Accessible Meeting Rooms

Request A Meeting Room at AWS Foundation

Our facility was built with universal design principles, with the idea that we can provide meeting space for all. We hope you find our rooms inclusive to all needs. Request one of our rooms for your next meeting using the form below. Once submitted, someone from our office will be in contact.

For questions, contact our Eric Garber at egarber@awsfoundation.org.

Help us give back!

We provide these rooms for free to support our community. Another way we like to support our community is by periodically filling the Community Food Pantries set up by Forward Indiana. We have set up a bin in our office to take donations for these pantries. If your group would like to help, bring us nonperishable food, hygiene items, formula, or winter supplies (hats, gloves, scarves, or hot hands).

Room Request Form

Organization Name(Required)

Mission Statement(Required)

Address(Required)

Street Address Address Line 2 City State ZIP / Postal Code

Phone

Website

Are you a 501c3 or government agency?(Required)

Yes

Name(Required)

First Last

Title

Phone (Please use cell phone)(Required)

Email(Required)

Meeting Information

Meeting Date(Required)

Setup Time(Required)

Meeting End Time(Required)

Purpose of Meeting(Required)

Number of Children(Required)

Number of Adults(Required)

Additional Dates if Needed

Use these spaces if you need more than one date

Meeting Date 2

Purpose of Meeting

Setup Time

Meeting End Time

Number of Adults

Number of Children

Meeting Date 3

Purpose of Meeting

Setup Time

Meeting End Time

Number of Adults

Number of Children

Room Needs

Please select all needs for meeting

Projector & Screen

Podium

Access to Sensory Room (1 person and 1 caregiver if needed)

Use of hearing FM system (for those deaf or hard of hearing)

Easel (must provide own paper pad)

White Board

Is there a cost to attend your meeting/event?(Required)

Yes

If yes, please indicate what is covered under that fee:

Will the meeting be catered?

Yes

Who is catering and what sort of food and drink will be served?

Please list any other special needs requests:

Consent(Required)

I agree to the Meeting Room Policy.

AWS FOUNDATION MEETING ROOM POLICY

AWS's Foundation building is an inclusive and accessible space for our community. The public-use meeting rooms serve as a community resource for groups to come together and meet, without barriers for anyone. We are pleased that you would like to use our facility. To maintain the facility’s beautiful nature and make it available to as many groups as possible, the AWSF Board of Directors has established the following guidelines:

1. General Information. Permission to use the AWSF community room is not an endorsement of the user by AWS Foundation. Publicity for a meeting that is not sponsored or co-sponsored by AWSF must not be worded in a manner which states or implies AWS Foundation sponsorship. Organizations may use the street address of AWSF as the meeting location in publicity materials. A line stating “…held at AWS Foundation” is allowed on printed materials. However, the name, address, or telephone number of AWSF must not be used as the official address, headquarters of the organization, and contact for the event.

AWSF's logo must not be used in publicity materials unless it is a partnered event and approved by AWSF staff.

2. Priority for Use of Community Rooms. AWS Foundation meetings have the highest priority for community room use. Other organizations may use community rooms when available, and the activities of the organizations do not conflict with other activities planned by AWSF. The use of rooms will be prioritized for local non-profits or government agencies. Private parties, religious services, sales solicitations, etc. are not permitted. In addition, the grounds of AWSF cannot be used for events where the primary purpose is fundraising (i.e., car washes, rummage sales, galas, silent auctions, gambling events, etc.). AWS Foundation reserves the right to deny community room use to any organization based on the priorities of AWSF and reserves the right to amend this policy as it sees fit. In the case of multiple requests on the same day, priority will be given to those organizations whose mission aligns to that of AWS Foundation.

3. Availability of Community Rooms. The community rooms are available to local nonprofit organizations without charge. Meetings must not incur costs and liability to AWS Foundation (i.e., long- distance phone charges, etc.). NOTE: If a meeting begins before 7:30 a.m. or after 5 p.m., you may be given a code and instructions on entering/leaving the building. Please contact Lindsey Keller at lkeller@awsfoundation.org if you have any questions about this policy or the use of community rooms.

Reservations for the community rooms are made with the following guidelines:

• The community room is available on a first-come, first-served basis.
• Reservations made less than one month before meeting date may not be accepted.
• Reservations must be made with the AWSF Office Coordinator or his/her designee.
• Room cancellation is required no less than five working days before the meeting date.

Failure to notify the Office Coordinator or his/her designee may prevent the organization from future use. AWSF reserves the right to withdraw its offer of community room usage should an internal need supersede it.

The community room is beyond ADA accessible, with wide doorways, varied seating for different needs, and access to a sensory room and fidget items. Accessible restrooms are available, as well as a family restroom including an adult-sized changing table.

4. Parking. AWS Foundation has ample parking, including the needs of accessible vans. In addition, the canopy over the entrance is tall enough to facilitate drop-off from most vehicles, including a bus.

