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Board Room Rental Application

Board Room Usage Policy: Mint Hill Chamber of Commerce

The Mint Hill Chamber of Commerce Board Room is available as a benefit of select membership tiers. Usage is allotted annually according to membership level and resets each calendar year.

All reservations are subject to availability and must be scheduled in advance through the Chamber office.

Annual Allotted Board Room Usage by Membership Tier:

Non-Profit Members: 0 usages per calendar year

Silver Members: 0 usages per calendar year

Gold Members: 2 usages per calendar year

Platinum Members: 3 usages per calendar year

Diamond Members: 8 usages per calendar year

A “usage” is defined as one standard reservation block as determined by Chamber policy.

Board Room access is a premium membership benefit. Non-Profit and Silver members who would like access to the Board Room are encouraged to upgrade their membership to a qualifying tier.

Non-Member Policy:
The Chamber Board Room is not available for use by non-members.

If you are a business located in the Mint Hill area, we encourage you to join the Mint Hill Chamber of Commerce to gain access to this and many other valuable membership benefits.

If you are not eligible for Chamber membership or are seeking alternative meeting or event space, we encourage you to contact one of the following Chamber members for community venues:

Olde Sycamore Golf Plantation

Pine Lake Country Club

Minti CoWork & Conference

Mint Hill Historical Society

Mint Hill Library

For information regarding space rentals at the Mint Hill Community Center, please contact:
Kristi Flitcraft
📧 mhcommunitycenter@minthill.com

Reservation Policy:
-A completed Boardroom Usage Application is required.
-The room must be left clean and in good condition
-All Chamber policies and usage guidelines are followed
-No damage has occurred

The organization and its members are fully responsible for repair costs, cleaning fees, or damages resulting from use of the Board Room.

Failure to leave the premises in good order may result in forfeiture and suspension of future reservation privileges.

Room Care Expectations:
As part of the reservation agreement, the Boardroom must be left in a clean and professional condition, including:
-Removing all trash
-Returning furniture to its original arrangement
-Turning off lights and equipment
-Securing the room upon departure
Format: M/d/yyyy
Address Block - US
Format: M/d/yyyy hh:mm AM/PM
BE IT RESOLVED by the Board of Directors of the Mint Hill Chamber of Commerce that: Realizing chamber members and citizens in our community may wish to use the Mint Hill Chamber of Commerce Boardroom for business activities, the following policies, rules, regulations and rate schedules are hereby adopted: In case of conflict between a meeting of the various Boards and Committees at the Chamber, forty-eight (48) hours’ notice will be given to the organization reserving the facility of the cancellation of their reservation. All organizations and groups reserving the Room will be required to sign a contract and agree to pay the quoted charges, in full, when the contract is signed. The charge is based upon the costs of utilities, maintenance, custodial services and/or supervisory services required. An application, as provided by the Mint Hill Chamber of Commerce must be submitted to the Executive Director or her designee at least two (2) weeks prior to the reservation date. Said application must be submitted in full. At least one (1) week before the reservation date, the Executive Director or her designee shall grant or deny the use of the Room. Approval or denial of any and all applications shall be on a uniform basis based on factors such as (1) the expected wear and tear on the Room and the Chamber of Commerce; (2) conflicts with regular scheduled or called meetings of the various Boards and Committees of the Chamber; and, (3) conflicts with previously approved applications for citizen use of the Room. All activities must be under appropriate supervision. The sponsoring organization must also assume full responsibility for payment of all damages to the building, grounds and/or furnishings while using it. Only facilities specifically approved are to the used. Only furnishings provided by the Chamber may be used, unless permission is granted by the Executive Director, to use additional items. Any such approved items must be removed by the group or organization upon termination of the reservation date. Refreshments are allowed in Boardroom. Groups must clean up after themselves or risk forfeiting their deposit. The use of open flame is prohibited. Gambling, including but not limited to, raffle, bingo and other games of chance and the possession, display or use of alcoholic beverages are also prohibited. Contracts may not be transferred from one group or organization to another. Contract cancellation must be made at least forty-eight (48) hours prior to the scheduled reservation date in order for a refund to be considered. *

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