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How do I fill this out?
To fill out this form, start by entering your organization's details in the designated fields. Next, specify the type of event and the room you wish to reserve. Finally, review the guidelines to ensure compliance with CEI policies.
How to fill out the Coastal Enterprises Meeting Room Rental Agreement?
1
Start by providing your organization's name and type.
2
Indicate the type of event to be hosted.
3
Select the desired meeting room and date.
4
Enter the anticipated number of attendees.
5
Review the form before submission to ensure accuracy.
Who needs the Coastal Enterprises Meeting Room Rental Agreement?
1
Local non-profits who need a venue for meetings.
2
Community organizations planning events.
3
CEI staff seeking additional meeting facilities.
4
Businesses looking to host workshops.
5
Educational groups needing space for discussions.
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Make necessary changes to the text or selections.
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What are the important dates for this form in 2024 and 2025?
All reservations for 2024 should be made starting December 1, 2023. For 2025, reservations can be made from December 1, 2024. Keep these dates in mind when planning events.
What is the purpose of this form?
This form serves to formalize the rental process for meeting rooms at Coastal Enterprises. It ensures all parties are aware of the guidelines and responsibilities involved in renting the space. By using this form, organizations can secure the facilities they need for effective meetings and events.
Tell me about this form and its components and fields line-by-line.
- 1. Date of Request: The date when the rental request is submitted.
- 2. Organization: The name of the organization requesting the rental.
- 3. Type of Organization: The classification of the organization (e.g., non-profit).
- 4. Type of Event: The nature of the event being hosted.
- 5. Contact Person: Individual responsible for the event.
- 6. Address: Contact address for the organization.
- 7. Phone: Contact number for the organization.
- 8. Date(s) Room Requested: The specific date(s) rooms are being requested.
- 9. Room Options: Choices between Large Board Room and Small Board Room.
- 10. Anticipated Number of Attendees: Estimated number of people attending.
- 11. AV/Equipment Needed: Additional equipment requirements for the event.
- 12. Event Start Time: Start time for the event.
- 13. Event End Time: End time for the event.
- 14. Room Table Set-Up Style: Preferred arrangement of tables and chairs.
What happens if I fail to submit this form?
Failure to submit the form may result in the inability to secure a meeting room. It is crucial to submit the form as per the guidelines to ensure your event is properly scheduled. Delays in submission could lead to conflicts with other bookings.
- Room Availability: Rooms may not be available for your desired dates if the form is not submitted timely.
- Compliance Issues: Not following procedures may lead to issues with room usage.
- Loss of Reservation: You risk losing your chance to secure a room for your event.
How do I know when to use this form?
- 1. Local Organizations: Necessary for non-profits or local groups to host events.
- 2. CEI Staff: Used by internal staff requesting meeting spaces.
- 3. Workshops and Seminars: Ideal when planning educational or community workshops.
Frequently Asked Questions
What is the purpose of this form?
The form is used to request the rental of meeting rooms at Coastal Enterprises.
Can I book a room more than three months in advance?
No, rooms can only be reserved up to three months ahead.
Is there a fee for using the meeting rooms?
Yes, there are fees based on the type of room and duration of use.
Can I hold personal events in CEI meeting rooms?
No, personal events are not permitted in CEI facilities.
What if I need to cancel my reservation?
Please refer to CEI’s cancellation policy outlined in the agreement.
How do I submit my completed form?
Submit the form via email or in person to the designated contact.
What equipment is available for use?
AV equipment such as projectors and microphones can be requested.
Are there restrictions on what I can bring into the room?
Yes, certain items like alcohol and open flames are prohibited.
Who do I contact if I have questions?
You can reach out to Jennifer Kanwit for any inquiries.
Is there a capacity limit for the meeting rooms?
Yes, each room has a maximum capacity which must be adhered to.
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