MOBILE CHAMBER MEETING ROOM REQUEST FORM

Company Name

This is a required response.  Checked box=yes.  Unchecked box=no.

Examples include board meeting, business meeting, luncheon, workshop, training, reception.

Please include AM or PM.    Set-up time for meeting during standard business hours is included in the four-hour increments.

Please include AM or PM.

If you are using Chamber AV equipment, we ask that you come to the Chamber prior to your meeting and do a test of our equipment or forward your presentation via email to Alicia Spizzirri for a trial run prior to your scheduled meeting.  

This is a required response.  Checked box=yes.  Unchecked box=no.

Please click here for a list of member caterers and provide vendor name, address, phone number. 

This is a required response.  Checked box=yes.  Unchecked box=no.

Proof of insurance is required including insurance vendor, address, and phone number.  Please see agreement below for more information.  

If you are selecting the Tricentennial Room or Guthans Room on the first floor and are serving food, you will automatically have access to the Atrium to serve the food.

Please review the Room Capacity Chart before choosing your setup.  Tricentennial Room has multiple setup choices with tables and chairs.  Atrium under skylight is more for lecture with Theater or Reception style setup.   

If additional tables are needed, please select all that apply from the Chamber rental list below.  Linens are included.

Please click on the dropdown arrow for podium and/or microphone, if needed.

Please Read Carefully

This Agreement is entered into with the Mobile Area Chamber of Commerce Foundation, Inc. (Chamber) and the name of the organization (Organization) indicated in this form on the date this form is submitted.  

Payment Terms

•    Room rental payment must be made in advance to hold the reservation.

•    It is further agreed that should the Organization cancel less than two weeks before the event, no rental fee refund shall be made.  The Organization may schedule another event for the same fee at an agreed-upon date. In the event of any default, non-performance, or breach of provisions of this Agreement by the Chamber, the liability of the Chamber is limited to the return of the fee(s) actually paid by the Organization.

•    No admission charge will be allowed, except to cover direct costs of the meeting; no sales will be allowed.

Approved Usage of Chamber Building

•    Reservations for use of the Chamber building are nontransferable. 

•    Corporate, non-profit, and civic clubs are scheduled on a space-available basis.

•    The meeting rooms during office hours M-F (8a-5p) are for business meetings only.  No personal or social gatherings will be permitted.  No political meetings/campaigns or religious ceremonies may be held at the Chamber.

•    Availability and use of the Chamber building are subject to current exhibitions or the pending exhibition schedule.

•    The Chamber building cannot be used for “parties” (determined at the discretion of the Chamber Staff).

•    The Chamber building is a place of business.  Loud music/noise or other activities that disrupt business operations are not allowed.   Non-compliance could result in an inability to rent the facility in the future.  

•    City, state, and federal codes, including safety and fire regulations, will be strictly enforced by the Chamber security staff.

•    Food/beverage setups will be restricted to areas specifically designated by the Chamber.

•    The Chamber assumes no responsibility for guests’ automobiles or personal property whether remaining in the automobile or left/checked in the building.  The Organization/person assumes all responsibility for any goods or materials that it may place in the building before, during, or after the event.

Not Permitted in the Chamber Building

•    No smoking is allowed inside the Chamber building.

•    No materials may be affixed or stuck to any walls or floors in the facility for any reason.

•    No glitter, confetti, or other similar items are allowed as these are difficult to clean out of the carpet and floors. 

•    No items that may cause damage to the facility.   If in doubt, ask a Chamber staff prior to use.

•    Breaking these conditions will result in an inability to rent the facility in the future and a potential cleaning fee.  

Food and Beverages

•    The Chamber does not provide any food or beverages (except coffee and water) for the event.

•    Room renters are welcome to Chamber regular and decaf coffee.  We will provide coffee cups, creamer, and sugar.

•    The Organization must provide its own consumable paper/plastic products, condiments, and serving equipment for food.

•    Food/beverage setups will be restricted to areas specifically designated by the Chamber.  

•    If alcohol is served, it is agreed that no minors or intoxicated person(s) will be served. 

