North Conference Room

South Conference Room

Rental Fees

The conference area has two rooms available for rent. Both rooms can be made into one large room by removing a dividing wall.

There are three time periods for each per day; morning, afternoon, and evening.

Rent must be paid by the usage date and room key may be picked up two days prior to rental. A $25.00 cleaning and damage deposit is required. The deposit will be returned if the rented room is left in neat order (arrange chairs and tables neatly, clean kitchen or sink areas, pick up trash, and vacuum floors). Deposit will be returned when the room key is returned. 

Facility Description

The conference area is available as one or two rooms with each room capable of holding 50 people. The facility provides:

• tables and chairs that can be arranged in any desired configuration;
• projector screens in each room;
• full kitchen facilities in one room and sink in another;
• satellite downlink with telephone connections in one room;
• flipcharts, blackboard, and coffee pots.

The Conference Room facility is fully accessible to people with disabilities. 

Letter to Ag Service Center Conference Room Users

We have a very nice meeting room and we want you to use it. We also want to keep it nice and available to everyone for a long, long time. Here are the rules so that you know what you can do to help us accomplish this. We appreciate your help! 

How to Schedule the Room

Call or go to the Union County Extension Office (963-1010). The Schedule Book is kept on the front desk, but anyone in the Extension Office can help you.

In the Schedule Book, each day is separated into 3 time periods. "AM" is anytime in the morning up to 12 Noon. "PM" is the afternoon from 12 Noon to 5:00 PM. "Evening" is after 5 PM. Fees for the room are based on the time periods, the use of the whole undivided room or just one side with the divider pulled across, and the type of entity using it. [See Rental Rates above]

The Extension Office retains first choice of times, after which other entities in the Ag Service Center may schedule the rooms, and any other entities thereafter.

For groups for which fees are charged, a contract is written by the Extension Office. This contract is signed by the responsible renting party and returned to the Extension Office with the appropriate fee in order to confirm the room reservation. Arrangements for the key are made at this time. The key should be picked up in the Extension Office during business hours (Monday – Friday, 8 AM – 12 Noon, and 1 PM – 5 PM, except Holidays) but other arrangements may be made if necessary.

If you learn that a scheduled meeting is not going to happen, please let us know as soon possible so that we can let someone else use it during that time. We try to accommodate as many groups as we can in order to make the best use of the facility.

You are expected to take good care of the room and its contents. Many of the furnishings have been graciously donated by the citizens of Union County. 

What You Get

The Conference Room is 29 feet wide by 100 feet long. Seating capacity for the whole undivided room is 100 people, with approximately 50 when divided, depending on the configuration of the tables and chairs. The pull-across divider fits into slots on the West wall and then each panel hooks into the next one. When not pulled across, it rests in the recess in the East wall. Please take care when pulling these panels and fitting them into the slots in order to prevent damage. We expect you to courteously cooperate with your fellow users when there are 2 groups using the rooms during the same time period.

There are pull-down projector screens on each side of the room, along with a flip chart, one large chalkboard, podium, and a TV and VCR. You may use the items in the cupboards, such as coffee makers [12, 30 and 55 cups], dishes and utensils. You must bring your own coffee, creamer, sugar, napkins, cups or glasses or any other supplies you know you will need.

The North side (the one closest to the Extension Office) has a full kitchen with a refrigerator, stove, microwave and sink. The South side (closest to the end of the building) has a sink, microwave and two fountains. Both rooms have access from the level parking lot with a curb cut for wheel chairs by the main building entrance. There are accessible restrooms and a courtesy phone for local calls located in the Conference Room lobby. The courtesy phone number is 541-962-6146. Our office does not take messages. 

What We Expect at the End of Your Meeting

• Tables and chairs should be placed in a square with chairs around it for the next meeting.
• There is a vacuum cleaner for you to use if there is an obvious need. It is kept on the North Side by the fire extinguisher. Please empty the dust cup when it is full.
• Close and lock all the windows.
• Dispose of any food or beverages. There are extra garbage bags under the sinks. Anything that is left in the rooms after you use them will either be thrown away or used for another meeting.
• Clean the tables, chairs, counters, and appliances. There are blue shop towels and ammonia water in a spray bottle for cleaning. This can be safely used on counters, tables and spots on the carpet.
• Wash, dry and put away any coffee makers, dishes and utensils you have used.
• Be sure stove and oven is OFF.
• Check the restrooms to be sure the toilets are flushed and the paper towels are in the garbage and that no personal articles have been left there.
• Turn thermostat down to 65 deqrees and turn off lights.
• Remove any signs you may have attached to walls, windows or doors.
• Take the garbage outside to the northwest side of the building and put it in the metal dumpster not green garbage cans.
• Lock the outer double doors and return the key to the Extension Office.
• Let the office know if there are any problems or repairs to be made. Repairs for damage made by your group will be your responsibility. 

What You Cannot Do

• Smoking NOT allowed inside the Conference Room, its lobby or the restrooms.
• No Alcohol is allowed on the premises.
• Firearms and explosive devices are not allowed anywhere on the premises.
• Animals are not allowed on the grounds or in the building, except for guide dogs.

THANK YOU FOR YOUR COOPERATION!