Reservations – Benton Community Foundation

The Space

The purpose of the Jim & Cheryl Jordan Leadership & Learning Center (JCJ-LLC) is to promote learning and leadership opportunities by offering a collaborative workshop space for nonprofits, affiliates of 501c3 nonprofits and/or fiscal sponsors, community groups and businesses. The JCJ-LLC can be rented for clinics, workshops, retreats or meetings.
The space is available for use Monday through Thursday from 7 a.m. to 9 p.m and Fridays from 12 p.m. to 9 p.m. For additional dates and times contact facility@bcfgives.org.

Limited parking spaces, including one accessible parking space, are located directly west of BCF’s offices (behind the building adjacent to the alleyway). Additional parking for up to 15 vehicles is located at 555 NW Van Buren Ave, adjacent to BCF offices. Both parking areas are reserved for Foundation volunteers, staff, and guests. Various street parking is also available for all JCJ-LLC meetings in surrounding neighborhoods.

Jordan Community Room

Approx. 35′ x 36′ = 1260+ sq feet & Catering Kitchen

Capacity – Maximum 60 seated
Tables – 27, 18” deep x 66” wide rectangular top, rolling tables
Chairs – 60 armless chairs with casters
Buffet – 2 buffet stations with electric outlets
Other – Mounted glassboards, wireless internet, microphone and speakers, connected through 85” and 65” (2) televisions with streaming and video conferencing capabilities, Owl available

Rainbolt Conference Room

Approx. 14′ x 24′ = 336+ sq feet

Capacity – Maximum 20 seated including 6 adjacent bench seats
Tables – 14, 24” deep x 60” wide rectangular top, rolling tables
Chairs – 14 armless chairs with casters, 3 – 2 person padded benches
Buffet – Single station with electric outlets and adjacent mini fridge
Other – Wireless internet, 65” television with streaming and Owl video conferencing capabilities

Rates

	501c3 Nonprofits	Community
Full facility – full day	$75.00	$750.00
Full facility – partial day (4 hours or less)	$50.00	$500.00
Jordan Community Room – full day	$75.00	$550.00
Jordan Community Room – partial day (4 hours or less)	$50.00	$350.00
Rainbolt Conference Room – full day	$0	$300.00
Rainbolt Conference Room – partial day (4 hours or less)	$0	$200.00

***If your organization is an affiliate of a 501c3 nonprofit or is associated with a fiscal sponsor, it qualifies under the 501c3 nonprofit rate.

Inquiries regarding the facility should be made by email to facility@bcfgives.org.

Request a Reservation

Reservations must be booked at least 7 business days before the space is needed. Reservations are considered confirmed only when the following are received and acknowledged no less than 2 business days prior to the event:

Completed Facilities Terms & Conditions form (provided after availability is confirmed).
Payment of the Usage Fee (invoice provided after availability is confirmed). Any overage will be invoiced after the event.

Contact Info

Name

First

Last

Phone

Organization Info

Organization Name

What is your affiliation with the organization?

Organization Location

Address Line 1

Address Line 2

City

State

Zip Code

Date Organization your

Event Info

Is your event…

A single day rental?
A multi-day (consecutive) rental?
A multi-day (non-consecutive) rental?

*Please include set up/arrival/catering delivery & cleanup/departure in the length of your reservation time.

Date of Reservation

Start Time

End Time

About how many attendees do you expect?

Approx. 10 People

Which room would you like to reserve?

Jordan Community Room – 60 Capacity
Rainbolt Conference Room – 20 Capacity
Both Rooms

Do you have any additional notes or questions?

You MUST read and accept the Acceptable Use Guidelines before submission.

I have read and accept the Acceptable Use Guidelines below.

The Jim & Cheryl Jordan Leadership & Learning Center at the Benton Community Foundation Acceptable Use Guidelines

USAGE ELIGIBILITY

The mission of the Benton Community Foundation is to enhance our community through philanthropy. The purpose of the Jim & Cheryl Jordan Leadership & Learning Center (JCJ-LLC) is to promote learning and leadership opportunities by offering a collaborative workshop space for nonprofits, community groups, membership organizations, and businesses. The JCJ-LLC can be reserved for clinics, workshops, retreats, or meetings.

To properly maintain the facility and make it available to as many groups as possible, the following guidelines have been established.

