Conference Center Rates & Policies

Conference Center Policies

Conference Center shall refer to all meeting space within the Educational Support Center and Training Center of Adams 12 Five Star Schools located at 1500 East 128th Avenue, Thornton, Colorado 80241.

A. General Policies

Mission Statement:
To provide a high quality meeting and learning environment for Adams 12 staff and students, other educational, commercial, and non-profit organizations and the Adams 12 community.

General Building Policies:
Public facilities within the Conference Center are open to staff, faculty, students, and the community. The Conference Center office reserves the right to establish policies for the use of the Conference Center by various types of groups and/or individuals. Failure to comply with any policy or guideline outlined in the Conference Center Policies and/or requests by Conference Center staff may result in action by the staff to deny privileges, refer to proper authorities, and/or assess appropriate charges.

Policy Exceptions:
Requests for exceptions to any of the Conference Center policies should be referred to the Facility Reservations Manager or the Executive Director of Operations. These policies are in alignment with District Policies, however, should there be any conflict, the District policy shall prevail.

B. Operating Polices

Building Hours:
Considering the needs of the Adams 12 Five Star Schools community, standard office hours are Monday through Friday 7:30am – 4:00pm. Generally the Conference Center is open 6:30am – 10pm, however hours are determined by the events scheduled and may vary on weekends, holidays, for special events, or as required.

Customer Service:
Quality customer service is a leading goal of the Conference Center. The manner in which we offer our services is just as important as the services we offer. Repeat customers are the true test of customer satisfaction.

Damage, Theft, Vandalism:
Persons or organizations responsible for any acts of damage, vandalism to the premises, or removal of items from the Conference Center will be referred to appropriate authorities and will be held accountable for their actions.

Distribution of Literature:
Literature may only be distributed to the attendees of events. Distribution by means involving shouting, hawking, or physically approaching individuals is prohibited, as is any interference with normal functions or interruption of the free flow of traffic, inside or outside the building. Commercial literature may not be distributed unless approval has been received from the Conference Center office. See the Conference Center Solicitation policy for more details.

Emergencies:
The Conference Center is committed to the safety and security of all persons in the building and has developed appropriate emergency procedures. In case of an emergency (e.g., fire, inclement weather, or other threat), persons in the building are expected to follow the directives of the authorities and/or Conference Center staff. The Conference Center follows all local, state, and federal emergency regulations.

Lost and Found:
The Conference Center maintains a lost and found service. Unclaimed items will be removed in December and June of each year.

Minors:
Minors unaccompanied by adults are not permitted to use the facilities unless they are attending class or other school functions. Minors are defined as persons under the age of eighteen (18).

Parking:
Parking for the Conference Center is free to all guests. Parking is available in the north lot of 1500 E. 128th Avenue. Additional, overflow parking is available in the southwest lot of 1500 E. 128th Avenue.

Responsibility for Personal or Organizational Property:
The Conference Center is not responsible for loss, theft, or damage of personal or organizational property. Guests are to take appropriate care of such items.

Shoes and Shirt Requirement:
For heath and safety reasons, all persons entering the Conference Center must wear proper attire, which includes shirts and shoes. Persons not wearing proper attire will be asked to leave the premises.

Smoking:
Smoking, or any tobacco use, is prohibited on all Adams 12 Five Star Schools’ property.

Solicitation: 
Solicitation is defined as any activity designed to advertise, promote, or sell any product or commercial service or encourage support for, or membership in, a group, association, or organization. Solicitation is not permitted in the Conference Center without prior approval from the Conference Center office unless the space has been reserved in accordance to Conference Center policies. Permission will not be granted for an activity that violates Adams 12 Five Star School policies, or local, state, and/or federal laws.

Vending Machines:
Vending machines are located in the lobby and some facility break rooms in the Educational Support Center. These machines are the property of the vending company, and are not the responsibility of the Conference Center. In the event of a malfunction, refunds for lost money can be obtained by contacting the reception desk security staff.

Weapons:
Weapons of any kind are prohibited in all Adams 12 Five Star Schools’ facilities.

C. Facility Reservation Policies

General Guidelines for Reservations:
The Conference Center office is responsible for reserving and coordinating the use of the Conference Center. Facilities are reserved in the order in which requests are received.

How to Reserve a Room:
A reservation request form must be fully completed and submitted to the Conference Center office before space may be reserved. The form is available in the Conference Center office or an online version.

Right to Reassign or Terminate:
The Conference Center office reserves the right to assign, and if necessary, reassign facilities considering the size of the group, type of program, and space available to assure the maximum and most appropriate utilization of space. The Conference Center office reserves the right to terminate space when circumstances warrant.

Facilities Available to Reserve: 
The following is a list of rooms reserved through the Conference Center office.

Cancellation:
Reservations must be cancelled at least thirty (30) days prior to the event date. Cancellations may be made via phone or email with the Conference Center office. Cancellations are not effective until confirmed by a Conference Center staff member. Failure to cancel reservations in accordance with this policy may result in charges equal to the commercial event full day rate.

Liability Insurance:
Adams 12 Five Star Schools requires all organizations that are not funded by the District to procure and maintain in full force during the term of the agreement, a policy of General Liability insurance with a minimum limit of liability of not less than one million dollars ($1,000,000) per occurrence. A certificate of insurance evidencing the required coverage must be filed with the Conference Center office at least ten (10) business days prior to the event.

