It is the tenant’s responsibility to set up, clean up after use, and vacate the event spaces by the time specified on the original request. Often, there will be another meeting scheduled after yours, so prompt adherence to time is necessary.
It is the tenant's responsibility to return event spaces to their original condition at the end of an event. Events held outside of business hours (nights and weekends) will be required to take out event trash as part of the clean-up process. Should a space require additional cleaning after use, you will be assessed a $50 cleaning charge.
A room usage fee will not be required, but if after-hours HVAC is used (M-F after 6:00 pm, Sat. after 12 noon, Sun. all day), you will be charged the Landlord’s estimated cost of $10.00 per hour, per zone (there are 1-2 zones in each conference room). These charges will appear on your monthly rent statement. Nonpayment will result in the denial of further use of the room. Instructions to operate the HVAC system after hours are available from the Foundation staff.
The Landlord will provide Wi-Fi access, AV system instructions, a microphone, and a conference phone for your convenience upon request. Please contact the BHHS Legacy Foundation Office if you need instructions regarding the use of the audiovisual equipment. Legacy Foundation staff will not be available to assist during your meeting.
You will need to obtain a room key, Wi-Fi code, cables, microphone, and conference phone from the Legacy Foundation Office prior to your meeting during normal business hours (8:00 am to 5:00 pm) and return key, check out form, and AV supplies promptly after your meeting. If you are scheduling an after-hours meeting, the key, check out form, and AV supplies must be returned promptly the next business morning.
The Conference room has an alarm system. The alarm is off from 6:00 am to 10:59 pm Monday through Friday. The alarm is from 11:00 pm to 5:59 am Monday through Friday. If you are using the room during normal business hours, Monday through Friday, please do not set the alarm when you leave the room. It will arm itself at 11:00 pm.
If you are using the room anytime during the weekend, the alarm will be on when you enter the room. You will see a red light on the alarm box on the wall to the right of the entry door. You will have 60 seconds to disarm it by entering a code. The alarm code will be visible on the room key tag that you are given by the receptionist. At the end of your meeting, as you exit, you will need to reset the alarm system by entering the same alarm code (the instructions are posted on the wall next to the alarm pad).
The Landlord will not ask a tenant to relocate or reschedule meeting times to accommodate another tenant. Reservations will strictly be on a first-come, first-served basis. Please notify the Foundation receptionist if you cancel a scheduled meeting so that we can free the room for use by another tenant.
For agreement with the above requirements, please sign below. You will receive a copy of the information provided on this form when it has been submitted. This email does not mean that your event has been approved. You will be notified in a second email by a Legacy Staff member regarding approval of your request.
Tenant Signature*
By typing your name here and clicking the Submit button, you are signing this Request Form electronically. You agree your electronic signature is the equivalent of your manual/handwritten signature on this Request Form.
