Conference Center Protocols

Policy Number 702.3R1

2020 Update of Room Reservation Policy

Regulation

Room Availability

Rooms

Rooms available for usage by community groups and organizations include meeting rooms in Cedar Falls, Clear Lake, and Marshalltown; classrooms and meeting rooms at instructional facilities; gymnasium and swimming pool at River Hills.

Times

Rooms are available for usage by community groups and organizations from 6:00 a.m. to 10:00 p.m. Mondays through Fridays, and on Saturdays from 8:00 a.m. to 5:00 p.m. Special arrangements need to be made at least a week in advance for Saturday meetings as the building is normally locked and there is no custodial staff available. Scheduling beyond these hours will require special permission and may include an additional fee for operations expenses.

Scheduling room usage for activities that require AEA personnel to be present outside normal AEA business hours may be arranged at an additional cost to cover the cost of required personnel.

  • Priorities/Procedures/Scheduling/Fees

    1. Priorities/procedures, scheduling, and fees for room use will be as follows:
      1. Central Rivers AEA
        1. AEA staff may schedule rooms anytime for the following school year.
        2. The fee schedule does not apply to AEA staff.
        3. AEA staff that want to use the Cedar Falls Conference Facility outside of regular work hours need to contact the Director of Professional Learning at least 72 hours before the requested time.
      2. Central Rivers AEA public schools and approved non-public schools:
        1. May schedule rooms anytime within three months of the scheduled event.
        2. If desiring to schedule more than three months prior to the event, it will be necessary to contact the appropriate person below.
        3. The fee schedule does not apply to public schools and non-public schools.
        4. Central Rivers AEA reserves the right to require a change of venue for outside party bookings up-to 30 days prior to the event.
      3. Other education-related organizations, institutions or parent groups, and agencies or organizations serving persons with disabilities and other human service or governmental agencies whose event directly benefits the Agency or the schools and children it serves.
        1. Organizations in this category may schedule rooms anytime within three months of the scheduled event by to contact the appropriate person below.
        2. If desiring to schedule more than three months prior to the event, it will be necessary to contact the appropriate person below.
        3. The fee schedule does not apply to these organizations unless tuition or other fees are charged to those attending the event.
        4. Central Rivers AEA reserves the right to require a change of venue for outside party bookings up-to 30 days prior to the event.
      4. Colleges and Universities for classes (that are not coordinated by Central Rivers AEA)
        1. Colleges and Universities may schedule rooms anytime within three months by contacting the appropriate person below.
        2. If desiring to schedule more than three months prior to the event, it will be necessary to contact the appropriate person below.
        3. The fee schedule does not apply to Colleges and Universities for classes unless tuition or other fees are charged to those attending.
        4. Central Rivers AEA reserves the right to require a change of venue for outside party bookings up-to 30 days prior to the event.
      5. Non-profit or civic organizations whose scheduled event does not directly benefit the Agency or the schools and children it serves.
        1. Organizations in this category may schedule rooms anytime within three months of the scheduled event by contacting the appropriate person below.
        2. The fee schedule below applies.
        3. Central Rivers AEA reserves the right to require a change of venue for outside party bookings up-to 30 days prior to the event.

    1. Rooms are not available to the following groups (other limitations and restrictions not listed may also apply):
      1. Fund-raising events (unless such activities will benefit the Agency or students within Central Rivers AEA).
      2. Private vendors selling or promoting products for profit.
      3. Political parties.*
      4. Gymnasiums are not available for dances or athletic activities.
      5. Private parties or receptions, etc.

*Does not include non-partisan community meetings, i.e., legislative forums open to the public. Caucus meetings are allowed per Iowa Code:

43.93 PLACE OF HOLDING CAUCUS.  Each precinct caucus shall be held in a building which is publicly owned or is suitable for and from time to time made available for holding public meetings wherever it is possible to do so.  Upon the application of the county chairperson, the person having control of a building supported by taxation under the laws of this state shall make available the space necessary to conduct the caucus without charge during presidential election years and at a charge not greater than that made for its use by other groups during other years.  When using public buildings, the county chairpersons shall cooperate to attempt the collocation of the caucuses.

    1. The Chief Administrator or designee shall have the authority to schedule or re-assign meeting rooms in consultation with requestors and in keeping with the Agency’s mission of service.

Contacts:

Cedar Falls Conference Center Facilitator– 319-273-8200

Clear Lake Conference Center: Receptionist– 641-357-6125

Marshalltown Conference Center: Receptionist – 641-844-2400 

  • Procedures to Schedule a Room for Other Facilities

    1. For other AEA facilities (River Hills), call the appropriate facility contact person (as shown below) to schedule a Central Rivers AEA facility. The reservation will not be complete until Reservation Google Form Request for the reservation has been completed, submitted and confirmed by the room scheduler.
    2. Contact Persons

Marshalltown: Receptionist – 641-844-2400

River Hills School: Admin Secretary – 319-268-7775 

River Hills Swimming Pool: Admin Secretary – 319-268-7775

  • Fee Schedule (per half day or less unless otherwise specified)

  • PLEASE NOTE:  If you need to cancel your reservation, please notify the appropriate AEA location at least 72 hours in advance, to avoid a possible non-cancellation fee

 

Room 0-50 Participants 50+ Participants

While under COVID 19 guidelines, Rooms will run at 50% capacity for social distancing, until future notice.

Large Meeting Rooms $30 $50
Small Meeting Rooms $15 NA
Classrooms $15 $25
River Hills Gymnasium or  Cafeteria 

No admission fee

With admission fee

$30

$40

$50

$60

Swimming Pool River Hills

No admission fee 

With admission fee

$25 per hour$40 per hour $45 per hour$60 per hour
Kitchen $10 $15
Equipment set-up fee $30 $30
After hours hourly rate for Custodial assistance  $30 $30
Technology Classrooms $75 $75
After hours hourly rate for Technical assistance   $30 per hour2 hour minimum $30 per hour2 hour minimum
On-call Technical support $30 per hour

1 hour minimum

$30 per hour

1 hour minimum

ROOM RESERVATION REQUEST FORM

 Google Form Request

PLEASE NOTE:  If you need to cancel your reservation, please notify the appropriate AEA location at least 72 hours in advance, to avoid a possible non-cancellation fee.