PROCEDURES

Organizations wishing to use the facilities at the Berks County Intermediate Unit must check room availability by contacting Brenda Mell at 610-987-8641 or via e-mail at bremel@berksiu.org.

Requests, which will be approved on a first-come, first-served basis, must be made a minimum of two weeks prior to the meeting date. If a request is made more than 90 days in advance, fees must be prepaid. All requests are subject to the approval of the BCIU executive director or his/her designee.

Meeting rooms are available every day for use between the hours of 8 a.m. and 10 p.m. Additional fees will be charged for security and housekeeping beyond the normal operating hours of 8 a.m. and 4 p.m., as follows:

Weekdays - $40/room after 4 p.m.
Weekends - $40/room vacating by 3 p.m.
Weekends - $40/hour after 3 p.m.

Rooms will not be available during BCIU holidays unless prior approval is given by the BCIU executive director or his/her designee.

The building will be opened 30 minutes prior to the scheduled meeting time. The contact person from the sponsoring organization should report to the receptionist and/or maintenance/housekeeping clerk 30 minutes before the meeting time and again after the meeting.

Rearrangement of furniture in meeting rooms is not allowed. Should an organization need to modify an existing room setup, the request must be noted on the reservation form, and BCIU staff will rearrange the room as closely as possible to the special request.

Technical services and equipment rentals

Services and equipment are available for use upon request. Equipment requests must be submitted a minimum of three days prior to the meeting date. Requests for technical services or equipment may be made by calling BCIU's Educational Technology Services at 610-987-8478.

More information about technical services and equipment available to your for you meeting.

Food services

Catering services are available from BCIU Cafeteria & Catering Services, and must be requisitioned on a catering services order form. Refreshments from the outside are prohibited.

More information about the BCIU's food services.

BCIU Main Offices

Cafeteria hours are 7 a.m. - 1:30 p.m. Vending machines are available after 1:30 p.m. When taking food and beverages from the cafeteria, covers must be placed on all containers. (There is no cafeteria at the BCIU Education Centre.)

Parking

BCIU Main Offices:
Visitors may park in any green parking space. These spaces are located in front of the building and in the upper-level parking lot.

BCIU Education Centre:
Visitors should park in green spaces only. These spaces are located in the front and rear of the building.

Pay phones

Public phones are available in the main lobby at the front entrance of the BCIU’s main offices.

Public phones are not available at the BCIU Education Centre.

Insurance

Insurance coverage is included in the room rental fee. Special events may require additional BCIU liability coverage, the cost of which is borne by the sponsoring organization.

In the event of damage to the building, equipment, or furniture beyond normal wear and tear, the sponsoring organization shall pay for the replacement or correction of such damage.

Payment

All appropriate fees are due and payable within 15 days upon receipt of an invoice. (Reservations made more than 90 days in advance must be prepaid.)

Cancellations

A seven-day cancellation notice is required. If notice is not received within this time frame, the sponsoring organization will be assessed a 50 percent cancellation fee.

Confirmations

Please call Brenda Mell at 610-987-8641 three business days before your meeting date to confirm your room reservation, number of attendees, setup style, equipment needed, and room number.

General information

No tape is allowed on walls.
All visitors to the BCIU must sign in at the front desk and continuously and prominently wear a visitor’s badge or a school district ID.
The BCIU is a drug-free workplace; therefore, possession or use of a controlled substance and/or alcohol is prohibited.
The BCIU is a tobacco-free facility.
Gambling on the premises is not permitted.
Only assistance animals are permitted on BCIU property.
Conformity to standards of acceptable conduct is expected.

The BCIU reserves the right to cancel any reservation due to uncontrollable facility problems. The BCIU reserves the right to refuse any reservation.

Click here to download a printable version of the procedures for using BCIU facilities.