Use of the Community Room
Primary users of the Community Room include Children Services Fund (CSF) partners and affiliated organizations under contract with the agency, and other community organizations invited by Children’s Services Fund.
The Community Room is also available through an approval process for other organizations
as follows:
• 501c3 organizations that are not using the space for religious, political, and electoral purposes.
• State or local government agencies for non-political purposes, such as schools.
Unfortunately, Children’s Services Fund is unable to allow organizations that are not eligible set forth above to use the Community Room.
Use of the conference room is free of cost. Children’s Services Fund is a smoke-free environment.
Community Room Guidelines
Any group using the Community Room must ensure its event is consistent with its charitable purpose and may not charge attendees a fee to attend the meeting except to cover meeting expenses, i.e., catering, speakers, materials, etc. Fees must be collected prior to the event. No money, cash, checks, or credit cards may be exchanged onsite. Products and services may not be sold on Children’s Services Funds property.
The Conference Center may NOT be used for:
• Activity that advances a particular religious faith or doctrine.
• Political activity, or by an individual who has announced or has filed for elective office.
• Social events such as weddings, graduations, awards programs, retirements, baby showers
• Fundraising
Absent written permission from the Children’s Services Fund, the use of Community Room space does not infer the right to use the Funds name or logo except to identify the event location. To display or hang signage, you must first gain written approval from CSF Operations Manager. Children’s Services Fund reserves the right to modify these guidelines or to make exceptions at its sole discretion, including on a case-by-case basis.
Scheduling/Hours of Operation
Children’s Services Fund, its associates, active partners, and affiliated organizations who have received approval for use of space may reserve the Community Room eight (8) months in advance of the event date. Meeting space is secured only after the Operations Manager has approved the initial request and received a signed Condition of Use form from event host. Once a Condition of Use agreement form has been received, CSF will provide the event host with an email confirmation of preliminary space reservations, including all known meeting details. Changes made after the stated deadlines may not be honored. You are encouraged to include the Operations Manager in the early stages of planning for large events.
Hours of event operations are Monday-Friday: 7:30 a.m. to 6:00 p.m.
Rooms are ready 30 minutes prior to the meeting start time for setup by partners as early as 7:00am on meeting day. CSF staff will check to ensure the room is brought back to the original condition 15 minutes after the event ends.
Food and Beverage
We do not have onsite catering services. However, we are more than happy to provide a list of local dining establishments that offer catering and delivery services to our suite. Please contact CSF Operations Manager for recommendations. Groups are welcome to bring in outside food and non-alcoholic beverages for their events. Please coordinate delivery times and setup with our staff in advance.
Alcohol Policy: Due to liquor licensing and legal restrictions, we do not allow groups to provide or serve alcoholic beverages on the premises. Any violation of this policy may result in immediate cessation of the event, and the responsible party may be held liable for any damages or consequences.
It is the responsibility of the booking party to ensure that the community room is left in the same condition as it was found. Please dispose of any waste appropriately and notify our staff if additional cleaning assistance is required.
Available Guest Services
• Wi-Fi
• Onsite Free Validated Parking
• Community Room computer
• Easels/flip charts
Technology Overview
Our Community Room offers a wide range of complimentary audio/visual equipment. If an event requires technology that is not available in-house, the event host will be responsible for making arrangements and covering costs for equipment, set up, and labor. Notify our Operations Manager in advance of any outside audio/visual rentals to make arrangements. Pre-conference technology meetings are available. Please contact the CSF Operations Manager for an appointment.
ADA Statement
The Community Room is fully wheelchair accessible.
Parking
Underground parking is available beneath the building via the Grand Street Blvd garage entrance. Please ensure a CSF staff member validates the parking ticket administered at the gate in the garage. Lost tickets are a fee of $12, which is the responsibility of the driver.
Emergency Procedures
In the event of a fire, follow the exit signs to the stairwell if elevators out of service. There are two sets of stairs on each floor. If there is a tornado warning or other emergency, staff will direct you to basement shelter in the building.
