Louisville Grows Event Policy and Procedure
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LOUISVILLE GROWS EVENT POLICY AND PROCEDURE
Louisville Grows’ (LG) mission is to create a more just and sustainable community through urban agriculture, urban forestry, and environmental education. As a community organization, we strive to open our spaces to the community for events, meetings, workshops, and other activities that are in harmony with our organization’s mission or constituency’s needs.
As a group or individual using LG property, you agree to contribute the following:
●Clear communication to decrease the amount of time LG staff and volunteers spend in dealing with space-use issues
●Clean-upafter using the space to decrease the amount of time LG staff and volunteers spend in cleaning the property
●Fees to offset LG’s expenses for maintaining the space
○If the event/service is offered at no charge: A suggested donation of money or volunteer service to LG
○If the event/service is offered for a charge: Payment of 10% of all event/service income as a donation to LG unless otherwise agreed in writing by LG
●Data to assist LG in maintaining its programming records - the number of participants, demographics of participants, and total event fee is required
GENERAL EXPECTATIONS OF ALL GROUPS
1. A trained and approved building/property user will be present when the group is at LG property. Additionally, we encourage this trained building/property user to have access to a cell phone at all times when in the building/property, as there are no public phones available. If a trained user is not available then the event may require oversight by LG staff or volunteers.
2. Each group will have one “lead” contact and all communication between the organization and LG will flow through this leader. This person is responsible for:
●making sure that all space use is booked with LG at least 2 weeks in advance
●notifying LG if space needs change (meeting cancellation, time changes, etc.)
●making the group’s financial contribution for event insurance to LG or providing a copy of independent event insurance that lists LG as additional insured
●ensuring that all included, necessary forms are turned into LG
●informing LG of and dealing with any problems related to use of the building/property
●promptly responding to any communications from LG
3. All space-use applications will be submitted in writing, via e-mail both to and r by paper to the LG office. The event application is found on pages 7-9. All space use must be booked at least 2 weeks in advance.
4. All advertising materials must be created using a LG approved template or be approved by LG staff and include the text: “At the [insert property name], hosted by Louisville Grows.” Sufficient time must be allowed for promotion of the event. It is preferred that you submit the promotional materials in the week after booking approval– the sooner we have them, the more we can advertise your event! If we do not receive materials, we reserve the right to create our own posts for the event to share on any of our marketing platforms. LG also encourages you to market your own event. LG will market your event at LG’s sole discretion.
5. All problems with the building or incidents that occur when in the building will be reported in writing on the Problem Report Form, via e-mail to or to LG office within 24 hours. The Problem Report Form is found on page 10. Groups will try to resolve problems themselves before calling LG emergency contacts to assist.
6. Members of the group will treat all people on the property with respect and courtesy.
7. LG equipment, tables, chairs, etc. will not leave the property without express permission given in writing in advance from the LG office. All LG materials must be accounted for at the end of your event. You will be liable for any losses suffered by LG as a result of your use of the space.
8. The security codes, lock combinations, or keys for ANY LG building/property are not to be shared with anyone who has not been trained by LG staff.If you wish to share security codes, lock combinations, or keys for any LG property, you must obtain written permission from LG staff in advance. Failure to observe this condition of space use will result in the group being banned from future space use at LG properties and possible legal action if appropriate.
ARRANGING TO USE THE BUILDING/PROPERTY
You must schedule your events well in advance and communicate in an effective manner with LG. Please reference our online event calendar before making a space use request: ( LG has the right to deny any request to use its property or space at its sole discretion. All requests for space use must meet the mission of Louisville Grows or support the needs of the community.
Booking your group’s events:
To book your group’s events, please fill out the event application on pages 7-9. Please be sure to consider this information when completing the application:
●Date of event
●Time of the event
●Date/time needed for set-up and clean-up before and after the event
●Which building/property you would like to use
●Any special needs (kitchen usage, bonfire (where a firepit exists), using the projector equipment, etc.)
●The name and phone number(s) of the trained individual(s) who will be present and responsible for the event
●The expected attendance at your special events, so that we don’t book something else that will overfill the property or parking lot
When the event is officially booked, you will receive an e-mail with confirmation that your event is on the calendar. Events must be confirmed with the LG staff and put on the calendar before you advertise them!
