Conference Rooms Policy

Available Conference Rooms

Early Birds provides the following conference rooms for tenant use:

• Upper Level 206: Conference room located on the upper level
• Upper Level 230: Conference room located on the upper level

These conference rooms are available on a non-exclusive basis, meaning they are shared resources available to all tenants.

Reservation Requirements

Use of conference rooms requires advance reservation:

• All conference room use must be reserved in advance through your Early Birds member account
• A reservation requires an active coworking membership, a valid day pass for that date, or an office rental that includes room access
• Reservations are granted on a first-come, first-served basis
• We do not guarantee conference room availability at any specific time
• Walk-in use without a reservation is not permitted
• Reserved time includes setup and cleanup - please book accordingly
• Late arrivals may result in forfeiture of your reservation if another tenant is waiting

How to Reserve

Conference rooms are reserved online through your Early Birds member account. Sign in and use the conference room booking page to pick a date, choose a room, and confirm your reservation.

Reserve a conference room

Reservation procedures and scheduling systems may be updated from time to time - please check with management for current procedures.

Booking Limits

To keep conference rooms available to as many tenants as possible, the following limits apply to every reservation (all times are U.S. Central time):

• Time slots: Reservations are made in 30-minute increments and must start and end on the half-hour
• Length per reservation: Up to 2 hours per reservation
• Daily limit: Up to 2 hours total per day across all of your reservations
• How far ahead: Reservations may be made up to 90 days in advance, and cannot be made for a date or time that has already passed
• One booking per room at a time: A room cannot be double-booked - if a time slot is already reserved, it is unavailable

Hours of Operation

Conference rooms may be reserved between 6:00 AM and 10:00 PM Central time. Reservations must start at or after 6:00 AM and end by 10:00 PM. Additional hours may be posted in each conference room or communicated by management. Please respect posted hours and do not use conference rooms outside of permitted times.

Occupancy and Capacity Limits

Each conference room has a maximum occupancy limit:

• Do not exceed the posted occupancy limit for any conference room
• Occupancy limits are established for safety and comfort
• Overcrowding may result in loss of conference room privileges

Conduct and Usage Rules

When using conference rooms, tenants must:

• Respect Noise Levels: Keep noise to a reasonable level that does not disturb other tenants
• Follow Posted Rules: Comply with all rules posted in the conference rooms
• Start and End On Time: Begin and conclude your reservation at the scheduled times
• No Unauthorized Activities: Use conference rooms only for legitimate business meetings and professional activities
• No Food or Drink Restrictions: Follow any posted food and beverage policies
• Respect Equipment: Use all conference room equipment properly and report any malfunctions immediately
• Professional Conduct: Maintain a professional environment at all times

Cleanup Obligations

Tenants are responsible for leaving conference rooms in a clean and orderly condition after each use:

• Remove all personal belongings and materials
• Clean up any food, beverages, or trash
• Erase whiteboards and clean writing surfaces
• Return furniture to its original configuration
• Turn off lights, displays, and equipment
• Close and lock doors if required
• Report any spills, damage, or issues to management immediately

Failure to clean up properly may result in:

• Cleaning charges added to your account
• Suspension of conference room reservation privileges
• Additional fees as outlined below

Damages and Excessive Cleanup Charges

Tenants are financially responsible for damage to conference rooms and equipment:

• Any damage caused by you or your guests to conference rooms, furniture, or equipment will result in repair or replacement charges
• If you leave a conference room in an excessively disorderly condition requiring additional cleaning beyond normal use, you may be charged cleaning fees
• Repeated violations may result in loss of conference room privileges
• Charges will be billed as additional rent or fees under your rental agreement

Please treat conference rooms with respect - they are shared spaces for all tenants to enjoy.

Cancellations and No-Shows

To ensure fair access for all tenants:

• Cancel reservations from your member account as soon as you know you won't need the room
• Reservations can only be cancelled before they are scheduled to start
• Repeated no-shows without cancellation may result in suspension of reservation privileges
• Last-minute cancellations are better than no-shows

Equipment and Amenities

Conference rooms may include various equipment and amenities such as tables, chairs, whiteboards, displays, or presentation equipment. All equipment must be used properly and returned to its original condition. Do not remove equipment from conference rooms. Report any missing or malfunctioning equipment immediately.

Priority and Conflicts

In the event of scheduling conflicts or emergencies:

• Confirmed reservations have priority over walk-in requests
• Early Birds, LLC reserves the right to reschedule or cancel reservations in case of emergencies or facility needs
• We will make reasonable efforts to provide advance notice of any necessary changes

Violations and Enforcement

Violations of this Conference Rooms Policy may result in:

• Warning and requirement to correct the violation
• Temporary suspension of conference room reservation privileges
• Permanent loss of conference room access
• Charges for damages, excessive cleanup, or overage fees
• Action under your rental agreement for repeated violations

We reserve the right to modify this Conference Rooms Policy at any time. Changes will be posted on this page with an updated revision date. Reservation procedures and scheduling systems may be updated from time to time.