Host Your Event At The DDRB

The DDRB has available the following rooms for public use of meeting space: Community Room, Gymnasium, Team Meeting Room, and (3) Family Meeting Rooms. The DDRB Board and Staff shall have the highest priority of use to further the mission of the organization. The following agencies have secondary priority for reserving space for meetings and/or events:thumbnail of Appendix-A

  • St. Charles County Coalition of Service Providers
  • DDRB operationally-funded organizations
  • Other public funding partners (i.e. Department of Mental Health, St. Louis Regional Office, Vocational Rehabilitation, County Developmental Disabilities Boards, etc.)
  • Other governmental entities,
  • Other agencies who have an aligning mission with DDRB’s and
  • For the greater good of the St. Charles County community.

Reservation Guidelines

All organizations outside of the DDRB must submit a reservation request for all reservations or reoccurring reservations. Forms must be completely filled in. All reservation forms must be submitted to roomreservations@ddrb.org.Questions can be submitted to roomreservations@ddrb.org.

  • Submitting a request for a reservation does not guarantee a room. DDRB reserves the right to refuse any request for reservation from any organization for any reason.
  • Meeting Rooms are available Monday through Friday from 8:00 am to 4:30 pm. Evening and weekend requests will be authorized on a case-by-case basis, and may be subject to an additional fee.
  • Requests for the Community Room and Gymnasium can be submitted up to 12 months in advance, and all other rooms 3 months in advance.
  • Reoccurring meetings will be authorized on a case-by-case basis.
  • DDRB will provide notice that a reservation has been tentatively confirmed. A final confirmation will be sent upon receipt of a signed agreement and applicable fees (if any).

General Meeting Reservation Guidelines

Meeting space is available during the DDRB operating hours – Monday through Friday 8:00 am to 4:30 pm. Evening and weekend meetings will be authorized on a case-by-case basis, and may be subject to an additional fee.

  • DDRB prohibits the wearing, transporting, storage or presence of firearms or other deadly weapons as defined in Section 556.061 R.S.Mo. in the DDRB building. Any individual who violates this policy will be reported to police authorities. Possession of a valid weapons permit authorized by the State of Missouri is not an exemption under this policy. Members of law enforcement are exempt.
  • Meeting space is available during DDRB operating hours – Monday through Friday 8:00 am to 4:30 pm.
  • Evening and weekend meetings will be authorized on a case-by-case basis and may be subject to an additional fee.
  • Meetings outside business hours may not leave the DDRB premises until it is secure (doors are locked). Failure to verify DDRB security may result in an additional fee and/or may affect the organizations’ ability to access DDRB meeting space in the future.
  • Organizations will be responsible for vacating the space within the time frame indicated on their room reservation.
  • No organization outside the DDRB may excessively reserve meeting space. The DDRB will determine what is excessive based on time and day requested, and intervals between meetings.
  • Meetings must be conducted in a quiet, orderly manner.
  • Organizations utilizing the meeting space will ensure that meeting attendees remain in the reserved space and respect the common use areas of the DDRB.
  • DDRB facilities are non-smoking. Smoking is prohibited except in designated areas.
  • Food/Refreshments: Non-alcoholic drinks and refreshments/snacks may be served so long as the premises are left clean and orderly.
  • Alcoholic beverages may only be served under a properly licensed caterer. The caterer must be insured for liquor liability in an amount of one million dollars per person and two mission dollars per incident. The organization contracting with the caterer is responsible for making sure that the caterer is equipped with the proper licenses and insurance.
  • Catered food/meal/beverage events will be subject to an additional cleaning fee. (See Fee Schedule)
  • After use, the meeting space will be assessed for damage to or excessive cleaning of the meeting space (see checklist).
  • Organizations will hold harmless the DDRB and its partner organizations for injuries and accidents while using the public space.
  • Due to the public nature of the meeting space, reservation requests will be considered public documents.
  • DDRB staff reserves the right to enter all meetings held in the DDRB premises.
  • Organizations are responsible for the setup and breakdown of their meeting. Set up and/or breakdown by DDRB staff is available for an additional fee. (See Fee Schedule)
  • The arrangement of the Team Meeting Room and (3) Family Rooms’ furniture and fixtures may not be changed without the expressed permission of the DDRB.
  • Audio/Visual Equipment is available in the Community Room and a mobile projector and screen for other rooms. Fees may be charged for setup, training and emergency technical assistance. (See Fee Schedule)
  • If a reservation is to be canceled, organizations are required to notify the DDRB as soon as possible, but no later than 48 hours prior to the meeting.

