Classical's Atrium is a beautiful space, ideal for high school reunions, showers, and many other events. Below is all the information you need to reserve the space.
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POLICIES FOR ATRIUM USE - Effective April 2006
In any situation where people come together to live and enjoy using private and common spaces, clearly spelled out rules and guidelines are developed to support the group and attempt to avoid misunderstandings, misinterpretations and hardships. These policies govern the use of our central open spaces we call the Atrium and the Community Room. Any use of these spaces, for our daily activities or special or private functions, affects us all.
USE OF THE SPACE:
It is expected that the Atrium space would not be used for more than 200 people or for more than one function per weekend. Depending on the type of event, the smaller, separate Community Room could be used more frequently but not for more than 25 people at a time. It is important that if the Community Room is used, the function must be confined to only that space. In either case the Event Coordinator, who will be on site during the event, will monitor loud music and disruptive behavior. Children must be supervised at all times and no one under the age of 13 will be allowed to use the pool table. Wine and beer are the only alcoholic beverages permitted.
FEE STRUCTURE: See Link Below
Functions exempt from all fees:
- All functions sponsored by the Board of Trustees
- Armoury/Quadrangle Civic Association and committee meetings
- Condominium Association Board and committee meetings
- Weekly Yoga classes
DEFINITION OF THE FUNCTION LEADER:
The Function Leader is the individual requesting the event and should also be at least an attendee. Unless by special permission from the Atrium Committee Chairperson, the Function Leader will be an owner resident or renter and ultimately responsible for their guests.
HOW TO RESERVE THE SPACE:
1 Contact the Chairperson of the Atrium Committee for initial screening and clarification of responsibilities, rules of use, fees required and role of the event coordinator. After this conversation, availability of the Atrium and of an event coordinator will be determined. Application forms and rental agreements will be given.
2 Fill out the Application Form and Rental Agreement from Atrium Committee and return it to the atrium committee member along with the full rental fee. The Function Leader should set up a meeting with the Event Coordinator as soon as possible to work out the details of the event and to clarify the rules and regulations. If the applicant is a renter, the Application Form must be co-signed by the unit owner. The hours booked for the event should include adequate set-up and clean-up time. The Event Coordinator is to be paid $10.00 per hour for his or her time before, during and after the event.
3 Obtain the key for the Community Room door from the Event Coordinator two days before the event.
4 Leave the Community Room, Atrium and bathroom as clean as you found it.
5 Arrange for rental deliveries the day of the event and pick-ups the day after the event. Items may be locked in the Community Room until they are picked up.
6 Return the key to the Event Coordinator.
RESPONSIBILITIES OF EVENT COORDINATOR:
1 Consult with the Function Leader prior to the event to clarify the rules. The atrium committee member will provide the Event Coordinator with a copy of the Application and Rental Agreement.
2 Communicate the event schedule to the Management Company so that notices can be made and distributed around the building prior to the event. The Event Coordinator will also advise the abutting residents of large functions.
3 The week prior to the event, inspect the Community Room, Atrium and bathroom for cleanliness. Report any problem to the Management Company so that any problems can be corrected.
4 Insure that proper security is maintained at all entrances being used by the function attendees including at the site for deliveries. Security staff may be obtained by the Event Coordinator at $7.00 per hour unless the function leader makes his or her own provisions that are approved by the Event Coordinator. Security staff must be adults.
5 Turn on and off appropriate Atrium lighting and heating units prior to and after the event.
6 Be present during the event to insure that all rules are followed and serve as a mediator should disagreements arise between attendees and the Classical community. Monitor noise levels for reasonableness.
7 Communicate with the Chairperson of the Atrium Committee and/or the President of the Board of Trustee any difficulties in negotiating with the Function Leader.
8 Inspect the Community Room, Atrium and bathroom for cleanliness after the event. If further cleaning is necessary, the Event Coordinator will charge an additional $10.00 per hour for that service. Determine if any damage has been sustained and communicate issues to the Chairperson of the Atrium Committee and/or President of the Board of Trustees so that restitution can be made by the Function Leader.
9 Keep records of the event and any problems that are encountered.
RESPONSIBILITIES OF ATRIUM COMMITTEE MEMBERS
1 Communicate regularly with the Board of Trustees and get approvals for policy changes.
2 Screen event requests over the phone explaining the rules, fees, and responsibilities of a Function Leader.
3 Tentatively book the event over the phone and give the Function Leader an application and contract to fill out. Collect the forms and full rental fee.
4 Have regular communication with the Event Coordinator.
5 Communicate with the President of the Board any potentially difficult negotiations or problems. .
6 Keep records of events and problem encountered and a calendar of past and future scheduled events.
SECURITY AND PARKING:
The Classical Condominium Association has established rules and regulations regarding entering and exiting the building, a key entry and phone response security system, and prohibitions concerning propping open doors, etc. The Association also has a contract with the Springfield Library Association regarding use of their parking lot that is adjacent to our building. These rules will remain in force during all functions. To monitor these rules and keep our building secure for the rest of the residents, there should be a door or doors selected for attendees at larger functions to enter. A person must be assigned to selected doors to greet attendees and ascertain that they are invited guests. The Function Leader may arrange for this person but they must be someone approved by the Event Coordinator. The Event Coordinator may also arrange for a security person at an additional fee of $7.00 per hour.
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Below are the documents needed to initiate a rental agreement for the Classical Atrium
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