policy & Usage Priority Guidelines...3 A. Purpose.. 3 B. Introduction II. Application Approval Requirements..4 A. Approval Requirements B. Purpose & Mission Requirements... 4 C. Endorsement..4 III. Group Usage Priority A. Patient Groups..5 B. Avera McKennan Groups..5 C. Public Agencies, Civic Groups and Non-profit Organizations....5 D. Commercial/Business Organizations and General Public...5 IV. Prohibited Events....6 V. Atrium, Stage and Meeting Room Utilization Guidelines A. Access B. Alcohol C. Avera Coverage D. Cancellations E. Cleaning... 7 F. Conduct G. Courtesy H. Equipment... 8 I. Food & Beverage J. Liability and Insurance K. Parking L. Scheduling... 9 M. Smoking VI. Important Contacts

3 I. Prairie Center Policy & Usage Priority Guidelines A. Purpose This policy establishes the regulations for scheduling and use of the Prairie Center as event space. B. Introduction The Prairie Center is operated by Avera McKennan Hospital & University Health Center under the policies and guidelines established by Avera McKennan s Administrative Council. In addition to being the home of the Avera Surgery Center and the Avera Cancer Institute, the Prairie Center will be available for patient, staff, non-profit and community use on a pre-approved basis. The facility contains multiple meeting rooms as well as a performance stage, large atrium area, and auditorium. Avera McKennan recognizes the desirability of having the Prairie Center used as much as possible by residents and community groups. This policy promotes the active use of the Prairie Center while establishing priorities for use of the facility and outlining scheduling procedures and guidelines. It also sets reasonable rules and regulations for use of the facility. 3

4 II. Application Approval Requirements A. Approval Requirements Outside groups/organizations must fill out the online application form and submit for approval. Please allow up to five business days for application review. The event coordinator will contact applicants once the application has been reviewed. All meeting and event applications are reviewed and subject to approval. B. Purpose & Mission Requirements Groups/organizations and their respective meetings and events must be consistent with the mission and values of Avera. Groups/organizations that conflict with the mandates set forth by the Catholic Health Organization may not be approved. C. Endorsement Permission to use the Prairie Center does not constitute Avera McKennan s endorsement of the group/organization or the views expressed by the group/organization. Groups/Organizations using the Prairie Center should clearly indicate in the announcements, advertisements and news releases who is sponsoring the event. 4

5 III. Group Usage Priority A. Patient Groups Priority is given to patient-related activities, including patient education, social events, support groups, etc. B. Avera McKennan Groups Priority is also given to Avera McKennan work-related activities during the business day, generally Monday through Friday from 7:00 am 5:00 pm and weekends if needed. C. Public Agencies, Civic Groups and Non-profit Organizations Second priority for use of the Prairie Center is given to non-profit agencies which affect citizens of Sioux Falls. Civic groups and organizations which contribute to the well-being and betterment of the community such as Senior Clubs, Service Clubs, Performing Arts organizations, etc., are included in this classification. D. Commercial/Business organizations and General Public Third priority for use of the Prairie Center is given to businesses and commercial organizations who wish to use the facilities for personal use such as banquets, parties, performances, meetings, etc. For the purpose of facility reservations, all groups and/or events will use the facility free of charge. Additional costs for set-up, food & beverage, staffing, technology, and clean-up will apply and are the responsibility of the event organizer. The Director of Communications will be consulted for all requests that fall outside Avera s guidelines. Avera reserves the right to cancel reservations should a conflict arise that affects patient care. 5

6 IV. Prohibited Events A. The Prairie Center is not available for the following events at this time: Weddings Bridal showers Anniversary parties Baby showers Birthday parties Non-physician retirement parties Weekend piano recitals Other events of this nature Please review the group priority usage policy for additional information. 6

