Reserving Conference Rooms - Facility Use Policy

Non-profit organizations whose primary purpose is to benefit the local community through environmental, educational, social, or community service activities may apply to use SCAQMD facilities.  Please see SCAQMD’s facility use policy below for our guidelines and rules relating to facility use.  To request use of the facility, a completed application must be mailed or faxed and accompanied by the appropriate proof of insurance as outlined in the guidelines. 

General Guidelines
Description of Facilities
Use of Facilities
Prohibited Uses
Housekeeping Rules
Applications and Approvals

I     GENERAL GUIDELINES 

SCAQMD’s facility is primarily for conducting its own business of cleaning the air and for serving the communities entrusted to its care.  However, non-profit organizations and groups whose primary purpose is to benefit the local community by furthering environmental, educational, social or community service interests may be granted the privilege of using the facility, as long as the use is not inconsistent with SCAQMD purposes and does not interfere with the regular conduct of business.

FACILITY - For purposes of this policy, and with respect to indemnification, the term "facility" means any part of SCAQMD’s Diamond Bar headquarters site, and includes, but is not limited to, whether or not being used by the facility user, each conference room, the auditorium and the cafeteria, described below, as well as the library, areas restricted to SCAQMD employees or building tenants, leased areas open to the public, fitness center, childcare center, building lobby area, auditorium lobby, grounds,  walkways, courtyard, patio, parking lot, and restrooms.

Requests to use SCAQMD facilities must be made to the SCAQMD’s Business Services Manager on SCAQMD’s form (accessible below).  Approval will be on a first-come, first-served basis, as long as all requirements have been met.  For competing requests, priority will be given in the following order: SCAQMD Governing Board, SCAQMD staff, building tenants, public use related to cleaning the air, and other qualified non-profit uses.

All organizations and groups using SCAQMD facilities are required to comply with applicable state, city and local ordinances relating to businesses and charitable organizations.

Organizations interested in using SCAQMD facilities will need to furnish the following:

Liability Insurance - Facility user shall be required to furnish SCAQMD evidence of general liability insurance with a minimum limit of One Million Dollars ($1,000,000), per occurrence, and have SCAQMD named as an additional insured on any such liability policy.

Workers’ Compensation Insurance – For facility user with employees, workers’ compensation insurance shall be required which meets all statutory requirements of the Labor Code of the State of California, and which specifically covers all employees providing services on behalf of facility user and all risks to such persons under this application.

Indemnification - Facility user shall agree to and shall indemnify, defend and hold harmless SCAQMD, its agents, officers, officials, employees, representatives, and successors-in-interest against any legal proceeding in law or equity, and further, shall indemnify, defend and hold harmless SCAQMD and its agents, officers, officials, employees, representatives, and successors-in-interest from and against any and all claims, liability, demands, suit, judgments, expenses, costs, and other legal expenses of every kind to which SCAQMD may be subject by reason of any act or omission, whether intentional or negligent, or from strict liability, by SCAQMD and its agents, officers, officials, employees, representatives, and successors-in-interest; by the facility user, its agents, officers, officials, employees, representatives, and successors-in-interest; or by any participant, invitee, attendee, sponsor, or any third person who is or is not an invitee, attendee, or sponsor; and arising from or related to any meeting or event held by the facility user at or within SCAQMD’s facility (as defined herein).

Certificates of insurance should be sent with the application.  Organizations that use the facility more than once do not need to submit a new certificate each time as long as the policy on file is valid at the time each request is made and the facility is used. 
 
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II    DESCRIPTION OF FACILITIES

Room Location

Square Footage

Maximum Capacity

Auditorium 5,950 300
Cafeteria* 13,319 300
Auditorium Lobby 1,024 ---
CC 2 738 50
CC 3 & 5 486 30
CC 6 1,098 86
CC 7 420 18
GB* 3,192 200
Parking lot* --- ---

*limited availability

Room Descriptions

Auditorium - The auditorium is equipped with 26 permanent microphones and 3 wireless microphones, a 35 mm slide projector, VHS videotape recorder, audio tape recorders, 2 document video cameras, and a projection screen.  The room also has 5 cameras with programmed settings that are sound activated through the permanent microphones positioned in various locations in the auditorium.  Unless microphones are the only equipment required, SCAQMD’s audiovisual technician must be present to operate equipment for the duration of the meeting.  To discuss equipment needs and staff availability, contact the audiovisual technician at 909-396-2023.  Use of audiovisual technician services during non-business hours will require reimbursement to SCAQMD of overtime costs.

