Tucson Osteopathic Medical Foundation
Guidelines for use
TOPICS
I. General Information
II. Participant Guidelines
III. Rental Application
IV. Audio Visual Reservation Form
V. Room Configurations
I. General information:
Location and contact information:
The Tucson Osteopathic Medical Foundation is located at 3182 N. Swan Road , Tucson , AZ 85712 in the Village Offices, southeast corner of Swan Road and Camp Lowell Drive . Our telephone number is 520-299-4545 or 800-201-8663. The fax number is 520-299-4609.
A map showing the location of the Tucson Osteopathic Medical Foundation meeting facilities ( Conference Center ) is available online at www.tomf.org by following the meeting facilities link.
II. Participant Guidelines:
Who is qualified to rent space at Tucson Osteopathic Medical Foundation?
The 1789 square foot Conference Center may be rented by nonprofit and for profit organizations. Organizations interested in reserving the Conference Center must complete and submit a brief application form. This form may be submitted electronically at www.tomf.org, follow the meeting facilities link, faxed or mailed. Only complete forms will be reviewed.
Types of uses deemed inappropriate include:
- any meetings by a political organization or persons;
- sessions to rally support and/or promote a partisan purpose or specific pending legislative or ballot action.
The Foundation’s phone number should not be printed in advertisements for outside events (meetings). Questions about these meetings, registration questions and phone calls asking directions should be fielded by a representative of the renting organization (meeting facilitator).
Parking
Conference Center participants may park in any space in the lot that is uncovered. There is ample parking and handicap parking available on the north side of the facility. Parking is available on the south side of the facility as well and should be used by Organizations utilizing the south side meeting room only.
Accessibility
Tucson Osteopathic Medical Foundation’s meeting facilities are handicap accessible, including parking and restrooms.
No Smoking
Tucson Osteopathic Medical Foundation is a non-smoking facility. Smoking is not permitted inside the facility. Participants who wish to smoke must go out to the parking area and use the provided receptacles. Please remind your participants of this prior to the start of your meeting.
Conference Center entry
The Conference Center may be accessed between 8:00 a.m. and 5:00 p.m. Monday through Friday. Evening and weekend meetings can be held if prior arrangements have been made with the Foundation. Meeting participants may use the Conference Center ’s north doors for access to the north and south meeting rooms. If only the south meeting room is used, participants should use the south entrance.
Restrooms
Two handicap accessible restrooms are located in the hallway next to the Conference Center .
Kitchen
Use of the kitchen is available at no extra charge. You have access to a refrigerator and microwave. There is no stove on site. The Foundation does not have any dining ware and linens available for use. Arrangements must be made with the Foundation to rent these items for your meeting. Keep in mind that you must remove any leftover food or beverages from the refrigerator immediately after the meeting. No items are to be left in the refrigerator and kitchen after the meeting unless prior arrangements have been made.
Food service
All food and beverage needs must be secured in conjunction with the Tucson Osteopathic Medical Foundation through the use of a Foundation approved catering firm.
Suggested catering firms are:
1. Red Sky Café
2. Jonathan’s Tucson Cork
3. Baggins (Pima and Craycroft location)
4. Fu é go Southwestern Bar and Grill
5. The Culinary Design Catering Company
6. Feast Catering
7. Dakota Café
Party rental equipment
Any rentals must be arranged through the Tucson Osteopathic Medical Foundation. This includes but is not limited to: additional tables, additional chairs, linens, dining ware and décor.
Audiovisual equipment
The Tucson Osteopathic Medical Foundation has available an array of audiovisual equipment at an extra charge and by reservation only. The Foundation will set-up any equipment. The meeting facilitator must arrive at least 15 minutes prior to the meeting start time so Foundation staff may show them how to correctly operate any requested audiovisual equipment. Some equipment may need to be operated by Foundation staff. If the Foundation’s audiovisual equipment is unavailable at time of request, it is the meeting facilitator’s responsibility to secure the required audiovisual equipment.
Facility lobby
The Tucson Osteopathic Medical Foundation facility is primarily used for Foundation business. Please pay special consideration to the following:
- Meeting participants are asked to use Conference Center entrance only. Participants may use the Conference Center ’s north doors for access to the north and south meeting rooms. If only the south meeting room is used, participants should use the south entrance.
- Participants must keep all food and beverages in their meeting room and not use the lobby areas for food breaks or to hold group meetings.
- Please keep meeting room doors closed during meeting times. Keep in mind that other groups may be meeting in adjoining space.
- Meeting facilitators are asked to have all materials for the meetings prepared in advance as copying, faxing and office supplies are not available for general use.
Telephone calls
A telephone is located in the kitchen area. Press voice call then work area on the telephone to reach Foundation staff in the event you have questions or need help during your meeting. Telephones may also be used to make local, toll-free and calling card calls. No long distance calls can be made from these phones. An additional telephone is available for use in the Conference Center by request only.
Meeting room set-up
Meeting rooms will be set-up by the Foundation as requested by the meeting facilitator in the rental application. Tables and chairs must be returned to their original configuration after the meeting.
Any items brought in by the facilitator must be removed immediately after the meeting. Removal of rented items through the Foundation approved vendors will be arranged for by the Foundation.
