City of St. Charles Police Department
Community Room Use Policy
The Community Room is designed to accommodate activities such as discussion groups, panels,
lectures and meetings. The room has an occupancy limit of 60 people. The room is primarily used
for Police Department training programs and for the use of not-for-profit, educational, civic and
cultural organizations.
Community Room Reservations and Use
Persons desiring to reserve the room may telephone the Police Department Administrative Office at
(636) 896-1555 to check for room availability. A room is not reserved until written confirmation is
received by the user from the Police Department.
No fee may be charged nor the payment of any money required for admission to the room for a
meeting or event.
The room may not be used for meetings that are being conducted for a commercial purpose. A
commercial purpose includes, but is not limited to, a purpose where the exchange of any property
or thing of value is contemplated either at the meeting or at a future time.
A person may only reserve the room for one time slot in a 7 day period. Reservations are not
accepted more than 6 months in advance. Reservations will be made from the date listed on the
application and do not automatically renew.
We ask that notice of cancellations be given at least 24 hours in advance.
Room reservations are made through the Police Department Administrative Office between 8 a.m.
and 5 p.m., Monday through Thursday.
The room may be used from 8 a.m. to 11:30 p.m. daily.
Reservation times must be inclusive of the time required to set-up and clean-up the room. The
room user is responsible for providing all consumable products. Users are expected to wash, dry
and store dishes; clean the coffee maker, and leave the kitchenette area clean and orderly.
Room use must be under the direct supervision of the person making the reservation or his/her
designated representative.
User of the room shall either be a resident or have a business within the city of St. Charles. No user
shall assign its space or reservation to another user.
The Police Department does not provide personnel to assist in handling exhibits and other
materials needed by person using the room.
No access to working spaces of the Police Station will be offered or available.
The person reserving the room is responsible for any damage to the room which shall be based
upon actual repair cost or replacement cost without reduction for wear and tear.
The user is responsible for returning all tables, chairs, equipment or furniture to the original
location.
All property, equipment and supplies shall be removed from the room at the end of the reservation.
The City of St. Charles is not responsible for any property left in the room.
Nail, thumbtacks or other fasteners shall not be used to attach anything to the walls, ceiling, floor or
any part of the building or to its fixtures or furnishings. Decorations may be used on tables only.
No candles are permitted.
The City does not provide movie, slide, overhead or opaque projectors, video or DVD playback units
or monitors.
Food is allowed in the room. However, the user is expected to leave the kitchenette area clean and
orderly.
All trash must be placed in appropriate containers.
Use of tobacco products, vaping and consumption of alcoholic beverages are prohibited in the room.
No firearms are allowed to be brought into the room.
Only service animals are allowed in the room.
Equipment requiring voltage other than 110 volts cannot be accommodated.
The room must be in proper, original order and vacated by 11:30 p.m.
THE CITY RESERVES THE RIGHT TO CANCEL, SUSPEND OR TERMINATE THE USE OF THE ROOM
FOR ANY REASON AT ANYTIME. THE USER OF THE ROOM HAS NO CONTRACT OR PROPERTY
RIGHT IN THE USE OF THE ROOM. THIS POLICY DOES NOT CREATE A CONTRACT, LICENSE OR
ANY RIGHTS IN THE USE OF THE ROOM.
St. Charles Police Department
Main Line: 636-949-3300
Fax: 636-949-3568
COMMUNITY ROOM APPLICATION
ST. CHARLES POLICE DEPARTMENT
1781 ZUMBEHL ROAD
ST. CHARLES, MO 63303
Date of Application: ____________________________________________________________
Date of Event: _________________________________________________________________
Begin and End Time of Event: _____________________________________________________
Type/Name of Event: ___________________________________________________________
Approximate Number of People Attending: _________________________________________
Applicant Information
Name: _______________________________________________________________________
Address: ______________________________________________________________________
Home Phone: __________________________________________________________________
Cell Phone: ____________________________________________________________________
Signature of Applicant: __________________________________________________________
(By signing this form you are acknowledging that you are responsible for the room and its contents and
agree to the terms of use.)
……………………………………………………………………………………..
(For office use only)
( ) Approved ( ) Declined
Signature: _______________________________________________
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