7 V. Atrium, Performance Stage and Meeting Room Utilization Guidelines These guidelines apply to conference rooms, classrooms, meeting rooms, computer training rooms, community rooms and public spaces scheduled through Avera s Med Meeting room scheduling system. Information pertains to patients, staff, community groups, and organizations that wish to reserve these spaces for events. A. Access Permission to use the meeting rooms in the Prairie Center/Avera Education Center is confined to the 1st floor only (unless otherwise arranged). Groups/Organizations are not to use the stairs or elevator to access other floors. B. Alcohol Service of alcoholic beverages at meetings or events requires proof of liquor legal liability insurance and a one-day alcohol permit from the City of Sioux Falls. These documents must be provided to the Prairie Center event coordinator at least five business days prior to the event. For information and permit forms contact the Sioux Falls City Attorney s Office at Requests to serve alcohol are approved on a case-by-case basis by the Director of Communications. C. Avera Coverage There will be an Avera representative on the premises of the Prairie Center for the duration of the event. The representative is present to ensure all guidelines and expectations are met by the group/organization. The representative will answer questions regarding audio-visual equipment, catering placement, lighting and any other general questions. The representative is not expected to pick up trash, move tables/chairs or any other duties expected of the group/organization hosting the event. D. Cancellations Meeting/event organizers must cancel event food a full 24 hours prior to the scheduled food serve time. Designated cost center will be charged if full cancellation notice is not met. In the event of a weather cancellation, the event must be cancelled within 5 hours of the food serve time. The event can be rescheduled with a plan set in place for the event within 6 months of cancellation with no fee. If rescheduling is not a possibility the organizers will be charged half of the cost per person of the original event to cover the cost of lost food items. If for any reason you need to cancel your reservation, please notify the event coordinator as soon as possible. Please call the event coordinator at E. Cleaning Groups/Organizations, or their approved vendor(s), are responsible for all set-up and tear-down, including clean-up. Clean-up includes picking up all trash and placing it in the trash receptacles and returning tables and chairs to their default position (there are signs posted in each room). Damage to property will also be billed to the group/organization that reserved the room. All groups at the Prairie 7

8 Center with 50 plus attendees who are serving food and/or beverages are required to arrange and pay for cleaning immediately following the event. F. Conduct No disorderly or unsafe conduct will be permitted. The expectation of Avera is that all rules, regulations and policies of the facility be followed to ensure the safety of persons and property. G. Courtesy There may be multiple events scheduled in the Prairie Center at the same time. Please limit any activity that may disturb other meetings or events. In some cases, meeting rooms may be scheduled back-to-back so please limit meeting room usage to the time allotted per the reservation. H. Equipment Movement of any/all equipment is highly discouraged. Should movement of equipment occur, the responsible group/organization will be charged for necessary reset and/or repair. I. Food and Beverage Catering is available for all events held on the Avera McKennan campus. Avera McKennan Catering retains first right-of-refusal for all events and can provide menu options and pricing upon request. In the event Avera McKennan Catering is unable to cater your event, you will be provided with a list of approved catering vendors. J. Liability and Insurance Groups/organizations shall bear the entire risk of loss, theft, damage or destruction of the equipment and facilities of Avera McKennan, as well as personal injury of participants provided such loss or personal injury results directly from the groups /organizations use of the facilities and equipment herein. Groups/organizations using Avera McKennan facilities agree to ensure Avera McKennan is an additional insured on group/organizations general liability insurance policy. Such policy shall be primary in the event of a property damage or personal injury claim emanating from use of the facility. Evidence of such insurance shall be provided on request. K. Parking After hours parking is available west of the Prairie Center/east of the Avera Education Center or across the street to the south. After hours the doors used for access are the main front doors on the south side of the building. The Prairie Center doors will lock at 6:30 pm or ½ hour after the beginning of the last meeting, whichever is later. Exit is always possible but if you have someone arriving late or going in and out you will need to open the door for them. 8

9 L. Scheduling Prairie Center scheduling for special events, community events, employee or nonprofit banquets/socials, and other events of this nature are coordinated by the Prairie Center event coordinator. Educational events, including seminars, symposiums, informational sessions, etc., are coordinated through Organizational Development. The Board Room and Executive Conference Room in the Prairie Center can be reserved by contacting the administrative assistant to the Regional President/CEO Wendy Loria at M. Smoking The Avera McKennan Campus, including the Prairie Center, is smoke-free. Please refrain from smoking in Avera facilities or on campus grounds. Please be respectful of our neighbors and refrain from smoking on private property surrounding the Avera McKennan campus. 9

10 VI. Important Contacts Prairie Center Event Coordinator Jacque Frick (605) or Avera McKennan Event Coordinator Linda Olson or Prairie Center Concierge (605) Avera Organizational Development (605) Boardroom & Executive Conference Room Scheduling Wendy Loria (605) Director of Communications Lindsey Meyers (605) Director of Facility Services Ken Giegling (605) Executive Chef Amanda Viau (605) Avera Cancer Institute Julie Dixen (605)