Restrictions

  • Tape, tacks and adhesives may not be used on any walls or surfaces.
  • The use of open flames is strictly prohibited.
  • No materials, equipment or furniture belonging to organizations using the meeting space may be stored on the DDRB premises without expressed consent from the DDRB.
  • DDRB meeting space may not be used for the purpose of crafting, modeling, carving, scrapbooking, painting, sculpting, or other related activities. The use of paint, glitter, glue, solder or similar items is prohibited.
  • Organizations using the meeting space will be assessed for damage to or excessive cleaning of the meeting space.
  • As a governmental entity all political campaign signage and materials are not allowed on DDRB property, with the exception of when DDRB facilities are used as an election polling site in which the St. Charles County ordinance takes precedence.
  • Due to the public nature of the meeting space, reservation requests will be considered public documents.
  • DDRB staff reserves the right to enter all meetings held in the DDRB facilities.
  • Organizations are responsible for the setup and breakdown of their meeting. Set up by DDRB staff is available for an additional fee.
  • The arrangement of the Team Meeting Room and (3) Family Rooms’ furniture and fixtures may not be changed without the expressed permission of the DDRB.
  • Audio/Visual Equipment is available in the Community Room and a mobile projector and screen for other rooms. Fees may be charged for setup, training and emergency technical assistance.
  • Prior to use of the facility, organizations will sign an agreement and pay applicable fees to the DDRB.
  • DDRB reserves the right to refuse any request for reservation from an organization for any reason.

Fee Schedule & Set-Up Options

Organizations utilizing the Community Room are responsible for the setup and breakdown of the room. Each meeting room has a standard setup option. There are no fees for the standard setup. Organizations may request for DDRB staff to setup the meeting space for a fee, based upon the desired configuration, and time needed to setup and/or breakdown the room. The DDRB reserves the right to change the fee schedule at anytime.*

  • Conference: $60.00
  • Empty: $30.00
  • Classroom: $60.00
  • Theater: $60.00
  • Work-group: $60.00
  • Banquet: $120.00
  • Custom: Price Varies By Event

* All configurations are shown in Appendix A

Food and Beverages

Non-alcoholic drinks and refreshments/snacks may be served so long as the premises are left clean and orderly. Use of the room for dining, meals or other food service may be subject to an additional cleaning fee ($50). Any excessive trash or cleaning needed, may result in additional fees.

Audio-Visual Equipment Available

The Community Room is equipped with a digital projector and audio equipment. All organizations using the Community Room AV Equipment must be trained prior to the event. There is a $25 fee. Emergency A/V assistance during your event may be available during working hours, and may be subject to an additional fee. The DDRB makes no guarantee that emergency assistance will be available. For all other rooms a mobile projector and projector screen are available for use. a. A standard $25 setup and training fee will be assessed.

  • Projector and Screen with Laptop (Community Room),
  • Handheld Microphone, Microphone Stand, Tabletop Microphone Stand (Community Room),
  • Lavalier Microphone (Community Room),
  • Interconnected Tabletop Microphones (Community Room),
  • Podium
  • TV and HDMI Cable (Team Room)

Additional Fees

Additional fees may be assessed for excess damages, cleaning or staff presence needed. All scheduled fees must be paid prior to the start of the meeting. Some fees may be waived or reduced. To request a waiver or reduction in fees please submit the Waiver Form to roomreservations@ddrb.org. All waivers and reductions will be handled on a case by case basis.

GO 19 Public Use of Building - 2023.wlh

Room Rental Close

DDRB-Room-Reservation-Request-Electronic-Form
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Fee-Waiver-Request-Form
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Room Configurations
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