External Activity Center Reservation Policy
The primary aim of this policy is to establish a clear, well-structured procedure that enables external entities, including outside organizations, community members, businesses, city and school entities, to utilize the Activity Center space for a variety of purposes such as meetings, trainings, workshops, and other special events. This procedure is crafted to accommodate the interests and needs of these external entities while upholding the standards and safeguards necessary to keep the Activity Center in pristine condition for ongoing and future use. It also ensures full compliance with Maryland state laws and regulations regarding facility reservations, safety, and liability, promoting a safe, orderly, and well-preserved facility for all users.
1.Reservation Procedure.
- External entities wishing to use the Activity Center space must complete and submit the Activity Center Reservation form.
- The designated authority within NPLH Service Group will review the reservation requests to ensure alignment with facility availability and policy guidelines.
2. Fees and Deposits:
- A nominal fee of $125, categorized as a donation, is to be charged for the usage of the space, aiding in the maintenance and upkeep of the facility.
- A refundable deposit of $200 is collected to cover potential damages
3. Disclaimer Form & Usage Guidelines:
- Reserving parties are required to sign the Activity Center Usage Disclaimer Form, acknowledging the safety measures in place and waiving liability for injuries or damages, in accordance with Maryland state liability laws.
- Rooms must be returned to the original condition post-use. Trash and recycling facilities are available throughout the Activity Center and its vicinity.
- Alcohol, illegal substances, and smoking are strictly prohibited on the premises.
- The furniture provided in the reserved room should remain as is, and any changes should be reverted post-event. Unauthorized removal or addition of furniture may incur removal and/or replacement fees.
- Decorations are allowed; however, adherence to the Decoration Guidelines (Section 6) is mandatory. Ensuring noise levels remain within a reasonable limit to comply with local noise regulations.
4. Reservation Form & Cancellations:
- The form should encapsulate event information, the contact information of the reserving party, number of attendees (not exceeding 20), and any special requirements or considerations for the
- Reservations are non-transferable between organizations. Any alterations to the reservation schedule must be coordinated through the designated NPLH Service Group Admin.
5. Compliance:
- Misuse of the facility or non-compliance with the reservation policies, contract, and insurance requirements may affect an organization's privilege to use the Activity Center space.
6. Decorations & Banners
- Standard decorations are generally permissible without prior approval, provided they adhere to the General Decoration Guidelines below.
- Large or intricate decoration schemes may require prior approval and assistance by NPLH Admin
General Decoration Guidelines:
1. Prohibited items include but are not limited to candles, incense, smoke machines, fireworks,
weapons, open flame devices, halogen lamps, space heaters, glitter, confetti, and pets.
2. Adhesives such as glue, pins, or tape, and hardware like nails, screws, or hooks, are not allowed for attaching decorations to any surface. Blue painter's tape may be used on approved surfaces.
3. No decorations are allowed in hallways, stairwells, exit routes, or attached to ceilings, light fixtures, windows, or emergency equipment. All exits must remain unobstructed.
4.Freestanding decorations should be stable and lightweight.
5.Fire-proof or fire-retardant materials are mandatory for all decorating materials.
6. Extensive electrical power usage and window coverings require approval from facilities and NPLH Admin respectively, at least seven business days prior to the event.
7.Any damage caused by substances like food, drink, decorations, or trash left in the reserved room may result in a custodial cleaning fee.