Non-profit organizations whose primary purpose
is to benefit the local community through environmental, educational,
social, or community service activities may apply to use AQMD facilities.
Please see AQMD’s facility use policy below for our guidelines and rules
relating to facility use. To request use of the facility, a completed
application must be mailed or faxed and accompanied by the appropriate proof
of insurance as outlined in the guidelines.
General Guidelines
Description of Facilities
Use of Facilities
Prohibited Uses
Housekeeping Rules
Applications and Approvals
I GENERAL GUIDELINES
AQMD’s facility is
primarily for conducting its own business of cleaning the air and for
serving the communities entrusted to its care. However, non-profit
organizations and groups whose primary purpose is to benefit the local
community by furthering environmental, educational, social or community
service interests may be granted the privilege of using the facility, as
long as the use is not inconsistent with AQMD purposes and does not
interfere with the regular conduct of business.
FACILITY - For purposes of this policy, and
with respect to indemnification, the term "facility" means any part of
AQMD’s Diamond Bar headquarters site, and includes, but is not limited to,
whether or not being used by the facility user, each conference room, the
auditorium and the cafeteria, described below, as well as the library,
areas restricted to AQMD employees or building tenants, leased areas open
to the public, fitness center, childcare center, building lobby area,
auditorium lobby, grounds, walkways, courtyard, patio, parking lot, and
restrooms.
Requests to use AQMD
facilities must be made to the AQMD’s Business Services Manager on AQMD’s
form (accessible below). Approval will be on a first-come, first-served
basis, as long as all requirements have been met. For competing requests,
priority will be given in the following order: AQMD Governing Board, AQMD
staff, building tenants, public use related to cleaning the air, and other
qualified non-profit uses.
All organizations
and groups using AQMD facilities are required to comply with applicable
state, city and local ordinances relating to businesses and charitable
organizations.
Organizations
interested in using AQMD facilities will need to furnish the following:
Liability Insurance
- Facility user shall be required to furnish AQMD evidence of general
liability insurance with a minimum limit of One Million Dollars
($1,000,000), per occurrence, and have AQMD named as an additional insured
on any such liability policy.
Workers’ Compensation
Insurance – For facility user with employees, workers’
compensation insurance shall be required which meets all statutory
requirements of the Labor Code of the State of California, and which
specifically covers all employees providing services on behalf of facility
user and all risks to such persons under this application.
Indemnification
- Facility user shall agree to
and shall indemnify, defend and hold harmless AQMD, its agents, officers,
officials, employees, representatives, and successors-in-interest against
any legal proceeding in law or equity, and further, shall indemnify,
defend and hold harmless AQMD and its agents, officers, officials,
employees, representatives, and successors-in-interest from and against
any and all claims, liability, demands, suit, judgments, expenses, costs,
and other legal expenses of every kind to which AQMD may be subject by
reason of any act or omission, whether intentional or negligent, or from
strict liability, by AQMD and its agents, officers, officials, employees,
representatives, and successors-in-interest; by the facility user, its
agents, officers, officials, employees, representatives, and
successors-in-interest; or by any participant, invitee, attendee, sponsor,
or any third person who is or is not an invitee, attendee, or sponsor; and
arising from or related to any meeting or event held by the facility user
at or within AQMD’s facility (as defined herein).
Certificates of
insurance should be sent with the application. Organizations that use the
facility more than once do not need to submit a new certificate each time
as long as the policy on file is valid at the time each request is made
and the facility is used. Return to top.
II DESCRIPTION OF FACILITIES
Room
Location |
Square Footage |
Maximum Capacity |
Auditorium |
5,950 |
300 |
Cafeteria* |
13,319 |
300 |
Auditorium Lobby |
1,024 |
--- |
CC 2 |
738 |
50 |
CC 3 & 5 |
486 |
22 |
CC 6 |
1,098 |
86 |
CC 7 |
420 |
18 |
GB* |
3,192 |
200 |
Parking lot* |
--- |
--- |
*limited availability
Room Descriptions
Auditorium - The auditorium is equipped with 26 permanent
microphones and 3 wireless microphones, a 35 mm slide projector, VHS
videotape recorder, audio tape recorders, 2 document video cameras, and a
projection screen. The room also has 5 cameras with programmed settings
that are sound activated through the permanent microphones positioned in
various locations in the auditorium. Unless microphones are the only
equipment required, AQMD’s audiovisual technician must be present to
operate equipment for the duration of the meeting. To discuss equipment
needs and staff availability, contact the audiovisual technician at (909)
396-2023. Use of audiovisual technician services during non-business
hours will require reimbursement to AQMD of overtime costs.
