ESCC SCHEDULING POLICIES AND PROCEDURES

Transcription

1 ESCC SCHEDULING POLICIES AND PROCEDURES ESCC is pleased to offer its in-house partners, community organizations, and individuals the use of its two conference rooms, flex space, and courtyard. To promote good communications and stewardship of this community resource, we have developed these policies and procedures. *ESCC is closed for the following holidays (New Year s, Memorial Day, July 4 th, Labor Day, Thanksgiving, and Christmas. Building tours are available by appointment during normal business hours. Organizations and individuals are responsible for making sure tables and chairs are set up to their needs and returned to the prior state. Room Capacity Equipment Large Conference Room - Concentrated (chairs only) 55 - Unconcentrated (Tables and chairs) 26 Small Conference Room 12 Flex Space - Concentrated (chairs only)110 - Unconcentrated (Tables and chairs) 55 Projector, screen, podium Flat screen TV with HDMI wireless hook up None *ESCC maximum occupancy is 194 Building Address: 114 S. Washington Street Easton, MD Talbot County Contact Numbers: First contact: Owen Bailey obailey@eslc.org (410) ext. 157 Second contact: Jackie Potter jpotter@eslc.org (410) ext P age

2 GENERAL GUIDELINES: Parking: Our guest lot includes 11 spaces and one handicap spot. Extra parking can be found nearby on Dover Street, at the Avalon and at the Town Hall. Building Admittance: ESCC is open Monday through Friday from 9 a.m. to 5 p.m. Meetings and event held while building is closed will be subject to afterhours pricing. Thermostat Settings: ESCC comes equipped with state of the art HVAC systems that regulate temperatures in the building. Controls are set to maintain a balance of comfort and low energy usage. Please see Owen Bailey for any adjustments in temperature. Lighting: ESCC system is completely automated and will adjust itself throughout that day, turning off as the sun gets brighter and on as it gets darker. Lights will activate when they register movement and will only turn off when they do not register movement after ten minutes. Conference Calls: ESCC conference rooms come equipped with Polycoms. Outside organizations and individuals are responsible for providing their own access line. Please indicate in the sign up form if you require phone usage. Should you need a conference line, free services like free conferencecall.com and others are easy to set up. Internet: Free Wi-Fi is available throughout ESCC. Select ESLC-Guest. Open a webpage and accept the terms agreement. Use of A/V Equipment: All equipment may be reserved at time of room reservation or by contacting Owen Bailey. Damages: User agrees to pay for any damages caused to the ESCC and its surrounding property as a result of said meeting/event. An invoice for the cost of repairs will be provided. Items Left Unattended: ESCC is not responsible for items left unattended. Tobacco-Free Facility: The ESCC is a tobacco-free facility. No smoking or the use of any tobacco product is allowed in or outside of the building. *Please note that, by submitting signing up for room reservation, you are accepting responsibility to enforce this policy, and for any cleaning or damages associated with the use of any tobacco product. Kitchen: The ESCC kitchen is available to catered meetings and events. Please indicate your specific needs in the online application or to Owen Bailey. Note: there is no oven. Catering: ESCC works with a select group of caterers. (See list) Setup: Organizations and individuals are given 2 hours to set up prior to event/meeting and one hour for cleanup. 2 P age

3 Alcoholic Beverages: Alcoholic beverages may be served at non-ticketed event, and must be noted in the event request. Alcohol may not be sold nor given out at a ticketed event without a license issued by the Talbot County Liquor Board. (See Liquor License form) Cancellation Policy: Parties and events cancelled with less than 2 months notice will be charged the 50% security deposit. Cleanup: Guests are required to complete the Checkout Form at the conclusion of their meeting/event. Safety/Security: First aid kits are available in the kitchen Fire extinguisher is located in the kitchen Emergencies Dial 911 Non-emergencies Easton Police (410) ; 14 S. Harrison Street, Easton, MD ESCC is equipped with fire extinguishers and sprinklers. 3 P age

4 In Case of an Emergency The safety of our guest and vendors and paramount to ESCC Fire Ambulance Police Rescue Emergency Services: Dial 911 If there is an event that is threatening of life or property, immediately contact the Police Department and Fire Department by dialing 911. Building management should be contacted after emergency services. Fire or Police (Emergency): 911 Fire or Police (Non-emergency): (410) Police Department: 106 W Dover Street Easton, MD (410) Fire Department: 315 Aurora Park Drive Easton, MD (410) Nearest Emergency Room: Shore Health-Memorial Hospital at Easton 219 S Washington Street Easton, MD (410)

5 ESCC RENTAL PRICING Meetings and Classes Small Conference room o $100 o $150 for afterhours Large Conference room o $150 o $250 for after hours or catered meetings Flex Space o $150 o $250 for after hours or catered meetings Parties and Events Room Rates (Large Conference Room, Flex Space and Courtyard) o $800 includes cleaning and after hour fee o 50% security deposit required at time of booking Discounts 75% nonprofit rate

6 ESCC CHECKOUT FORM Thank you for using space here at ESCC. In order to keep our facilities clean and usable for others, streamline operations and control costs, we ask that you use the following checklist at the conclusion of your meeting: Wipe down all tables and return them and chairs to their previous state. Please check interior and exterior of building for trash and personal items. If the trash bins and/or recycling bins are full or almost full, please take place them in the trash containers in the fence enclosed area of the parking lot. ESCC recycles paper, cardboard, cans, glass bottles, and all plastics marked #1. Please use and direct your guests to properly use the recycling in the kitchen. If dishes were used, please place them in the dishwasher. Turn off all equipment. PROBLEMS REQUIRING ATTENTION: Batteries: Damaged Furniture: Lights: Window/Shades: Projection Screen: Projector: Spills: Door Locks: *Other *Briefly explain: Sponsoring Organization: Day of Meeting: Contact: Contact Phone/ Please bring form to Owen Bailey in Suite 101. If no one is in, please leave it on the front desk. Thank you.

7 Date/Dates Requested: ESCC Information & Waiver Form Hours: To: Name: Organization: address: Mailing address: Street: City: State: Zip: Phone: Nature of Event: Expected Attendance: Location: Conference Room One /Conference Room Two / Flex Space / Courtyard Promote Event on ESCC Webpage: Yes / No * accompanying images to obailey@elsc.org Title for Event: Event Contact: Event Description (100 words): Equipment Needs:

8 ESCC Damage Waiver ESLC encourages use of the ESCC facilities and trusts that all users will take due care and leave it in good condition. I, the undersigned, assume the responsibility for damages that may be caused by this group, its employees, invitees, and guests and agree to reimburse ESCC for same within 10 days of being billed for it by ESCC. I agree to assume liability for damage as ascertained by ESCC. I have read the ESCC Policies and Procedures Guide and understand and accept them. I assume responsibility for the conduct of this group, its employees, invitees, and guests Signature: Date: