Board and Conference Room Usage Policy. ~,~~ ~~ ~~ The San Diego ~~~ Foundation Growing ~ Greater Sin Diego

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1 ~,~~ ~~ ~~ The San Diego ~~~ Foundation Growing ~ Greater Sin Diego Board and Conference Room Usage Policy The San Diego Foundation, herein referred to as The Foundation, is a meeting space where diverse groups can gather to advance positive social change, strengthen the nonprofit sector, and increase the understanding of philanthropy in San Diego. We are pleased to male our facility available, free of charge, to all San Diego county, 501(c)(3), nonprofit agencies. Our conference rooms are only available Monday through Friday, 8:00 a.m. to 5:00 p.m. as we are closed on weekends and holidays. To enable us to continue offering these rooms to a large number of groups, on a regular basis, we require that you read and adhere to this policy. Note: The Foundation reserves the right to deny use of the facilities to any organization or entity. Additionally, any breach of this policy may result in cancellation of the host organization's reservation. Lastly, in the rare case that the The Foundation needs any of the conference rooms for an internal meeting, we may ask outside users to reschedule. A reservation for use of The Foundation conference meeting rooms is confirmed only upon The San Diego Foundation's receipt of the following: A copy of the organization's 501(c)3 letter verifying tax-exempt status (if not already on file with us). A Certificate of Liability Insurance (C01) for general comprehensive liability insurance with limits of at least $1 million per occurrence, naming The Foundation as the certificate holder and as an additional insured. A copy is retained on file at The Foundation until its expiration, at which point a new and current certificate will be required to continue use of the facility. Please asl< your insurance company to use the following verbiage when issuing the Certificate of Insurance: "The San Diego Foundation is named as an additional insured under GL policy ### in connection with primary insured's and any affiliate's use, from time to time, of the real estate facilities (e. g., conference rooms) of The San Diego Foundation. This coverage remains in effect until the policy expiration date or approved notification of termination is received. A new certificate must be provided annually prior to the policy expiration date." Note: Organizations using The Foundation premises may not charge an admission or meeting fee except to cover such direct meeting costs for ood onl.the facilities may not be used for commercial purposes, fundraising, or any monetary profit. This document contains information on the following: 1. Reservations 2. Guest Usage Updated October 75, 2013

2 3. Available Supplies 4. Conference Rooms (Enclosure 1) Reservations: 1. Reserving a Conference Room. An organization may request a meeting room reservation up to three (3) months in advance of a convening date and must be made by submitting a community meeting room reservation form online at Note. We recommend adding 30 minutes to the beginning and end of your requested time, for set up and break down. It is the requesting organization's responsibility for setting up the room as well as returning it to its original configuration, per this policy. 2. Room Cancellations. If you need to cancel a meeting, please provide a minimum of 24 hour advance notice by contacting the Facility Manager, Otto Delacruz at (619) or ing him at ottoc~sdfoundation.or~.you may also contact our receptionist, Nuria Shariffi, at her , nuria@sdfoundation.org. Availability and Notification. Room reservations will be taken on a first-come, first-served basis. They are available Monday through Friday, 8:OOam to S:OOpm, with a minimum of 24 hour advance notice. Thank you for understanding that The Foundation reserves the right to decline a reservation request if it interferes with our other activities. 4. Recurring Meetings. As our goal is to offer the use of our facility to as many nonprofit organizations as possible we, therefore, cannot accommodate recurring meetings by any one particular group, i.e. reserving meetings for an entire year in advance. A few meetings at a time may be considered, on a case by case basis. Additionally, requests for multiple, consecutive days (more than 1 day), requires special approval from higher authority prior to reserving the room. Guest usage: 1. Security. Our offices are a very open environment. However, all of our exterior doors are locked to the public with the exception of the main entrance for security reasons. Security cameras are located at every entrance/exit doors. We expect our guests to ensure the integrity of the building is maintained by closing all doors which may have been left open, by them or others, for brief periods of time during their meetings. Please do not allow the doors to be propped open while unattended. Par1<in~. The San Diego Foundation has limited parking availability for its guests. The parking lot (Lot I) across the street is generally for the use of The Foundation and surrounding businesses' employees and requires an authorized parking pass be displayed. However, there are a limited number of "visitor" parking spaces in Lot I and they are available on a first come first served basis. There are three other parking options: Street parking is available, as the local businesses' employees are encouraged to park in Lot I to allow visitor parking access. They tend to be taken quickly; therefore, we recommend you arrive early. Historic Decatur Road, however, has a two hour, city-imposed, time limit. If you choose to park on Historic Decatur Road, you do so at your own risk and expense, if ticketed. Updated October T5, 2013