5. Specific Guidelines on the Use of the Meeting Rooms.

a. AWSF will not provide faxing or secretarial services. Copying may be available with prior permission.

b. No alcoholic beverages may be served in the facility unless served by a licensed server/caterer.

c. The building and grounds of AWSF are designated as smoke-free and tobacco free environments.

d. Tables and chairs in the community room may be moved but need to be returned to original positions.

e. Dispose of all trash items in trash containers provided in your meeting room. (AWS Foundation cleaning crew will empty trash containers in the evening.)

f. After all events, the community room and furniture must be left in found condition. The following items must be clean and free of any items that were brought in for the meeting:
i. Tables
ii. Chairs
iii. Counter tops
iv. Sink
v. Refrigerator
vi. Floor

g. The following items are not permitted in AWSF rooms or on the property:
i. Scotch tape on the walls or doors (“wall saver” tape is allowed).
ii. Open flames, smoke machines, hanging lights, glitter, balloons, confetti, sparklers, and live animals. Service animals are permitted.

h. Decorations can only be added with the permission of AWSF designate.

i. Organizations will be billed for any damages caused to the facility, grounds or equipment, or any missing items from the meeting room or sensory room.

j. Deliveries for events must be made only on the day of the event and a member of the organization hosting the meeting must be present to accept the delivery – AWSF staff will NOT accept any deliveries for the meeting. Organizations are held responsible for any vendors they employ for an event.

k. Noise and activity levels should be controlled and not interfere with AWSF business operations. (Doors to your meeting room need to be closed before the start of your meeting.)

l. Meeting attendees should remain in the meeting space. For security reasons, attendees should not walk through AWSF office space.

m. Children must always be under the care and supervision of adults.

n. AWS Foundation recycles, so please follow the recycling guidelines by the bins.

Following the use of the large meeting room (Dart Room), the organization must return the room to its original state and complete the “Final Inspection Check List”, which will be reviewed by the Office Coordinator or his/her designee after the meeting has ended.

Failure to do so may prevent the organization from future use.

6. Available Items for Use in the Dart Room (Capacity: 56):
• Refrigerator
• 56 chairs
• 30 tables (6’ x 2’)
• Projector & Screen
• Wireless network connection
• Podium
• Computer compatible with an integrated system for projection and surround sound.

Following the use of the board room (Lois Curtis Room), the organization must return the room to its original state and complete the “Final Inspection Check List”, which will be reviewed by the Office Coordinator or his/her designee after the meeting has ended.

Failure to do so may prevent the organization from future use.

7. Available Items for Use in the Lois Curtis Room (Capacity: 20):
• Refrigerator
• 20 chairs
• 1 large table
• Projector & Screen
• Wireless network connection
• Telephone (local or toll-free calls only)
• Podium
• Conference Call capability

The sensory room is available to those using the meeting room. Those using the room are expected to leave it as it was before use. This room is also reviewed by the Office Coordinator or his/her designee after the meeting has ended.

March 22, 2022

Consent(Required)

Waiver of Liability/Conference & Community Room Agreement

WAIVER OF LIABILITY & CONFERENCE & COMMUNITY ROOM AGREEMENT

This Agreement is between AWS Foundation (User/Renter) as follows: Owner hereby furnishes to User/Renter for use of Conference & Community Room located in Owner's building at 2353 West Jefferson Blvd. Fort Wayne, IN 46804. "Use" includes access to and use of rest room facilities, lobby area, entrances, parking lot, Conference & Community Room furniture, kitchenette and electronic equipment. Renter's use of the property is limited to the following purpose:

1. User/Renter shall return the used property in substantially the same condition and shall be liable for any damages caused by the Renter's use of the premises.

2. User/Renter shall be liable to pay the Owner a damage/security deposit up front at the Owner's discretion, or in lieu of collecting a damage/security deposit up front, the User/Renter agrees to be billed for any damages, repairs, supplies, cleaning, etc.

3. Any damage/security deposit that is required shall be returned to User/Renter no later than five (5) business days from the date User/Renter's use of the property terminates, provided there is no liability for damages, repairs, supplies, cleaning, etc.

4. Renter shall pay the sum as required for the use of the property, said sum to be payable prior to the execution of this Waiver of Liability & Conference & Community Room Agreement.

5. A User/Renter shall be allowed to use this property for any lawful non-residential purpose and owner shall not interfere with such use of the property by Renter.

6. Owner shall not be liable for any damage or injury to any person or property occurring during User/Renter's use of the property and User/Renter agrees to hold Owner harmless from any liability therefrom.

7. User/Renter shall be responsible for general cleaning and removal of any personal property, trash, litter, etc. generated during User/Renter's use of the property at the time User/Renter vacates the premises.

8. Once signed by both parties, this Waiver of Liability & Conference & Community Room Agreement shall remain in effect until such time that either of the parties notifies the other party in writing that the Waiver of Liability & Conference & Community Room Agreement is terminated, suspended, etc.

Request A Meeting Room at AWS Foundation

Help us give back!

Room Request Form

Meeting Information

Additional Dates if Needed

Room Needs

What Can We Help You Find?