Media Presence
If a media outlet plans to cover an event scheduled in the Community Room, please inform the CSF staff
in advance at 816-832-6340.
Please review the Community Room Guidelines and Condition of Use Agreement and electronically sign/submit the form below.
(Last updated 01/14/26)
Policies, Procedures and Liability Waiver
Your organization’s on-site Event Host is responsible for ensuring all your attendees are aware of, understand and follow the policies and procedures set forth below. Consequences of failure to comply may result in the denial of future use of CSF’s meeting space.
• Approval of this agreement entitles your group to use CSF’s Community Room facilities: restrooms, guest parking and lactation area. CSF does not extend the use of its printers, copier, fax machines, or any other business equipment. Please bring all necessary supplies with you. You may use the audio-conferencing equipment provided in the Community Room
• You may use the video conferencing equipment, but you must have your own video conferencing (Zoom, WebEx, Teams, etc.) account.
• If media coverage is expected at the event or you plan to refer to the CSF in any printed
materials, contact our Operations Director to receive prior approval.
• A representative from your group must check in with the CSF Operations Director upon arrival and check out upon completion of cleanup.
• Should you need to cancel your reservation, please cancel within at least 2 business days.
The following are prohibited on CSF property (Building and Parking Garage):
• Consumption of alcohol
• Smoking or vaping of tobacco or cannabis
• Recreational drugs
• Firearms (except for law enforcement) Weapons >3 ½” Anything provided by CSF is exempted
(knives, scissors)
• Harassment of any kind
• Violence
CSF is not responsible for lost or stolen items. After your event, you agree:
• To return the meeting space to its default configuration,
• Leave the room clean and free of trash
• Wipe down tables if food is served
• Report any damaged equipment or concerns to CSF staff immediately
• Ensure all personal items and materials are removed at the conclusion of the event.
Health and Safety
Your organization and its attendees agree to abide by CSF’s current health and safety protocols, policies, and procedures as they may be in effect from time to time. CSF may cancel reservations and/or close the meeting space with or without notice if CSF, in its sole discretion, determines that doing so is in the best interest of CSF, the Organization, the attendees or the community.
Room Setup Options
CSF provides several standard room configurations using rectangular tables that seat two people each.
Available setup styles include:
• Theater Style – Rows of chairs only facing the front with aisle space.
• Classroom Style – Tables in rows with all seating facing the front.
• U-Shape – Tables forming a U with open center.
• Hallow Square – Tables arranged in a large rectangle.
• Board/Conference – Small table groups throughout the room, groups of 4, 6, or 8
Limitation of Liability/Indemnification
Your organization acknowledges and agrees that in no event shall Children’s Services Fund, its affiliates, or any of their respective employees, staff, agents, volunteers, representatives, officers, or directors be liable to your organization or any attendee for any claim for damages or liabilities, whether such damages are direct, indirect, special, incidental, or consequential damages, or loss of any nature, including, but not limited to, damages or liabilities resulting from delay, loss of profits, injury to person which may arise in connection with your use of the meeting space or any services provided by us or otherwise pertaining to this agreement, even if Children’s Services Fund has been notified of the possibility or likelihood of such damages occurring.
Organization also agrees to pay any costs incurred for damages resulting from the Organization or its attendees’ non-compliance with this agreement, including any costs for damage to CSF’s building, suite or property caused by an Organization or its attendees.
By signing below, the organization agrees to abide with the policies and procedures set forth herein and to use its best efforts to cause its attendees to do the same.
By signing below, Organization hereby agrees to the terms of this Agreement and represents and warrants that the undersigned is authorized to bind Organization to the terms of this Agreement.
We may, at any time and at our sole discretion, modify this Condition of Use Agreement without notice to Users. Your continued use of the meeting space constitutes your acceptance of these modified terms. Thank you for choosing our meeting space.