Food Service or Catering

•    If serving food at the Chamber building, you are requested to use a Chamber member for pickup, delivery, or on-site catering.   For a current list, check our Chamber website for our online directory of members at www.mobilechamber.com.    

Facility Cleanup

•    The Organization must remove all items (including food and beverages) brought into the facility.

•    Removal of tents or other rental products have a 24-hour timeline from the time the event ends.  

•    All trash must be collected in the large trash can designated for your event.  Chamber staff will remove trash from the building.

AV Equipment Usage

•    We ask that you schedule an advance practice run on our AV equipment 24 hours prior to the event to ensure that all components work properly or forward your presentation via email to aspizzirri@mobilechamber.com for a trial run.  

•    If you have sensitive material and don't want to email, you can bring your material on a flash drive.   

Proof of Insurance

•    If alcohol is served, the Organization further agrees to furnish the Chamber a Certificate of Insurance, at least three business days in advance of the event, showing evidence of having the following insurance on the date(s) of rental:  

Comprehensive general liability insurance with limits of liability of not less than $1,000,000.00 for  all  injuries and/or deaths resulting from any one occurrence.  The policy must name Chamber, directors, officers, agents, representatives, employees, and volunteers as additional insured, at no cost to the Chamber.

Emergency

•    In case of medical or another emergency, please call 911.

•    A defibrillator is located in the hallway by the exit stairway on the 2nd floor.

Indemnification

•    The Organization shall protect, indemnify, defend and hold harmless the Mobile Area Chamber of Commerce Foundation, Inc. and Mobile Area Chamber of Commerce, their directors, officers, agents, representatives, employees, volunteers, successors and assigns from and against all claims, demands, causes of action and damages whatsoever, including attorneys’ fees and all related costs and expense of litigation and arbitration, relating to any accident, incident or occurrence, arising out of, incidental to or in any way resulting from or related to any and all uses of the Chamber premises by the Organization, including travel to and from the Chamber premises, or involving any improvements thereon by the Organization, or by any person on the Chamber premises related to the Organization, regardless of whether same may result from the negligence of the Mobile Area Chamber of Commerce Foundation, Inc. and Mobile Area Chamber of Commerce, or their directors, officers, agents, representatives, employees, and volunteers.

Force Majeure

•    Neither party will be liable for inadequate performance to the extent caused by a condition (for example, natural disaster, act of war or terrorism, riot, labor condition, governmental action, and Internet disturbance) that was beyond the party’s reasonable control.

Chamber Acceptance

This Agreement will be accepted by the Chamber once the Chamber receives a signed copy of this Agreement from the Organization and the room rental payment from the Organization.  To hold your reservation, payment must be made upon receipt of the Chamber invoice for the event.  You may mail a check or pay by credit card at the address/link indicated on your invoice.   

Organization Acceptance

This Agreement is nontransferable and is governed by the laws of the State of Alabama.  By signing below, I, the representative of the Organization renting a meeting room from the Chamber, am stating that I have read and agree to the terms and guidelines set forth in this document by the Mobile Area Chamber of Commerce Foundation, Inc. (Chamber) located at 451 Government St., Mobile, Alabama 36602 as stated above.  I understand and acknowledge that, as the renter of the facility, I am responsible for ensuring that anyone, including employees, guests, or any other individual who will attend or view the contemplated activities at the Chamber will comply with the aforementioned requirements. The Organization does hereby agree that all proper safeguards for the prevention of accidents or injury to person/property shall be taken and that all applicable laws and regulations will be complied with.  The Organization agrees to comply with all risk management, safety, and health recommendations made by the Chamber.  The Organization is fully responsible for any damages to the Chamber premises caused by itself, its agents, or its guests and for any loss or damage to Chamber equipment or property. The Organization agrees to pay the Chamber for any such loss or damage.  The Organization assumes liability, including cost of defense and attorney's fees, for all bodily injury, personal injury or property damage that may occur on the premises as a result of the Organization's activities.

By typing my full name as the representative of the Organization, I understand and agree that this form of electronic signature has the same legal force and effect as a manual signature.