Usage Guidelines
Rules and regulations to know when using the space.
Reservations
Organizations must designate an official representative(s) for the event and provide their phone and email contact information. The representative(s) are responsible for checking in and/or out of the facility.
Checking in involves reviewing the sage guidelines, emergency procedures, restroom and complimentary service locations, and confirming the room(s) equipment.
Checking out involves coordinating with BP Energy Center staff for a final walk-through before leaving to ensure the room has been reset properly, that all waste, personal, and promotional items have been removed, and to confirm any damage or additional cleaning costs.
When planning a reservation, organizations should allow ample time for the check-in process (this could take between 10 and 20 minutes) and for setting up their event before attendees arrive. Organizations should also plan time to return the room to its default state after the event is over, before they leave. If additional time is needed for this purpose outside of the BP Energy Center’s listed hours, organizations may reserve additional time the day before or the day after, if available, to accomplish these tasks.
Organizations must place a credit card on file with the BP Energy Center to cover any potential cleaning or repair costs. The cleaning fee will not exceed $150.
Organizations who plan to use BP Energy Center A/V equipment are strongly encouraged to reserve time for a “Tech Check” to ensure their equipment compatibility with BP Energy Center equipment before their event begins. The BP Energy Center has a limited number of adapters and cables available on a first-come, first-served basis.
All permits required from police, fire, health, or other government agencies must be obtained and copies presented to the BP Energy Center staff before using the facility.
All organizations using the facility agree to defend, indemnify, and hold harmless the BP Energy Center from any and all damages, claims, or suits arising from the actions of the Organization, their employees, or participants. The obligation shall be incumbent upon the Organization even if the alleged damage, claim, or suit specifically alleges negligence on the part of the BP Energy Center.
Organizations will not discriminate or deny access to the activity area based on race, religion, sex, sexual orientation, disability, marital status, change in marital status, national origin, color, age, pregnancy, or parenthood.
Organizations must provide adequate adult supervision for participants under the age of 18 to ensure compliance with all applicable state and local rules and regulations.
Sub-leasing of BP Energy Center facilities is not permitted.
The BP Energy Center has the authority to impose reasonable conditions that go beyond those specified in this document when necessary.
The BP Energy Center reserves the right to decline or cancel any reservation for individuals and organizations who have previously violated rules and regulations, or for any other reason.
Payments
Payment for your reservation is due 30 days before your event’s start date. When making your reservation, if there are fewer than 30 days remaining before your event, payment is required at the time of the reservation.
If you would like to pay online, please follow the link provided in your reservation confirmation email to make a payment or make any necessary changes. If you prefer to pay via invoice, please contact us by phone at 907-743-4270 or via email at bpec@alaskacf.org.
If payment is not received within the required 30 days, the BP Energy Center reserves the right to release the reservation for other potential users after providing 24 hours' notice.
Cancelations and Refunds
To cancel your reservation and receive a full refund, notice of at least five business days is required. Cancellations made within five business days before the start of the event will not receive a refund.
No-show reservations are not eligible for a refund. All reservations of four hours or less that result in a no-show will incur an additional fee of $100.
Access
The meeting room(s) will be open for attendees after the designated official event representative has checked in and reviewed the BP Energy Center's policies and procedures.
Meeting room(s) will open at the scheduled start time of your reservation and close at the scheduled end time.
The service entrance may be used to load in/out heavy or bulky items; carts are available.
Parking is not permitted in the service entrance turnaround.
Conduct
As the BP Energy Center has multiple meeting spaces that may be in use during your event, please limit your event attendees to the room(s) confirmed in your reservation.
All event attendees must comply with all applicable state and federal laws, city ordinances, BP Energy Center regulations, bylaws, policies, and permit conditions.
Animals
Service dogs are welcome at the BP Energy Center.
Emotional Support Animals are not permitted at the BP Energy Center.
Staff will ask:
“Is the dog a service animal required because of a disability?”
“What work or task has the dog been trained to perform?”
The owner of the service dog is responsible for cleaning up after the dog.
In some cases, an additional cleaning charge may be applied.
Advanced notice of service dog use is appreciated to allow staff to inform other user groups in case of allergies or cynophobia.
Food
Organizations are welcome to bring or cater refreshments and meals for their attendees.
Consult with BP Energy Center staff for the best practices on food staging locations and delivery options.
Organizations are responsible for sharing this information with their attendees and, if used, their contracted catering company.
Open flames, including the use of Sterno, are prohibited.
Food or beverage spills must be cleaned immediately.
In some cases, an additional cleaning charge may be applied.
All food, waste, and catering items must be removed before leaving the facility.
BP Energy Center staff maintain a current list of places that accept food donations.
The BP Energy Center is not responsible for catering items left at the end of the event.
Prohibited Activities
The use of tobacco, possession of firearms, possession or use of alcohol, possession or use of illegal drugs, fighting, betting, and other forms of illegal gambling are not allowed on the premises.
Equipment
Facility use encompasses furniture and equipment located in the spaces listed on your reservation and common areas. Furniture and equipment located in addiional spaces not listed with your reservation or in restricted areas may be available for use after consulting the BP Energy Center staff.
Users of the facility are expected to furnish their own expendable and meeting supplies, including pens, markers, post-it notes, tape, staples, etc.
In the event of damage to the facility or equipment (excluding normal wear and tear), users of the facility shall accept BP Energy Center’s estimate of the damage and pay all associated costs.
Printing
Users of the facility may request that staff make copies of any event materials. For requests of more than five copies, a charge of $0.50 per page for black and white copies and $0.75 per page for color copies will be applied to the credit card on file for the event.
Personal Property
The BP Energy Center is not responsible for the loss of personal property while using the facility. If a personal item is found after your event, the BP Energy Center will hold it for five business days before it is disposed of.
End of Reservation and Cleaning
Rooms must be returned to their original condition, including the resetting of chairs and tables, if they are moved.
All food and drink, personal, and promotional items must be removed.
The BP Energy Center promotes recycling and supports initiatives aimed at eliminating or reducing waste. Please use the recycling bins conveniently located on each floor.
A walk-through with the official event representative and a BP Energy Center staff must be conducted before leaving the facility to confirm the room(s) are ready for future reservations.