Cape Girardeau County Board for Developmental Disabilities
Meeting Room Guidelines
Qualifying Applicants
Agencies funded by the CCBDD.
Personal events, such as birthday parties and bridal showers, are not allowed.
Availability
CCBDD programs/activities have priority in the use of the meeting room.
The meeting rooms are available for use by organizations of a civic, cultural, or educational character, but not for social gatherings, money‐raising events (except for those benefiting our partner agencies), or commercial purposes. Commercial programs listed or presented as informational, educational, or instructional must remain so, and presenters shall make no direct solicitation of attendees to secure clients or customers for their commercial purpose.
Children or teenage groups, where the majority of them are under the age of 18, may use the meeting room provided that they are supervised by an adult. The adult supervisor will be responsible for any damage.
Applications will be reviewed by the CCBDD Executive Director or designee and applying agencies will be contacted about meeting approval.
Application for permission to use the meeting rooms shall be made at least a week in advance and not longer than one year prior to the scheduled meeting.
Recurring reservations for non‐profit groups will be accepted for no more than 12 months at a time. It is the responsibility of the organization to check on advance registrations.
Use of Meeting Room:
Organizations may bring in light refreshments or light luncheons.
Alcoholic beverages, smoking and vaping are not permitted in the meeting room.
Organizations are required to leave the meeting rooms clean and orderly. Organizations will be charged a minimum cleaning/repair fee of $100 for any damages to property.
For catered meals, the group scheduling the rooms is responsible for arranging for delivery and pickup of leftover food and equipment at the end of the meeting.
Failure to comply with any of these regulations will result in loss of privileges to use the meeting room space.
Responsibility for Equipment and Facility
Organizations are responsible for setting up and taking down tables and chairs for their own meetings. Failure to return furnishings to their designated storage will result in loss of privileges to use the meeting room space.
No signs, displays or exhibits may be attached to the wall in any manner without written permission from the CCBDD Executive Director or designee.
By applying for use of the meeting room, an organization agrees to accept responsibility for the repair or replacement of damaged or missing equipment or the building interior, and the individual making the application agrees to be held personally liable for the same.
No materials or equipment belonging to groups or organizations may be stored on the premises. CCBDD will not assume responsibility for any items left on the premises.
Organizations that plan to work on potentially messy craft projects must lay tarps down on the designated work area. Hazardous materials including, but not limited to, paints, solvents, and explosives are prohibited. Candles or open flames, except sterno for chafing dishes, are prohibited.
Organizations are responsible for thoroughly cleaning tables and chairs if they have served food or worked on craft projects. Failure to do so will result in loss of privileges to use the meeting room space.
Organizations are responsible for removal of trash.
General Regulations
The CCBDD reserves the right to change or cancel reservations for meeting rooms. If changes or cancellations are necessary, the CCBDD Executive Director or designee will provide the affected group with as much notice as possible.
Neither the name nor address of the CCBDD may be used as the official address or headquarters of an organization.
The CCBDD board or designee is authorized to terminate the meeting of any group that becomes disorderly or objectionable and to deny subsequent use of the meeting rooms to groups that violate policies and regulations.
The CCBDD does not assume liability for injuries to individuals or damages to personal property which occur as a result of actions of the sponsors or participants in activities in its meeting rooms.
The CCBDD Executive Director’s office and equipment is unavailable for use by groups.