Meeting facilitators and participants may not tack, pin or nail anything to the wall or door surfaces. You may use removable masking tape to secure materials to the whiteboards located in the meeting rooms. Whiteboards and flipcharts are also available for use.
Meeting room clean-up
Meeting facilitators must return the room to the original configuration. Place all trash in the provided receptacles and wipe whiteboards clean. Trash will be removed from the facility by the Foundation.
Any items brought in by the facilitator must be removed immediately after the meeting.
Insurance
The Tucson Osteopathic Medical Foundation will need an “Additionally Insured Endorsement” from the Organization’s insurance company prior to the meeting. This certificate must show Tucson Osteopathic Medical Foundation, 3182 N. Swan Road , Tucson , AZ 85712 as the additionally insured and must specify the date(s) and description of the meeting(s). The insurance must be with a minimum combined single limit of $1,000,000.00 US. The insurance company should mail this certificate directly to the Foundation. It may also be faxed to 520-299-4609, no later than 48 hours prior to the event.
Liability
Tucson Osteopathic Medical Foundation, its board, officers, staff, volunteers and contracted vendors are not liable for injury, disability or death, or theft or damage of property belonging to facility participants.
Indemnity
Facility participants shall indemnify Tucson Osteopathic Medical Foundation and hold Tucson Osteopathic Medical Foundation harmless from any and all claims, actions, suits, proceedings, cost, expenses, damages and liabilities and reasonable attorneys’ fees, excluding any of the foregoing arising from the sole negligence of Tucson Osteopathic Medical Foundation, in any way arising out of, connected with, or resulting from the use of the facility and the equipment. Each party agrees that it will give the other prompt notice of the assertion of any such claim or the institution of any such action, suit or proceeding. The indemnities contained herein shall survive the termination of these guidelines for use.
Emergency
In case of an emergency, Conference Center participants should first contact the appropriate authorities, as applicable, and then notify Tucson Osteopathic Medical Foundation staff. Facilitator shall be shown how to contact emergency personnel using the Foundation’s security system. In house telephones may be used to call the appropriate authorities also. Foundation staff will be on site and can be reached by pressing voice call then work area on the telephone.
Climate control
Each meeting room has a thermostat. Meeting facilitators may adjust temperature of the room during the meeting. Please use the up and down arrows on the thermostat to adjust room temperature.
Payments
The Organization must provide a deposit with the signing of the Conference Center Rental Agreement to reserve meeting room space. No reservation can be guaranteed without a deposit. All remaining rental fees must be paid by the day of the meeting. Payment can be made via Visa or MasterCard or via check made out to Tucson Osteopathic Medical Foundation.
Any fees associated with outside vendors brought on board by the Foundation must be arranged for by the day of the event.
Refunds
In case the Foundation, or any part thereof, is destroyed or damaged by fire or any other cause, or if any casualties or unforeseen occurrence renders fulfillment of the agreement by the Foundation impossible, the Foundation shall refund any deposits and/or rental fees. The meeting facilitator waives any claims for damage or compensation should the agreement be so terminated.
Refunds are at the sole discretion of the Foundation for any meeting cancelled by the meeting facilitator. No refunds may be provided for any materials rented or catering services contracted for if cancellation is received outside the accepted time table provided by the vendor.
All cancellations must be communicated to the Foundation no less than five (5) business days prior to the meeting.
Permits and licenses, copyright and trademark
The meeting facilitator shall obtain all permits and licenses required by Federal, State, City and County laws and the Usage Guidelines of the Foundation. The meeting facilitator shall accept total responsibility for the use of any composition, work, or other materials covered by copyright or trademark.
Compliance with laws
The meeting facilitator shall comply with all laws of the United States , the State of Arizona , Pima County , the City of Tucson and the Usage Guidelines of the Foundation.
Responsibility of user
Conference Center participants shall be held responsible for any theft, damage, or clutter made in the meeting rooms, kitchen, and adjoining hallways and restrooms. The renting organization shall be billed for any theft, damage or excessive clean-up. Failure to adhere to the rules outlined in this packet may result in the suspension of use privileges.
Signage and obstructions
Meeting facilitator may not put up signs inside or outside the facility without prior approval of the Foundation. The sidewalks, entry, passages, halls, restrooms and ways of access or any part thereof may not be obstructed, or caused to be obstructed by the meeting facilitator. Doors, windows may not be obstructed using anything but the facility provided blinds. Restrooms and kitchen may not be used for any purpose other than that for which they were constructed. Any damage, as determined by the Foundation, resulting from misuse shall be paid by the Organization.
Meeting facilitator and participants may not tack, pin or nail anything to the wall or door surfaces. You may use removable masking tape to secure materials to the whiteboards located in the meeting rooms. Whiteboards and flipcharts are also available for use.
Flammable materials
No flammable materials, such as tissue paper, may be used for decorations. All events or meetings shall comply with the Tucson Fire Code.
Alcohol use
The Foundation does not have a liquor license. Any meeting selling and serving alcohol shall research and apply for an event liquor license with the City of Tucson . Copies of the event liquor license must be clearly posted during your meeting. A copy of the license must be provided to the Foundation no less than 72 hours prior to your meeting.
Foundation staff may not accept, handle or store any alcohol for the meeting facilitator.
