| Overview |
|
The City of Moorhead has meeting rooms available for use by the general public in
City Hall. Meeting space is available for citizens and outside organizations conducting
public meetings, and the following policies govern all City Hall meeting rooms. The City
of Moorhead reserves the right to amend these policies at any time.
|
| Availability |
|
City Hall meeting rooms are available on a first-come, first-served basis to outside users,
subject to availability. City Council meetings take precedence over all other meetings. City
Committee meetings follow next in priority followed by City business-related meetings, City staff
meetings, outside standing meetings, and other outside meetings.
|
| Meeting Rooms & Location |
Capacity |
Extra Seating |
| North Conference Room - 1st Floor |
7 chairs around table |
None |
| South Conference Room - 1st Floor |
8 chairs around table |
9 extra |
| Chambers - 1st Floor |
Auditorium: 88 seats
Front Table: 12 chairs
Dais: 13 chairs
|
None
|
| East Lower Level - Basement |
18 chairs around table |
24 extra |
| Lunchroom - Basement |
40 chairs around 10 tables |
17 extra, sofa, loveseat |
|
| Application |
|
If meeting space is available in City Hall at the time preferred by the outside organization,
the person or persons representing the organization will complete an Application for Meeting
Space and Hold Harmless Agreement/Indemnification (see below) and submit it to the City Manager's Office, 3rd Floor City Hall, 500 Center
Ave. It is the responsibility of the outside organization to complete this application and notify
City staff of any changes in scheduled meetings.
|
| Frequency of Use |
|
Outside organizations are encouraged to use City Hall for meetings. City Hall meeting rooms are
available to the public at no charge.
|
| Environmental Awareness: Food & Beverages |
|
City Hall is a working office complex. Outside users of meeting rooms are expected to clean up
after meetings and return rooms to the condition in which they were found. Food and beverages
may be brought into City Hall, but rooms must be cleaned up, with all food garbage and/or containers disposed of in the Mall garbage cans in the main Mall area to prevent bad odors in the meeting room the next day.
. Reservation privileges may be revoked if a group does not consistently clean up
after meetings.
|
| Audio/Visual Equipment |
The following A/V equipment is available for use by outside organizations. A/V equipment needs
should be detailed on the Application for Meeting Space and must be reserved ahead of a scheduled
meeting.
- TV/VCR/DVD player (cart-mounted)
- Overhead Projector
- Screen
- Portable sound system
Note: the City Council Chambers contains high-end microphones, video, and audio equipment. Any use
of technology in the Chambers must be supervised by an appropriate City Hall staff member. In some
cases, charges may apply.
|
| Building Hours |
|
The Moorhead Center Mall opens at approximately 7:00 a.m. and closes at 9:00 p.m. on
weekdays. Meetings for outside groups may be scheduled from 7:30 a.m. - 9:00 p.m.
Weekend meetings are only scheduled with the permission of the City Manager. A City Hall
staff member must be present for any weekend meetings to lock up and secure the facility
once the meeting has ended.
|
| Special Notes |
The Lunchroom in the Basement can be booked for outside meetings only after 4:30 p.m. to
accommodate employee breaks and lunchtimes which occur at varied times throughout the day.
The Boardroom and the South Conference Room on 1st Floor cannot be booked at the same time as the Chambers due to shared
entrance and exits.
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| Questions? |
|
If you have any questions regarding the City of Moorhead's Meeting Room Policy, you are encouraged to call the City Office at 218.299.5166 or email Marlys.Carlsrud@ci.moorhead.mn.us.
Thank you.
|
Meeting Space Application - Outside Organization
Hold Harmless Agreement / Indemnification
|
