Facility Reservation Form

GUIDELINE RULES AND AGREEMENT FOR FACILITY USE

Community meeting rooms at Pikes Peak United Way are available for use by nonprofit organizations for community meetings.  Please note that as a 501(c)(3) organization, our political activities are limited.  This may restrict usage of our facilities.

• Use of PPUW community meeting rooms must be pre-scheduled. Notification and request of a room must be received at least two weeks prior to your meeting with PPUW and are on a first-come, first-serve basis.  A PPUW staff member must be present in the building during use; usage hours are between 8:00am and 4:30pm Monday through Thursday, and Friday 8 a.m.-12 p.m. The conference rooms will not be available for use after 1 p.m. on Fridays.
• All attendees should use the front (east) door when arriving and leaving. Parking is available on the street. Do not park in the lots behind or adjacent to the building; if you or your participants park in these lots, the cars may be towed.
• You are expected to arrive no earlier than 30 minutes prior to your meeting so that you can meet attendees and assure proper room arrangements.
• PPUW staff is not expected to accept phone calls, make copies, phone calls, send faxes, etc. for groups using meeting rooms.
• Room set-up is the responsibility of the outside agency. You are responsible for bringing, setting up, and taking down your own AV and IT equipment on the day of your meeting. Do not tape anything to the walls and doors. Upon completion of the meeting, the room furniture must be returned to the original configuration. Before leaving the premises, ensure the room and kitchen (if used) are clean.  
• Facility use includes access to a small kitchen. The outside agency must supply its own food and beverages, as well as paper goods for serving. Clean-up of the kitchen following use is the responsibility of the user. Alcoholic beverages may not be served.
• A fee of $50 will be assessed if the meeting room and kitchen are not properly cleaned and re-configured.  If this fee is not paid, your agency will not be allowed to use the rooms in the future.
• The men’s and women’s restrooms on the first floor are available for your participants’ use.
• Sterno, candles and other similar heating sources that use an open flame are not allowed.
• Smoking is prohibited throughout the PPUW building.
• Live music and/or loud music are not allowed.
• Children under the age of 13 must be accompanied by an adult at all times.  

I have read and agree to the above-stated conditions.  I am the person who will be responsible for ensuring that all of the above conditions are met.  I understand that if I do not follow the above conditions, a fee of $50 may be assessed to my agency and that non-payment of this fee will preclude my agency being able to use the rooms again in the future, even if I already have other meetings scheduled.

The person attending and in charge of the meeting(s) must print this entire page and have a copy in their possession at the meeting.

Your room reservation will not be booked until this form has been submitted to PPUW.