TSCPA Meeting Center

The Tennessee Society of Certified Public Accountants has available its meeting center which offers 2,000 square feet of meeting space. Our arrangement is designed to accommodate more than 90 people theater style, 55 classroom style, and we offer a spacious conference room which seats 16. Each room is equipped for audio-visual presentations including access to overhead projector, screen, marker boards, flip charts, 35mm slide projector, TV/VCR, LCD panel and data projectors. Special needs are easily met upon request.

Continental breakfast, lunch and snacks are also available on request, and our unique set up allows for unlimited coffee, tea and soft drink service.

Our staff is always available to guide you through an on-site inspection of this best kept secret in Brentwood!

Rental Policies & Procedures

All reservations and agreements are made upon and subject to the rental policies of the TSCPA Meeting Center, hence referred to as the Meeting Center, and the following conditions:

Sponsorship

All functions must be sponsored by a person (the Patron or Contact) who must be directly responsible to the Meeting Center for making all arrangements and for the billing thereof, and should be in attendance. If this person is unable to attend, there should be an on-site contact designated on the Event Order. These contacts will be the only people authorized to approve any changes from the specifications on the Event Order, including the number and times of breaks to be held.

Guarantees

An estimated maximum attendance must be given when the original booking occurs. All bookings may be confirmed up to 30 days in advance. The final guarantee must be specified 48 hours in advance. This number is the total number of people using the room including guest speakers, instructors, etc. Additionally, this number will serve as the basis for the minimum lunch and break charge and is not subject to reduction.

Any arrangements for special requests (i.e. special menus, break requests and Audiovisual equipment) should be made at least two weeks in advance. The Tennessee Society of CPAs (TSCPA) reserves the right to limit the occupancy of the Meeting Center conference rooms. If attendance exceeds the maximum occupancy for the booked room, the TSCPA reserves the right to enforce the maximum occupancy rules.

Rental space is allocated based on the expected attendance at the time of the booking by the patron. The TSCPA reserves the right to change the space allocation dependent on the final guarantee of attendance. Should a group desire a larger meeting room than the group number commands and we have space available, the additional room fee will be charged.

Public Space

TSCPA's normal rental hours are 7:30 a.m. to 4:30 p.m. Monday through Friday. Patron should confirm availability beyond these hours with the TSCPA staff contact. Since TSCPA is not a hotel staffed 24 hours a day, arrangements must be made ahead of time for a staff person to be present. Patron will be charged at the rate of $35.00 per hour for any time beyond these normal rental hours.

As TSCPA often has many activities going on at the same time, please keep the door closed during the meeting and confine all meeting activities to the allocated meeting room.

If any excessive clean up is necessary after the meeting, a $20.00 fee will be charged to the patron. To avoid this, please make use of the trashcans provided throughout the building. If the cans are overflowing, a TSCPA staff person should be notified.

TSCPA functions are given priority in the allocation of the meeting facilities. Facilities will be rented accordingly. Therefore, TSCPA reserves the right to cancel any event order at any time, with or without cause, upon written notice to patron. Any cancellation by TSCPA or patron will be subject to cancellation penalties as stated in these policies and procedures.

TSCPA is a smoke free building. However, smoking is permitted outside the double glass doors located off of the lobby area.

Music and Special Equipment

The patron must have prior approval for all details of the entertainment, music and/or any special arrangements from the Meeting Center. Special equipment that has not been approved by the Meeting Center will not be permitted, including but not limited to any materials that are to be affixed to the walls. In the event this is done without our authorization, any damages will be billed to the patron.

Climate Control

We have found that the most efficient use of the heating and cooling system is to leave the room temperature setting at 74 degrees in the winter and 72 degrees in the summer. Please check with your TSCPA staff contact if you need to adjust the temperature.

Staff Assistance

A staff person will be available to assist you with any needs that may arise. To receive assistance from a member of the TSCPA staff, please check with the receptionist at the front desk.

Phones, Web Connection and Messages

Although there is a phone bank available in the break area, we ask that guests limit calls to three minutes, as the TSCPA staff uses these lines to conduct business.

A PC is located in the meeting center's phone bank area that is equipped with high-speed internet connection. This has been installed as a convenience to those who attend meetings in the office, and it will allow easy access to the web to check e-mails & retrieve any other website information that they may need.

You are encouraged to check the registration desk located in the foyer during each break. If we receive a phone call for a group member it is our policy to take a message unless there is an emergency, in which case we will interrupt the meeting.

Breaks

All breaks are held in the kitchen area. TSCPA will provide continuous break service. (Please see Catering price sheet.) Please leave the break set-up in this area so that other groups may use them, and we can provide better service for you.

