Meeting rooms

[Hot Lava Mama]

We need help thinking of more places for meeting rooms for our home school group.  We have been using the library community center (for free) and the Raley's Community center (for free).  However, the library has set a new policy so that a group can only use the community center up to 6 times a year.  Raley's is converting their community centers into medical clinics.  We have tried churches and senior centers, but they are requiring insurance (usually $2 million policy!).  We are stuck!  We need a big place for our STEM club, our debate conferences, our parties...all of which can be 50-100 people.  Any ideas on where to check for a free place?  We have not had much luck when we try a rental place because of the need for a contract, down payment, etc.

 

I know someone out there has some great ideas on where we can look! 

[desertflower]

A high school? Or elementary school?

[Jayne J]

What about checking with the local fire department? Around here they often have a social hall for wedding receptions and fundraising dinners. Also find out where the local Rotary, 4-H, Scouts, or other clubs meet and check that out. Are there any Masonic lodges, Elks Clubs, etc, that might let you use their hall?

[Miss Tick]

A 2 million dollar policy sounds big, but you may find that the out of pocket cost is actually snack.

[Lori D.]

Another option for *renting* rooms might be a local YMCA facility.

 

re: insurance

Is your group a legal non-profit, or an informal group? Insurance requirements by churches and senior centers may be different for each. For example, our homeschool group is a formal non-profit, and so the co-op that was organized as part of the group would have been required to pay for insurance for meeting at a local church. But once the co-op "spun out" and became a *separate* informal, not-legally a non-profit group, the church no longer had to require insurance. You might check with those groups and ask if that makes a difference.

 

 

Locally in our area, the homeschool group has been able to spread out the needs over different venues:

- weekly meetings for different clubs (12-40 people) = no charge = individual homes

- monthly student counsel meetings (20-30 people) = no charge = a small church that is willing to risk us without insurance

(the pastor's family homeschooled and were part of this group, so that's why they are very friendly with the group!)

- occasional meetings (10-50 people) = $10/hour = free, limit: 3x in 3 months, must be open to public = library meeting room

- 2x/year special youth events (100 people) = no charge, a medium church; in exchange we do community service weeding and grounds cleaning 2x/year

- several times/year holiday parties (75-100 people) = $25-75/hour = rent a Parks & Rec room

- annual graduation ceremony (200-300+ people) = $150/hour = rent a larger church + AV person

 

 

How about going for a "divide and conquer" approach with all your different types of meeting needs?

 

1. STEM group = how about approaching one of those service groups that urpedonmommy suggested above (Elks, Rotary, etc.), and ask if they would be willing to "sponsor" your STEM club by allowing you to meet in their facilities. Esp. if someone in your group has a relative in one of those organizations, they might love to help support their niece/nephew/grandchild in this way. ;)

 

2. Debate conferences = I would assume these are weekend events? What about approaching a charter school to *include* them to participate -- which would give you use of their facility. ;) Charters are usually very small and are looking for ways to expand their offerings, so this could be a real win-win situation: their students get the additional extracurricular option of debate, your group gets a free facility. ;)

 

3. Occasional parties = you could still hold at the library community center and not exceed your limit of 6x/year.

 

 

BEST of luck in finding space for all the needs! Warmly, Lori D.

[MeghanL]

Our library system also has limits on how often a group can rent the space...so we don't use our formal name when we rent. You can rent the space under STEM club 6 times a year, debate club 6 times a year, etc. 

[justasque]

--One group met at a local small nature center weekly.  They gave us complete use of two classrooms and a small lunch area.   It was one of those well-funded but underused places, and we upped their stats so it was a win-win.

 

--Another group used the "divide and conquer" method.

 

--One group had a parent who had a food business; he had purchased a house so he could use the kitchen as a commercial kitchen.  The group could use the rest of the house.

 

--Consider building a relationship with a local STEM-oriented college, this could have the advantage of access to mentors and equipment.

--Consider having your clubs finding sponsors among local businesses, who can either provide space or the finances to procure it.

--Consider the pros and cons of having your library co-sponsor one of your groups.  You would have to include all comers, but it could be a win-win for both you and the library.

[MotherGoose]

Have you tried churches at which a member of your group is a member of the church? That may change things.