The Conference Center consists of a room of approximately 1,400 sq. ft. to be rented in its entirety, restroom facilities are included. Maximum occupancy is 120 people and there are tables and chairs available to accommodate 80 people. The rental includes all audio/visual equipment, 70” Vizio TV screen, Chromecast/ HDMI Cord, wireless internet, coffee makers, microwave and small refrigerator.
(209) 532-3432
Conference Center Rental Policy
Rental Time Period and Rent Reduction
Conference Center may be rented and used during normal T.C.A.R. business hours (between 8 AM and 5 PM, Monday through Friday) or after hours with advance arrangement between the RENTER and T.C.A.R. Staff. Minimum rental period is 1 hour.
Rent and Deposits. The following rental rates and security deposits apply:
| RENTAL | AMOUNT |
| Hourly | $30 |
| Half Day (4 Hours) | $115 |
| Full Day (8 Hours) | $230 |
| Security Deposit (if Required) | $100 |
| Modification Fee (if Necessary) | $50 |
| Cleaning Fee (if Necessary or prearranged) | $185 |
| Additional Hours (After end of agreed upon time) | $50 |
| Cancellation Fee (if Necessary) | $75 |
RENT REDUCTION
In order to encourage the primary purpose of use by the Tuolumne County Association members as an educational facility (members include REALTORS® and Affiliates) the following rent reductions will apply:
- If the purpose for renting the room will result in attendance of one hundred percent (100%) Tuolumne County Association members the rent will have a reduced rate.
- If the purpose for renting the room will result in attendance of at least fifty percent (50%) Tuolumne County Association members the rent will have a reduced rate.
- The conference Center will be made available to Board of Directors meetings, Committee meetings, Taco Tuesday, YPN/Special Events, and certain other membership functions at no charge. The decision of the Board of Directors from time to time shall establish guidelines in determining which functions would be regarded as use of the conference center to be in the course of ordinary business and not to be construed as rental use.
- If the purpose for renting the room is strictly for an independent brokerage to use and not open to all Tuolumne County Association members the rent will have a reduced rate.
Reservations and Cancellations:
- RESERVATIONS: Reservations will be accepted on a first come, first serve basis and can be accepted up to three (3) months in advance of renting the Conference Center.
- CANCELLATIONS: Renters wishing to cancel must do so in a timely manner to avoid a cancellation fee.
Waste, Decorations and Cleaning
- WASTE: RENTER shall not commit, or suffer to be committed, any waste upon the Conference Center, or a nuisance, or any other act or things which may disturb the quiet enjoyment of any other tenant, occupant, visitor or ASSOCIATION member on the ASSOCIATION’S property.
- DECORATIONS: RENTER shall be permitted tabletop decorations and those hung with Scotch Tape or Command Hooks ONLY. No objects are to be suspended or attached to ceilings, walls, windows or doors using nails, push pins, etc.
- CLEANING: RENTER agrees that prior to the time and date termination of this Agreement, and after each rented evening, RENTER shall clean the Conference Center, remove all trash and debris therefrom and restore said premises to the condition as existed immediately prior to RENTER’S use. At the option of the RENTER, cleaning will be provided by the ASSOCAITION. RENTER agrees to pay an additional $185.00 for the ASSOCIATION to provide cleaning. By placing their initials here, RENTER (______) agrees to be charged an additional $185.00 to their Rental Invoice and pay the ASSOCIATION within five (5) days of receiving said invoice.
Damage
Renter is financially responsible for all damages to facility and equipment occurring from use. If damages exceed the $100.00 Damage/Clean Facility deposit, Renter will be held responsible for all additional charges/fees. Additional fees and charges can include, but are not limited to, re-cleaning, tables and chairs not properly returned to original configuration, heater or air conditioner not turned off and/or lights left on. The deposit shall be refunded to Renter less charges. TCAR shall have thirty (30) days to refund any portion of the deposit.
Renter is responsible for any and all fees associated with the set up and clean up of the facility and/or damages that may occur during the entire rental period.
A full walk-through of the facility will take place prior to Renter having access to the building. The condition of the facility will be noted and the Renter will be responsible for any subsequent damage to the facility, equipment and/or TCAR property surrounding the Conference Center.
Restrictions
The following is prohibited:
- Any smoking within the interior of the Conference Center.
- Any animals, birds, or pets of any kind.
- Any cooking of food in the kitchen without prior agreement.
- Any alcoholic beverages of any kind without prior agreement.
Media Center
Use of the Media Center is included with rental of the Conference Center. It includes use of the wireless internet connection, the 70” Vizio Television, Chromecast/ HDMI cord, the microphones and the audio/visual equipment. Tenant is responsible for any damage to the equipment.
Parking
There are 50 parking spaces in the TCAR parking lot. Parking is ABSOLUTELY NOT ALLOWED on Tuolumne Rd. on the south side of the driveway as it blocks the vision of anyone leaving the parking lot and creates a very dangerous situation. The California Highway Patrol has informed us they will ticket anyone parking in that area.
Holding Over
In the event RENTER fails to vacate the premises at the expiration of any date and time of use in violation of this Agreement and continues to remain upon and/or use the Conference Center, RENTER shall pay the ASSOCIATION $50.00 per hour for each additional hour or portion thereof that RENTER continues to remain upon and/or use the Conference Center (including time spent cleaning and returning the Conference Center to the condition prior to RENTERS use of the Conference Center). Such amount will be deducted from the security deposit. If the security deposit is insufficient to cover such amount, RENTER shall pay that balance owed upon receipt of the invoice from the ASSOCIATION within five (5) days. Trained Staff may arrive 45 minutes prior to and depart 45 minutes after the listed times to allow for the clerical work necessary to conduct a meeting.
Additional Provisions
- Renter understands that ASSOCIATION will not provide coffee, cups, napkins, plates, forks, knives, spoons, creamer, sugar, etc.
- No TCAR equipment, including tables and chairs, is to be removed from the TCAR building.
- TCAR shall not be responsible for any damage or loss to any item belonging to Renter or its guests/customers.
- In the event of an emergency contact the Tuolumne County Sheriff Department – Dial 911
For questions contact Shauna Love, TCAR Association Executive at (209) 532-3432.