Guidelines for Use of the
I. General Information
II. Participant Guidelines
I. General information:
1. Location and contact information:
The Conference Center at Tucson Osteopathic Medical Foundation is located at 3182 N. Swan Road, Tucson, AZ 85712 in the Village Offices, southeast corner of Camp Lowell Drive and Swan Road. The telephone number is 520-299-4545 or 800-201-8663. The fax number is 520-299-4609. The Conference Center email address is email@example.com and room reservation requests are available by following the meeting facilities link at www.tomf.org.
A map showing the location of the Conference Center at Tucson Osteopathic Medical Foundation is available online at www.tomf.org by following the meeting facilities link.
II. Participant Guidelines:
1. Who is qualified to rent space at the Conference Center at Tucson Osteopathic Medical Foundation?
The Conference Center rooms may be rented by non-profit and for-profit organizations. Organizations may reserve the Conference Center at www.tomf.org by following the meeting facilities link and completing the online room reservation request. A copy of the form may also be requested and submitted by contacting Conference Center staff. All reservations require approval by Conference Center staff.
Types of uses deemed inappropriate include:
• any meetings by a political organization or persons;
• events to rally support and/or to promote a partisan purpose or specific pending legislative or ballot action.
Conference Center participants may park in any space in the lot that is uncovered. There is ample parking and handicap parking available on the north side of the facility. Parking is available on the south side of the Conference Center as well, and should be used as overflow parking for scheduled events. For groups with 50+ attendees meeting prior to 5 p.m. on weekdays there are some parking restrictions. A map showing the available areas for parking will be emailed.
The Conference Center is handicap accessible, including parking and restrooms.
4. No Smoking.
The Conference Center is a non-smoking facility. Smoking is not permitted inside the Center. Participants who wish to smoke must go out to the parking area and use the provided receptacle. Please remind all event participants of this prior to the start of your event.
5. Conference Center entry.
The Conference Center may be accessed between 7:00 a.m. and 11:00 p.m., seven days a week pending approval of the room reservation form by Conference Center staff. Participants may use the Conference Center's north doors to access any events held in the North Room or the full Conference Room. Events held in the South Room and the Board Room may gain access through the Foundation's main entrance.
Two handicap accessible restrooms are located in the hallway next to the Conference Room. Events held in the Board Room may use the adjoining handicap accessible restroom.
Use of the kitchen is available at no extra charge. There is a refrigerator and a microwave oven but no stove on site. The Conference Center does not have any dining ware or linens available for use. The organization may make arrangements with third party vendors to rent these items pending the approval of the Conference Center staff. All leftover food or beverages must be removed from the refrigerator and kitchen immediately after the event.
8. Food service.
The Conference Center staff can provide recommendations for catering/food service and beverage needs. All third party food service providers require prior approval by Conference Center staff.
9. Party rental equipment.
The Conference Center staff can provide recommendations for party rental equipment sources. All party rental equipment providers require prior approval by Conference Center staff.
10. Audiovisual equipment.
The Conference Center has available an array of audiovisual equipment at an extra charge and by reservation only. The Conference Center staff will set up any equipment to be used by an organization. The Event Facilitator must arrive at least 15 minutes prior to the event start time so Conference Center staff may show them how to correctly operate any requested audiovisual equipment. Some equipment may need to be operated by Conference Center staff. If the audiovisual equipment is unavailable at the time of request, it is the Event Facilitator's responsibility to secure the required audiovisual equipment from a source requiring approval by Conference Center staff. Audiovisual equipment may not be removed from the premises without authorization by the staff. The organization accepts full responsibility for any loss or damage to equipment, or its components while in the organization's possession.
11. Facility lobby.
The Tucson Osteopathic Medical Foundation facility is primarily used for Foundation business. Please pay special consideration to the following:
• Event participants are asked to use approved entrances only. Participants may use the Conference Center's north doors to access any events held in the North Room or the full Conference Room. Events held in the South Room and the Board Room may gain access through the Foundation's main entrance.
• Participants must keep all food and beverages in the rented area(s) and not use the lobby areas for food breaks or to hold group meetings.
• Please keep doors closed during event times. Other groups may be meeting in adjoining spaces.
• Event Facilitators are asked to have all materials for the events prepared in advance as copying, faxing and office supplies are not available for general use.
12. Telephone calls.
A telephone is located in the kitchen area and may be used to make local, toll-free and calling card calls. No long distance calls may be made from this phone. An additional telephone is available for use in the Conference Center by request.
The Conference Center phone number should not be printed in advertisements for the organization's events. Participant questions about these events, such as registration questions and requests for directions should be fielded by a representative of the organization using the Conference Center.
13. Event set-up.
Events will be set up by the Conference Center staff as requested by the Event Facilitator on the rental reservation form. To ensure proper set-up, please make final set-up arrangements of the event with staff several days in advance.
Event Facilitators and participants may not tack, pin or nail anything to the wall or door surfaces of the Conference Center. Removable masking tape may be used to secure materials to the whiteboards located in the Conference Room. Easels and flipcharts are also available for use.
