Thousand Oaks Community Room Interest Packet 7/17c
The Thousand Oaks Community Room Ventura County Credit Union 18 W Thousand Oaks Blvd. Thousand Oaks, CA Dear Group Representative, Thank you for your interest in the Thousand Oaks Community Room. We are excited to offer a state-of-the-art meeting room that will fulfill your organizations gathering needs. The Thousand Oaks Community Room is available during VCCU regular business hours (after hours on special request only) to Ventura County Credit Union Members, non-profit organization, or community group. The Thousand Oaks Community Room is a 1,085 square foot room, 49 person capacity, which includes movable tables and chairs, and a LCD projector and screen. Please review our Community Room Information Packet and plan your next meeting by contacting the Community Room Coordinator at 805-477-5506. Sincerely, VCCU Staff
I. Purpose The purpose of the Ventura County Credit Union (VCCU) Thousand Oaks Community Room is to provide space for community programs and events, to fulfill the credit union s role as a community center, where members and the public can attend informational, educational, cultural events and to champion the principal of intellectual freedom by providing a forum for the free exchange of ideas. II. Room Policy and Application Procedure: 1. The Ventura County Credit Union reserves the right to give priority selection in the following order: 1 st Credit Union events. 2 nd SEG groups and partner community organizations. 3 rd any other business, organization or group (Group) in order of request. 2. Groups must submit one application per event to the Community Room Coordinator at least two weeks in advance but not more than three months in advance of the date requested. Special arrangements can be made on an exception basis. 3. All Application forms must be completed by an adult member (18 years or older) of the requesting Groups. 4. Requests for the Community Room can be made by contacting the Community Room Coordinator at 805-477-5506 and completing an application form which includes: the name of the Group, date and time of event, number of attendees, description of event and contact information. 5. No event scheduled shall violate room capacity (49 people) designated for the Community Room and/or the Credit Union building, and what is allowable by law. 6. Event parking will be limited to five vehicles in the VCCU parking lot during the Credit Union s business hours. After business hours, all parking, except for ATM parking, will be available. Alternative parking options are available and will be discussed during the agreement process. 7. At the time of the application, a $50 deposit is due. If the application is approved, the requested date will be entered into the calendar. A notice of confirmation will be emailed or mailed to the responsible member of the Group. After the application is approved and agreement made, the Group must send the full room payment to retain the reservation. 8. Full payment is required at least two weeks prior to event, in order to secure the reservation. 9. Fee Waivers may be available on a case by case basis. III. Liability Insurance Insurance requirements shall be $1,000,000 Comprehensive General Liability. Coverage shall name as additional insured endorsement the Ventura County Credit Union, its agents, officers, directors, employees and volunteers. Proof of such insurance must be provided by either a separate endorsement page or by providing a copy of the insurance policy providing that all persons who contract with the insured are named additional insured on said policy.
The Group must provide the Credit Union with the following insurance documents at least two weeks before the effective date of Event: o Certificates of Insurance for all required coverage s. o Additional Insured Endorsement naming Ventura County Credit Union, its agents, officers, directors, employees and volunteers Failure to provide these documents may be grounds for immediate cancellation or suspension of the Event. Possible Waiver of insurance requirements will be reviewed on a case-by-case basis. IV. Cancellation Policy and Contract Changes The Community Room Coordinator must be notified promptly of any cancellations. Cancellation fees may apply. There will be a $75 charge per hour for events that last longer than the originally contracted time. Ventura County Credit Union reserves the right to deny room reservations and room use to any applicant. Ventura County Credit Union is not responsible for accidents, injury or loss of property occurring during use. In addition, attendees who park in the Credit Union s arranged alternate parking will agree to use designated crosswalks as identified in the application package. VI. Terms of Use Each event will be assigned a VCCU employee who will remain on site until the event is over and the branch is cleared. All Groups must check-in and out with the assigned VCCU employee. Use of the Community Room must not interfere with the convenience of the Ventura County Credit Union members or business practices. Groups sponsoring activities open to the general public, are responsible for complying with accessibility requirements as mandated by the Americans with Disabilities Act of 1990. The Credit Union will provide further information and assistance on request. Smoking and/or use of alcoholic beverages in the Community Room or anywhere else in the building are prohibited. No event may include the following activities: smoking, alcoholic beverages, illegal passing of money or other illegal activities. No meals may be prepared at the Credit Union, but food may be brought in for events. Groups must provide own serving dishes, equipment and utensils. Caterers must have a certificate of insurance on file with VCCU prior to the event. No decorations or posters may be displayed without approval.
The Community Room must be left clean and without damage. If repair or excessive cleaning is required, the $50 room deposit will not be returned. The Group will be responsible for any damages exceeding the amount of the deposit. The Group must designate an event coordinator who will be responsible to clear the premises of all attendees after the event. The Event Coordinator will provide the VCCU representative a list of attendees at the end of the event. The Group using the meeting room is responsible for setting up and taking down equipment and leaving the room in order. Additional equipment may be available upon request. Ventura County Credit Union is not responsible for articles left in any part of the building. The VCCU representative will secure the Community Room and second floor offices prior to the arrival of the Group. VII. Fees Room Deposit: $50 Hourly Rate: $50 4hrs: $175 8hrs: $350
Thousand Oaks Community Room Request Form Date(s) and time of event: Today s Date: Organization, Group or Affiliation: Description of Organization, Group or Affiliation: Purpose of Event: Number of Attendees: (not to exceed 49 people) Who will attend: Equipment needed: LCD projector TV DVD player VCR Contact Name: Contact Phone: Contact email: ------------------------------------------------------------------------------------------------------------ VCCU Only: Accepted: Yes No if no, reason for denial: Signature: Date:
Post Event Clean-up Checklist Date: Group Name: All belongings are removed. All posters, decorations, display boards, etc. are removed. All leftover food, drinks, and utensils are removed. Restrooms are left in good repair. Tables are clean: all tape, tape residue, spills, food crumbs are cleaned off tables. Chairs are clean: all tape, tape residue, spills, food crumbs are cleaned off tables. Kitchen area is clean. Counters cleaned. Leftover food is removed from refrigerator. No cups, plates, or other eating utensils are left in sink or on counter. Event Leader assisted Event Liaison with 2 nd floor sweep to ensure all attendees exit building. The Community Room is left in good condition. Any problems or concerns are voiced to Event Liaison. I have completed the above checklist and have left the Thousand Oaks Community Room in good repair. Signed: Date: