Application for Meeting Room Use

Please note that submission and receipt of this form does not constitute approval of requested use. A confirmation will be emailed to you with 48 business hours of receiving the request.

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Organization Name(Required)

Organization Leader’s Name(Required)

Title

Phone(Required)

Email(Required)

Address(Required)

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code

Is your organization a nonprofit or government?(Required)

Nonprofit

Government

Neither

Name of Representative(Required)

Home Address(Required)

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code

Office Phone

Cell Phone

Email(Required)

Purpose of Meeting(Required)

Date of Meeting(Required)

Time Required(Required)

Number of Expected Attendees(Required)

Area(Required)

Large Conference Room (Edward H. Hammond, Jr. Community Room)

Reflection Point Garden (Meditation Garden & Labyrinth)

Both (Large Conf. Room & Garden)

Small Conference Room (Henson Dining Room)

Agreement & Authorization(Required)

I understand that the Macky & Pam Stansell House is first and foremost an inpatient facility and that the patient’s privacy and comfort are paramount.

I understand I am responsible for my own room setup and putting the room back to its original state.

I understand I MUST lock the external door to the Conference Room prior to my departure.

I understand that due to unforeseen weather conditions or acts beyond Coastal Hospice’s control, the availability of Coastal Hospice facilities cannot be guaranteed.

I am authorized by the above organization to enter this agreement and assume full responsibility on behalf of the organization.

I understand that if this is an initial request from an organization, details on the organization may be requested, such as an IRS determination letter, list of board of directors, and description of programs offered.

Macky & Pam Stansell House Conference Rooms & Reflection Point Garden(Required)

Macky & Pam Stansell House Conference Rooms &
Reflection Point Garden
Use Procedures
Reserving a Meeting Room

Eligibility and Priority of Use of Meeting Rooms
The Macky & Pam Stansell House is first and foremost an inpatient facility for our patients. Their privacy and comfort are paramount.

Coastal Hospice’s Macky & Pam Stansell House conference room and garden area are available for organizations conducting business meetings, board meetings, educational sessions, and comparable activities. Events that invite members of the public require special approval because they may affect Coastal Hospice’s operations. Other uses may be possible by special request.

Commercial use, receptions, ceremonies, parties, fraternal events, religious activities, political activities, fundraising events, private parties (i.e., birthday or wedding receptions, etc.), or homeowner associations are not permitted.

Organizations must be in good standing with the IRS and the State of Maryland to be eligible.

Organizations may request to use the conference room and/or garden when available and when meetings do not conflict with activities scheduled by Coastal Hospice. Coastal Hospice meetings and activities will have priority for room usage, and Coastal Hospice reserves the right to withdraw approval of room usage if a critical internal need arises. If a conflict arises, Coastal Hospice will work with the organization to relocate the meeting to another room or reschedule it for another day.

Coastal Hospice reserves the right to deny room usage to any organization based on CFES priorities and policies.

Availability of Conference Rooms and Reflection Point Garden
The conference room and garden will be available and reserved on a first-come, first-served basis, except when a Coastal Hospice event conflicts with a reserved date. After-hours and weekend use of the rooms will be considered on a case-by-case basis.

The conference room and garden will NOT be available on Fridays after 4 P.M., or any day before 7 A.M. or after 8 P.M. Requests for exemption may be considered. Availability around holidays may be limited.

To provide flexibility in room use, Coastal Hospice will take reservations up to sixty (60) days in advance. Requests for over sixty (60) days out will be reviewed on a case-by-case basis.

Notification of meeting cancellation is required. Failure to notify Coastal Hospice may prevent future use.

If the Coastal Hospice offices close due to weather or other unforeseen events, the conference room and garden will be unavailable. Staff will attempt to notify you; however, please call the office (410-742-8732 x677) and/or check the Facebook page for closing information.

Reservation Process
To request a meeting room, visit our web page (at coastalhospice.org/SHreservation) and complete the Online Reservation Application. If you need help completing it, call 410-742-8732 x539 or email advancement@coastalhospice.org. Upon receipt, Coastal Hospice will check the availability of the requested room and, if available, reserve it. Coastal Hospice will contact the organization within forty-eight (48) hours to notify them of approval or denial.

Notification of meeting cancellation is required. Failure to notify Coastal Hospice may prevent the Organization from future use.

Media Present at Event
The organization must obtain Coastal Hospice's prior approval to allow any media presence at the organization’s event. If prior approval is not obtained, media may not attend the organization’s event. Again, our patients’ privacy and comfort are always our main priority.

Equipment Usage and Setup
Due to possible connection issues with laptops, bring presentations on a USB Flash Drive. The organization will not add, remove, tamper with, move, or change any existing wires or components at televisions, projectors, or A/V cabinets.

Organization will not permit any attendee to sit or stand on any table or stand on any chair.

