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Baird Community Room Event Request

Groups and organizations wishing to use the Baird Community Room must submit an event request, subject to review by our staff and management. The group must also agree to our terms of use below before submitting your event request, and click “I agree” to indicate that you have read and agree to comply with our regulations.

Terms of use

Eligibility and availability

The Baird Community Room is designed specifically as a community meeting space. Meetings at the Community Room are approved only at the discretion of the site manager or his/her designee and must be held during scheduled hours. Additional restrictions may apply.

The room is available only to not-for-profit community groups, government agencies, and team members and staff of VCU Health. It is not available for private parties or individual use, nor is it available for commercial or for-profit use.

No admission fees may be charged to attendees, and no collection or solicitation of money may be made in the meeting room or on the premises. The use of the meeting room does not constitute our endorsement of the group or of its activities. The VCU Health at Baird Vascular Institute name may not be used as an endorsement of any group or its activities and should be used only to publicize the meeting location.

Reservations

Reservations for the Baird Community Room are assigned to eligible groups on an equal basis, regardless of the beliefs or affiliations of the group. Eligible groups wishing to reserve the room for a one-time event are scheduled on a first-come, first-served basis. Reservation requests must be submitted at least seven working days before the meeting. Applicants will be notified regarding the status of their request within two working days.

Groups may schedule monthly meeting dates for an entire calendar year, provided that the dates do not interfere with VCU Health at Baird Vascular Institute operations or activities or would repeatedly limit the availability of the room to other groups. These monthly groups must submit a reservation request for the forthcoming year by Dec. 1. Event requests may be denied if a group’s activities will interfere with our normal operations, violate VCU Health policies or violate federal, state or local laws. Groups that do not observe our Community Room policy and rules may be denied future use of the meeting room. Users are responsible for returning the room to its original condition.

We reserve the right to ask a group to reschedule a meeting with two weeks’ notice. If deemed necessary, we also reserve the right to cancel any meeting.

Responsibilities

All groups must have an adult representative, 18 years of age or older, who assumes responsibility for enforcing our Community Room rules.

The person submitting the reservation request form must be present during the entire meeting, and is responsible for any loss or damage to the room or special cleaning costs arising from the group’s use of the room.

Baird Community Room Rules

  • Attendance at a meeting may not exceed the occupancy limit of the room as certified by the local fire department.
  • Food and drink, if served, should be limited to light refreshments.
  • Alcoholic beverages and smoking are strictly prohibited.
  • No candles or other incendiary materials may be lit or burned.
  • No signs, decorations, etc., may be attached to the walls. All decorations must be freestanding and conform to fire regulations.
  • Groups may not leave or store any items in the meeting room.
  • Mail or messages sent to our offices will not be delivered to organizations using the Community Room.
  • Each group is responsible for making sure that garbage is disposed of properly, tables and chairs are returned to their original positions, lights are turned off and the door is locked before leaving.
  • Groups must report any incidents or problems with the facility to us as soon as possible.
  • We are not responsible for items lost or left in the meeting room.

Damages waiver

You will not damage, deface or alter the meeting space, furniture, furnishings, walls, ceilings, floors or equipment, or make or suffer to be made any waste, obstruction or unlawful, improper or offensive use of the meeting space or the common area facilities. You will not cause damage to any part of the building or our property or disturb the quiet enjoyment of any licensee or occupant of the building. At the end of your reserved time, the meeting space assigned to you, if any, will be in as good a condition as when you first occupied it, normal wear and tear excepted, and we may apply additional charges in case of any damage to the facilities. We retain the right to enter your reserved meeting space to inspect it, to make repairs and alterations as we deem reasonably necessary, and the cost of any repair resulting from an act or omission by you or your team members, guests and invitees will be reimbursed to us by you upon demand. You assume all risks of loss with respect to your personal property and the personal property of your agents, team members, contractors and invitees, within or about the facilities. You agree to waive any and all acts of recovery against us or our directors, licensors, officers, agents, servants and team members, for loss of or damage to your property or the property of others that is under your control to the extent of such loss or damages covered or required to be covered by any insurance policy.

Request an event

To open our Event Request Form, please indicate that you have read and agreed to these terms of use.