3 Overflow parking is available across from Vons and Trader Joes on Truxton Road. Please park toward the back of the lot area so as to allow closer parking for consumers. This area is designated as a three hour parking limit area as per the Liberty Station Community Association. Parl< at your own risk. c. Any other parking lot with available "visitor" parking is permissible to park. Note: If your vehicle is parked, in any space marked Reserved, Handicap, Loading Zone, etc... or in any area not permissible by law, your vehicle is subject to be ticketed or towed at the owner's expense. Checklists. Each conference room is equipped with a checklist to assist you with some of your questions, including passwords for our complimentary Wi-Fi and access to our a/v equipment. It will also have general house cleaning rules. The checklists may be found mounted on the room wall in a plastic placard. Please refer to them when using our rooms. Additional information regarding room usage is denoted in this policy. 4. Maintenance and cleanliness. In our efforts to maintain the new condition of our building, please note that tacks, nails and tape are prohibited on any wall surface. Our facility is cleaned daily during evening hours, Monday through Friday. However, as we have multiple meetings throughout the day, it is expected that our guests clean up after themselves to allow everyone the ability to enjoy a clean and presentable atmosphere for their event. 5. Damages. Organizations are responsible for any damages caused to the facility, equipment and/or furnishings, etc... and will be charged to the organization responsible. Immediately notify any Foundation staff member should something occur. Note: Our main entrance floor mats are foldable grids that are laid atop the concrete and not affixed. The maximum weight for pallets or other load bearing equipment is 300 pounds. Please use the rear entrance, in the kitchen on the first floor, for deliveries in excess of 300 pounds. Any damages caused to the mats, doors, or flooring will be charged to the organization responsible. 6. Food. Liberty Station provides several catering options and our guests are more than welcomed to have their events catered, therefore, food may be brought in or delivered for use during your meetings. However, the using organization is responsible for making any catering arrangements and meeting the caterer upon arrival to receive delivery. If you would like to serve coffee, tea and/or water, you or the caterer must supply it. The Foundation is not able to provide these amenities. Kindly ensure the cleanliness of the room upon completion of the event. 7. Alcohol. Only non-alcoholic beverages may be served. Trash. Upon completion of any event, you are responsible for ensuring that all refuse is disposed of in the appropriate receptacle and the room is left in an orderly condition. In the event that all waste bins are full at the conclusion of your event, your organization is responsible for removing excess garbage from the premises. For your convenience, there is a large garbage/recyclable collection area in our parking lot, across the street. It is housed within concrete walls, easily visible when crossing the street. Please be sure to remove all meeting materials at the conclusion of your event as we do not allow the storage of materials overnight. Updated October 75, 2013

