212 RIVER DRIVE CONFERENCE ROOM INFORMATION

Room Availability/Capacity: Rooms are available for county departmental use upon request. Other government departments and agencies may also request meeting rooms but cannot confirm reservations more than 30 days in advance, or for more than 4 hours per day. These groups may contact UW-Extension for a separate policy and procedure form. Room capacities include:

• Room 1 - 40 people
• Room 2 - 45 people
• Room 3 - 20 people
• Room 4 - 20 people*
• Room 5 - 75 people

Note that Rooms 1 & 2 have curtain dividers and can be combined for larger groups.

*Conference Room 4 is a dedicated computer training room with 10-12 computer stations. Contact Marathon County Data Center HelpDesk regarding usage at 261-6710.

Normal Business Hours: For daytime meetings we are open 8 a.m. to 4:30 p.m..

Early Morning/Evening/Weekend Meetings: County employees must be responsible for any early morning/evening/weekend meetings outside of normal business hours. The Maintenance Department staff has the schedule of meetings planned outside of normal business hours and will see that the building is open for early (after 7 a.m.) and evening meetings. The building is locked after normal business hours with these exceptions:  30 minutes prior to when a meeting is scheduled the building is unlocked, and locked again 30 minutes after the meeting is scheduled to start.

Set-Up & Clean-Up: Table and chair set up is the responsibility of group. It is advised to bring your own meeting signs. Cork strips in the hallway are available for announcement signs. Please clean up the room and leave it presentable for the next group using the room - discard coffee cups, napkins, etc… PLEASE DO NOT TAPE ANYTHING TO WALLS - use cork-board strips provided.

Kitchen Use: Any kitchen use must be approved prior to event. Kitchen use is not otherwise included with conference room use. Any coffee-maker, plates, cups, utensils, napkins, etc… are to be provided by the user.

Entrance Door: Persons using rooms are encouraged to enter on the east side (Main) entrance of the building. All other doors will be locked, outside of normal business hours.

A/V Equipment: Each room is equipped with satellite, WisLine, telephone, and computer network capability. Rooms 5, and 1 and 2 (combined) also have integrated PA systems available. UW-Extension has audio-visual equipment available for county departmental use. The equipment should be reserved ahead of time and may be used by COUNTY EMPLOYEES ONLY. Equipment can be picked up when you come to set up your room (please allow time to set up the equipment and make sure you know how to operate it prior to use). A/V equipment needs to be returned immediately after use. For evening meetings, pickup is to be 1 hr before our closing time - equipment must be returned at 8 a.m. the next business day.

CONFERENCE ROOM RESERVATIONS

Reservations are made with UW-Extension secretaries by calling 261-1230 (or fax 261-1238). Confirmed reservations are entered into the GroupWise calendaring system (note that county employees may view schedule using GroupWise). Please be prepared to supply the following information and remember to cancel the reservation if your plans change.

• Subject: Department planning to use facility, title/name of meeting

• Place: Conference room(s) needed
• Start Date/Time: Include any set-up and take-down time
• Message: Include contact person name and phone number, approximate number of people, and A/V equipment needs (note that A/V equipment is scheduled separately)

MARATHON COUNTY CONFERENCE/MEETING ROOM USE POLICY

(Approved 7/31/2000 by Marathon County Finance & Property Committee)

1. The County may permit conference/meeting rooms to be used by any governmental entity or official, or any community or service group providing voluntary services to governmental entities for the purpose of governmental business or meetings if the use:
   • Does not interfere with the principal use of the building or facility.
   • Does not conflict with the use of the facility for Marathon County business.
   • Is not a hazard to the safety of the public or County employees or detrimental to the building or facility.
   • Does not expose the County to the likelihood of expenses or damages which cannot be recovered.
   • Is appropriate to the physical context of the building or facility.
2. Approval of all applications shall be by the County Administrator or by his designee for the building in which the conference or meeting room is located. An applicant for the use of a conference/meeting room shall make that request at least two working days in advance of the anticipated utilization of the conference or meeting room. Room reservations are made on a "first-come, first-served" basis, however the county reserves the right to make changes when necessary and has full discretion when permit­ting use of County conference/meeting rooms. No facility shall be scheduled for non Marathon County business more than 30 days in advance without the approval of the County Administrator or his designee, nor shall any conference/meeting room be scheduled after 9:00 p.m. or on holidays or weekends without such approval.
3. Applicant hereby agrees to release, indemnify, defend, and hold harmless Marathon County, their officials, officers, employees and agents from and against all judgments, damages, penalties, losses, costs, claims, expenses, suits, demands, debts, actions and/or causes of action of any type or nature whatsoever, including actual and reasonable attorney's fees, which may be sustained or to which they may be exposed, directly or indirectly, by reason of personal injury, death, property damage, or other liability, alleged or proven, resulting from or arising out of the performance of applicant, its officers, officials, employees, agent or assigns. Marathon County does not waive, and specifically reserves, its right to assert any and all affirmative defenses and limitations of liability as specifically set forth in Wisconsin Statutes, Chapter 893 and related statutes. The applicant shall provide the County with proof of insurance as deemed appropriate by the Risk Manager. The applicant shall be liable for all damages to the conference/meeting room or its contents. A security deposit may be required in the discretion of the County Administrator or his designee.
4. The applicant may not discriminate against any individual on the basis of age, race, creed, color, handicap, marital status, sex, national origin, ancestry, arrest record or conviction record in the utilization of County conference/meeting rooms.
5. The utilization of County conference/meeting rooms by an organization shall not imply endorsement or approval by the County, nor the extension of special privilege. Likewise, the refusal by the County to permit use of a County conference/meeting room shall not be interpreted as disapproval or censure of any organization.
6. The granting of permission to use a County conference/meeting room does not obligate the County to furnish the applicant any services, personnel, equipment, or supplies. The County may furnish assistance and may charge for any expense arising out of the use of a conference/meeting room. The use of County personnel, equipment, and/or supplies, and charges therefore, shall be approved by the County Administrator or his designee at rates as determined by the Finance and Property Committee. Food and/or beverages shall not be allowed without prior approval of the County Administrator or his designee. Use of decorations, posters, wall-hangings or like items, and the method for putting said items up, shall also require prior approval of the County Administrator or his designee. The County may inspect any equipment or apparatus brought in for a meeting, and may limit or prohibit the use of any items which might affect safety or the normal operation of the building.

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