The Benton Community Foundation facilities cannot be used:

for providing direct services,
for political purposes,
for fundraising events,
by organizations whose mission or objectives are inconsistent with those of the Foundation,
for personal use, such as weddings, anniversaries, birthday parties, etc.

Reservations are accepted up to six months in advance and must be booked at least 7 days prior to the reservation. The Foundation reserves the right to authorize use of the JCJ-LLC subject to its availability. Space preference will be given to 501c3 nonprofit organizations and may be based on staff FTE, population served, and other factors that help community benefit organizations meet their missions. Submitting a request does not guarantee a reservation. The review process may take up to 3 business days.

GUIDELINES

Food & Beverages
Food and beverages may be served in the JCJ-LLC; however, they must be removed immediately upon the conclusion of your event. You are responsible for your catering arrangements and must be on-site for delivery and removal of catering services. Please contact facility@bcfgives.org to request additional items that may be available to support your event needs.
There is no food preparation available on site and food cannot be stored on the premises in preparation for or after the conclusion of a meeting. The kitchen space consists of multiple countertop spaces, two sinks, a commercial size refrigerator, icemaker, outlets, two coffee makers, four air pot coffee dispensers, and two dishwashers. Coffee and tea are available.
Alcohol Service at Events
Alcohol is not permitted at this time.
Facility Set-Up
If you have reserved the Jordan Community Room, you are responsible for setting up the tables and chairs in your desired setting and returning the room to its original setting. If you are not physically able to set up the room, contact facility@bcfgives.org prior to your reservation and/or in your reservation request.

Jordan Community Room

Community Room (Approx. 35’ x 36’ = 1260+ sq feet) & Catering Kitchen

Capacity – Maximum 60 seated
Tables – 27, 18” deep x 66” wide rectangular flip top, rolling tables
Chairs – 60 armless chairs with casters
Buffet – 2 buffet stations with electric outlets
Other – Mounted glass boards, wireless internet, microphone and speakers, connected through 85” and 65” two televisions with streaming and Owl video conferencing capabilities.

Rainbolt Conference Room

Conference Room (Approx. 14’ x 24’ = 336+ sq feet)

Capacity – Maximum 20 seated including 6 adjacent bench seats
Tables – 14, 24” deep x 60” wide rectangular flip top, rolling tables
Chairs – 14 armless chairs with casters, 3 two person padded benches
Buffet – Single station with electric outlets and adjacent mini fridge
Other – Wireless internet, 65” television with streaming and Owl video conferencing capabilities.

Technology

If you will be using the television to screen share and/or video conference (via Owl), the Foundation does not provide a computer. Please plan extra time to test your equipment (we recommend 30 minutes prior to the meeting’s start time). Organizations using are welcome to test technology equipment up to two weeks prior to their reservation by appointment by contacting facility@bcfgives.org. The Foundation does not provide technical support for organizations during their reservation. Instructions are provided with your rental confirmation email.

Smoking
The Benton Community Foundation property is non-smoking. No exceptions.
Hours
The space is available for use Monday through Thursday from 7 am to 9 pm and Fridays from 12 pm to 9 pm. For additional dates and times contact facility@bcfgives.org. Noise and activity level must be controlled and must not interfere with other guests or the Foundation’s business operations. Scheduling times for the space will adjust as we evaluate usage patterns.
Signage
Meeting signs may be posted only on portable signs and electronic devices as provided by BCF.
Decorations
Open flames, smoke machines, hanging lights, glitter, confetti, sparklers, and live animals (except for service animals) are not permitted on the JCJ-LLC property without prior permission. Decorations and signs may not be applied to walls or surfaces.
Parking
Limited parking spaces, including one accessible parking space, are located directly West of BCF’s offices (behind the building adjacent to the alleyway). Additional parking for up to 15 vehicles is located at 555 NW Van Buren Ave, adjacent to BCF offices. Both parking areas are reserved for Foundation volunteers, staff, and guests. Various street parking is also available in the surrounding neighborhoods.
Cleanup
Follow the “Check Out Procedure Checklist” that was provided to your organization upon arrival. Your organization is responsible for general cleanup after your event. Cleaning supplies such as disinfectant wipes, vacuum, and mops are provided in the custodial closet on site. The Foundation reserves the right to charge your organization for the cost of cleanup (up to $250).
Damages
If damages occur while using the facility, the organization will be responsible for any repair, replacement, or cleaning costs incurred.
Foundation Support
- Inquiries regarding the space should be made by email to facility@bcfgives.org. Staff can be contacted by phone at (541)753-1603 or by appointment in person at the BCF offices Monday through Thursday from 10 am to 2 pm.
- To keep the space affordable for users, staff are generally not available to support your event needs.
- BCF does not provide copying, faxing, or administrative services as part of the agreement to use the facility.
- BCF is not responsible for lost, stolen, or damaged personal property belonging to the organization or its members, guests, invitees, or attendees.
- Use of the facility does not constitute an endorsement by BCF of any organization’s mission or activities or impact future funding.
- Organizations are not permitted to use BCF’s name (other than as a reference to the meeting event location) or logo in any advertising, marketing, website, social media, or other publication materials without the Foundation’s express written consent.