4 9. Overnight storage of items. Because we do not provide 24 hour security, The Foundation is not able to provide space to store supplies or personal belongings. We are not responsible for personal property or equipment brought into the space. Overnight storage is not available. 10. Acv equipment. Most of our rooms are equipped with a computer, LCD screen or overhead projection systems, to allow for Power Point presentations, etc... Our systems are primarily Windows-based PC's, with limited Mac accessibility. We offer complimentary Wi-Fi and Internet access. Our guests are responsible for bringing their own DVD's, thumb drives and adapters as we may or may not have it available or simply do not supply them. Lapel and hand-held microphones are available, upon request, in the Hoffman Room only. If you are unfamiliar with the technology, please asl< for assistance and someone will assist you. 11. Supplies and copies. Please bring your own supplies. The Foundation staff is not available to assist users with business services such as photocopying, faxing, etc Room furniture. Most of our chairs and tables are on wheels and can be configured to suit your specific needs. However, our two larger conference rooms, the Hoffman and Raymond Executive Board Room, allow for more versatility. Whereas, our smaller rooms have one central table with limited maneuverability. Where the ability exists to do so, guests can configure the rooms, as necessary. However, it is the responsibility of the using organization to return the room to its normal configuration, as shown in this document, upon completion of any meeting or event to assist those in the following meeting. 13. Media. Any media presence at The San Diego Foundation requires advance notification of TSDF. Users must notify TSDF staff if they are inviting or expecting members of the news media. 14. Courtesy. As an open environment, sound tends to travel well throughout the building. We asl< that you be courteous to other guests, as well as, our tenants and staff that are still working, by maintaining an appropriate noise level, conducive to an office environment. It would also be appreciated if lengthy cellphone conversation be taken outside to avoid disrupting the reception area and others. 15. Assistance animals. Guided dogs are permitted at The Foundation for people with disabilities but, must be on a leash at all times and muzzled, if necessary. No other animals are permitted. 16. Agreement. The using organization agrees to indemnify and hold harmless The San Diego Foundation of and from any and all claims, demands, losses, causes of action, damage, lawsuits, judgments, including attorneys' fees and costs, arising out of or relating to the event of the using organization. 17. Acceptance. Your verbal consent, in person or by phone, your electronic signature or any electronic correspondence accepting or consenting to room usage or acceptance of any reservation, electronic or verbal, holds your organization responsible for the policy and guidelines set here within. Updated October 15, 2013

5 Available Supplies: Please be sure to let us know if you will be using any of the supplies when you complete the room reservation request form. The below resources are available for your use during meeting. 1. Flip chart easel (Note: please bring your own flip charts paper and markers) 2. Dry-erase/white board markers 3. Wireless Internet connection Conference rooms: We have eight available conference rooms for public use, all of which are equipped with computers, LCD's or overhead projection systems to provide you with an easy, plug and play environment. Three of our rooms are equipped with webcams for video conference via Skype. For information on occupancy and available services in each room please see enclosure 1. Conference room request and policy agreement form: Your electronic acceptance of the room and the conditions herein are considered to be binding. Please visit our website at to complete an online community meeting room reservation form. If you do not have a copy of our policy you can request one or you can also access it online at: Leslie Levinson Vice President, Chief Financial Officer The San Diego Foundation Updated October 15, 2013

6 Conference rooms (in their original configurations): 1. Deborah Hoffman Room The Deborah Hoffman Room 75 people Whiteboard, overhead projector and projection screen, 2 LCD screens, computer with wireless mouse and Keyboard, Internet access, controlled lighting. Updated October 15, 2013

7 2. The Raymond Executive Board Room The Raymond Executive Board 30 people Projection screen, computer, Room (EBR) with wireless mouse and keyboard, and telephone. Updated October 15, 2013

8 Board and Conference Rooin Usage Policy 3. The Julian Room The Julian Room people LCD screen, computer with wireless mouse and Keyboard and telephone, Webcam for Skype Updated Octoder 15, 2013

9 4. The Oceanside Room The Oceanside Room 12 people LCD screen, computer with wireless mouse and keyboard Updated October' 15, 2013

10 5. The La Jolla Room The La Jolla Room 9 people LCD screen, white board, computer with wireless mouse and keyboard, and telephone. Updated October 15, 2013

11 6. The Escondido Room Escondido Room 8 people LCD screen, computer with wireless mouse, Keyboard and telephone, Webcam for Skype. Updated October 75, 2013

12 7. The Manpower Room The Manpower Conference 8 people LCD screen, computer with Room wireless mouse, keyboard and telephone. Updated October 75, 2013

13 8. The Carlsbad Room The Carlsbad Room 8 people LCD screen, computer with wireless mouse and Keyboard and telephone, Webcam for Skype. Updated October 75, 2013

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