For more information about our meeting room policies and to confirm your reservation, please review and fill out the Meeting Room Agreement Form below.
On the documents below you will find: 1) Information about available audio/visual equipment and amenities, 2) Things to consider when making a reservation, 3) Policies regarding room and building usage, and 4) Agreement form required to reserve and use our facilities. Please note that your reservation is not confirmed until we receive your completed form, payment has been made, and we have approved your request via email.
If you have any further questions about meeting room reservations, please do not hesitate to email or call us. We are here to help you!
Meeting Room Form_fillable form.pdf
Meeting Room Information & Policies.pdf
Submit your forms to us at firstname.lastname@example.org
The use of Humboldt Area Foundation meeting rooms must be consistent with the public charity status and charitable purpose of the Foundation. Rooms may be used by nonprofit 501(c)3 organizations, community groups, municipalities, schools or educational institutions, and non-partisan groups. The use of the space must be in alignment with practices that reflect values promoted by the Foundation, that of community, empathy, and equity, and that does not discriminate on any basis. Discrimination is prohibited on the basis of race, age, sex, sexual orientation, gender identity, genetic information, national origin, religion, marital status, medical condition, disability, military service, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state, or local laws or ordinances.
Public requests to use this space are considered on a case-by-case basis with the final decision to use at the discretion of the Foundation. The purposes of the Foundation take precedence over all other potential uses and the Foundation reserves the right to deny use of the meeting rooms to any organization or entity. Further, any breach of the policies contained within the Meeting Room Information & Policies document may result in cancellation of the host organization’s reservation and/or future denial of requests to use the space.
Examples of activities we are not able to accommodate include, private events, meetings by an individual not associated with an applicable organization, religious groups, partisan groups, for profit group, or meetings that are not in alignment with the above stated values.
If the group charges a fee for attendance at the meeting or event, that group must have a current nonprofit status and must provide the Foundation with a tax ID# (EIN).
Please be advised that our parking lot gate does not open until 8:30a on weekdays. If booking morning meetings on weekdays, please request that your set-up crew, caterers, or guests do not arrive before our opening hours of 8:30a. We appreciate your help with this!
We strongly recommend booking an additional 30 minutes for meeting set-up and 30 minutes for clean-up. Meeting rooms will not be available to your group before the start time of your reservation, so please be careful to include enough time to your requested reservation to accommodate for your group setting up furniture, audio/visual equipment, and food preparation.
As a courtesy to our staff, building stewards, and other groups who will use the room after you, your group is responsible for making every effort to conclude your meeting/event on time per your reservation.
Room use is free of charge during regular business hours Mon-Fri 8:30a-5:00p.
After Hours Fees: A fee of $16/hr per room (with a three hour/$48 minimum) will be charged for reservations taking place after business hours and on weekends. After-hours room fees help us to pay our building stewards and cover the operation of our facilities for meetings taking place outside of our regular business hours.
The Emmerson Room can accommodate a maximum capacity of 45 people for seated events and a total capacity of 60 for standing events. The functionality of this room is versatile, and it can be used for a variety of purposes including banquets, workshops, lectures, business meetings, and social events. It is equipped with WIFI, a projector screen, white board, lectern, and several large windows facing the surrounding redwoods. Furniture available for use in this room includes your choice of tables (6 large 62" round tables that seat 6-8 people, 8 small 48" round tables that seat 4-6 people, or 17 rectangular 18"x72" tables that seat 2-3 people) as well as up to 70 chairs.
The Nilsen Room can accommodate a maximum capacity of 18 people seated, and is best suited for small business meetings or workshops. It is equipped with WIFI, a white board, large windows facing the surrounding redwoods, and there is space for a banquet table if desired. Furniture available for use in this room includes 7 rectangular 24"x72" tables that seat 2-3 people per table and 20 chairs. Please note that these chairs and tables cannot be removed from this meeting room.
A full service kitchen space is available for our guests use to upon request. It is equipped with a microwave, commercial oven, full size refrigerator, coffee makers, and a variety of kitchenware including serving platters, thermal carafes, plates, glasses, coffee mugs, and flatware (40 place settings). Groups using the kitchen must provide their own coffee, tea, sweetener, cream, paper products, wine glasses, and table cloths.
Please note that the kitchen is shared with the Foundation staff and other guests. As a result space and amenities may be limited. We kindly ask that groups using the kitchen area keep counters tidy for others who use our facilities.
Food may not be served in the kitchen during regular business hours and should be served in your meeting room. Groups who produce an exceptional amount of trash or recycling will be asked to dispose of these materials off site, as we have limited capacity to dispose of trash during our weekly pick up.
The following equipment is available upon request for no extra charge. Availability is limited and is first come, first served.
• Video Conferencing Equipment (Nilsen Room Only – compatible with web-based conferencing systems such as Skype, Zoom, Google Hangouts, and GoTo Meeting)
• Flip Chart Easels & Markers
• Laptop Computer
• BOSE Computer Speakers
• LCD Computer Projector (for projecting presentations or for playing DVDs)
• CD Player
• Overhead Projector (please bring your own transparency sheets)
• Conference Phone (please provide your own conference calling service or long distance phone card; not able to receive incoming calls)
• Translation Assistance Equipment
• Voice Amplification Equipment and Microphone (pre-approval required, not available during business hours)
The Humboldt Area Foundation parking lot has 65 parking spaces which are shared by staff and meeting room guests. If your group expects more than 30 people to attend your meeting we ask that you strongly encourage your participants to carpool, as parking space can be limited and there is no nearby location for lot overflow.
Please be advised that our parking lot does not open until 8:30a M-F. As a courtesy to our staff and neighbors, if arriving earlier than 8:30a please do not block access to the driveway or create traffic on Indianola Rd.