Canceling or changing already-booked space
If your meeting or event is canceled or the time needs to change, please inform the LG office in writing at your first possible opportunity. If short notice cancellations occur two times in a row, suspension of reserving space will be enforced for a time period determined by LG.
Access to building/property when space has not been booked
Many groups who regularly use LG properties may need to “drop by” to get something. Please do this during LG’s regular business hours unless otherwise coordinated with LG staff. We request that you check-in with an LG employee when retrieving your item if there was no time to notify us in advance so we know you have picked-up your property. If no LG employee is present, advanced notice is required for accountability reasons.
USING THE BUILDING
Lights/Windows/Thermostats/Toilets/Ovens
If using an LG property or building, please close all windows, turn out all lights in any rooms or stairwells that your group has used, return the thermostat to its original temperature, and make sure all the bathrooms are clean with no toilets running, before leaving the building. Double-check the oven, coffee pot, televisions, electronics, and other appliances to make sure that they are turned off.
Clean Up/Resource Use
If using an LG property or building, please pick-up all litter and event materials. If using the kitchen, ensure all dishes are washed and returned to their appropriate location. Sweep and mop any spaces as necessary. It is your job to leave the space as you entered it, ready for the next group’s use. Please use all resources responsibly to prevent waste. Using shared resources mindfully includes shutting off water when it is not in use and using electricity and heating/cooling responsibly.
Locks/Alarms/Keys
If you are the last group “out,” you are responsible for locking the building/property and setting the alarm (if applicable). LG staff will provide training on locks and alarms before your event. As a reminder, no keys or alarm codes may be shared with other people.
You are responsible for the building when you are here!
The trained individual present for each group event is responsible for dealing with any situations that arise during building use. If a situation seems threatening or dangerous, call the police! If you don’t know someone “wandering around” the building, ask for their name, introduce yourself, and see if you can help them. If something goes terribly wrong with the building, see if you can apply “first aid,” contact emergency services as needed, and contact your LG contact. If your group breaks something, take responsibility for it by letting us know and offering to help us fix it or replace it.
WHAT TO DO WHEN THINGS GO WRONG
Important Note: All problems with locking the building/property, opening the building/property, triggering the alarm, intruders, injuries on the premises, etc. MUST be reported to the LG OFFICE by EMAIL to or PHONE MESSAGE to our main number (502-791-0966). This MUST be done even if you’ve talked to one of our emergency contacts and/or resolved the problem on your own.
With Alarm Panels
- If you enter the wrong numbers on the keypad coming into or exiting the building, wait a few seconds until the system beeps. It is then safe to re-enter the numbers.
- If you set off the alarm, call LG emergency contact number and inform them that you set off the alarm and that it was a false alarm.
With Strangers on the Property
- LG has a “no-panhandling” policy in place. If you are approached for money, bus tickets, or other forms of assistance, please ask the person to leave the property immediately. If the person refuses to leave, please call the police for assistance.
- If someone enters LG property obviously intoxicated or mentally disturbed, and you feel uncomfortable asking him/her to leave, please call the police for assistance. You may then also call one of LG’s emergency contacts to come and assist you.
- If you see signs of theft or a break-in, please call an LG emergency contact immediately.
- Please follow your intuition and use common sense. If something seems “odd” to you, it probably is. We would rather receive a phone call than put people in the building at risk from unauthorized activity.
With Housekeeping Problems
If you notice something needs restocking, a light is out, a room is dirty, etc. please inform LG staff of the problem via note, email, or phone call. If the problem is easily fixed (or the mess is easily cleaned!), please feel free to address it yourself.
With Injuries to Your Group Members or Visitors while at LG property
If a group member or visitor to your event is injured, please record the details of the incident immediately, including the injured party’s name and contact information. The Injury Report Form is included here on page 10. Please inform LG staff in writing of the incident within 24 hours by email to . Failure to follow this procedure will result in the group being banned from future space use at LG.
Losing Property Access Information
- Please guard your building/property access information as if it was the key to your own home.
- If you lose the information, please report this to LG so that we can change the codes.
- Under NO CIRCUMSTANCES is this information to be shared, loaned or “taught” to others. Failure to observe this condition of space use will result in the group being banned from future space use at LG and legal action if appropriate.
