General Guidelines

General Guidelines

Ronald McDonald House Charities of Southern Colorado (RMHCSC) Kiwanis Community Room is used primarily for RMHCSC-sponsored activities; therefore, RMHCSC retains the right to give priority to RMHCSC-sponsored meetings, events and programs in scheduling the Kiwanis Community Room.

The Kiwanis Community Room at RMHCSC is designed for groups of up to 25 that engage in educational, cultural, intellectual, service or charitable activities. Groups that are affiliated with a business or commercial organization, enterprise, or any other type of entity that exists primarily for profit may not use the meeting facilities without expressed permission for a specific event.

Smoking and alcoholic beverages are not allowed in the Community Room.

The Kiwanis Community Room may not be used for social gatherings such as showers, birthday parties, dances or any other closed meeting.

The Kiwanis Community Room is available for use during regular service hours Monday through Friday 9am-7pm with exception given only with prior approval .  No one may enter RMHCSC prior to 9 a.m. No meeting may extend beyond 7:00 p.m.

Room set-up is not provided by RMHCSC. Time for setting up and cleaning up afterwards should be included in the meeting time requested.

Arrangements for use of audiovisual, digital, or other equipment are the responsibility of the group and must be made when reserving the room. If arrangements have not been made in advance, equipment and assistance in its use may be unavailable at the time of the event.

RMHCSC assumes no responsibility for private property brought into the building.

RMHCSC staff will not take or deliver messages for meeting participants except in an emergency.

Groups are responsible for compliance with the Americans with Disabilities Act and for providing qualified interpreters or auxiliary aids, upon request, for their programs.

Nonprofit organizations may collect donations to cover incidental expenses only, but may not solicit donations for fund-raising purposes or make sales, except for the sole benefit of RMHCSC. For-profit organizations may not charge fees or make sales. The collection of attendees’ names or other personal information in order to promote or solicit business is strictly forbidden.

Use of the Kiwanis Community Room does not constitute or imply an endorsement of viewpoints by participants in the program by any RMHCSC staff or by the Board of Directors.

Reservations

Requests for use of a meeting room may be made in person, by telephone, via email at lourdes@rmhcsoutherncolorado.org. Reservations are available for meetings of three hours or less.

Reservations for meeting space are not guaranteed unless an Application Form is signed and submitted to RMHCSC no later than 48 hours in advance. If a signed application is not received, there is no reservation.

Click HERE for the Application Form link.

Requests will be honored on a first-come, first-served basis.

In the interest of fair access to all, the Kiwanis Community Room is not intended to be used as a regular meeting location for any particular group and may not be advertised as such, with exception given to Kiwanis Clubs with members of less than 25. No more than three time slots may be reserved for a group at any given time.

Rooms may be booked no more than 60 days in advance.

Notice of cancellation should be made as soon as possible. The reservation will be forfeit if the group fails to arrive after 30 minutes of the reservation’s start time

If a group fails to show for two meetings in a row and does not call to cancel, all future reservations are forfeited until the group calls to reschedule.

Care and Use of Facility

Please leave the Kiwanis Community Room as it is found. If the furniture is rearranged, it should be returned to the original arrangement at the end of the meeting.

Furniture and/or equipment from the main area of the Ronald McDonald House may not be brought into meeting room.

Equipment, supplies, or personal belongings cannot be stored or left in the Kiwanis Community Room before or after use.

Attendance at meetings will be limited to the capacity of the Kiwanis Community Room. Seating and/or supplementary furniture are not allowed in hallway outside the meeting room.

Simple refreshments may be served. The Ronald McDonald House may provide a Keurig, but coffee, utensils, cream, sugar, or other equipment and supplies will be the responsibility of the group.

There will be no cooking or food preparation on site unless it is for the benefit of the Ronald McDonald House families and guests and is confirmed and planned with staff ahead of time.

Please clean the kitchen facility thoroughly if used; trash must be bagged.

The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damages that occur as a result of the use of the facilities.

The contact person for the group is responsible for ensuring that each member of his or her group is aware of and abides by these regulations.

Users of the meeting space may be asked to leave if use is deemed disruptive or in any way contrary to RMHCSC policy.

Groups failing to comply with any part of this policy, or the established procedures will be denied further use of the meeting room.

Any question of interpretation of this policy will be referred to the Executive Director. Final determination rests with the Board of Trustees.

Use of the Kiwanis Community Room by any group signifies acceptance of the terms of this policy.

Requested Donation for Use of Community Room

RMHCSC is 501(c)3 nonprofit that depends on the support of our community for our operations. We respectfully request that entities using the Kiwanis Community Room consider a donation of supplies from our wish-list or gift cards to Target, Walmart or King Soopers to directly benefit our programs.