Henderson Depot Community Room Usage Policy



SPECIAL USE POLICY . . . Depot Conference Room/Patio Area The Depot Community Room and the historic displays contained therein shall be open to the public on the following regular basis: Monday through Friday: 10:00 A.M. to 4:00 P.M. Saturday: 10:00 A.M. to 2:00 P.M. The Depot Conference Room is available for meetings of non-profit groups, government agencies, community resource development, and related groups. The Depot Conference Room may not be used for private social events, business activities such as sales promotions, or activities not physically suitable for the facility. Reservation Procedures All bookings must be cleared for date availability with Community Room staff no more than one (1) year in advance. No group may reserve the facility on a consecutive basis. Scheduling will be done on a “first come, first serve” basis. The Conference Room will be reserved free of charge during regular operational hours and an attendant will be on duty. Every effort will be made to ensure privacy; however, the group must understand that there are limitations since the Community Room will be open to visitors. Patio Area: All bookings must be cleared for date availability with Community Room staff no more than one (1) year in advance. The patio and public restrooms must remain available to the general public at all times. Persons reserving the patio must adhere to established rules and regulations enumerated within this document. Community Room: A portion of the community room is available for community-oriented events and may be coordinated through the Community Room staff. Events may include display of art items, lectures, demonstrations, school essays, and related subjects of public interest. Parking The parking lot contains 30 unreserved spaces including two (2) handicap spaces Parking restrictions are enforced Publicity and Signage All signs must be professional, placed in the display stand provided, and removed immediately after the program. Nothing shall be affixed to any part of the outside or inside of the building. Food No on-site food preparation, including coffee makers No food or drink is allowed in the Community Room No outdoor grills are permitted on the patio or surrounding premises. Equipment All equipment, including tables and chairs, must be delivered the day of the event and be removed immediately following the event. The Henderson County Tourism is not responsible for lost or stolen equipment. Items delivered to the patio area must be unloaded in the parking lot and transported outside of the facility. Remove vehicles after unloading. No driving or parking on the grass. General Restrictions No smoking inside the facility No open flames/ or candles No alcohol Indoor furniture may not be used outdoors Nothing may be posted on or attached to the walls Clean Up of Event The building must be left in same condition as it was found. All items must be removed from the building and/or grounds immediately after the end of activity. Violation of policy could result in a fee based on the necessary cleanup, and inability to reserve the facility for future use. Any trash must be deposited in proper container provided. Renter is responsible for any belongings left behind by guests. Miscellaneous This facility is available for use by all people regardless of race, color, age, sex, religion, disability, or national origin. Host organization is responsible for meeting any specific needs of those in attendance.