Cafeteria - Cafeteria seating consists of stationary booths and a variety of tables with chairs.  Tables and chairs may be reconfigured upon approval of the cafeteria manager.  Reservation of the cafeteria is limited to users requiring cafeteria services and must be made through the cafeteria manager, who can be reached at 909-396-2019.

CC 2 - This conference room has a large oval-shaped table seating approximately 16-20 that cannot be removed or reconfigured.  Another 30 people can be accommodated in chairs placed along the room’s perimeter walls.  This room has an automatic projection screen. 

CC 3 & 5 - This conference room has a large rectangular table, seating approximately 20 people, which cannot be removed or reconfigured. Another 10 people can be accommodated in chairs placed along the room's perimeter walls.  The room has an automatic projection screen.

CC 6 - This lecture hall-style room, with a capacity of approximately 86, has tiered seating with fold-down desk tops.  The room is equipped with a 35-mm slide projector and a VHS VCR that uses a ceiling projector to display images on a large screen at the front of the room.  Equipment is available during non-business hours only when the user hires SCAQMD’s audiovisual technician to operate the equipment.

CC 7 - This room has a large rectangular-shaped table seating approximately 18 people that cannot be reconfigured or removed.  The room has an automatic projection screen.

GB* -  With a capacity of approximately 200, this room has movable tables and chairs that can be configured to meet various needs.  The room has an automatic projection screen.  Please note that public use of this room is limited to weekends (Saturday-Monday) and weekday evenings (Tuesday-Friday) after 5:30 p.m.

*Note: When reserving conference room GB, we now require setup instructions to be provided at the time the reservation request is submitted. Please see the following templates for various types of room configurations.  Select the template that is most appropriate for the event, and submit the completed form along with your Facilities Use Application. 

Configuration Templates (in PDF format) for Conference Room GB:
Audience Style 
Banquet Style
Chevron Style
Classroom Style
Negotiations Style
Square Style
U Style-Small
U Style-Large
U Style-Extra Large

Computer graphic input/output is available in some rooms.  However, during SCAQMD’s non-business hours, users must provide their own laptops and other equipment, such as overheads, televisions, monitors, DVD/VCR machines, etc.

Video conferencing and/or satellite conferencing is available in most locations.  Please contact the audiovisual technician for further information. 


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III   USE OF FACILITIES

  1. Most of the Conference Center is available for use seven days a week, 7:30 a.m. to 10:00 p.m. (sorry, no exceptions allowed).  Staff and facility support are available during regular SCAQMD business hours, which are Tuesday through Friday from 7:00 a.m. to 5:30 p.m.  Arrangements for equipment or support must be made in advance when reserving the room.

  2. Use of SCAQMD facilities must be approved in advance and may not exceed 12 occurrences per calendar year.

  3. Any food and beverage catering must be provided by SCAQMD’s cafeteria, unless the cafeteria cannot provide the service required, in which case the user is responsible for locating a catering service.  Use of the cafeteria dining room is only available when catering is provided by the cafeteria.  The cafeteria manager may be contacted at 909-396-2019.

  4. Use of SCAQMD facilities shall comply with all state and local fire and health and safety laws.
  5. Control and supervision of events is the responsibility of and at the expense of the user.  Activities involving attendees 18 years or younger must be adequately chaperoned by adults.
  6. Unfortunately, due to staffing limitations, SCAQMD cannot be responsible for delivering messages or faxes to event attendees.  Users must supply their own message boards, cellular phones, pagers, or other means of communicating to attendees.  Public telephones are available in the front lobby.
  7. Use of facilities that generates excessive noise or other activity that could disturb or disrupt SCAQMD, its tenants, or the community will not be permitted.
  8. No extraordinary electrical or mechanical equipment shall be brought on site and used without prior arrangements and approval from SCAQMD.  Installation and use of special equipment must be under SCAQMD supervision and at the user's expense.
  9. No unauthorized use of SCAQMD equipment or supplies (e.g., copiers, fax machines, etc.) is permitted.  Those using the facility during SCAQMD’s non-business hours must provide their own laptops and other portable audiovisual equipment unless other arrangements are made.
  10. Only those rooms or areas of the building specified in SCAQMD’s confirmation letter may be used.
  11. All those using SCAQMD facilities must adhere to the "NO SMOKING" policy that is enforced in all areas of the building and within 20 feet of outside doorways.
  12. Events with 100 people or more may be required to provide their own security and traffic-control staff. 

