Conference Room Policies

General use

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The Ford Family Foundation, Roseburg, Oregon

Accessibility The Ford Family Foundation facilities are designed to allow the full participation and enjoyment of people with physical disabilities. The Conference Room and restrooms are wheelchair accessible.

Alcohol Alcohol consumption is prohibited at The Ford Family Foundation.

Animal Access Guide dogs and assistance animals for people with disabilities are permitted at The Ford Family Foundation, but must be on a leash at all times and muzzled, if necessary. No other animals are permitted.

Cancellations Organizations must notify the Conference Room Coordinator about a cancellation a minimum of three business days before the scheduled date of an event.

Cellular Phones Cell phones should be set to silent/vibrate upon entering the building. Use of cell phones is restricted to the outdoor patio and the area adjacent to the Conference Center room to minimize disruption to meetings and working staff.

Condition of Premises The organization using the Conference Room accepts the condition of the Conference Room “as is.” The organization shall assume all risk and responsibility for the actions of the organization and anyone attending the organization’s event on the foundation property. The organization agrees to have adequate insurance coverage to cover the activities at this location and for the purpose of the event.

Eligibility Organizations eligible to use the Conference Room include:

  • Nonprofit organizations that are tax-exempt under Section 501(c)(3) of the Internal Revenue Code, and are classified as "not a private foundation" under Section 509(a)
  • Independent, sponsored projects of a Section 501(c)(3) nonprofit organization acting as a fiscal sponsor
  • Government and public agencies
  • The mission of the organization must be aligned with the Foundation’s mission of successful citizens and vital rural communities.

The Conference Room is not available for commercial, political, religious, private, or family events. Its facilities may not be used for proselytizing, or for events whose primary focus is religious worship and instruction. Faith-based organizations whose efforts fit within The Ford Family Foundation’s goals are welcome to use the Conference Room. The Conference Room may not be used for raising funds, including but not limited to, selling merchandise or other items related to the event and/or raffles.

Fees for event admission Organizations using the Conference Room may only charge an admission or meeting fee to cover such direct meeting costs as materials, speaker fees, or catering. There is no fee from the Foundation for use of the Conference Room.

Food and Beverage Approved food-service vendors will have access to a full kitchen. Special requests for use of the kitchen by meeting participants or non-approved vendors must be approved by the Conference Room Coordinator. The Ford Family Foundation does not provide linens, silverware or tableware. Coffee, tea, and bottled water are provided at no cost, but organizations must provide their own ice or additional beverages. There are no vending machines on site.

General Conditions of Use Organizations using the Conference Room are responsible for the proper use and care of any foundation property. The organization will be liable for the replacement cost of any foundation property which is damaged, destroyed or lost. Organizations are responsible for cleaning up and restoring the Conference Room immediately after usage to the same condition provided to the organization prior to its use of the Conference Room. In the event the organization does not comply with this term of use, the foundation reserves the right to charge the organization for, and the organization agrees to pay for, any cleaning costs required to restore the Conference Room to the same condition provided to the organization prior to its use.

Indemnification The organization using the Conference Room shall release, indemnify, defend, and hold harmless The Ford Family Foundation, as well as its trustees, officers, directors, employees and agents from and against all claims, suits, actions, damages, or causes of action for any personal injury, loss of life or damage to property sustained by reason or as a result of the use of foundation property for which the agreement is entered into and from and against any orders, judgments, or decrees which may be entered thereto, and from and against all costs, attorney’s fees, expenses, and liabilities incurred in or by reason of the defense for any such claim, suit or action and the investigation thereof.

Media Any news media presence at The Ford Family Foundation requires prior approval. Users must notify the Conference Room Coordinator if they are inviting or expect news media.

Parking The Ford Family Foundation has 40 visitor parking spaces available on a first-come, first-served basis. Guests using the Conference Room are encouraged to arrange carpools.

Security The organization using the Conference Room is solely responsible for the security of its personal belongings and those of any attendees on foundation property.

Smoking The Ford Family Foundation is tobacco-free. Smoking, including non-combustible forms of tobacco, is prohibited in all areas of the Conference Room, including the adjoining patio. 

Support services Because The Ford Family Foundation staff may not always be available, users should bring adequate materials and staff to support their events.  Office supplies and copy services are not provided.

Technical support The Ford Family Foundation's technical staff is available to help with initial guidance and setup of audio/visual equipment.


View Conference Room Layouts for ways the room can be arranged.

View Conference Room Photos to see what the room looks like. 

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