Purpose
To define, establish and implement policies that provide the Ihsan’s rules and regulations regarding the troubles and issues reporting regarding problems in the building premise.
Policies
Requests for room reservations should use the approved form and be submitted two weeks in advance.
Meeting Rooms and all furniture shall be left in a neat and orderly condition. Any furniture that has been moved must be restored to its original configuration. Furniture may not be moved into or out of meeting rooms. Cleanup and restoration of furniture to original arrangement must be accomplished by the scheduled ending time for event.
Ihsan assumes no responsibility or liability for accidents, injury or loss of individual property at its property.
Anything attached to walls, ceilings, doors or furniture in any meeting room, signs, posters, displays must be taken down after the event is over.
The cost of any additional maintenance caused by damage or failure to return the facility to its proper condition shall be deducted from the deposit. The person signing the reservation agrees to this stipulation.
A fee will be charged per reservation for general cleaning.
No alcoholic beverages or drugs are permitted to be served or consumed on Ihsan property.
No smoking inside the property or within 15 feet of the premise.
Due to a shortage of some equipment (i.e. tables, chairs), the sponsoring group may need to arrange for the rental, including setup, of the necessary item if it is not available at Ihsan community center.
Meeting Rooms and all furniture shall be left in a neat and orderly condition. Any furniture that has been moved must be restored to its original configuration. Furniture may not be moved into or out of meeting rooms. Cleanup and restoration of furniture to original arrangement must be accomplished by the scheduled ending time for event.
Deposit of 50% of the reservation cost has to be received at least 5 days prior to event or reservation may be canceled.
Make all checks payable to: “Ihsan”
Programs involving the sale, advertisement or promotion of commercial products or services or the solicitation for the future sale of commercial products could be subject to a service fee.
Cancellations of less than 24 hours before reservation date and No-Shows are subject to 25% charge for each room booked.
Process
The reservation forms should be available at the front desk and the admin assistants should be trained on using it and the procedure/policy. Ideally, an online version should be also available
A person interested in reserving a room in the center, should be directed to the front desk where they would fill the form and pay the reservation fee (can be taken by credit cards, cash or check).
The admin assistants will review the form; collect the payment; make sure the form is completed. If everything is complete, they should:
Create a folder for the event
Put the form in the facility manager mailbox (we need to make mail boxes) and notify by email that a completed form is received.
The facility manager then reviews the form, ensures availability, and approves or rejects the reservation and return it to the administrative assistant
The admin assistant then contacts the person and confirms or declines the reservation.
After a reservation is confirmed, the admin assistant should ensure that an admin assistant is scheduled to be at the center during the event.
After the event is complete, the admin assistant should review the room and ensures that everything is at normal condition as required by the room reservation policy.
If everything is good, the admin assistant should notify the facility manager and should send a thank you card to the person who made the reservation and send an evaluation form. The evaluation form will be collected and included in the event folder.