Community Room Reservation Request Form

Careful observance of the following guidelines will allow Beltrami Electric Cooperative (BEC) to provide the use of the Community Room for the public indefinitely. However, any abuses will be noted, and the accommodation will be discontinued immediately. BEC reserves the right to modify these terms as needed.

Beltrami Electric Cooperative reserves the right to cancel, reschedule, or modify any Community Room reservation at its sole discretion. This may occur if the booking conflicts with our established policies, usage restrictions, or guidelines, or if the space is required for business operations, special events, or unforeseen circumstances. In such cases, we will make reasonable efforts to provide advance notice and, where possible, offer alternative accommodations. However, Beltrami Electric Cooperative is not liable for any costs, losses, or inconveniences resulting from such changes. By booking our meeting space, you acknowledge and agree to these terms.

Reservation and Payment:

• Payment for rental is $50 and is due prior to use of the Community Room unless the organization uses a purchase order system.

  • Checks are payable to Beltrami Electric Cooperative. Credit cards are also accepted at the front desk.

• BEC reserves the right to first option for the Community Room.

• BEC reserves the right to refuse the use of the Community Room to any person or organization.

• Reservations for the Community Room will be accepted no further than 120 days in advance.

Restrictions:

• Maximum occupancy shall not exceed 70 persons (group sizes may be limited during business hours to prevent disruption of business operations)
• Commercial use for product merchandising is not permitted
• NO garage sales, flea markets, etc.
• NO demonstration that could damage the building or equipment
• NO unlawful activity
• NO animals, reptiles, birds or insects
• NO activities during business hours that may disrupt business operations, such as loud music
• NO alcohol, tobacco, or smoking/vaping
• NO glitter or confetti
• Nothing may be taped to whiteboards

Responsibilities:

• Set up and clean up are the responsibility of the group. There is a checklist inside the room. Please help us keep the room in tip-top condition for all groups that gather in this space.
• During the work week, BEC will take care of garbage; on the weekends, those that have significant garbage are asked to dispose of it.
• Groups using the Community Room outside of regular business hours will need to assign a representative to be responsible for picking up and returning the key to BEC. 
  • The Community Room key shall be picked up during normal business hours prior to room use.
  • No arrangements will be made to pick up the keys outside of normal business hours.
  • Following the event, the key shall be placed in the drop box inside the front entrance.

• Groups shall turn off coffee maker, oven, lights, technology, etc., clean the whiteboard if used, and secure the doors upon vacating the premises.

• Should you need to cancel your event, please contact BEC at 1-800-955-6083 or email info@beltramielectric.com.