Meeting Room Policy

Meeting Room Guidelines​

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• To be eligible to use a meeting room, any group or organization must be from the Pecan Grove Volunteer Fire Department district.

• Notice of cancellation should be made to the PGVFD Office Manager or duty crew as soon as possible.

• If a group fails to show for two meetings in a row and does not call to cancel, all future reservations are forfeited until the group calls to reschedule.

• There is no charge for meeting room use, but we do appreciate donations to cover utility costs and maintenance of the rooms.

• Scheduled time of the event must include set up and clean up time.

• Equipment, supplies, or personal effects cannot be stored or left in the meeting rooms before or after the scheduled room time.

• Fire Department needs may preempt any other scheduled event.

• Requests will be honored on a first-come, first-serve basis.

• To provide an opportunity for all groups to use the meeting rooms, a group may use one meeting room, only once each month.

Care and Use of Facilities

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• Please leave meeting rooms as they are found. If the furniture is rearranged, it should be returned to the original arrangement at the end of the meeting.

• The fire department cannot provide AV or other equipment.

• Children must be supervised by an adult at all times, no one under the age of 16 is permitted in bathrooms without adult supervision.

• Room thermostat adjustment is permitted, but no lower than 72 degrees and must be set back to 80 degrees upon leaving the meeting room. Heat must be turned off when leaving.

• Glitter and paint (liquid, spray, marker, etc.) are NOT permitted.

• Smoking, alcoholic beverages, open flames, burning incense and lit candles are not allowed.

• Food and drink may be consumed in the meeting rooms as long as ALL trash resulting from the serving of refreshments is removed by the organization.

• The individual making the reservation, as well as the group as a whole, will be held responsible for any and all damages that may occur as a result of the use of the facilities.

• Permission to use the PGVFD meeting rooms may be withheld from groups that have failed to comply with the Meeting Room Policy, and from any group that damages the room, carpet, equipment, or furniture, or causes a disturbance.

Questions not covered in this policy should be addressed to the PGVFD Business Manager, 281-341-6677 or office@pecangrovefire.org.