Rental Facility Agreement

SPOKES CONFERENCE FACILITY USE POLICY

CONTACT INFORMATION

CONFERENCE ROOM USE DETAILS

Cost: There is no cost to use Spokes’ conference facilities for Spokes Member Organizations. Only current Spokes organization members are allowed the use of the conference room. 

Available Hours: Spokes office hours are  Monday -Thursday, 10am-5pm. If the Conference Room is reserved for use outside of office hours, please contact the office to get information on how to access the conference at least 2 business days in advance.

Room Users: The entity or person reserving the facility must be clearly listed on the Reservation Application and be listed as a contact in the Nonprofit’s Membership area. The Reservation Application must include the name of the nonprofit. Once the application is signed by Spokes staff, the reservation may not be assigned to any other party without the written approval of Spokes staff.

Cancellations & Refunds: In instances where an event must be cancelled, please notify Spokes staff at least 48 hours in advance. The facility is provided free of charge for Spokes Member nonprofits therefore, if you are not using the facility it allows another organization the opportunity to reserve the room. 

Parking Instructions: Spokes parking is restricted to designated areas spaces marked Suite 140/Spokes, unmarked spaces and street parking. Please ensure your guests park in these areas.

Capacity: The conference facility cannot exceed the 14 person maximum capacity.

Entry, Cleanup, & Lockup: During non-office hours, a key will be provided to enter and lock-up the Spokes office. All cleanup and lockup procedures must be followed to the secure the space after the meeting.

Upon leaving, (a) the heater/cooler must be turned off; (b) the back door of the office, conference room door and front door must be locked (c) if any of the doors are left unlocked, the nonprofit can FORFEIT its privilege to use the conference room. 

No Security Personnel: Spokes shall not be responsible for providing any security personnel at the conference facility at any time. Opening up and locking up will be the responsibility of the Renter.

No Unattended Children: Children should not be brought to meetings at the facility. If children are in attendance, they must be supervised in the conference room with the adults at all times. No children should be left unattended in the office area. 

No Smoking: Spokes and City law prohibits smoking in and around the facility.

Parking: Parking is available at no additional charge. Designated spaces are specified. See parking instructions. Renter and all those attending the event are required to follow all parking regulations.

Food and Beverages: Room Users serving food or beverages are responsible for all cleanup and organizing any food arrangements. Bring foods that do not require heating or cooling as the Spokes kitchen area is not available to the conference room users. Upon closing, do not leave any items in the conference room or on the serving table. All trash must be in the receptacles under the table at the door of the conference room. 

Personal Belongings: Spokes is not responsible for items belonging to those attending the event that are lost, stolen, or damaged during the use of the conference room. ANY ATTENDEES OR GUESTS RELEASE SPOKES (AS WELL AS THEIR RESPECTIVE AGENTS AND EMPLOYEES) FROM ANY AND ALL LIABILITY FOR LOSS OR DAMAGE TO SUCH PROPERTY.

Decorations: Hanging, pasting, nailing, or stapling any materials onto the ceiling or wall is prohibited. If you plan to use posters or wall charts, please contact Spokes staff to make provisions for their placement on the walls. Materials such as confetti, rice, and glitter are prohibited, and the use of candles or other flammable material is also prohibited.

Equipment: Equipment available for use in the Conference Room includes:

• Whiteboard
• Projector with UVA cable

Any damages resulting from the improper use or neglect of the equipment will the responsibility of the User. 

Internet Access: Spokes is able to provide an internet access key to guests. This information is posted inside the conference facility. Internet access may also be made available on the Resource Library desktop computers located adjacent to the conference facility.

DISCLAIMERS

Disclaimer: Spokes does not endorse any goods or services, makes no representation as to the accuracy of the information, and assumes no liability for the quality or safety of any goods or services which may be subject to the rental and use of the conference facility.

Right to Cancel Reservation and/or Change Policies and Conditions: Spokes shall have the right to cancel a reservation with a minimum of 5 business days notice. Spokes reserves the right to change or make additional policies and conditions for use of the conference facility at anytime.

