Great Rooms. Great Views. Serving Community.
**** DUE TO COVID-19, AIRPORT MEETING ROOMS ARE CLOSED TO PUBLIC USE UNTIL FURTHER NOTICE ****
The airport offers free meeting room space to community and non-profit groups. To see the meeting room schedules, please click on the "View Calendar" button above. Community Room Rules, Facility Registration Forms, and Policies and Procedures information can be found by clicking on the links at the bottom of the page. For more information, please contact Lauren Tapia at email address: Lauren.Tapia@truckeetahoeairport.com
Room Use Rules:
The District Community Rooms and Café / Lounge Area may be reserved for public use by governmental and public benefit non-profit organizations with prior District written approval. Other organizations are eligible to use these facilities for a fee if the event is cosponsored by the Truckee Tahoe Airport District. Aviation related businesses may reserve the rooms at the rates listed below. All other commercial or for-profit use is not permitted. The District does not provide additional services, related room setup and clean up, meeting supplies such as flip charts, pens, pencils, paper, equipment, coffee pots or storage of the group’s equipment. No items may be attached to the walls in the meeting rooms unless the area is designated for such purposes. All groups are responsible for their own setup and takedowns of tables and chairs. Due to IT and broadcasting requirements, tables with audio equipment cannot be moved or altered without prior approval from General Manager and assistance from District staff. Area must be returned to its original arrangement. Any trash or debris shall be deposited in the recycling or trash receptacles. Groups will be held responsible for any damage, cleanup or rearranging incurred or required. Failure to comply with these provisions may result in the revocation of the group’s ability to use District facilities.
A complete Facility Reservation Form and Certificate of Insurance must be submitted to the District to the attention of the General Manager.
The following rates are for business groups not affiliated with a non-profit: Community Room A, $160/hr, $500/day; Community Room B, $100/hr, $400/day; Full Community Room, $200/hr, $600/day.
A cleaning deposit in the amount of $100 will be required if food is being brought in. This deposit must be paid at the time the application is filed to secure the reservation. Groups with recurring reservations throughout the year can pay a one-time cleaning deposit of $100 (if applicable). For recurring use throughout the year, the room reservation fee shall be paid at least one month prior to each meeting date.
Recurring Vs. One Time Use
Groups with recurring reservations throughout the year can pay a one-time cleaning deposit of $100 (if applicable). For recurring use throughout the year, the room reservation fee shall be paid at least one month prior to each meeting date.
Reservations are first come, first serve and are tentative until the application is completed and approved by the District. Deposit(s) and fees must be paid at the time the application is submitted to secure the reservation. Groups are asked to respect their allotted time and depart the facility promptly allowing for adequate time to setup for the next function. Rooms will be locked no later than 8:45 p.m. for evening meetings. Non-profit organizations may use the Community Rooms free of charge.
The District reserves the right to refuse any group not abiding by the rules set forth here and outlined in Policy Instruction 505 a copy of which is attached. The District further reserves the right to cancel or change location of any prescheduled use in the event the Community Rooms is required to conduct District business.
The District must be notified of cancellation 72 hours prior to the rental date in order for the group to receive refund of deposit and fees.
The security deposit will be returned within 30 days of the meeting provided the room is left in an acceptable condition as determined by District staff. All facility users must leave the room or area clean and orderly and are financially responsible for any damages, cleaning and rearranging costs. Cleaning, damage or rearranging costs not covered by the security deposit(s) will be billed at the actual cost to the responsible party listed on the Facility Use Reservation Form.
All groups using the facilities must provide the District with a Certificate of Insurance evidencing general liability insurance is currently in force with limits not less than $1 million per occurrence. Additionally, the facility user shall provide an endorsement naming the District, its officers, officials, employees and volunteers as additional insured. Possible waivers to the insurance requirement will be considered by the General Manager on a case-by-case basis.
The following audio/visual equipment is available for use in the Community Rooms only for a fee of $35 per day. Non-profit groups are subject to the fee unless waived by the General Manager. Any costs for damage to equipment not covered by the use fee will be billed at the actual cost to the responsible party listed on the Facility Use Reservation Form.
- Portable LCD Projector & screen for computer generated presentations – (group must provide their own laptop or iPad device)
- Internet Access
- Conference Phone
Food and Beverages
Food service is available for breakfast and lunch catering through Red Truck on the Runway Café at (530) 386-0257 which is on-site. Any articles, food, drink, or special equipment must be removed upon departure of the group. Kitchen facilities are available with prior approval and fee of $50. Use of kitchen facilities includes a microwave, coffee pot and water pitchers. Groups must furnish their own coffee, coffee filters, sugar, etc. If the kitchen is used for preparation or serving of food and drink, it must be returned to its original condition.