DIRECT COSTS - Users may be required to reimburse SCAQMD for the direct cost of supplies, utilities, custodial services, staff and contractor services (e.g., operation of mechanical systems such as HVAC and overtime costs of SCAQMD’s audiovisual technician), additional monitoring by security guards, or special clean up or repair of damage caused by an event.  Direct costs will be invoiced within 10 business days after the event.  Checks should be made out to South Coast Air Quality Management District.  

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IV  THE FOLLOWING USES OF THE FACILITY ARE PROHIBITED 

  1. Use by any organization or group that advocates violence or unlawful means to cause harm to the community or to the local, state or federal government. 

  2. Use that is not consistent with the proper and regular use of such facilities, where the purpose of the gathering is deemed by the SCAQMD to be immoral, obnoxious, or injurious.

  3. Use of facilities, including walkways, courtyard, patio, parking lot or restrooms, that involves any attendees engaging in the following:

    1. Consumption of alcoholic beverages

    2. Gambling in any form whatsoever, including lotteries

    3. Use of narcotics or drugs unless for medical reasons as prescribed by a duly licensed medical physician

    4. Fighting, quarreling, abusive language, or noise of any kind that may be disruptive or offensive.  

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V    HOUSEKEEPING RULES

  1. The person signing the request agrees to accept responsibility for the actions of all event participants, and the facility must be left in the same condition as it was found, which means users must clean up rooms before leaving.  Trash cans are available in each room.

  2. All tables and chairs must be put back in the layout existing prior to the event.  Absolutely no tables and chairs may be moved from one area to another.  Any special arrangements must be made and approved in advance, at the time the application is made.

  3. No tape, nails, staples, etc. may be used on facility walls, ceilings or windows.  Candles are also not permitted.

  4. Absolutely no food or drink is allowed in the Auditorium.  Food or drink taken into any of the other meeting rooms must be cleaned up immediately after the event.

  5. Any violation of these rules may result in the billing of direct costs incurred – such as clean up, security, or damages – and the denial of future requests to use the facilities.

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VI  APPLICATIONS AND APPROVALS

Applications must be received at least 14 days prior to the requested date, but not more than 30 days prior to the event.  The application must clearly and completely describe the event and indicate how it fits SCAQMD facility use requirements.  If setup or other preparation is needed, allow extra time in filing your request and note your needs on the application.

The completed application form (PDF), submitted to SCAQMD’s Business Services Manager, serves as the agreement between the user and SCAQMD for use of facilities and is the complete understanding as to what has been agreed to by both parties regarding the purpose, date, and time of the event.  As a consequence, the application must be signed by an officer of the applicant organization or other person authorized to bind the organization.  An official form must be submitted for each reservation requested.  Previous use does not waive the requirement to submit a new application for any new requests. 

Please send or fax your application to: 

Administrative Services – Attn: Business Services Manager
South Coast Air Quality Management District
21865 Copley Drive, Diamond Bar, CA 91765
Telephone (909) 396-3378, Fax (909) 396-3350

SCAQMD Business Hours:    Tues. - Fri. 7:30 am to 5:30 p.m.
Please note that SCAQMD is closed Mondays

Other Important Telephone Numbers

  • For audiovisual requests, 
    contact the Audiovisual Technician at (909) 396-2023
  • For catering or cafeteria use, 
    contact the Cafeteria Manager (909) 396-2019

Once an application is approved and the appropriate insurance 
documents are submitted, SCAQMD will send a confirming letter.
NO APPLICATION IS CONSIDERED APPROVED UNTIL 
A CONFIRMING LETTER IS RECEIVED.

In the event a reservation is to be canceled by the applicant, the SCAQMD must be notified at least 72 hours in advance of the scheduled use.  Failure to provide such notification may result in denial of future requests.  

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More Information

Contact

   Facility Use:
   Business Services Manager
   Ph: 909-396-3378
   Fax 909-396-3350

   Catering or Cafeteria Use:
   Cafeteria Manager
   Ph: 909-396-2019

   Audiovisual Requests:
   Audiovisual Technician 
   Ph: 909-396-2023