Use of Mercer Regional Chamber of Commerce Conference Room
The Chamber Conference Room exists to provide resources and services to our Chamber members. The Chamber has invested in this conference room in order to provide the latest technology to meet our members’ needs.
Our conference room is located in the front entrance area of our facility. It is separated from our Chamber work area and provides a wonderful setting for meetings and gatherings. The room boasts the latest in technology with a high-output video projector with computer, DVD and VHS projection provide the perfect amenities for a successful meeting. The conference room seats approximately 40 for classroom seating or
25-30 for conference style, with additional room around the perimeter. There is a side bar for coffee/sandwich service, and the Chamber’s kitchen is directly across from the conference room for additional catering needs. Restroom facilities are located immediately adjacent to the conference room.
Chamber sponsored events
The Chamber will host events for the benefit of our members. We will invite members to provide seminars and presentations on timely and relevant business issues. These events will be scheduled based upon availability and a nominal fee will be charged to attendees. Chamber sponsored events will be publicized along with all Chamber events on a regular basis. Members interested in speaking at seminars are invited to call
the Chamber and post their topic online at our Speakers Bureau page.
Conference room rental
The Chamber is excited to offer our state of the art conference room for rental. It is necessary to charge a fee for use of the room to ensure that the Chamber can maintain the overhead costs for the room without negatively impacting on the services that we deliver to our members. Introductory rates are as follows and are subject to change:
Non fee generating events (this is an event that will not require a charge for admittance):
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Up to ½ day
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Up to full day
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Member
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$100.00
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$200.00
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Non member
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$150.00
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$250.00
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*** Please note that there is an additional charge of $25.00 if a meeting will run beyond
4:30 pm
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Fee generating events: in the event you are hosting an event that you plan to charge an attendance fee for, the rental fee will be either 10% of the attendance fee times the number of attendees or the base rate indicated above in the event the percentage is less than the base rate.
Example: Presenter charges $25.00 per person and expects 30 people. The fee will be $75.00. ($2.50 X 30) However, if only 15 people attend, the percentage would only be $37.50 ($2.50 x 15) and thus the $50.00 base rate above would be applied.
Room rental fees must be paid in advance or access to the room will be denied.
Food and beverages:
Anyone renting the room for any purpose will be responsible for their own catering. The Chamber has a list of catering facilities in the area that they can provide you upon request. However, the renter must make all accommodations for food and beverages including set up and clean up. A $50.00 fee will be charged in the event the room is not returned to its original state following a meeting.
Alcohol may only be served with prior permission from the Chamber and proof of the Lessee’s license to serve alcohol or that they have acquired a special permit to serve alcohol.
Technology:
The room is equipped with the following technology:
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Ultra bright 3000 ANSI lumens ceiling-mounted video projector
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DVD and VHS video playback
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Computer projection - up to 1600 x 1200 resolution (Mini D-sub 15 pin connection to your computer)
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Stereo program audio
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100" Electric Screen
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Wireless Internet access (802.11g)
*** Please provide us with a list of your technology needs when you book the conference room. Please note that some technology items require setup and/or hardware compatibility with our conference room system, and may require configuration time in advance. You must provide your own computer or laptop for Powerpoint/computer presentations. Restrictions to accessing our wireless Internet connection may apply. The Chamber
staff is trained on the basic use of all of the technology which is built into the room, and can be available to help you with your technical needs before your event. The Chamber does not have an IT/computer person on staff.
Other provisions:
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Smoking is not permitted anywhere in the Chamber building.
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The individual/company renting the room is responsible for setting up the room and moving tables according to their needs. Tables are always set up as a square. At the end of the meeting, the renter must put the room back to its original square set-up.
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The Chamber reserves the right to cancel an event upon 72 hours notice.
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Room cancellations made with less than 72 hours advance notice will be subject to a 50% fee.
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Tape may not be affixed to the Chamber walls or pictures in the conference room. Sticky-back note paper (Post-It) is acceptable on walls but not on artwork.
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The individual making the meeting room reservation is responsible for ensuring that use of the room is in accordance with this policy. Failure to comply with this policy will result in loss of permission to use the room.
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The Chamber is not responsible for security or storage of property owned by groups using the Conference Room, nor is it responsible for damage or loss of others' property.
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The individual/company renting the room will be responsible for reimbursing the Chamber for damage to the room. A fee will be charged if cleaning is required beyond the normal.
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Applicant will release, indemnify, defend, and hold harmless the Chamber, their officers, directors and staff and agents from and against all judgments, damages, penalties, losses, costs, claims, expenses, suits, demands, debts, actions and/or causes of action of any type or nature whatsoever, including actual and reasonable attorney's fees, which may be sustained or to which they may be exposed, directly or indirectly, by reason of personal injury, death, property
damage, or other liability, alleged or proven, resulting from or arising out of the performance of applicant, its employees, agent or assigns. Chamber does not waive, and specifically reserves, its right to assert any and all affirmative defenses and limitations of liability as allowed by law.
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The applicant shall be liable for all damages to the conference/meeting room or its contents. A security deposit may be required at the discretion of the Chamber.
(609)689-9960 x10
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