Fee and Facilitating Conference Rooms Space
Ask-NCN Conversation 10.10.17
Debbie Shoemaker, Community Foundation of Southern Arizona
I am helping an organization that is developing a new nonprofit community center. They are currently Developing their business model and are looking for any input on facilitating the conference room space? Is there any charge for tenants or co-working members? What fees are you charging? What would be the fee for outside users? Do you have individual fees for conference room AV equipment etc.? How do you handle after hour events. Does your Onside Manager help with after hour events? I would appreciate any input on this subject. Thank you
Shelby Bradbury, Nonprofit Innovation Center
At the NIC we only charge for after-hours usage, anything on the weekends or after 5 pm on weekdays. It’s a $50/hour charge. We only allow tenants to use the common space at NIC. We have a conference center next door for nonprofits in our community, free of charge. We provide A/V equipment to our two large meeting rooms.
Charlene Altenhain, Glasser Schoenbaum Human Services Center
Free conference space is a benefit extended to our tenant nonprofits. They can use the space any time and they are responsible for set up, clean up, and if used after hours, they are responsible for securing the building. We also provide A/V at no charge. Community partner nonprofits can use the space during the day, but they have to be sponsored by a tenant to use the space after hours. Then the tenant is responsible for securing the building. Our staff handles scheduling and making sure the rooms are clean and ready to be used.
Sarah Reidy-Jones, Children and Family Services Center, Inc.
We offer unlimited conference room usage for our partner tenants (10 year lease). We have 10 conference rooms that seat from 6-100. Non-partner tenants get 5 free hours of usage and a nominal fee ($15/$25/$50/$100 an hour depending on size of room).
Due to the popularity of these rooms, we limit outside usage to groups that are specifically working with our partner tenants. We do require off-hours security guards (approximately $25/hour) if outside our normal security guard staffing. We have an IT staff that assists with A/V equipment but no off-hours manager. We provide spider phones, projectors and microphones/speakers at no cost but on a first-come, first-serve basis. We use Outlook Calendars to book our meeting room spaces.
Shelby Fox, Knight Nonprofit Center
We consider meeting and banquet room space a tenant benefit so we do not charge tenants but do charge anyone else that is not a tenant including nonprofits and for profits. There isn’t really a restriction on tenants except there is a limited amount of times the banquet room can be used by the smaller tenants to keep people from renting the smallest suite and monopolizing the meeting rooms so just a fairness check on size but never had an issue with it to date. After hours is different I even charge tenants for afterhours especially weekends. I determine what is “after hours” by if I have to extend when the air is on, have housekeeping make an additional trip or extend security. Tenants can NOT sponsor non tenants if a non-tenant goes through a tenant to make a meeting reservation so they don’t have to pay I charge it back to the tenant. Partnership meetings are of course allowed but if the tenant is not really part of the meeting they can’t sponsor by giving away space. We found that some of our meeting rooms were not being utilized as much as they could be so when we started charging outside groups it really helped utilize the center, spread the word about the center because it was good marketing having outside groups come in, and was a nice revenue stream that allowed us to add extra benefits for the tenants.
Kim Jones, Nonprofit Village
At the Nonprofit Village, we also do not charge current members for use of meeting space. However, we have started to put a limit on the number of hours based on whether the organization is virtual or full service. They all book their own time online, and at the end of each month we draw the results of the number of hours used. Then we severely punish and publicly humiliate those that go over the limit (just kidding). We charge them back for the extra hours used. It seemed to get everyone in control because we haven’t charged in months.
Nonmember organizations are charged $25/hour, lower than the rate for most county space. Evening and weekend rates are higher. Members cannot sponsor nonmembers unless the member is a part of the meeting. All equipment is included in the room usage (phone line, speaker pod, TV with HDMI cable, screen and projector. No laptop is included though. Free wifi is available. We do not offer assistance, except to answer setup questions, even for nonmember groups. Hope this helps. Feel free to contact offline if necessary.