Meeting Room Policy:

  1. Meeting Rooms are available on a first-come, first-served basis. Reservations can be made up to 60 days in advance and must be requested online or in person. Reservations end 30 minutes before Sub Zero Mission’s operating hours.
  2. Meeting Rooms are free to use during Sub Zero Mission’s operation hours. However, in the event of policy violations or damage, Sub Zero Mission may impose fees to restore the rooms or facilities used to their original condition.
  3. All users and guests must adhere to Sub Zero Mission’s Code of Conduct. The person making the reservation must be over 18 and is responsible for maintaining order. Any damage to Sub Zero Mission’s property or equipment will be the liability of the person making the reservation. An adult must accompany minors.
  4. Meeting room activities should be confined to the meeting room. Organizations, businesses, and individuals should not engage with individuals who did not come specifically for their meeting.
  5. Meeting rooms may not be used for soliciting donations, holding fundraisers, or charging admission for entry.
  6. Groups are responsible for setting up and cleaning the meeting room. Reservation times should include setup time. Groups can only enter the room after their reservation. Trash should be disposed of in the designated areas, and all surfaces should be left clean. Sub Zero Mission reserves the right to charge damages or extra cleaning fees. Sub Zero Mission is not responsible for materials or equipment left in the room.
  7. Each group/individual/organization may book a meeting room a maximum of 4 times per month. No-shows cancelations with less than 48 hours notice may impact future reservations.
  8. If a group fails to arrive or reports a delay within 30 minutes of the scheduled time, the staff may allow others to use the room.
  9. Covered drinks and certain types of food are allowed in most rooms. Check room details for more information on food restrictions.
  10. Sub Zero Mission may cancel reservations for operational reasons and reserves the right to deny or cancel future reservations. Sub Zero Mission will notify a group if its meeting room reservation must be canceled.
  11. Permission to use meeting rooms does not imply endorsement by Sub Zero Mission; advertisements or announcements suggesting endorsement are not permitted. The right of a group to meet in Sub Zero Mission’s facilities does not constitute an endorsement of the group’s policies or beliefs by Sub Zero Mission.
  12. Advertisements or public announcements regarding reservable spaces should not include Sub Zero Mission’s logos or imply co-sponsorship without express permission. They must include the following disclaimer: “Granting permission by Sub Zero Mission to use its facilities does not constitute an endorsement by Sub Zero Mission.”
  13. Elected officials may use Sub Zero Mission’s Meeting Rooms for official constituent meetings, but partisan political gatherings or programs are prohibited.
  14. Sub Zero Mission staff may attend any meeting.
  15. Sub Zero Mission is not responsible for accidents or injuries resulting from meeting room activities.
  16. The needs of Sub Zero Mission and its affiliates take precedence over those of other organizations.