Reservation Policy

• In order to use a meeting facility (including conference rooms and “Living Rooms,”) you must be a current tenant, or an employee reserving the meeting facility on behalf of a current tenant, at a building managed by BECO Management, Inc. (“BECO”).  Reservations may be made online at mybeco.com or at your building website, or in person or by phone.  
  
  
• Reservations are accepted on a first-come, first serve basis.  Please include time for set-up and clean-up when making your reservation. 
  
  
• BECO reserves the right to cancel any reservation due to unforeseen circumstances or to relocate any scheduled meeting if circumstances warrant.
  
  
• BECO reserves the right to revoke permission to use any meeting facility (at that time or denying future use) if a tenant fails to follow the building and facility rules, or if the meeting facility is not vacated and cleaned by the end of the reservation time.
  
  
• Our meeting facilities are an amenity for use by all BECO tenants.  It is not meant to be an extension of tenants’ office space, but rather, an added bonus for when our tenants need a special place to meet.  We will accept recurring reservations, on a monthly basis, but BECO reserves the right to deny permission for a tenant to use a space on a regular basis if other tenants are interested in the same space at the same time. 
  
  
• When it is necessary to cancel or change a reservation, please notify BECO as soon as possible. Cancellations made less than 24 hours prior to the scheduled meeting, or failure to notify BECO of the cancellation, may result in BECO revoking permission for the tenant to use the meeting facilities in the future. 
  
  
• The meeting facilities are available for use during regular business hours. Requests for evenings, weekends or holidays should be made with your property manager.  Additional fees may apply for after-hours’ reservations.
  
  
• Users are responsible for the proper use of AV equipment in the conference room and will be held liable for any damage caused by misuse or negligence, including the cost of repairs or replacement.
  
  
• Companies are limited to 4 reservations per month. Reservations exceeding the 4 per month limit will be subject to a fee of $200 for 4 hours and $400 for 8 hours. The reservation fee will be refunded if canceled at least 24 hours before the reservation start date and time.
  
  
• Reservations cannot be made more than 3 months in advance.
  

Regulation for use

• Attendance is limited according to meeting facility and seating arrangement.  Attendance may not exceed the maximum number of people certified by the Fire Department per the occupancy limit for the facility, as stated on the website.
  
  
• ABC license is required for alcohol use. Please ask your property manager for more information. A Certificate of Insurance is required for all catering and outside vendors providing services onsite. 
  
• BECO personnel must have free access to meeting facilities at all times. 
  
  
• Signs with meeting information may be displayed on approved sign stands in the lobby. No other signs should be displayed anywhere else inside or outside the building, without approval from BECO.
  
  
• All meeting materials must be free standing. Please do not attach (tack, glue, staple or tape) anything to the walls, ceiling, floor, furniture, equipment, doors or windows. 
  
  
• The meeting facility and kitchen area (where available) must be left in a clean and orderly condition. Should any special cleaning be required as a result of a tenant’s use, tenant agrees to pay the bill for janitorial labor and equipment. 
  
  
• It is not permissible to rearrange furniture in the “Living Room” without BECO’s prior approval, or to borrow furnishings and equipment from our meeting facilities or move furnishings from one meeting room to another.  If approval is given, the furniture must be restored to its original configuration by the end of the reservation period.
  
  
• Conference room tables should be restored to their original configuration by the end of the reservation period.
  
  
• The use of additional electrical kitchen equipment, other than that provided by BECO, must be approved in advance by BECO. 
  
  
• Although the facility is offered free of charge, in the event of damage to the building, meeting facility or equipment, caused by the tenant or those attending its meeting, the tenant shall be held responsible for the damage.
  
  
• All access cards and keys must be returned to BECO immediately following each event to avoid charge of replacement.
  
  
• All tenant owned equipment must be removed after each reservation. BECO shall not be responsible for losses of, or damage to, any personal property left in a meeting facility or at the building.
  
  
• If stackable chairs are available, please return them to the storage room after each event.  
  
  
• The tenant acknowledges that the meeting facility is located near other office spaces and therefore agrees to control the noise level at the meeting so that it does not disturb neighboring tenants. In the event that the tenant’s meeting creates a disturbance due to high noise volume or other disturbance, the tenant shall immediately reduce the volume or end the disturbance when requested. If repeated disturbances are created, at BECO’s discretion, the tenant may be asked to end the meeting.

• The tenant shall comply with all instructions and directions by BECO, including the direction and routing of vehicles, and the designation of loading and unloading areas.
  
  
• Room temperature will be preset by BECO.  If the temperature needs to be changed during the meeting, please contact the building’s property manager.

• Corridors and hallways are common areas and are not part of any reserved area.  They may only be used with permission of BECO, and must be available for use by others.

• Please alert all guests that smoking is not permitted in the building.

• BECO reserves the right to amend or add to these terms and conditions or to adopt new terms and conditions, on prior written notice, which shall be deemed an amendment to this agreement. 

Liability

• BECO shall not be liable to the tenant or any of the tenant’s employees, guests, agents, or others for whom the tenant is responsible, for any damage, injury, loss, or claim, including without limitation for injuries or personal effects and possessions left at the building in connection with the meeting. The tenant shall indemnify and hold harmless BECO, the owner of the property at which the meeting facility is located, their respective parent companies, affiliates, subsidiaries, agents, associates, officers, directors, employees, stockholders, partners, members, successors and/or assigns, from and against any and all costs, damages, claims, liabilities and expenses arising from or out of the use of the meeting facility by the tenant or its employees, guests, agents, or others for whom the tenant is responsible.

Last updated: 3/7/2025