POLICY
- Available to Nonprofit and Community Partners. Donations are greatly appreciated!
- Community Rooms are available Monday through Thursday from 8 a.m. to 4 p.m. and Friday from 8 a.m. to 3 p.m.; this time frame includes the time for setup and teardown.
- If you change the default layout for any conference room, it is your responsibility to put it back in the default layout at the conclusion of your meeting.
AMENITIES
- Each Conference Room has a TV screen with an HDMI Connection and a whiteboard. User must provide their own laptop.
- The Training Room has two drop-down screens with projectors, a podium, a microphone, and an HDMI Connection.
- Password for the Guest Wi-Fi network is shared with all guests.
- Meals on Wheels has two water fountains and a filtered bottle filling station.
- Parking is available on campus. Please don’t park in any spots with a cone in front of them, in any covered parking reserved for our fleet, or near the dumpsters.
RESERVING A ROOM
To request a room, please visit our website and complete the Community Room request form. Our Events and Facilities Manager will review your request and respond within two business days.
- Organizations are welcome to arrange a tour or site visit before the room request date.
- Community Spaces need to be left in the same setup and condition as found before the reservation start time.
- Notification of meeting cancellations is requested at least 24 hours before the requested date.
- Meetings that require set up, catering, or breakdown, Meals on Wheels requests that a representative from the organization be present to oversee.
GUIDELINES FOR COMMUNITY ROOMS AND PREMISES
- No alcoholic beverages may be possessed, served, or consumed on premises during working hours (7:30 a.m. – 4:30 p.m.). Smoking is strictly prohibited in the building and on the property.
- Meals on Wheels will not provide printing, copying, faxing, or other administrative services.
- Any food that is consumed during your meeting needs to be catered; no potlucks or crockpots can be used in any community room; no food may be warmed or stored in the HEB Kitchen or Distribution Center.
- Any food that needs to be refrigerated will need to be stored in our breakroom community fridge, or prior arrangements need to be made with the Events and Facilities Manager.
- Decorations need to receive prior approval from the Events and Facilities Manager before being used in any space. No glitter, confetti, or confetti balloons may be used. No tape, nails, thumbtacks, glue dots, or adhesive that may damage the walls may be used on any surface.
- The organization reserving the room is responsible for any damages caused to the community space and/or the facility.
- Noise and activity levels must be controlled and not interfere with the daily operations of Meals on Wheels.
- Attendees must remain in the community space reserved. If they would like to see the rest of the building, please ask for a tour at the Welcome Center.