Scheduling

Any time needed in addition to actual program time (i.e. set up/ tear down/ registration) will need to be scheduled in advance on the AIAG Room Rental Form. Reservations for ALL ASPECTS of a function (including set up and clean up) are from 8:00am to 5:00pm, Monday – Friday.

Pricing

Room prices are indicated on the Room Rental Form and are subject to change to cover any increased operating costs.

Payment

Full payment for room rentals is due upon submission of the Room Rental Contract, sent to you once you complete the request form.

Cancellation Policy

Cancellations need to be made in writing to Event Manager (Shannon Osburn at sosburn@aiag.org). Refund policy is as follows:
60 days or before: Full Refund
30-60 days before the event: 50% Refund
30 days or less before the event: No Refund

Food and Beverage

AIAG DOES NOT PROVIDE CATERING SERVICES. All catering will be the responsibility of the Renter. AIAG does provide soda, water, tea and coffee included in the rental fee. All other food and beverage must be provided by a caterer of the renters choosing. Renter is responsible for supervising the setup and teardown/cleanup of any catering. Alcoholic beverages are NOT permitted.

Audio/Video

AIAG IT staff will be available to make sure your meeting gets started and can be called upon if there are any A/V issues during your meeting but will not be present throughout the meeting.

Materials

AIAG will not accept any shipment of materials for meetings. All materials for the meeting must be brought in by Renter. AIAG does not provide printing services.

Security

All event attendees MUST check-in upon arrival at the front desk with the security officer (security guard is included with the price of the rental). Renter MUST have a designated employee present during the registration process. The designated employee must also be present to approve the delivery of any catering.

Liabilities

The Renter will be held liable for any and all damages to the facility by their guests or independent contractors. AIAG does not assume liability for any personal property, merchandise or equipment left on the premises.

Indemnification

Renter agrees to indemnify, defend and hold harmless Landlord and AIAG and their respective shareholders, officers, members and employees of and from any liability or claim for damages that may be asserted against any of them because of any bodily injury, death or property damage occurring on or about or arising from the premises.

Independent Activities; Compliance with Policies

Renter acknowledges that it is renting rooms at AIAG’s facility for its own purposes as a third party independent of AIAG and its activities. Renter further acknowledges that the events conducted by it at AIAG’s facility are not sanctioned by AIAG or occurring under the aegis of, or with any involvement of, AIAG. AIAG reserves the right not to rent to any company in direct competition with AIAG services.