JZMR Reservation Request

Reservation Request

Suite 201, Jeanne Zeidler Meeting Room
Reservations are made on a first-come, first-served basis. Please make cancellations in a timely manner.
Name of Your Organization*
The room is available to local nonprofit organizations at WHF's discretion.
The room is available on non-holiday weekdays, Monday - Thursday, 9 a.m. until 5 p.m. Set-up, break-down, and clean-up time is included within the reservation period.
Date of Your Meeting*

MonthDayYear
What time do you need access to the room to begin set-up?

Room is available beginning at 9:00 am
Hour*
Minutes*
After cleaning the meeting space, what time do you plan to leave the room?

Please note, the room must be vacated by 5:00 p.m.
Hour*
Minutes*
Minutes
The room closes at 5:00 pm
Total Number of Participants*
Seating capacity is limited to 30 people. Maximum room capacity is 49.
Will food be provided?*

YesNo
Will a caterer be used?*

YesNo
Name of Caterer*
Meeting organizer must be present to meet caterer. WHF personnel are unable to provide this service.
The following information will be used to create a sign (located as attendees exit the 2nd Floor elevator) with directions to your meeting.
Meeting Title*
Use is for meetings only; room may not be used for lobbying, or political events.
Meeting Time*

Hour Minutes

AM/PM Option

until
until
Hour Minutes

AM/PM Option
Total 0.0

The room is equipped with the following internet and A/V components. Please identify all components you anticipate requiring during your meeting.
WHF does not provide computers or technical assistance.

Meeting organizer must bring laptops and Mac converter cables as needed.
Wireless Internet Connection*

YesNo
Equipment you need to bring: device with Wi-Fi capability. Password posted in room.
Audio System*

YesNo
Microphones and speakers in the ceiling for full room amplification
Presentation System*

YesNo
Projector to wall-mounted screen with audio
Equipment you need to bring: laptop with HDMI port, Mac converter if needed.
Video/Telephone Conference System*

YesNo
Automatic shifting cameras cover podium and room. May be used without video equipment for voice only - there is no direct phone line.
Equipment you need to bring: laptop with both HDMI and USB ports, video/telephone conference software, Mac converter if needed.

Onsite Contact Person
Please provide the contact information of the person who will be onsite during the meeting and responsible for setting up and making sure the room is clean after its use.
Full Name*

First NameLast Name
Contact Phone Number*
Please enter a valid phone number.Format: (000) 000-0000.
Cell Phone Number
Please enter a valid phone number.Format: (000) 000-0000.
Email Address*
example@example.com
Other Contact
Name, email and/or phone number
Certificate of Insurance*

Please upload a current Certificate of Insurance in pdf format.
Cancelof
Williamsburg Health Foundation must be listed as a certificate holder.

Call Karen Burden at 757-345-0912 if you have insurance questions.

Meeting Room Policies and Procedures

Please read in entirety.
1. Walk Through: WHF staff will conduct a walk through with your identified onsite contact person before and after the meeting.
2. Furniture Responsibility: If tables must be moved, please ensure all wheels are unlocked. Dragging tables causes damage to the tables and carpet, resulting in repair fees charged to the reserving organization.
3. User Responsibility: Users are accountable for delivery, set-up, breakdown, and cleanup of event, including trash removal within the time reserved.
4. Directions and Parking: Instructions are provided on the website (https://williamsburghealthfoundation.org/meeting-room/). Public parking is available in the lot directly behind the Truist building or in front, on Courthouse Street.
5. No Smoking: Smoking is not permitted inside the building. A designated smoking area is available outside.
6. Safety and Order: Users must maintain order or hire a James City County Police Officer at their own cost if needed.
7. Legal Compliance: All fire, noise, and other lawful legal regulations must be strictly followed.
8. Alcoholic Beverages: Alcoholic beverages are not permitted.
9. Promotional materials: WHF may not be shown as an event co-sponsor in event materials.
10. Pets: Service dogs are allowed.
11. Clean-Up: Users must remove all personal items, food, beverages, and decorations after the event.
12. Decor Restrictions: Use of tape, adhesives, nails, or tacks on doors, windows, walls, or ceilings is not permitted.
13. Sound Levels: Adjust sound levels to avoid disturbing adjacent offices.
14. Damage Reimbursement: Users agree to pay additional charges resulting from damage to the room, which includes – but is not limited to -- tables, chairs, and the carpet. Any cost to repair these items will be charged to the hosting organization. Please be aware, a $400 cleaning fee is charged for carpet damage resulting from stains.
15. Age Requirement: Participants/Attendees must be at least 18 years old.
16. Property Responsibility: WHF is not responsible for property brought to the premises. Personal property must be removed on the event day.
17. Reservation Rights: WHF may deny reservation applications or cancel reservations.
18. Rule Compliance: WHF may remove individuals who do not comply with these policies.
19. Liability: WHF is not responsible for accidents, injuries, or property damage.
20. Usage Restrictions: Future room access may be denied for policy non-compliance.
AFFIRMATION: By using Suite 201/Jeanne Zeidler Meeting Room, I acknowledge – on behalf of my organization -- my understanding of and agreement with these policies and procedures. My organization and I agree to hold the Williamsburg Health Foundation harmless from any liability and waive any claims against the Foundation for use of the room. I acknowledge my responsibility to communicate these policies and procedures to my organization, the onsite contact person, and meeting attendees (as appropriate).
Date*

MonthDayYear
Signature*
Name*

First NameLast Name
Title*
Should be Empty:

Reservation Request

The room is equipped with the following internet and A/V components. Please identify all components you anticipate requiring during your meeting.

Onsite Contact Person

Meeting Room Policies and Procedures