Legacy Place Conference Room Request

Note: If a caterer/vendor will be used, an insurance certificate naming BHHS Legacy Foundation as an additional insured must be received by the Landlord a minimum of two business days prior to the meeting. You may email the documents to LegacyRoom@bhhslegacy.org.

Note: If you plan to serve liquor or other alcohol at your meeting/event, please provide a copy of your organization's general liability policy documenting a minimum of $1,000,000 in coverage for liquor/alcohol usage. Also have your general liability insurance carrier document BHHS Legacy Foundation as an additional insured (such coverage to be primary and non-contributory) and provide a copy to the Foundation a minimum of two business days prior to your meeting/event. You may email the documents to LegacyRoom@bhhslegacy.org.

Note: If you plan to use a professional bartender at your meeting/event, please provide BHHS Legacy Foundation a copy of the bartender's Arizona liquor license, plus a copy of their general liability insurance policy with a minimum of $1,000,000 in coverage documenting BHHS Legacy Foundation as an additional insured (such coverage to be primary and non-contributory) a minimum of two business days prior to your meeting/event. You may email the documents to LegacyRoom@bhhslegacy.org.

It is the tenant’s responsibility to set up, clean up after use, and vacate the room by the time specified on the original request. Often there will be another meeting scheduled after yours, so prompt adherence to time is necessary. Should the room 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 6:00pm, 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 two zones in the room). These charges will appear on your monthly rent statement. Nonpayment will result in denial of further use of the room. Instructions to operate the HVAC system after hours are available from the Foundation receptionist.

The Landlord will provide Wi-Fi access, a projector, presentation cables, screen, microphone and a conference phone for your convenience. Please contact the BHHS Legacy Foundation receptionist at 602.778.1200 in advance of your meeting to obtain a Wi-Fi access code. Please advise the receptionist if you need instructions regarding use of the audio visual 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 receptionist prior to your meeting during normal business hours (8:00 am to 5:00 pm) and return the key, cables, microphone and conference phone (if used) promptly after your meeting. If you are scheduling an after-hours meeting, the key, cables, microphone and conference phone (if used) must be returned promptly the next business morning.

The room has an alarm system. The alarm is off 6:00 am to 10:59 pm Monday through Friday. The alarm is on 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 no 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 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 be notified by email regarding approval of your request.