Host a Meeting at SCCC!

Thank you for your interest in hosting a meeting at the Sebastopol Community Cultural Center (SCCC)!

On this page you will find detailed information regarding:

Facility Information
Rooms, Rates, & Availability

Policies
Insurance requirement, cancellations, etc.

Rental Process
Application & timeline

Our office is open by appointment only. Please call (707) 823-1511, Mon – Fri, 10am – 4pm, to schedule an appointment.

Our Facilities

Discover the perfect venue for your meetings of all sizes! Our Main Hall and Annex facilities offer versatile spaces equipped to accommodate small team gatherings, medium-sized conferences, and large corporate events. Book with us today!

Annex Building

Main Hall Building

Rental Rates

Rental fees depend on the room, duration of the meeting, and time of day. Renters are welcome to book on an ongoing basis (i.e.  a monthly book club, bi-monthly support group, etc.), or one-off rentals.

Ongoing rentals are booked for the following rental periods: January-April, May-August, & September-December.

• Renters are responsible for managing their meetings and attendees
• Renters must provide a liability insurance certificate (see Insurance Requirement below)
• If reserving a room that requires a physical key, a $25 key deposit will be required

PAYMENT SCHEDULE

• Rent for reservations within a given month are due on the 1st of that month
• Rent for reservations established after the 1st of the month in which they are taking place are due at the time of booking

Rental Policies

PLEASE NOTE:  Renters are required to adhere to the policies on this webpage and those within the Rental Agreement.

CHANGE OF INFORMATION or CONFIRMATION OF NO CHANGES

• Instructor information
  Name as it is to appear on the contract, Mailing address, Phone #, email address, instructor website
• Public contact information
• Class information
  Class title, days/times, age range, student fees, class description, etc.

All continuing Instructors are expected to keep track of their current rental agreement and contact the Program & Events Manager via email (tanya@seb.org) at least 2 weeks before their current agreement expires.
NOTE: Major changes to a class (example: a poetry Instructor wants to teach a screenwriting class) may require a new Class Proposal to be submitted.

Priority will be given to Instructors who have  fully completed the steps below.

IMPORTANT: Please keep track of your Certificate of Insurance (COI). When expiring, please submit a renewed COI as soon as possible. Failure to have a current COI on file with SCCC will prevent your use of SCCC facilities until a valid COI is provided.

DEADLINE

We accept proposals year-round, however, please be aware that the time it takes to review and process the booking of an approved class can take at least 2 weeks. Please plan accordingly. If your timeline is compressed, you may note that in the application/correspondence with the Program & Events Manager, but it is not guaranteed that the request can be accommodated. The more lead time you can give us, the better!

An ideal timeline to begin the application process is at least 30 days before the targeted first day of class. This also gives both the Instructor and SCCC more opportunity for promotion of the class to the public.

NOTIFICATION OF INTENT TO END CLASS INSTRUCTION

Whether temporarily or premanently, please notify the Program & Events Manager no less than 2 weeks before the end of your current agreement.

INSURANCE REQUIREMENT

SCCC requires liability insurance for all classes and Instructors.

• The policy must name the City of Sebastopol and Sebastopol Community Cultural Center as additional insured with $1,000,000 liability
• Please refer to the document below for full details
• NOTE: if you have substitute Instructors for your class, SCCC must be notified, provided with their contact information, and they must also adhere to all SCCC policies and insurance requirements

RESERVATION ACCOMODATIONS

Room assignments will be made based on suitability and availability. Any change in room assignment before or during the reservation period may be made at SCCC’s discretion for any reason, including the accommodation of SCCC scheduling needs. SCCC will make good faith efforts to inform the Instructor as soon as possible of room assignment changes, so as to reduce inconvenience to Instructor/Renter and participants. If SCCC is unable to accommodate the displaced class, Instructor/Renter will be credited for any class meetings cancelled by SCCC to accommodate SCCC scheduling needs.

INDEPENDENT CONTRACTORS: To the extent student fees must be refunded as a result of room assignment changes, SCCC will adjust the payment amount described in the “Minimum Payment” provision above accordingly

NON-USE POLICY

Payment arrangements apply for time the room is reserved for the Instructor, regardless of class being held. In the case where cancellation is out of your control (i.e., Sonoma County mandates a lockdown or there is a natural disaster), Instructor will not be responsible for the payment of fees due for the days impacted by those closures.

CLASS MEETING CANCELLATION

In case of emergency or illness THE INSTRUCTOR must inform all students and SCCC of the cancellation.

No Unauthorized Users: Instructors are not allowed to substitute another person as instructor without notification of, and approval by, SCCC staff.

RESERVATION CANCELLATION

If a reservation, or portion of a reservation (e.g. 2 weeks of a 4-month booking), is canceled less than 30 days prior to the reserved date(s), a $25.00 non-refundable cancellation fee will be due to SCCC.

INDEPENDENT CONTRACTORS: Every effort should be made to provide a make-up class or sign those persons up for a future class session in the case of the cancellation of a full session.

ROOM USAGE POLICIES

Class spaces at SCCC are limited. SCCC assigns rooms and reserves the right to make room changes whenever necessary. Instructors must be respectful and considerate of other instructors by leaving the class space clean, orderly, and in a timely manner. Any complaints about the class space should be directed to SCCC staff.

CONDUCTING CLASS/MEETING

• It is the responsibility of the Instructor to maintain their classes
• The Instructor and participants are to be in their class during the scheduled time, eliminating disruptions to other events in the building

CLASS SPACE

• Instructors must limit their class to their reserved room(s)
• Any other need for class space (e.g., make-up classes, check-in space) must be cleared with SCCC beforehand
• All exterior doors in the building should remain locked unless constantly monitored

TIME IN & OUT

• Use of class space is restricted to the reserved time booked with SCCC
• Instructors are allowed 15 minutes for set up time before class begins and at its conclusion
  ♦  Please be mindful that these 15 minutes may be shared with the Instructor before or after you

ROOM CLEANLINESS

• The class space must be clean, swept and all trash removed
• Equipment put away and ready for the next person or group
• It is the Instructor’s responsibility to leave the room in the condition it was received

LOCK UP

• Turn the heat thermostat to “off” & turn off all fans
• Turn off any additional lights used (stage lights, floor lamps, etc.)
  ♦  All overhead lights should be on a timer and can be left on
• Check to see that all doors and windows to the outside are closed and locked
  ♦   Annex Main Room: double check all latches on sliding doors (5 locks per set of doors)

PROHIBITED USE

• No smoking, Styrofoam, confetti, glitter, or helium balloons are permitted in the class spaces
• Candles or incense must be approved by SCCC staff & must be in sheltering containers/holders
  ♦   NO CANDLES OR INCENSE ALLOWED OUTSIDE

ADVERTISING

SCCC includes information for all classes/workshops on our website calendar and class sections (www.seb.org), unless otherwise requested by the Instructor, i.e., private class. Space permitting (priority given to Contracted Instructors), all classes will also be included in the following:

• Social Media

Important Forms

Independent Contractors

INDEPENDENT CONTRACTORS: When submitting documents with sensitive, confidential data, please use the following links to submit to our bookkeeper at Van Auken & Co.

• W-9 FORM  Submit Here
• DIRECT DEPOSIT FORM  Submit Here

Contact our bookkeeper at scccaccounting@seb.org for a custom link for submitting additional employee documents.