Port ofHood River
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The conference room is primarily for use by the Port of Hood River Board of Commissioners and for various administrative meetings. The Port of Hood River will allow use of the conference room to other community organizations and private businesses for lawful purposes, with preference given to other governmental agencies and non-profit organizations. The conference room cannot be used for political or religious activities.
The conference room can be reserved in advance for the current calendar year but must be made no sooner than 48 hours before the requested time of use.
Meetings may not exceed the capacity limit of forty-nine (49) persons.
Reservations will be on a first-come, first-served basis; however, no organization may reserve the conference room for more than two individual meetings per month unless permission is obtained from the Port Executive Director. An individual meeting is considered up to 8 hours on a specific day.
The Port reserves the right to cancel permission to use the conference room for any reason. If this becomes necessary, as much advance notice as possible will be provided.
The Port also reserves its right to decline a reservation from a party that previously did not follow the general rules.
Restrooms will be available for all scheduled meetings. The kitchen area will be available only by request.
Projector, screen, easels, and conference phone are available upon request. Conference room phone is for local calls only.
Meetings will not be publicized in a manner that suggest Port sponsorship or affiliation unless prior permission is obtained in writing.
No admission fees may be solicited or obtained.
Meetings that interfere with normal Port operations will not be permitted. Sound levels should not hinder Port business.
The Port does not assume liability for injury or damage to personal property which occurs as a result of actions of the sponsors or participants in meetings scheduled in the conference room.
I understand and agree to these terms and conditions.
Conference room tables and chairs are available for your use, but must be returned to their original position. Tables and displays shall not obstruct the doors or the foot traffic to the entrance or hallway. (Please refer to the diagram posted on the hallway door for the correct furniture arrangement.
User is responsible for their own presentation supplies, paper products, and refreshment utensils. Materials are not to be attached to walls, windows, doors, or furnishings except at the direction of Port staff. Signs, banners, or placards are allowed if they rest on an easel or are part of a freestanding or table display.
User is responsible for clean up after their meeting, including the kitchen area if used.
When refreshments are served, user is responsible for removing catering equipment and all garbage before leaving the room.
User will notify Port staff immediately of any liquid spills on the carpet.
Smoking or tobacco use of any kind is prohibited.
Alcoholic beverages or intoxicants of any kind are prohibited.
I understand and accept the User Responsibilities.