Procedure Policies
Deposits and Payments
- In order to reserve function rooms we require a deposit at the booking of any event. The amount of the deposit depends on the final estimate of the event; your coordinator will advise you on the amount required.
- In the event of a complete cancellation less than 90 days prior, the deposit will be retained by the Fairfield Glade Community and Conference Center.
- A REFUNDABLE deposit equal to twice the room charge may be required upon signing the final agreement.
Function Room Assignment and Scheduling
- Fairfield Glade Community and Conference Center has a variety of meeting rooms divisible into various breakout configurations. Function rooms are assigned based on the guaranteed minimum number of people anticipated and are subject to change based on an increase or decrease from the original projection. The seating capacity in meeting rooms will vary depending on setup, equipment and/or displays, head table, dance floor, or other requirements.
- To ensure that your function is indeed “private”, the Fairfield Glade Community and Conference Center rules require that all activities be confined to your reserved room(s).
- Please note that meeting room setup changes occurring less than 24 hours prior may be charged a reset fee equal to the additional labor required.
Maximum Seating
* Seating varies according to table arrangements
Rental Information
The Fairfield Glade Community and Conference Center is available for use by members, non-members, organizations, and businesses. The Fairfield Glade Community and Conference Center may be used for meetings, business forums, theatrical presentations, private affairs/parties, anniversaries, trade shows and other such occasions.
Reservations
Reservations are accepted up to (2) years in advance and are handled on a first come, first-served basis and will require full deposit for the dates reserved at booking
Americans with Disabilities Act
Our facility meets all requirements under the Americans with Disabilities Act (accessible doors, restrooms, parking, etc.) Should your event require interpreters and/or other accommodations, you will need to provide those.
Animals
All live animals are prohibited in the Fairfield Glade Community and Conference Center with the exception of guide and service animals.
Defacing of Building
Painting of any kind within the facility is strictly prohibited. Nothing may be taped, tacked, or in any way affixed to the facility’s glass, walls, doors or ceilings on any interior or exterior surface of the facility. No screws, nails, etc. may be driven into any part of the facility. Exhibitors are responsible for the removal of booth-marking tape, carpet tape, and tape residue left on floors. Failure to remove tape or tape residue will result in labor and materials charges assessed against the user.
Furniture
No tables/chairs may be removed from other rooms.
Emergency Equipment
No emergency exits, phones, alarms, sprinkler valves, or hose connections may be obstructed by booths, stands, signs, displays, or any other items of exhibit.
Parking
The Fairfield Glade Community and Conference Center provides free parking for all events.
Smoking
No smoking is permitted in the facility. Smoking areas are available outside the building.
Storage
Limited storage for crates, packing material and freight is available.
Payment
A final invoice will be presented following the conclusion of the function. The balance of the final bill is due upon receipt of invoice.