Reservation Times:
Facilities are available for the specified reservation time. Groups are asked to request any needed set up or take down time as part of their reservation and will be charged as such. Any requests from groups to enter the facility before the beginning of the reserved time, or remain in the facility after the reservation ending time, may be denied.

Special Security Requirements:
Paid security may be required at events that may lead to the disruption of the Adams 12 Five Star Schools campus. The Conference Center office will determine the need for paid security, and the number of security staff required. Groups will be charged the current rate for Adams 12 Five Star Schools and other security personnel. These fees must be paid five (5) business days prior to the event.

Decoration Policies:

1. No nails, screws, hooks, staples, pins, etc., may be driven into any walls, floors, doors, or ceilings.
2. Tape may not be used on floors, walls, doors, or ceilings. (Blue/painter’s tape is OK).
3. No glitter or confetti of any material may be used.
4. No decorations may be glued to any surface. No pins, tape, staples, etc., may be used to adhere posters, paper, etc., to the walls, ceiling, floors, tables, etc.
5. Any extensive electrical power must be approved by the Conference Center office a minimum of fifteen (15) business days prior to the event.
6. Open flames, including candles, are not permitted.
7. It is the group’s responsibility to remove all decorations and signage. Failure to do so may result in a cleaning fee of at least seventy (70) dollars. Damage to facilities due to non-compliance will be repaired by the Conference Center and charged back to the group.
8. Fire regulations: In planning and setting up decorations, the group must comply with all state fire regulations.

Decorating plans not addressed within this policy should be reviewed with the Conference Center office a minimum of ten (10) business days prior to the event.

Storage:
The Conference Center office is not responsible for items left in the facility, and storage space is not normally available. Such items are the sole responsibility of the user.

Room Rental Rates: 
The Conference Center office reserves the right to determine room rental rates for each event. Described below are general definitions utilized to establish appropriate rates.

Adams 12 Five Star Schools: Events sponsored by Adams 12 Five Star Schools to meet the District’s K-12 educational goals, where fifty (50) percent or more of the attendees are Adams 12 Five Star Schools’ staff, students or parents.

Educational Organizations: Events held or are sponsored by other educational organizations that further the District’s K-12 educational goals, where less than half of the attendees are Adams 12 Five Star Schools’ staff, students or parents.

Commercial Organizations: Events sponsored by for profit enterprises.

Not-for-Profit Organizations: Events sponsored by not-for-profit enterprises, governmental agencies, etc.

Adams 12 Five Star Schools’ Celebrations: Graduation and similar ceremonies such as holiday gatherings, birthday and retirement parties, held in the Conference Center for Adams 12 Five Star Schools will be assessed custodial fees for the full reservation time.

Adams 12 Five Star Schools’ Extra-curricular Clubs: Banquets and/or fundraising events sponsored by Adams 12 Five Star School clubs, e.g. athletic booster clubs, choral booster clubs, cheer squads, etc. will be charged following the Educational Organizations’ room rental rate policy.

Large Events: Events held expecting three-hundred (300) or more attendees will be assessed a fee for parking lot attendants.

Technology Fee: All events, regardless of actual usage, will be charged a fee for the Conference Center’s wireless technology. Fees are based on the number of participants at the event and are charged each day of the event.

• Less than 50 participants $25.00
• 51-100 participants $50.00
• More than 100 participants $100.00

Custodial Fees: Events held on days the District is normally closed, weekends and holidays, will be assessed custodial fees for the event’s reserved time.

The Conference Center office will determine the appropriate fees for all other events and circumstances that do not fall within these definitions.

Please inquire to the Conference Center office on current custodial and parking lot attendant rates.

The Conference Center Office reserves the right to assess cleaning fees and other fees due to negligent activity, events held after business hours, on weekends or on holidays.

Please note:

Full day rates are defined as reservation times of more than 4 hours.

Half day rates are defined as reservation times of 4 hours or less.

Reservation Rates

Available Equipment:
Most audio visual equipment can be checked out from the Conference Center office to be used in any space located in the Educational Support Center. Available audio visual equipment is provided free of charge on the day(s) of the event. Damaged or missing equipment will be invoiced to the group for all costs incurred to repair or replace the equipment.

Holidays:
The Conference Center office typically does not accept requests for days when the building is scheduled to be closed due to a holiday. If such a request is fulfilled, additional fees may be assessed.

Inclement Weather and other District Closings:
Should the Adams 12 Five Star Schools Educational Support Center building close for any reason, such as inclement weather, all events in the Conference Center will be cancelled. If rescheduling is not possible, a full refund, if applicable, will be given. Information of building closures can be found on the District website, www.Adams12.org, and most local news channels.

Payment:
Any charges incurred will be billed to the group. An invoice will be sent to the group at the first of each month for the previous month’s events. A deposit may be requested at the time the reservation request is received and will be applied accordingly. Full payment is required within thirty (30) days of the billing date.

D. Food and Beverage Use

Alcohol:
Alcohol is prohibited on all Adams 12 Five Star Schools’ property.

Catering Service:
Bleu Sage Fine Catering is the on-site and preferred caterer for the Conference Center, and can be reached at 303-299-9100 or www.bleusagecatering.com. Outside caterers must be approved by the Conference Center office at least five (5) business days prior to the date of the event.

E. Contact

Barbara Hatfield | Facility Reservations Coordinator