Difference between revisions of "Room Use Policy"

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==Policy==
 
==Policy==
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''This policy was accepted by council.[http://lists.freegeek.org/pipermail/council/2004-May/000889.html May, 2004] [http://lists.freegeek.org/pipermail/council/2004-June/000892.html Revised Policy June 2004] [http://lists.freegeek.org/pipermail/council/2006-October/001810.html  Revised October 2006]''
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''This policy was accepted by the Collective on August 3, 2012
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===Classroom===
 
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*Any group  wishing to use the classroom must submit a request to staff indicating who they are, what the function is, how long they expect it to be, how many people, and if food and drink will be served or available.
 
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*Staff will discuss proposal.  If group is approved, staff will also determine the amount of money to charge as a security deposit, ranging from $50-250.  The security deposit will be used as leverage for damage and unpaid room-use fees.  Staff may waive the security deposit.
 
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*Staff reserves the right to deny the classroom space to anyone.
 
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*If group is approved, a staff member or volunteer who has assigned him or herself as the Free Geek sponsor will meet with a representative event organizer from the group that is using the space.  The representative event organizer will come with the security deposit and sign a [[Classroom Use Expectations | contract]] delineating rules and our clean-up policy, and to work out logistics.  They should be sure the event is noted on the [http://freegeek.org/calendar Room Use Calendar].
 
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*Room-use fee: If the event is free, no fee will be charged, although donations are welcome (we suggest $5-10 per hour).  If the event is not free, Free Geek will charge 10% of the door takings.  Staff may waive the room use fee.
 
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*If the event is after Free Geek hours, the loanee of the room will be charged a chaperone fee.  The fee will be used to directly pay a [[Chaperones | Free Geek chaperone]], who must be present at all times after Free Geek hours.  Staff will set the per-hour fee.  If the loanee can find a Free Geek staff member or lockbox combo-holding volunteer to chaperone pro bono for the event, the fee will not be charged.
 
  
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===Meeting Room===
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Any group wishing to use any Free Geek facilities, including the sidewalk directly in front of our building during business hours, must submit a request to staff indicating who they are, what the function is, how long they expect it to be, how many people, and if food and drink will be served or available. Requests may be submitted to info@freegeek.org and should be submitted at least two weeks prior to the proposed usage.
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* Any group wishing to use the meeting room must submit a request to the [[Outreach]] committee indicating who they are, what the function is, how long they expect it to be, how many people, and if food and drink will be served or available.
 
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*Outreach will forward request to staff and if no addiditional questions or complaints are submitted by staff within a week, the request will go on the [http://freegeek.org/calendar Room Use Calendar].
 
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* Outreach will cc final decision to staff
 
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* Room use fee: The room is lent free of charge if the group using it is hosting a free event, although donations are welcome (we suggest $5-10 per hour).  If the event costs money for participants, Free Geek will charge 10% of the takings.  Staff may waive this fee.
 
  
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===Both Rooms===
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In order to receive approval:
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*If the event/meeting is after or before Free Geek hours, a staff member or key-holding volunteer must sponsor the event, and be responsible for opening and securing the building. If during Free Geek hours, this isn't necessary.
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Events shall be non-partisan in nature.
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*Groups that use the room will leave them the way they found them: clean, tables and chairs where they were, no spills, etc.
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Events shall not impede Free Geek's daily operations.
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*Loud events are not allowed during Free Geek's business hours.
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Events and requesting organizations may not have a purpose that conflicts with Free Geek's mission.
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Events will have a single sponsor who takes personal responsbility for any issues including, but not limited to, cleanup, damage, theft or safety hazards.
  
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===Extras===
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Requests will be reviewed and approved by the Free Geek Staff Collective and may be denied without explanation.
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* The rooms will be lent out according to reservations on the [[Room Use Calendar]].
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Confirmed events will be visible on the Free Geek Room Use Calendar (http://www.freegeek.org/calendar/).
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* Limit # of non-FG events per quarter to 3
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Security deposits and room-use fees may be required by Free Geek for utilization of our facilities.  Additionaly, if use of our facilities requires a staff member to be present outside of their normal hours, a chaperone fee may also be assessed.
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* Give priority to friends of FG
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Facilities are generally lent free of charge if the group using it is hosting a free event, although donations are welcome (suggested donation: $10 per hour). If the event costs money for participants, Free Geek may charge 10% of the takings. Staff Collective reserve the right to waive or alter any associated fees.
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* Train chaperones: having good boundaries (alcohol, facility access, cleanup)
 
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* Better document what spaces should look like when they're clean
 
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* Secure spaces better (like door to lab)
 
  
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==Temporary Policy==
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These guidelines may be subject to change at any time without prior notice.
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No big group use of the classroom until two things are addressed:
 
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#The artists upstairs need to be spoken to about what level of securement of the area they are comfortable with and this decision needs to be acted upon, and
 
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#The fire hazard situation needs to be alleviated (i.e., another exit door must be created out of the area).
 
  
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If the fire hazard is alleviated before the artists' decision has been actualized, non-rowdy parties are allowed in the classroom if two staff are present (one for each staircase) through the entirety of the event.
 
  
 
==Notes==
 
==Notes==
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[[Category:Outreach]]
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[[Category:Inreach]]
 
[[Category:Events]]
 
[[Category:Events]]
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[[Category: Space Use]]

Latest revision as of 13:02, 26 October 2012

Room Use Policy: The goal of this policy is to: 1. Encourage use of Free Geek's ample space, 2. Provide a low-hassle, affordable place for community groups to meet
List of Policies - Policy Development


Policy

This policy was accepted by the Collective on August 3, 2012

Any group wishing to use any Free Geek facilities, including the sidewalk directly in front of our building during business hours, must submit a request to staff indicating who they are, what the function is, how long they expect it to be, how many people, and if food and drink will be served or available. Requests may be submitted to info@freegeek.org and should be submitted at least two weeks prior to the proposed usage.

In order to receive approval: Events shall be non-partisan in nature. Events shall not impede Free Geek's daily operations. Events and requesting organizations may not have a purpose that conflicts with Free Geek's mission. Events will have a single sponsor who takes personal responsbility for any issues including, but not limited to, cleanup, damage, theft or safety hazards.

Requests will be reviewed and approved by the Free Geek Staff Collective and may be denied without explanation. Confirmed events will be visible on the Free Geek Room Use Calendar (http://www.freegeek.org/calendar/). Security deposits and room-use fees may be required by Free Geek for utilization of our facilities. Additionaly, if use of our facilities requires a staff member to be present outside of their normal hours, a chaperone fee may also be assessed. Facilities are generally lent free of charge if the group using it is hosting a free event, although donations are welcome (suggested donation: $10 per hour). If the event costs money for participants, Free Geek may charge 10% of the takings. Staff Collective reserve the right to waive or alter any associated fees.

These guidelines may be subject to change at any time without prior notice.


Notes

Links

Retrieved from "http://wiki.freegeek.org/index.php?title=Room_Use_Policy&oldid=64799"