Cafeteria - Cafeteria seating consists
of stationary booths and a variety of tables with chairs. Tables and
chairs may be reconfigured upon approval of the cafeteria manager.
Reservation of the cafeteria is limited to users requiring
cafeteria services and must be made through
the cafeteria manager, who can be reached at (909) 396-2019.
CC 2 - This conference room has a
large oval-shaped table seating approximately 16-20 that cannot be removed
or reconfigured. Another 30 people can be accommodated in chairs placed
along the room’s perimeter walls. This room has an automatic projection
screen.
CC 3 & 5 - This conference room has a
large rectangular table seating approximately 22 people that cannot be
reconfigured or removed. The room has an automatic projection screen.
CC 6 - This lecture hall-style room,
with a capacity of approximately 86, has tiered seating with fold-down
desk tops. The room is equipped with a 35-mm slide projector and a VHS
VCR that uses a ceiling projector to display images on a large screen at
the front of the room. Equipment is available during non-business hours
only when the user hires AQMD’s audiovisual technician to operate the
equipment.
CC 7 - This room has a large
rectangular-shaped table seating approximately 18 people that cannot be
reconfigured or removed. The room has an automatic projection screen.
GB -
This room, with a capacity of
approximately 200, has movable tables and chairs that can be configured to
meet various needs. The room has an automatic projection screen.
Please note that public use of this room is limited to weekends
(Saturday-Monday) and weekday evenings (Tuesday-Friday) after 5:30 p.m.
Computer graphic input/output is available in some rooms. However,
during AQMD’s non-business hours, users must provide their own laptops and
other equipment, such as overheads, televisions, VCRs, etc.
Video conferencing and/or satellite conferencing is available in most
locations. Please contact the audiovisual technician for further
information. Return to top.
III USE OF FACILITIES
-
Most of the Conference Center is available
for use seven days a week, 7:30 a.m. to 10:00 p.m. (sorry, no exceptions
allowed). Staff and facility support are available during regular AQMD
business hours which are Tuesday through Friday from 7:00 a.m. to 5:30
p.m. Arrangements for equipment or support must be made in advance when
reserving the room.
-
Use of AQMD facilities must be approved in
advance and may not exceed 12 occurrences per calendar year.
-
Any food and beverage catering must be
provided by AQMD’s cafeteria, unless the cafeteria cannot provide the
service required, in which case the user is responsible for locating a
catering service. Use of the cafeteria dining room is only available when
catering is provided by the cafeteria. The cafeteria manager may be
contacted at (909) 396-2019.
- Use of AQMD facilities shall comply with all state and local fire and
health and safety laws.
- Control and supervision of events is the responsibility of and at the
expense of the user. Activities involving attendees 18 years or younger
must be adequately chaperoned by adults.
- Unfortunately, due to staffing limitations, AQMD cannot be responsible
for delivering messages or faxes to event attendees. Users must supply
their own message boards, cellular phones, pagers, or other means of
communicating to attendees. Public telephones are available in the front
lobby.
- Use of facilities that generates excessive noise or other activity
that could disturb or disrupt AQMD, its tenants, or the community will not
be permitted.
- No extraordinary electrical or mechanical equipment shall be brought
on site and used without prior arrangements and approval from AQMD.
Installation and use of special equipment must be under AQMD supervision
and at the user's expense.
- No unauthorized use of AQMD equipment or supplies (e.g., copiers, fax
machines, etc.) is permitted. Those using the facility during AQMD’s
non-business hours must provide their own laptops and other portable
audiovisual equipment unless other arrangements are made.
