ROOM USE GUIDELINES
The Urban Child Institute is pleased to allow Memphis area nonprofit organizations the use of meeting rooms for business, professional, and training purposes free of charge. The purpose of all meetings must relate to the well-being and health of children in Memphis, Tennessee. In addition to the auditorium and the conference rooms there is also a lounge/snack area (The Watercooler) that seats approximately 80 people and is available for informal meeting and dining.
» Reservations must be made and confirmed by phone or email at least two weeks in advance of meeting date.
» Time required to set up and clean up meeting space must be included in the reservation.
» TUCI will not accept any deliveries (i.e. literature, catering items, etc.) prior to the event day.
» Furniture arrangement is not to be altered from agreed set-up.
Nothing (e.g. posters, flipcharts, newsprint sheets) is to be applied (e.g. taped, tacked nailed) to the walls or on the podium. » Gelstick or post-it note paper may be used on the dry erase wall. Dry erase wall may be used with pens and erasers provided. No permanent markers please.
» Meeting attendees are to use the designated meeting area.
» Access to the building's administrative area is prohibited.
» Serving alcohol is not permitted. No illegal drugs or controlled substances are allowed on the premises.
» No smoking is allowed in the building. Smoking is only permitted in the designated smoking area outside of the building.
» Memorandum agreeing to terms and accepting responsibility must be signed, received and approved by TUCI prior to the meeting.
» Organization may have food and beverages catered at their own expense.
» Food and beverages are not allowed in the Auditorium or Auditorium lobby.
» Noise level should be monitored to prevent disturbing others.
» Organization shall be liable to TUCI for any damage or extraordinary cleaning to facilities or property that may be caused by the acts or omission of the agency, its agents, employees, contractors, invitees, and guests.
» As the building entrance remains locked and is only accessed by a keycard, the organization must have a representative at the front door to allow attendees access. The door may not be propped open.
» TUCI building will follow the Memphis City School policy for closing due to inclement weather.
USER RESPONSIBILITIES
» Room clean-up including the removal of all food, utensils, serving pieces, meeting materials, and equipment. All items must be removed the day of the event.
» Supply all printed materials, handouts. Copies will not be made by the Institute staff or by use of the Institute's equipment
» Organization must submit an Impact Report to TUCI within two weeks of the building use.
» In promotional literature/invitations, state our name as "The Urban Child Institute".
» Children must be directly supervised by an adult at all times. TUCI staff is not available for babysitting.
» Please notify TUCI in case of cancellation.
AVAILABILITY
Monday through Friday
8am until 6pm
(Saturday and extended hours may be available upon request).
TUCI assumes no responsibility whatsoever for any property placed in or on the premises including the parking lot. The nonprofit organization using the room agrees to hold TUCI, its agents, officers, and employees, harmless from any and all liability for any loss, injury, or damages to persons or property that may be sustained by reason of the occupancy and/or usage of the premises.
Once your reservation has been scheduled, confirmation is contingent upon TUCI receiving your completed and signed agreement form that verifies your organization accepts and agrees to adhere to the stated guidelines for using the meeting room.
Organizations not complying with these guidelines will not be allowed use of any of the meeting rooms.