Arrival Procedures
Check-In
The organization’s representative should arrive 30 minutes before the start time. As the Macky & Pam Stansell House is an inpatient facility, all external doors remain locked around the clock. When you arrive, go to the door to the right of the main entrance and ring the bell. If asked to identify yourself, say that you have the conference room reserved. You will be buzzed in.

To reach the conference room and garden, take the elevator to G (Ground Floor). Take the first right and then the left. The door on the right is to the conference room. The patio doors will give you access to the garden area. This will be your guest’s entrance. Please ensure that everyone knows that! You may prop open the gate leading to the parking lot.

A review of audio-video equipment should be done, as well as moving any tables and chairs. Tables and chairs may not be moved to or from your reserved room, as those other rooms may be reserved.

Information for Attendees
The organization is responsible for ensuring attendees are informed of the following. Please review the meeting attendees.
• Meeting attendees must remain in the conference room or garden. All other areas of the Macky & Pam Stansell House are off-limits.
• Restrooms are located in the hallway by the elevator.
• Unattended children are not permitted inside or outside the office building.
• Unsecured wireless internet is available for guests utilizing the Coastal Hospice Guest network. Password = patients
Check-Out Procedures
Check-Out
The gate to the parking lot MUST be closed and latched, and the patio doors from the conference room to the garden MUST be locked.

Check-Out Checklist
Conference Room
o Tables & chairs in original position prior to meeting
o Table tops clean
o Trash containers emptied (bags provided, dumpster behind building).
o Carpet free of dirt or food
o Walls in original condition.
o Lights turned off.
o A/V system turned off
o All meeting items brought in are removed.
o All attendees have departed (Organization representative stays until all attendees have departed).

Cleaning
If you do not return the room you reserved in clean condition, your group may be charged the actual costs Coastal Hospice incurs to clean the room.

Multiple Violations
Coastal Hospice may deny further use of the conference room or garden to organizations or individuals that violate the rules and regulations governing its use.
Guidelines for Meeting Rooms and Premises
• The organization’s representative must remain onsite during designated meeting times.
• No alcoholic beverages may be possessed, served, or consumed on Coastal Hospice premises.
• Smoking is prohibited inside the building, on the patio, and outside of any exit or window.
• Tables and chairs in the meeting room may be moved but need to be returned to their original positions at the end of the event. Tables and chairs may not block exits or fire alarm pull stations. Do not move tables and chairs out of the room.
• No standing is permitted on chairs or tables, and no sitting is permitted on tables.
• Trash containers must be emptied at the end of the event. Extra bags are provided. A dumpster is located behind the building.
• The following items, or similar items, are not permitted on Coastal Hospice premises. If you have a questionable item, please inquire with Coastal Hospice.
o Open flames, candles, aromatherapy diffusers, smoke machines, hanging lights, glitter, confetti, paint, glue, sparklers, live animals, or weapons of any kind. Service animals are permitted, as are weapons under the control of authorized law enforcement officers.
o The sound level must remain reasonable. Remember, this is an inpatient facility, and patients' privacy and comfort come first.
• Decorations can only be added with prior Coastal Hospice permission.
o The following are not allowed: tape, nails, thumb tacks, putty, or any other item that could affect the appearance of the surface when removed.
o Balloons may not be left prior to or after meetings, and all balloons must remain inside. Never to be displayed outside.
• Organization agrees to indemnify and hold harmless Coastal Hospice against all injury, loss, damage, claim, or liability of any kind, whatsoever, occurring to person or property and arising out of the organization’s use of Coastal Hospice facilities. Coastal Hospice reserves the right to require the organization to provide evidence of liability and property damage insurance, acceptable to Coastal Hospice, prior to use of Coastal Hospice facilities.
• Organization is responsible for any damage caused to the facility, equipment, or grounds.
• Deliveries for meetings may only be made on the date of the meeting, and a member of the organization must be present to accept delivery through the parking lot entrance gate. Coastal Hospice staff will not accept meeting deliveries. The organization is responsible for any vendors they employ for an event.
• Noise and activity levels must be controlled and not interfere with Coastal Hospice business operations or patients' comfort levels.
o The lobby or hallways are not to be used for telephone calls, waiting by attendees, or conversations.
• Coastal Hospice will not provide office supplies, printing, copying, faxing, or administrative services.
• Children must always be under the care and supervision of adults inside and outside the building.
• Organization is not permitted to sublet the facility or charge an admission fee.
• Coastal Hospice may deny further use of the conference room or garden to groups or individuals that violate the rules and regulations governing its use.
• For after-hours emergencies, please contact the patient’s unit at 443-210-2400

I have read, understand, and agree to the Conference Room and Garden Use Agreement, including the reservation process, arrival and check-out procedure, and the general guidelines. Any violation of the policy may result in denial and/or cancellation of future use of meeting rooms. Approval of using the conference room and garden is not an endorsement by Coastal Hospice, Inc.

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Please return this form to:

P.O. Box 1733
Salisbury, MD 21802

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