Compliance with All Laws: Renter and all those attending the event must comply with all federal, state, and local laws, including, but not limited to, all safety and fire regulations and all accessibility requirements. Failing to adhere to these policies will jeopardize future access to the facility.

Liability Assumed by Conference Room Users: Users shall assume all responsibility and liability for all actions of their guests and any others attending the event and shall allow no unlawful or disruptive activities. Users shall supervise the event during the entire period of use. User is fully responsible for any loss or damage to the facility, adjoining facilities, building common areas or building exterior or grounds arising out of or related to User’s use of the facility. This includes any and all damage to any equipment, fixtures, and surfaces (including the ceiling, floors and floor finishes, or any other property). User’s agrees to fully compensate Spokes for damage to personal property by any person attending the event. User further assumes responsibility for any personal injuries, including death, caused by any person attending the event. SPOKES IS NOT RESPONSIBLE OR LIABLE FOR THE SAFETY OF EITHER USERS OR ANY OF THOSE ATTENDING USER’S EVENT. USER AGREES TO INDEMNIFY AND HOLD HARMLESS SPOKES (AS WELL AS THEIR RESPECTIVE AGENTS AND EMPLOYEES) FROM ALL LIABILITY ARISING FROM OR RELATED TO THE ACTIVITIES OF USER AND USER’S GUESTS INCLUDING, BUT NOT LIMITED TO: (A) ANY AND ALL PROPERTY LOSS OR DAMAGE AND (B) ANY AND ALL PERSONAL INJURY, UP TO AND INCLUDING DEATH, SUFFERED BY ANY PERSON.

LIMITATION OF LIABILITY: IN ADDITION TO ANY OTHER LIMITATION SET FORTH HEREIN, THE LIABILITY, IF ANY, OF SPOKES, HIND PROPERTIES LLC OR HPCF MANAGEMENT (OR THEIR RESPECTIVE EMPLOYEES AND AGENTS) TO CONFERENCE ROOM USER AND USER’S GUESTS FOR LOSSES OR DAMAGES OF ANY SORT (INCLUDING, BUT NOT LIMITED TO, ALL FORMS OF PROPERTY LOSS OR DAMAGE AND ALL FORMS OF PERSONAL INJURY, INCLUDING DEATH) ARISING FROM OR RELATING TO THE RENTAL OR USE OF THE FACILITY FOR ANY REASON AND UNDER ANY THEORY OF LAW WHATSOEVER IS LIMITED TO THE TOTAL AMOUNT PAID BY RENTER TO SPOKES, HIND PROPERTIES LLC OR HPCF MANAGEMENT IN RENTAL FEES AND DEPOSITS. FURTHER, NEITHER SPOKES NOR HIND PROPERTIES LLC NOR HPCF MANAGEMENT WILL BE DEEMED LIABLE FOR ANY FAILURE TO PERFORM OR DAMAGES OF ANY SORT CAUSED BY AN ACT OF GOD, FORCE MAJEURE OR OTHER UNFORESEEN EVENT REASONABLY BEYOND THE CONTROL OF EITHER HIND PROPERTIES LLC OF HPCF MANAGEMENT.

Further Conditions of Use: All persons and groups using the facility: (a) shall be courteous to staff and other patrons; (b) shall refrain from any excessive noises and shall maintain respectable volume levels; (c) shall leave the facility clean and sanitary; (d) shall remove all personal items upon completion of the use period; (e) shall not use the Spokes kitchen area, office areas, or other areas in the office space; (f) shall promptly report to Spokes any damages, faulty equipment, or plumbing issues; and (g) shall follow parking guidelines.

Denied Use: Spokes will refuse the use of the Conference Facility to individuals or organizations that have previously failed to comply with stated conditions for use. This includes excessive noise that causes complaints, failure to follow lock-up procedures, failure to clean up the facility after use, failure to pay for any damages and failure to pay membership fees or outstanding balances for other Spokes services rendered.