1. Organization & Contact Info

• Organization Name: (If applicable)

• Primary Contact Person: First and Last Name.

• Email Address: Essential for sending the approval/denial.

• Phone Number: For day-of logistics or urgent questions.

• Website/Social Media: Useful for "vetting" the group to ensure their mission doesn't conflict with your facility’s purpose.

  2. Event Details

• Purpose of Rental: A brief description of the activity (e.g., board meeting, counseling session, workshop).

• Requested Date(s): Use a Date field.

• Start & End Time: Remind them to include setup and teardown time.

• Number of Attendees: To ensure you don't exceed fire code or room capacity.

  3. Room & Equipment Needs

• Room Selection: (Dropdown menu) List your specific rooms (e.g., Conference Room A, Quiet Counseling Room, Large Hall).

• Layout Preference: (Dropdown or Checkboxes) E.g., Theater style, U-shape, Classroom.

• Tech Requirements: (Checkboxes) Wi-Fi access, Projector/Screen, Conference Phone, Whiteboard.

4. Safety & Sensitivity

• Open to the Public? (Yes/No) Public events may require different security measures than private meetings.

• Will Minors be Present? (Yes/No)

• Security Needs: Does the group have their own security, or do they require special access (fob/key)?

• Nature of Content: Are there any elements of the event that could be triggering or disruptive to the regular clients of Victim Services?

  5. Terms & Agreement

• Liability/Insurance: A checkbox confirming they have (or will provide) proof of insurance if required.

• Cancellation Policy: A checkbox acknowledging your specific notice period.

• Facility Rules: A link to a PDF or a text block detailing rules (e.g., "No alcohol," "No photography in common areas").