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Please select from the following guidelines and procedures to learn more about each of them.
Accessibility
CCC facilities are accessible for people with physical disabilities. To ensure that room setups and other logistical arrangements will accommodate all attendees, when scheduling a reservation, groups should advise the CCC if any of their attendees have special needs.
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Alcohol
No alcohol may be served on the premises of the CCC. This includes spirits, wine and beer.
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Animals/
Pets
We do not allow animals on site during the meetings, with the exception of animals assisting the disabled.
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Audio Visual Equipment
AV equipment
should be
scheduled/requested
prior to the
date of the
meeting.
Please
review our
services
page for a
complete
list of
available
AV equipment
and fees.
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Beverages
No red-colored beverages or dark-colored punch may be served. Stains caused by these beverages are nearly impossible to remove. We recommend colas, clear carbonated beverages, teas, lemonades, or light colored punches. If coffee is provided for the meeting attendees, it must be purchased through CCC beverage services. Click here to learn about our beverage services.
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Cancellations
If an event is canceled, groups must notify the CCC a minimum of three (3) business days before the date of the event to receive a full refund. Groups canceling less that three (3) business days before the scheduled event will forfeit any conference fees paid in advance.
Also please read No Show and Late Cancellation procedures.
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Caterers
Groups may
use
professional
caterers to
provide food
for their
events. We
have a list
of CCC
approved
caterers
that can be
mailed or
faxed upon
request.
Please
review our
services
page
for a list
of
caterer
referrals
online.
All caterers
must have a
Certificate
of Liability
Insurance on
file with
the CCC in
order to
deliver food
and
services.
This
information
must be made
available
prior to the
date of the
meeting.
This
information
may be faxed
to
214.824.7840.
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Cell
Phones
Due to
significant
increase in
the volume
of cell
phones and
their usage,
we ask that
conversations
be
restricted
to the
telephone
lobby areas
in each
building.
This will
minimize the
disruption
to meetings
in progress
and
reception
area
activities.
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Charges, Fees and Payments
There is no charge for the use of the meeting facilities.
Conferences fees are charged for audio/visual equipment, meeting supplies, photo copy/fax services and beverage services.
All charges must be paid by the end of the meeting. The CCC accepts cash, checks and money orders. Checks should be made payable to: The Center for Nonprofit Management. Receipts are available upon request.
The meeting coordinator will review any unpaid charges when the group checks in before the meeting. We accept cash personal/organization checks, and money orders. The reservation contract serves as the invoice for any conference related fees.
Costs for catering and leasing equipment not available at the CCC are the responsibility of the group.
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Check-in and Check-out Procedures
A designated group representative must check in with CCC staff upon arrival and check out before leaving.
The check-in process includes orientation to CCC procedures and review of building logistics, i.e. restrooms and kitchens.
The check-out process ensures that the meeting room will be ready for use by other groups. The group representative is responsible for cleaning the meeting room after the event and leaving it ready for the next group. A CCC staff member must check the meeting
room before the group leaves and will also confirm actual attendance.
Groups are required to return room to its original condition prior to checkout. To print a checkout checklist click here.
NOTE: The above document is stored in a pdf format, and requires the Adobe Acrobat Reader (version 3.01 or higher) to open and/or print. The Reader application may be downloaded without charge from the Adobe Web site at http://www.adobe.com/products/acrobat/readstep.html.
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Children
Due to supervision limitations and safety concerns, we do not reserve space for meetings where the principal attendees are children under the age of sixteen. Children may attend a meeting with a parent or guardian; however, they must join the adult in the meeting and be supervised at all times when in the public/common areas.
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Concealed Weapons
The Meadows Foundation prohibits entry on/in its property/buildings of any person who is carrying a firearm or other weapon, including a licensed concealed, except authorized security personnel and law enforcement officials.
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Decorations
Bulletin
board strips
are
available in
each room
for poster,
banner
and/or
streamer
display.
Other types
of
decorations
may be used
on table
tops. Push
pins or
tacks on the
walls are
not allowed
due to the
damage they
can cause to
the wall
paper and
paint. Due
to damage to
vacuum
cleaners,
metallic
confetti may
not be used.
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Late Cancellation
Once a meeting is confirmed with a signed contract, it is the groups' responsibility to let us know if the meeting cancels. Cancellation notices must be received 24 hours prior to the check in time for the meeting to avoid a Late Cancellation fee. If we receive the cancellation request after the 24 hour deadline it will be considered a Late Cancellation. A $25.00 fee will be assessed to the group’s account. Contracts with multiple rooms requested may be accessed multiple fees.
No future meetings may be scheduled until the fee is paid. All meetings currently in the CCC reservation system when the fee is incurred will be honored.
Also please read No Show procedures.
