City Hall Room Use Form

CITY OF OMAK USE OF CITY HALL FACILITY POLICY

The use of the Council Chambers or Conference Room, shall be permitted without charge, when available, to any governmental entities, public service agencies or non-profit organizations on a first-come, first-serve basis.  Definition of “not for profit corporation” or “nonprofit corporation” means a corporation or association that is registered with the State of Washington and no part of their income is distributed to its members, directors, or officers.

The use of any other vacant or currently unoccupied offices shall not be permitted.  Request for the use of either the Council Chambers or Conference Room shall be made through the City Clerk’s Office. City employees and elected officials shall also schedule use of either the Council Chambers or Conference Room through the City Clerk’s Office.

The organization requesting use of the available room shall give the name of the organization, contact person and telephone number, purpose of meeting or hearing, number of persons attending, (council chambers has a maximum capacity of 200 people with seating available for 150. The conference room has a maximum capacity of 15 people) date of the request, date and hour of the event, and listing of any special equipment requested to be used.  The public address system, audio/video equipment, chairs and folding tables are available for use upon request.

A request for the use of either the Council Chambers or Conference Room shall be submitted to the City Clerk’s Office as early as possible and at a minimum of seven days prior to the date desired. The below form must be filled out and submitted the City for application and review.  If you should cancel your event, please notify the City Clerk’s Office at 826-1170 as soon as possible.

FACILITY USE REQUEST/RULES AND REGULATIONS

1. Use of the council chamber or conference room is limited to governmental entities, public service agencies and private non-profit organizations.

2. No group, committee or representative shall be permitted use of the building for the purpose of promoting a political party, religious group, or for the purpose of selling, buying, advertising services or products, or for the purpose of campaigning.

3. The Council Chambers normally will not be reserved for weekends, holidays, or during City Council Meetings (every 1st and 3rd Monday of the month starting at 7pm).

4. The hours of operations shall be from 8:00 A.M. to 5:00 P.M., unless by special permission of the City Clerk.

5. Use/possession/sale of alcoholic beverages and/or narcotics is prohibited.

6. Smoking is not permitted at any time in City Hall.

7. Within 48 hours prior to the event, the applicant must meet with a representative of the City for a thorough review of the facility, available equipment, security procedures and the issuance of a key, if necessary.

8. Any food preparation in the council chambers and conference room is prohibited, however, coffee and donuts may be allowed upon the payment of a $50.00 deposit which will be returned if it is determined that there was no damage or cleanup costs resulting from use of the room. Events that have the potential to create more cleanup cost may require a larger deposit.

9. Users are responsible for their own cleanup and for returning the room to its original condition (i.e. tables in storeroom, chairs in original position, garbage in dumpster).  Users shall be responsible for damage or cleanup costs resulting from use of the room (i.e. spilled coffee or food, vacuuming, etc.).  

10. Participants attending functions at City Hall should not monopolize parking available to the public who are conducting business at City Hall during normal working hours. Parking is allowed on the streets and the adjacent parking lot to the north of the fire station.