Deaconess Center Convening Space Procedures and Guidelines

Deaconess Center Convening Space Procedures

Approval: An event is not formally scheduled, and license granted for the convening space until a completed form is submitted, reviewed and approved by a Deaconess Center team member. The primary contact listed on the request form will be notified within five business days of submission to discuss additional logisitcs including the serving of food and any childcare needs. Licensing convening space in Deaconess Center for Child Well-Being does not constitute an endorsement of a group's views or activities by Deaconess Center for Child Well-Being, Inc. or Deaconess Foundation. 

*During the months of June and July Deaconess Center limits external convenings to support Children's Defense Fund Freedom School and Action St. Louis' Black Organizer Summer School. Deaconess Center calendar will reflect limited space. Deaconess Center is closed to all event during the Center's annual sabbath which runs December 15 through January 15. 

Deaconess Center Convening Space Guidelines

  • We understand that all events at Deaconess Center must be free for all participants and that Deaconess is a fundraising free zone.
  • We acknowledge that Deaconess Center is available Monday through Saturday during the times of 8:00 a.m. and 9:00 p.m. (first convening to start at 8:30 a.m. and last convening to end at 9:00 p.m.)
  • We will make sure that event host and guests arrive and leave the center at the approved times.
  • We will greet our guests in the Deaconess Center first floor lobby and direct them to the correct convening space
  • We understand that no signage is allowed on the walls outside of the convening space.
  • Deaconess or hosted provided childcare should try not to exceed a provider/child ratio of 1:4 for children under the age of 2 years and 1:8 for children younger than 10 years.
  • We will ensure there are no tobacco products and alcoholic beverages in Deaconess Center or on the grounds. (Alcoholic beverages may be permitted, if approved ahead of time and within service restrictions to be discussed with staff.)
  • We understand that all staff and all visitors are prohibited from carrying or bringing any weapon (firearms, tasers, knives, etc.) onto Deaconess Center's campus. This prohibition also applies to any staff or visitor who is licensed to carry a firearm or weapon, including local law-enforcement officers; unless in response to an emergency on-duty call. Any staff or visitor who is reported or discovered to possess a weapon will be asked to secure it off campus immediately.
  • We will inform Deaconess Center staff of any room damages, maintenance issues or spills.

We will identify a primary contact who will hold the following responsibilities:

  • Communicate in a timely manner with Deaconess Center team member about event details, cancellations, and needs.
  • Ensure that Deaconess Center procedures and guidelines are followed and respected.
  • Confirm that the convening space is cleaned and returned to its original condition.

We accept full responsibility for our activities and any damages that might be incurred.  We agree to indemnify, hold harmless and defend Deaconess Foundation, Deaconess Center and their officers, directors, employees, agents and affiliates (“Indemnitees”) from and against any and all liabilities, claims, damages, actions, costs, losses, claims and expenses (including attorneys’ fees) (collectively, “claims”) arising from or relating to personal injury, death or damage to or loss of property or profits and all other claims arising from or relating to, in whole or in part, any act, omission, negligence, fault or violation of law or ordinance of licensee or its employees, agents, contractors, subcontractors, representatives or attendees or any other person entering the convening space with the implied or express permission of licensee.

Licensee hereby waives any and every claim which arises, or may arise, in its favor and against Deaconess Foundation and Deaconess Center for any and all loss or damage to the extent covered by valid and collectible insurance policies of licensee.  Such waiver shall be in addition to any other waiver or release contained in this agreement with respect to any loss or damage to property.

We have read Deaconess Center convening space procedures and guidelines.