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Media Coverage/Press Conference
Groups must request special approval to allow media coverage or press conferences on CCC property. Requests for media/press coverage must be made a minimum of three business days prior to the date of the meeting.
The Center for Community Cooperation reserves the right to review meeting details and content when a group requests permission to allow media coverage. We also reserve the right to approve or decline media access to meeting facilities based on the topic compatibility with the mission of the CCC or a risk to the CCC property or guests.
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Meeting Limits
Groups working independently may meet up to 15 times per calendar year. A coalition of groups working together on a community issue may meet up to 20 times per calendar year.
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Meeting Scheduling
Eligible organizations may book up to 15 meetings per calendar year. Reservations require a minimum of one week notice and may be booked up to one year out.
The meeting space is free, however beverages and audio visual equipment are provided for a fee. Return to Services to see a schedule of fees for these items.
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No Show
Once a meeting is confirmed with a signed contract, it is the groups' responsibility to let us know if the meeting cancels. If no request to cancel is received and no one arrives on the day of the meeting, we consider this a no show or failure to cancel. A $25.00 fee will be assessed to the group’s account. Contracts with multiple rooms requested may be accessed multiple fees.
No future meetings may be scheduled until the fee is paid. All meetings currently in the CCC reservation system when the fee is incurred will be honored.
Also please read Late Cancellation procedures.
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Occupancy Limits
Occupancy limits for the meeting rooms will be enforced. Emergency exits should remain clear at all times. Groups are expected to cooperate with CCC staff efforts to maintain security of the buildings and grounds and to provide for the safety of all person visiting the conference center.
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Parking
Ample, secure parking is available at no charge. Groups are encouraged to use the main parking lot adjacent to the conference center or the auxiliary lots on Liberty and Oak Streets. Groups requiring special parking arrangements for buses or vans should advise the CCC when making reservations.
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Payment of Charges
All charges must be paid by the end of the meeting. The CCC accepts cash, checks and/or money orders. Checks should be made payable to: The Center for Nonprofit Management. Receipts are available upon request.
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Politics, Campaigning, Electoral Forums
The Meadows Foundation is a private foundation. The IRS prohibits private foundations from being involved in any form of electoral politics and/or related activities, i.e. candidate campaigning, single or multiple candidate forums prior to elections, candidate fund raising, etc. As a program of the Meadows Foundation, the CCC is held to the same guidelines.
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Reservation Confirmation
Once your meeting room has been reserved in our system, we will send two copies of the reservation contract to you.
To confirm the reservation:
- Check the reservation contract to confirm that all details are correct. If you have any changes, please call the CCC.
- Enclose a check made payable to The Center for Nonprofit Management if any charges are listed. All charges must be paid by the end of the meeting. The CCC accepts cash, checks and/or money orders. Checks should be made payable to: The Center for Nonprofit Management. Receipts are available upon request.
- Sign one copy of the reservation contract. The second copy is for your records. Your signature on the contract verifies that the reservation is correct and that you have read and agree to abide by the CCC Policies & Procedures.
- Return the signed reservation contract and any requested payment in the enclosed envelope. You may also fax the signed contract.
- The deadline date for signing and returning the enclosed contract three business days prior to the actual meeting date. These items must be received a minimum of 3 business days before your scheduled event, or your reservation may be canceled.
- Please note if you cancel your meeting and fail to notify the CCC, you will be charged a No Show fee of $25.00.
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Signs
In order to maintain the appearance of the historic district, signage on CCC property is kept to the permanent signage on the buildings. Daily meeting boards, located on the front porch and in the main lobby, will direct your attendees to the appropriate room. A receptionist or meeting coordinator will also be available for additional questions.
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Smoking
The CCC is a smoke-free facility.
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Weather
During the winter season, Dallas area weather conditions may vary widely. The Center for Community Cooperation will reserve the right to cancel meetings or revise business hours in case of inclement weather conditions, such as ice, snow, freezing rain, tornado, flood, etc. The safety of our staff and clients is very important to us.
- Closures: Our office accessibility will follow the decision made by Dallas Independent School District. If the schools are closed, our offices and meeting rooms will also be closed.
- Change in Weather Conditions: Should weather conditions change during the day, attendees on-site will be notified and a decision may be made to bring meetings to a close for the safety of our guests as they leave the facility.
- Night and Weekend Closures: CCC management will make the final decision when the meeting facility is open at night and on weekends. In making our decisions, we will consider weather and driving conditions before and after the meetings for both meeting attendees and the CCC staff.
- Communication: As conditions allow, we will communicate decisions to adjust our business hours to the main meeting contact as soon as possible.
Again we will consider safety first and we apologize for any inconvenience this may cause. Please call us to reschedule any meeting(s) if necessary at 214.821.0911.
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