Independence Heritage Museum Conference Room Application

Please fill out the information below to request the use of the Museum's conference room. You will be contacted by a Museum staff member within 48 hours of submission regarding whether or not the room is availbale. 

Feel free to call the museum before completing the form to see if the date(s) you want are availbale.

(503) 838 -4989

Conference Room Policy & Agreement

The primary purpose of the Museum Conference Room is for museum-related activities such as board meetings, author visits, exhibits, special programing, or other activities sponsored or co-sponsored by the museum.  These activities will receive priority in use of the room.  Regular museum service takes precedence over all other activities.  Use of the Conference Room must not interfere with the operation of the museum.  Meetings that would interfere with the work of the museum because of noise or other factors will not be permitted.

Maximum Occupancy: 30 people

The following policy shall apply to all users except for the Advisory Board, the Heritage Society, and Legion 33.

 

RESERVATIONS
1. First priority for scheduling is for events sponsored by the Museum, the Advisory Board, the Heritage Society, Legion 33, and City of Independence departments.  There is no time limit on how far ahead these events may be scheduled.

 2.  Local organizations and those organizations serving the Polk County area will have the second priority.  Reservations will be scheduled no more than six months in advance. The conference room may be reserved no more than twice per month.  Additional meetings may be scheduled on a space available basis, no more than 7 days prior to the meeting date.

3.   To reserve the meeting room, complete a “Conference Room Reservation” form, either online or by returning it to the museum’s front desk.  A copy of this policy will be provided to each applicant at the time the reservation is made. 

4.  The Museum shall have the right to cancel a reservation prior to use and will return any deposits.  The Museum reserves the right to make additional conditions for use prior to approval of a meeting room use application.

RULES FOR USE*
Reservations must be made by a responsible member of the organization who will ensure that all regulations are followed:

1.  All meetings must be open to the public.  The Conference Room may not be used for private social functions, such as birthday parties, anniversary parties, wedding or baby showers, and retirement parties.

2.  The meeting room is only available on days that the museum is normally open, or staff are scheduled to be at the museum. All meetings must conclude by the time the museum closes, unless otherwise agreed upon. This includes clean-up of the facility and departure from the building.  Any group that does not meet this deadline will be charged late closure fee, and may be excluded from future use of the facility.

3.  No group or person may charge an attendance fee for meetings or workshops held in the Conference Room or make requests for voluntary donations and no sales may be made in connection with the meeting.  Exceptions may be made for Museum-sponsored or co-sponsored programs, and for non-profit educational groups.

4.  Use by minors.  The applicant must be of legal age.  Groups composed of minors must be supervised by one (1) adult (age 21 or older) for every fifteen (15) children while using the conference room. Supervision must be provided both inside and outside the conference room.  Museum staff will not be held responsible for the supervision of children.     

5.  The Museum will not provide storage for property of organizations that hold meetings in the Museum, nor may the Museum be used as the official address of any organization. Publicity announcing organizational programs at the Conference Room may not state or imply Museum or City of Independence sponsorship.

6.  The Museum is not responsible for theft or damage to property brought in to the Conference Room.

7.  Only light refreshments may be served, such as cookies, sandwiches, coffee, tea, or cold drinks.  All utensils, plates, cups, and paper products must be provided by the organization and must be removed or disposed of in an acceptable manner following the meeting for which they are used.  No alcoholic beverages will be allowed.  Tables must be wiped clean after use.  A cleaning deposit may be required.  Coffee service is available for a fee.

8.  Users shall assume responsibility for cleaning up and for any damage to Museum property or the facility, including any theft, breakage, staining or damage.  Under no circumstances are chairs, tables, or other equipment to be removed from the building.  The room must be left thoroughly cleaned and free of trash.  The Museum may assess charges for damage or cleaning.

9. Absolutely no tape or tacks or other materials are to be used to post notices on walls or windows.  Decorations shall not be put up without prior approval by the Museum.

10.  State law prohibits smoking in all facilities.  The use of the conference room shall conform to all local, state or federal laws.

USER RESPONSIBILITIES
1. Responsible for their own set-up of chairs and tables.  The room must be returned to its original condition.

2. Responsible for maintaining order of the group while on Museum premises and for enforcing the occupancy limit.

3. Responsible for taking reasonable care of the room and furnishings and for paying for any damages to the building, furniture, or equipment.

4. Responsible for prohibiting smoking in public facilities.

 

DEPOSITES & FEES

1.  Conference Room rental fee up to 4 hours:

Civic/Not for Profit $20 non-refundable fee, +$30 refundable cleaning deposit

Private $30 non-refundable fee, +$30 refundable cleaning deposit

2. If a meeting exceeds 4 hours (including set up & clean up time) a $50 fee will be charged.

3.  Coffee (including cups, lids, stirrers, sugar, sweetener, powdered creamer) is available for a fee.

4.  Cleaning deposit.  A cleaning deposit of $30 will be required. The deposit is refundable if the room is left in the manner it was found.

5.  Late meetings.  Any group that does not leave the building prior to the agreed upon deadline will be charged a $25 late closure fee, and may be excluded from future use of the facility.

 

CANCELING PRIVILEGES

At the Museum Manager’s discretion, conference room privileges may be canceled for reasons including, but not limited to, the following:

    1. Failure of group to observe rules and regulations.

    2. Failure of group to leave rooms and furniture in original condition – neat clean            and undamaged.

    3. Disorderly conduct, disturbances, and parking problems caused by the group              meeting.

    4. False representation of the group and its planned activities.

    5. Unauthorized use of alcohol, or smoking inside the library.

    6. Exceeding the occupancy limit.

 

For questions contact the Museum Manager at 503-838-4989.

*The Museum Manager may determine exceptions to these rules.

I have read, understand, and signed the Conference Room Rental Policy. I agree to indemnify and hold the City of Independence harmless from any and all liability for injury to persons or property as a result of the use of the Museum Conference Room pursuant to the terms of the Agreement.

I will make restitution for any damage incurred during room use. I am of legal age and have the authority to sign this Application and the attached Agreement on behalf of the organization, if any, intending to use the facility.

I understand the City of Independence as a public entity is subject to Oregon Public Records Law and this Application and Agreement is a public record and subject to disclosure upon request.

Fees are due at the time of application acceptance.

The Chinook Conference Room can be set up in different configeations. We have eight 6-foot skinny folding tables and 35 padded folding chairs available.