Meeting Room Reservations at VASC
Meeting rooms, including the Multipurpose Room, at VASC are available for non-county entities to use following the VASC facility use reservation procedure outline below. County departments seeking to reserve a meeting room at VASC should email VASC staff at [email protected].
Reservation Procedure
I. Requirements
All entities using County facilities must disclose all activities planned to occur during scheduled meetings or events. Admission may not be charged and funds may not be raised at meetings and events held in County facilities. Non-county entities must complete a Short-term Space License Agreement for facilities use.
Non-government entities using County facilities must provide, in advance, evidence of insurance and must agree to indemnify, defend, and hold the County harmless for claims or loss arising out of facility usage.
II. Priorities
The priority for use of the VASC facility is as follows:
1. Meeting of the Board of Supervisors.
2. Meeting of Board Committee
3. Meeting held and attended by individual Board member for the purpose of conducting County business.
4. County boards and commissions.
5. County Departments/Agencies.
6. Federal, State and local governments.
7. Non-government entities
The County’s need to use its facilities during declared states of emergency, for emergency response, or under unusual security conditions, such as a change in the Homeland Security Threat condition, will take precedence over all of the categories listed above.
III. Cancellation by the County
Authorization to use a County facility may be cancelled if the space is needed for County business and no other appropriate space is available. The County will make all efforts to find replacement space, and, when possible, 24-hour notice will be given. However, there may be occasions when this is not possible. Emergency situations such as those described in the preceding paragraph could lead to cancellation with no advance notice.
IV. Hours/Days Authorized for Facility Use
The following facilities space is available for reservation, subject to availability.
- Meeting Room 1 and 2, 1st Floor (Max Occupancy 40)
- Meeting Room 3, 3rd Floor (Max Occupancy 10)
- Meeting Room 4, 3rd Floor (Max Occupancy 30)
- Meeting Room 5, 3rd Floor (Max Occupancy 20)
- Multipurpose Room, 1st Floor (Max Occupancy 90)
Meeting rooms may be reserved up to ten times a year. The Multipurpose Room may be reserved once a year. If a reservation outside of these parameters is needed, please contact us at [email protected].
V. Submission, Review and Approval Process
Online reservation request form must be submitted at least thirty (30) days in advance of the meeting or event to allow time for processing the request and verifying insurance requirements. Meeting rooms may only be reserved up to 6 months in advance. Once a meeting request is approved, Short-term Space License Agreement and certificate of insurance must be submitted within ten business days.