Usage Agreement

Beach Cities Health District (BCHD) has meeting rooms available for use for classes, lectures, seminars and social gatherings that align with BCHD’s mission and vision of a healthy beach community.

Please read the following responsibilities for making room reservations and utilizing meeting rooms:

Group Responsibilities

Fully complete and submit the Room Reservation Request Form 7 days in advance of your requested date (10 days in advance for custom room set up).

Notify attendees of meeting location. Do not post or tape directional signs along the hallway walls.

Meeting room locations are close to offices and divided by a solid partition wall. Please be mindful of noise level for neighboring groups.

Please remove any excess collateral, food, drinks, décor and trash left behind in the room.

Notify Administrative Services if cancelling room use at least 24 hours prior to meeting time at (310) 374-3426, ext. 0. Continual cancellations or no shows for reserved meeting space may result in the group no longer being eligible to request space.

Room Availability

You are permitted a maximum of one reservation per week for no longer than a three-month period. If you want to continue to meet after the three month period expires, you must submit another request form for meeting space.

Meeting rooms may only be accessed during your group’s reserved time.

Reservation privileges are based on abiding by this Room Usage Agreement and subject to change at any time.

Reservation requests are fulfilled based on availability. BCHD reserves the right to cancel, re-schedule or re-assign rooms at any time, for any reason. Advanced notice will be provided as soon as possible.

Room Set Up

Custom room setup can be requested and must be arranged 10 days prior to meeting date. However, depending on the day and time of your reservation, custom room setup is not guaranteed. Flexibility regarding room setup is expected and the original room configuration should be restored once your group has finished.

Changes to room set-ups must be made 48 hours before meeting date. However, depending on the day and time of your reservation, custom room setup is not guaranteed. Requestors must complete a new meeting room request form to change existing set up and date changes.

If there is an issue with room set up the day of the event, contact Administrative Services at (310) 374-3426, ext. 8110 so we can notify our porter service and let you know if changes can be accommodated.

Room Rental Charges and Other Fees

For for-profit entities: A room rental fee is required. Price to be negotiated.

For non-profit entities: a copy of 501(c)3 status is required to use the room free of charge and this must be updated each year to use rooms.

For building tenants: A room rental fee is not required.

A $25.00 room fee will be charged for groups who do not show up for their scheduled room reservation without prior notice. BCHD must be notified 24 hours in advance.

A $50.00 cleaning and/or damage fee may be charged for spills, food, excessive trash, arts and crafts, etc. that are left behind in the room. Spills should be cleaned up to the best of your ability and the group contact should immediately report any spills or damages to BCHD at valerie.lee@bchd.org or (310) 374-3426, ext. 8227.

ASSUMPTION OF RISK AND RELEASE OF LIABILITY

On behalf of our organization, we agree to assume all risks for injuries arising out of or resulting from the use of Beach Cities Health District (BCHD) facilities and or/personal property located thereon, and further agree to make no claim whatsoever for injuries against BCHD, its agent, or employees, arising out of or resulting from the use of any building, grounds, real property, or personal property located thereon. We shall be personally responsible, on behalf of our organization, for any damage sustained to BCHD’s premises, furniture or equipment because of the occupancy of said premises by our organization. We agree to abide by and enforce the rules, regulations and policies of BCHD.