Audiovisual

Audiovisual requirements will be set up to your specifications and the appropriate fees will be added to your invoice. Requests for Audiovisual equipment should be made at least two weeks in advance. (Please see our Audiovisual sheet for available equipment and pricing.)

If our equipment is in use, we will order what you need from an outside supplier and add the fees to your invoice. Additional equipment can be arranged from outside suppliers for an additional fee.

You may bring Audiovisual or other electronic equipment subject to TSCPA approval. However, the TSCPA staff is not available to help with loading or set-up of outside equipment. Additionally, the TSCPA is not liable for damage or loss as stated in the "Damages/Security" section.

Photocopying

The charge for photocopying is $.10 a simplex page. This will be added to your invoice. The Meeting Center does not have the facilities or staff to do a large volume of photocopying. Therefore, we respectfully request that this service be used only in extreme circumstances.

Damages/Security/Storage

The patron agrees to be responsible for any damages done to the premises or any other part of the Meeting Center by the Patron, his/her guests, employees or any other agents during the period of time such person(s) are under the Patron’s control, or the control of any independent contractor hired by the Patron.

The TSCPA will not assume any responsibility for damages or loss of any merchandise or articles left in the Meeting Center prior to, during or following the Patron’s function.

Patron’s material or equipment for presentations at the Meeting Center may be temporarily stored at the Meeting Center upon prior approval of TSCPA.

Billing

The TSCPA will direct bill for all functions to the address requested upon booking the Meeting Center. All projected rental fees (room rental, Audiovisual, and catering fees) are due prior to the actual meeting date. TSCPA will release meeting space if the fees are not received 48 hours prior to meeting date. All miscellaneous charges will be invoiced after the date of the function and are due upon receipt. A 1.5% finance charge will be assessed monthly on all amounts not paid within 30 days of the invoice date.

Rental fees are subject to change without written notice, but will not be altered for a particular function once the patron and the TSCPA have confirmed in writing the booking of the Meeting Center.

Cancellations

TSCPA would appreciate early notice of your group’s cancellation. The following cancellation penalties will be applied if the meeting cancellation is required by the patron or TSCPA.

Cancellations made:

• More than 30 calendar day prior to the meeting—no penalty
• 30 calendar days to 1 week prior to the meeting—50% of room rental
• within 1 week of the meeting—100% of room rental

If TSCPA is not notified that the meeting has been cancelled, the group will be charged the full amount of the room rate, Audiovisual and catering fees. TSCPA reserves the right to cancel any booking, with or without cause, upon written notice to patron.

Agreement

By signing and returning the Event Order the Patron hereby agrees to these rental polices. Performance of this agreement is contingent upon the ability of the TSCPA to complete the same, and is subject to any causes, whether enumerated herein or not, which are beyond the control of the TSCPA. In no event shall the TSCPA be liable for the loss of profit or other similar or dissimilar collateral of damages, whether based on breach of contract, warranty or otherwise.

TSCPA Meeting Center

Room Rental Rates

• East Room $275.00
• West Room $275.00
• East/West Rooms $450.00
• John Glenn Board Room $350.00

Audiovisual Rates

• 3000+ lumen Data Projector & Screen - $450.00
• Wireless Lapel Microphone - $100.00
• High Intensity Overhead Projector & Screen - $100.00
• Slide Projector & Screen - $100.00
• Laser Pointer - $25.00
• Ceiling Screen - Included
• Flipchart with markers $30.00
• Post-It Note Flipchart with markers $40.00
• Podium (Standing or Table Top) Included
• Wireless Connection Included
• Conference Speaker Phone $50.00
• DVD Player $50.00
• VHS-1/2 player $50.00
• Phone Line $50.00
• Patch to House Sound System $50.00
• Large Whiteboard $50.00
• Wireless USB P.C. Mouse $50.00

Audiovisual requirements will be set up to your specifications and the appropriate fees will be added to your invoice. Requests for Audiovisual equipment should be made at least two weeks in advance.

If our equipment is in use, we will order what you need from an outside supplier and add the fees to your invoice. Additional equipment can be arranged from outside suppliers for an additional fee.

You may bring Audiovisual or other electronic equipment subject to TSCPA approval. However, the TSCPA staff is not available to help with loading or set-up of outside equipment. Additionally, the TSCPA is not liable for damage or loss as stated in the "Damage/Security" section.

Catering

Food & Beverage items may be ordered through caterers approved by TSCPA. Food and beverage items may not be taken away from the Meeting Center. The only food and beverage permitted in the Meeting Center is that which has been approved through TSCPA or that which is provided by an approved caterer. (A $25.00 service charge will be added to your invoice when food is brought into your meeting area.)

This list is a sample of some of our approved caterers. Specific menus are available upon request.

(Continuous coffee and beverage service $4.00 per person)

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