	BCF Agency Fundholders	501c3 Nonprofits	Community
Full facility – full day	$0	$75.00	$750.00
Full facility – partial day (4 hours or less)	$0	$50.00	$500.00
Jordan – full day	$0	$75.00	$550.00
Jordan – partial day (4 hours or less)	$0	$50.00	$350.00
Rainbolt – full day	$0	$0	$300.00
Rainbolt – partial day (4 hours or less)	$0	$0	$200.00

*Please include setup and cleanup time when making your reservation

**If your organization is an affiliate of a 501c3 nonprofit or is associated with a fiscal sponsor it qualifies under the 501c3 nonprofit rate.

ETHICAL STANDARDS

The Benton Community Foundation presumes all organizations hosting events at our facility will uphold high ethical standards and behavior and observe nondiscrimination to create a culture of belonging, a workspace where equity, diversity, and inclusivity are expectations, everyone’s responsibility, and a practice of all guests.

EMERGENCY CONTACT

In the event of an emergency before, during, or after your event, contact 911.

You MUST read and accept the Terms and Conditions before submission.

I have read and accept the Terms and Conditions below.

Benton Community Foundation Facilities Terms & Conditions

USAGE FEE

The usage fee must be paid following the guidelines below.

Usage fee and any other applicable fees are due 5 business days prior to the reservation date.
For reservations booked within 5 days of the event, all fees are due upon acknowledgement of the Terms & Conditions.
If the reservation must be cancelled, it must be completed within 2 days of the scheduled reservation for the organization to receive any refund.

READ CAREFULLY BEFORE ACKNOWLEDGING THIS AGREEMENT:

User agrees to comply with all federal, state, and local statutes, regulations, and ordinances applicable to User’s use of BCF facilities. User acknowledges receipt of the BCF Acceptable Use Guidelines and agrees to abide by all conditions specified therein including but not limited to facility use and payment of BCF’s fees. BCF may terminate this Agreement for any violation thereof.
I acknowledge that additional insurance may be required for the use of BCF facilities. Proof of required insurance must be provided 72 hours prior to the reservation.
Users agree to have the facility clean, all personal items removed, and free of debris by the end of their reservation period, including completing the Checkout Procedures provided on-site.
Indemnification: User agrees to indemnify, defend, and hold harmless, BCF, their respective officers, trustees, agents, employees, and volunteers from any and all liabilities, claims, demands, damages, and costs, including attorneys’ fees and litigation costs, that arise in any way from the event, whether arising from the negligence of BCF or otherwise, to the fullest extent permitted by law; User’s obligations under this section including, but are not limited to, liabilities, claims, demands, damages and costs arising from injury to or death of any persons (including BCF’s officers, employees, and agents) and from damage to or destruction of any property (including real or personal property owned or in the care of the BCF). This provision shall survive termination of the agreement without limiting the User’s indemnification of BCF.
If litigation is instituted arising directly or indirectly out of this Agreement, the losing party will pay the prevailing party’s reasonable attorney fees and court costs as determined by the court, at trial, or any appeal or review therefrom.
This Agreement and its Exhibits represent the entire agreement between the parties regarding its subject matter and supersedes all prior and contemporaneous oral and written agreements. This Agreement may be amended only in writing and signed by both parties.
This Agreement has been executed and delivered in the State of Oregon and all matters affecting its validity and construction shall be determined according to the laws of Oregon. Further, the place of performance and transaction of business shall be in the County of Benton, State of Oregon. In the event of litigation concerning the provisions and performance of this Agreement, exclusive venue and place of jurisdiction shall be in the County of Benton, State of Oregon.