- Only those rooms or areas of the building specified in AQMD’s
confirmation letter may be used.
- All those using AQMD facilities must adhere to the "NO SMOKING" policy
that is enforced in all areas of the building and within 20 feet of
outside doorways.
- Events with 100 people or more may be required to provide their own
security and traffic-control staff.
DIRECT COSTS - Users may be required to
reimburse AQMD for the direct cost of supplies, utilities, custodial
services, staff and contractor services (e.g., operation of mechanical
systems such as HVAC and overtime costs of AQMD’s audiovisual technician),
additional monitoring by security guards, or special clean up or repair of
damage caused by an event. Direct costs will be invoiced within 10 business
days after the event. Checks should be made out to South Coast Air Quality
Management District. Return to top.
IV THE FOLLOWING USES OF THE FACILITY ARE PROHIBITED
-
Use by any organization or group that
advocates violence or unlawful means to cause harm to the community or to
the local, state or federal government.
-
Use that is not consistent with the proper
and regular use of such facilities, where the purpose of the gathering is
deemed by the AQMD to be immoral, obnoxious, or injurious.
-
Use of facilities, including walkways,
courtyard, patio, parking lot or restrooms, that involves any attendees
engaging in the following:
-
Consumption of alcoholic beverages
-
Gambling in any form whatsoever, including
lotteries
-
Use of narcotics or drugs unless for
medical reasons as prescribed by a duly licensed medical physician
-
Fighting, quarreling, abusive language, or
noise of any kind that may be disruptive or offensive.
Return to top.
V HOUSEKEEPING
RULES
-
The person signing the request agrees to
accept responsibility for the actions of all event participants and the
facility must be left in the same condition as it was found, which means
users must clean up rooms before leaving. Trash cans are available in
each room.
-
All tables and chairs must be put back in the
layout existing prior to the event. Absolutely no tables and chairs may
be moved from one area to another. Any special arrangements must be made
and approved in advance, at the time the application is made.
-
No tape, nails, staples, etc. may be used on
facility walls, ceilings or windows. Candles are also not permitted.
-
Absolutely no food or drink is allowed in the
Auditorium. Food or drink taken into any of the other meeting rooms must
be cleaned up immediately after the event.
-
Any violation of these rules may result in
the billing of direct costs incurred – such as clean up, security, or
damages – and the denial of future requests to use the facilities.
Return to top.
VI APPLICATIONS AND
APPROVALS
Applications must be received at least 14 days prior to the requested
date, but not more than 30 days prior to the event. The application must
clearly and completely describe the event and indicate how it fits AQMD
facility use requirements. If setup or other preparation is needed, allow
extra time in filing your request and note your needs on the application.
The completed application form,
submitted to AQMD’s Business Services Manager, serves as the agreement
between the user and AQMD for use of facilities and is the complete
understanding as to what has been agreed to by both parties regarding the
purpose, date, and time of the event. As a consequence, the application
must be signed by an officer of the applicant organization or other person
authorized to bind the organization. An official form must be submitted for
each reservation requested. Previous use does not waive the requirement to
submit a new application for any new requests.
Please send or fax your application to:
Administrative Services – Attn: Business Services Manager
South Coast Air Quality Management District
21865 Copley Drive, Diamond Bar, CA 91765
Telephone (909) 396-3378, Fax (909) 396-3350
AQMD Business Hours: Tues. - Fri. 7:30 am to 5:30 p.m.
Please note that AQMD is closed Mondays
Other Important Telephone Numbers
- For audiovisual requests,
contact the Audiovisual Technician at (909) 396-2023
- For catering or cafeteria use,
contact the Cafeteria Manager (909) 396-2019
Once an application is
approved and the appropriate insurance
documents are submitted, AQMD will
send a confirming letter.
NO
APPLICATION IS CONSIDERED APPROVED UNTIL
A CONFIRMING LETTER IS RECEIVED.
In the event a reservation is to be canceled by the applicant, the AQMD
must be notified at least 72 hours in advance of the scheduled use. Failure
to provide such notification may result in denial of future requests.
Return to top.
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