14. Conference Center clean-up.
Tables and chairs must be returned to their original configuration after the event. Any items brought in by the Event Facilitator must be removed immediately after the event. Removal of rented items through the Conference Center approved vendors will be arranged for by the organization. All trash must be placed in the provided receptacles and whiteboards must be wiped clean. Trash will be removed from the facility by the Conference Center staff.
The Conference Center will need an "Additional Insured Endorsement" from the organization's insurance company prior to the event. This certificate must name Tucson Osteopathic Medical Foundation, 3182 N. Swan Road, Tucson, AZ 85712 as an additional insured and must specify the date(s) and description of the event(s). The insurance must be with a minimum combined single limit of $1,000,000.00 US. The insurance company should mail this certificate directly to the Foundation. It may also be faxed to 520-299-4609, no later than 48 hours prior to the event.
The Conference Center, Tucson Osteopathic Medical Foundation, its Board of Trustees, officers, staff, volunteers and contracted vendors are not liable for any injury, disability, death, or theft of property and/or damage of property belonging to Conference Center participants.
The organization shall indemnify and hold the Conference Center, Tucson Osteopathic Medical Foundation, its Board of Trustees, officers, employees, volunteers and contracted vendors harmless from and against any and all claims, actions, suits, proceedings, cost, expenses, damages and liabilities and reasonable attorneys' fees, in any way arising out of, connected with, or resulting from the use of the Conference Center and the equipment. The Conference Center agrees that it will give the organization prompt notice of the assertion of any such claim or the institution of any such action, suit or proceeding against the Conference Center that is subject to this indemnity. The indemnity contained herein shall survive the termination of these Guidelines for Use of the Conference Center.
In case of an emergency, Conference Center participants should first contact the appropriate authorities, as applicable, and then notify Tucson Osteopathic Medical Foundation staff. The Event Facilitator shall be shown how to contact emergency personnel using the Conference Center's security system. In-house telephones may also be used to call the appropriate authorities.
19. Climate control.
Each room has a thermostat. The Event Facilitator may adjust temperature of the room during the event. Use the up and down arrows on the thermostat to adjust room temperature.
Upon submitting the Conference Center Rental reservation form, the organization must provide a deposit of $50.00 to reserve Conference Center space. No reservation shall be made without a deposit. All remaining rental fees must be paid no later than 10 days after the date of the event. Payment can be made via Cash, Visa, MasterCard, or American Express or via check made out to Tucson Osteopathic Medical Foundation.
In case the Conference Center, or any part thereof, is destroyed or damaged by fire or any other cause, or if any casualties or unforeseen occurrences and/or acts of God, prevent fulfillment of the reservation by the Conference Center, TOMF shall refund any deposits and/or rental fees. The organization waives any claims against the Conference Center, TOMF, its Board of Trustees, officers, staff, volunteers and contracted vendors for damages, loss or compensation should the reservation be so terminated.
All cancellations by the organization must be communicated to the Conference Center staff in writing no less than ten (10) business days prior to the event in order for the organization to receive a full refund of its deposit. Refunds are at the sole discretion of the Conference Center staff for any event cancelled upon less than ten (10) business days advance notice.
22. Permits, licenses, copyrights and trademarks.
The organization shall obtain all permits and licenses required by federal, state, city and county laws and the Usage Guidelines of the Conference Center. The Event Facilitator shall accept total responsibility for the use of any composition, work, or other materials covered by copyright or trademark laws.
23. Compliance with laws.
The organization shall comply with all laws of the United States, the State of Arizona, Pima County, the City of Tucson and the Usage Guidelines of the Conference Center.
24. Responsibility of user.
The organization shall be held responsible for any theft, damage, and/or trash left in the Conference Center, kitchen, and adjoining hallways and restrooms. All costs for any theft, damage, or excessive clean-up of the Conference Center shall be withheld from the organization's deposit. The organization shall be billed for any costs in excess of the deposit amount. Failure to adhere to the rules outlined in this packet may result in the suspension of use privileges.
25. Signage and obstructions.
The organization may not put up signs either inside or outside the Conference Center without prior approval of the Conference Center staff. The sidewalks, entry ways, passages, halls, restrooms, doors, windows and means of access or any part thereof may not be obstructed, or caused to be obstructed by the organization. Doors and windows may not be obstructed using anything but the facility provided blinds. The restrooms and kitchen may not be used for any purpose other than that for which they were constructed. Any damage, as determined by the Conference Center staff, resulting from misuse shall be paid by the organization.
26. Flammable materials.
No flammable materials, such as tissue paper, may be used for decorations. All events shall comply with the Tucson Fire Code.
27. Alcohol use.
The Conference Center does not have a liquor license. Any organization that intends to serve and/or sell alcoholic beverages shall research and apply for an event liquor license with the City of Tucson. Copies of the event liquor license must be clearly posted during the event. A copy of the license must be provided to the Conference Center staff no less than 72 hours prior to the event.
The Conference Center staff may not accept, handle or store any alcoholic beverages for the organization.