Conference Room Reservation Request - Sky Islands Regional Partnership

Please utilize the following form to request the reservation of our conference room. Kindly note the varying membership levels outlined below, each accompanied by the corresponding hours of available usage. Should you have any questions, please feel free to reach out to us via email at events@skyislandsrp.com.

Basic Membership Levels
(These numbers are hours per year.)
Civic: Not included, member price is $40 per hour.
Business: 20 hours
Investor: 40 hours
Premier: 60 hours

Corporate Membership Levels
(These numbers are hours per year.)
Copper: 60 hours
Silver: 60 hours
Gold: 60 hours
Diamond: 60 hours

First Name *

Last Name *

Email *

Business Name *

Address *

Address 2

City *

State *

Zip *

KEYS - You may pick up the key for the room up to one week before your event Monday-Thursday between the hours of 9:00 am and 4:00 pm. If your event is on a weekend, ensure you pick up the keys before the Thursday prior to your event. No one is available after hours or Friday-Sunday to provide the keys. When your event is over and you have verified the space is being left in excellent condition, please drop the keys off at the Partnership during normal business hours.

DEPOSIT - Your deposit MUST be in the form of a check. Money orders, cashier’s check, cash, and debit/credit card will NOT be accepted. The deposit check should be made out to Sky Islands Regional Partnership for $200. Your check will be shredded on the business day following your reservation, assuming there are no fees for damages or cleaning. No news is good news; we will contact you IF there are any issues upon inspection of the conference room.

CLEANING – It is your responsibility to ensure the space is left in the same, or better condition as when you received it. There is a vacuum cleaner provided for your use in the closet with the tables and chairs. Trash bags, cleaning solution, and paper towels are in the cabinet underneath the soda refrigerator. Please remove all trash and discard it in breakroom trash cans replacing with a new trash bag in conference room trash can.

CANCELATIONS – We would appreciate as much notice as possible if you decide to cancel your reservation so that another member has the option to reserve the conference room. Cancelations must be made by either contacting Sky Islands Regional Partnership at events@skyislandsrp.com or calling the office and (520) 458-6940. If cancelation is not given, at the discretion of SIRP, the member may be penalized and not reserve the conference room for up to three months.

Section 1 – Pricing, Deposit, & Fees

The SIRP conference room rental is open to members (depending on level) and non-members of the partnership.

The room is free for use for members Business level and up (hours depend on level, check with staff to verify). However, there is a $100 refundable deposit that is required for all reservations. Deposit checks are to be made to Sky Islands Regional Partnership and will be held until the event is over and an inspection of the space is completed by a staff member. If no damage is noted and/or cleaning required has been completed, the deposit check will be returned to the member.

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Fees due to damage and/or cleaning requirements identified during an inspection will be deducted from the deposit. If the fee exceeds $100, the difference will be placed on the member’s account for payment. Failure to pay charges will result in revocation of members’ privilege to use the conference room until all outstanding charges are paid in full.

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Hourly rental fees apply as listed below:
- $40 per hour for Civic level members, $65 per hour for non-members. To be paid one week in advance.
- There is no cost to rent the room for Members at Business member levels and above however, reservation time allotted does vary. Please ask Partnership staff for more information.

Section 2 - Temperature

The thermostat is to be set at a reasonable temperature following each room use to ensure it does not run excessively throughout the night or weekend.

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Section 3 - Permissions

The coffee maker and items pertaining to it are a courtesy for you.
Sodas and waters are available for a $1 donation. Tables and folding chairs located inside each conference room are available for use.
The conference room you are reserving, the front lobby, and the restrooms are available for your use.

All other offices and areas, including all other office furniture and equipment, are off limits and not available for use unless prior authorization has been obtained from the SIRP CEO.

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The conference room and restrooms, and all equipment will be cleaned and put back in order at the end of each use. **The room will be cleaned to include wiping of tables, vacuuming crumbs, and removing all trash from trash can, including cigarette butts and other outside trash. Trash will be placed in a trash bag inside a trash can (found in breakroom) and the bag will be tied at the top.

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A $100 (refundable) cleaning deposit will be submitted to the Partnership prior to each use of the conference room. The cleaning deposit will be returned to the member after the room has been inspected and approved by Partnership staff and, if necessary, the key returned.

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Keys and Access (if necessary): One person will be designated that will sign out a key and will be given a security access code. Only that person is authorized to use the key and have knowledge of the access code.

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Nature of Event *

Time Facility Needed *

Event Time *

Expected Number of Guests *

Date(s) Facility Needed *

Will you need audio/visual for presentations? *

Yes

Will food and drinks be in the room? *

Yes

After submitting the request form, a member of our team will reach out to discuss availability and schedule a convenient time for you to collect and sign for the keys. We'll ensure you receive all necessary information and assistance during the pickup process.

For Office Use Only
(Please leave the following questions blank)

Key Sign Out

Key Received By:

Date:

Temporary Alarm Code:
Instructions: (Entry) Enter Code - Off (Exit) Enter Code - Away
Front door must be closed to activate/deactivate alarm

Company Signature:

Partnership Staff Signature:

Key Return/Sign In

Key Returned By:

Return Date:

Cleaning deposit returned and received by:

Deposit Return Date:

Partnership Staff Signature: