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Vermillion Fire EMS Department Training Room Use Application

  2. Vermillion Fire EMS Department Training Room Use Policy (Application Follows)

    PURPOSE
    The purpose of this policy is to outline the circumstances under which groups or organizations may use the City of Vermillion Fire EMS Department training room and to provide guidance for scheduling and coordinating the use of the training room. Further, it is the intent of this policy to specifically limit the use of the Vermillion Fire EMS training room as a general public forum in order to insure that the room remains easily accessible to residents doing business with the City and to give priority for use of the meeting room to City Departments and other groups and organizations which are directly sponsored by the City or to which the City partners with. 

    POLICY
    The Vermillion Fire EMS Department offers a training room for use by community organizations, clubs, and public and private boards that wish to conduct meetings, conferences, or training sessions. 

    • The room is available for groups of 50 or less. The room contains 22 tables (23.5”x 59.5”), chairs, coffee maker, sink, a white board, projector, 2 television screens, audio system, computer, and podium. 

    First priority for use of the room will at all times be given to the Fire EMS Department and the City of Vermillion. After those needs are met, the rooms may be reserved on a first-come-first-served basis including institutions, groups, organizations and corporations. All events are subject to mandatory rescheduling should the room be needed for the Fire EMS Department or City use, regardless of how long a room has been reserved.
     
    The room application below must be completed and submitted to the Vermillion Fire EMS Department at least one week prior to the scheduled event.

    EXCLUSIONS

    The training room is designated for meetings and conferences. To that end, the rooms may not be used for the following activities:

    • Crafts, painting, stamping, scrap-booking, quilting or similar activities
    • The sale, display or solicitation of products or services 
    • Wedding and anniversary receptions
    • Graduation parties 
    • Birthday parties
    • Banquets
    • Other events deemed inappropriate by the Fire Chief or City Manager 

    USE OF ROOM

    The training room is available from 8:00 AM to 9:00 PM. The room has a four-hour time limit. Weekend use is permitted but will be considered on a case-by-case basis. If the function is to be held at a time other than during normal business hours (Monday through Friday 8:00 – 5:00) please arrange for the front door to be unlocked during use. 

    The rooms are self-service—that is, users are responsible for setting up the room and returning the room to its original appearance. Anyone using the room will be held responsible for any and all damages caused to the premises beyond normal wear and tear. The training room should be left in the same condition as it was found. With that in mind, the following rules apply to all groups wishing to use the training room:

    • The use and possession of tobacco, alcohol, and other drugs is prohibited on Vermillion Fire EMS Department property.
    • Respect for equipment and the facility is expected at all times. If damage occurs, please report it to the Fire Chief or the Administrative Assistant immediately. 
    • Individuals and groups using audiovisual equipment are held liable for the equipment and will be charged for necessary repairs should anything be damaged during the event. 
    • Keep noise to a minimum during regular business hours. Close the meeting room door if necessary. 
    • Avoid gathering in the main lobby during regular business hours.
    • Use only the room that has been reserved. Except for restrooms, do not enter other areas of the station. 
    • Groups with children must be adequately supervised by an adult(s) at all times. 
    • Clean up is the responsibility of the user. The training room (bathrooms, any other areas used) should look as good as, or better than it looked prior to the event. All trash should be deposited in the appropriate trash receptacles.
    • Bathrooms shall be kept tidy. Notify the Administrative Assistant if supplies need to be replenished (paper towels, soap, and toilet paper). 
    • All tables and chairs must be returned to their original arrangement.
    • Coffeepot must be emptied, cleaned, and turned off.
    • Microphones, projector, and sound system must be turned off.
    • All lights must be turned off when leaving.
    • All windows must be closed.
    • Front door to the station must be closed and locked before leaving.
    • Any group that abuses these rules may be asked by the Vermillion Fire EMS Department to find a different meeting location.

    PERSONAL PROPERTY

    Any personal or group equipment, supplies, or materials left in the facility will be the responsibility of the group reserving the room. The Fire EMS Department and the City assume no responsibility for any loss or damage to personal property. 

    CONTACT PERSON

    Each group must designate a contact person at the time of the reservation that will be responsible for the use of the room. The contact person must be present throughout the use of the room and will be the only person authorized to make changes in the arrangements, unless otherwise agreed. 

    PUBLICIZING THE EVENT

    Use of the facility does not constitute co-sponsorship of your event by the City or Fire EMS Department. The City or Fire EMS Department does not publicize non-government related events. Signs and posters advertising events are prohibited; however, directional signs showing people where to go are allowed. 

    PARKING 

    All parking is limited to the west parking lot adjacent to the building or on Duke Street where parking is permitted. Vehicles should never be parked in the south parking lot or in front of the bay doors of the station. 

    INSURANCE

    To the full extent permitted by law, the applicant hereby agrees to save and indemnify and keep harmless the City of Vermillion, its officers, agents and employees against all liability, claims, judgments or demands or damages to persons or property brought by the said agents, employees and attendees of said applicant for any alleged negligence or condition, caused or created, in whole or in part, by the City of Vermillion or the applicant; and the said applicant will defend any and all suits which may be brought against the City of Vermillion in connection therewith and will make good to, and reimburse the City of Vermillion for any expenditures, including reasonable attorneys’ fees, which said City of Vermillion may make by reason of such accidents or incidents. 


    Responsibility for Review
    The Vermillion Fire EMS Department shall periodically review this Policy and, when necessary, recommend changes or revisions as necessary.
     
     Thank you for your cooperation.


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  19. Technology Needed*

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  23. Electronic Signature Agreement*

    By checking the "I agree" box and signing below, you agree that you have read and fully subscribe to the terms of the Vermillion Fire EMS Training Room Policy. 

    By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.

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