- When a trained member of your group leaves the group, return their code card to LG and inform LG of their name so they may be removed from the building user list. If the lead contact leaves the group, a new lead contact must be named before the lead contact leaves, or all activity for the group will be suspended until a new lead contact is named and trained.
Emergency Exits and Tornado Information
Please familiarize yourself with paths out of the building/property. In case of emergency, guide your group toward the nearest exit, call 911 and call the LG emergency contacts. In case of tornado, find a place suitable for shelter or leave the property. Please plan with your group how you would exit the building/property in case of emergency and where you would meet to do a head count once you’ve exited the building/property.
First Aid Kit
There is a simple first aid kit located on all properties.
ADDITIONAL EXPECTATIONS
Waivers
Any and all persons attending a class or event at an LG property or building is required to sign a Waiver of Event Liability and Indemnification attached on Page 9. Legal guardians must sign a waiver for any participant under 18 years old. LG requires this same form to be signed for its own events. The trained user for your group must ensure that each person that enters an LG space for an event signs a waiver. We suggest that waivers be signed at the same time participants sign-in for the class or event. Waivers should be left for LG staff at the LG office to incorporate into our files and records. If you are using a property away from the LG office you can scan in all waivers and e-mail them to .
Responding to Communications from LG
We ask that you give any communications about building/property use from LG your prompt attention. We may send requests for information to groups as a way of trying to identify what happened after issues at the property. Please do not assume that if your group is asked for such information that we are placing blame for what went wrong. Often, we are trying to figure out what DID go wrong! We will be respectful and direct in addressing any problems we feel your group has caused while in the building/property, and we appreciate your prompt and helpful response if an issue arises related to your group’s space use.
Child Safety
●It is LG's policy that an adult NEVER be alone with anon-related child at an LG property;at least two adultsmust be present at all times for any activity involving children, and there should be sufficient adultsfor thenumbers of children on hand
●We prefer that children bemet at the property entrance, or conducted by their parents or guardians to and from spaces you are using
●At no timemay children be unsupervised or separated from adults on LG property
●During events children may be around tools, fire, cooking tools, knives, or other materials that could possibly cause an injury. Children are not allowed on an LG property unless their legal guardian has complete an event waiver on the child’s behalf, attached on page 9
●You must obtain permission before photographing a child from the child’s guardian, attached on page 9
●All waivers must be returned to Louisville Grows within 48 hours of event
Drug Policy
It is not permitted at any time for any LG staff, guest, organization, or participant to use drugs at LG property or building. If you see signs of used drugs at LG property or building, please notify the LG emergency contact. If anyone enters the property under the influence of drugs, they must be asked to leave immediately. If you feel threatened or unsafe, please call the police and then notify the LG emergency contact.
Tobacco Policy
It is not permitted at any time for any LG staff, guest, organization, or participant to use tobacco while at an LG property or building. We ask that if you need to use tobacco, please step off the property while doing so; you may return to LG property or building afterwards. Please do not dispose of cigarettes, or chewing tobacco at an LG property or building.
Alcohol Policy
It is not permitted at any time for any LG staff, guest, organization, or participant to use alcohol while at LG property or building without prior permission from Louisville Grows. Consuming alcohol at a LG property or building requires additional alcohol insurance that you must purchase independently and name LG as an additional insured. You must receive written permission from LG staff regarding alcohol consumption at least 1 month in advance. All alcohol containers must be cleaned up after the event. Failure to observe any of these guidelines regarding alcohol will result in immediate removal from LG space and being banned from all future space use at LG.
Fragrance Policy
All LG properties and buildings have a strict no-fragrance policy. Please do not spray, rub, burn, or use any artificial fragrances at the property or building. This includes air fresheners, scented candles, perfumes, body mists, etc. Please be mindful of the allergies and sensitivities of others.
Thank you for reading these guidelines. We continue to foster an open and communicative atmosphere here at Louisville Grows, and we welcome your questions, comments and feedback.
Louisville Grows Event Application
Lead Contact’s Name: ______
Phone number: ______
Email address: ______
Lead Contact/Organization’s Mailing address: ______
Name and Phone of Additional Event Staff:
______
______
______
Lead Contact/Organization’s Mission: ______
Proposed Event Name: ______
Proposed Event Day and Time: ______
Proposed Event Setup and Closing Time: ______