The following organizations are eligible to reserve meeting space at the BP Energy Center:

• Community-based nonprofit 501(c)(3)

• Social welfare organization 501(c)(4)

• Professional association 501(c)(6)

• Education or educational support organization

• Faith-based organization for community service and/or educational uses

The BP Energy Center reserves the right to decline or cancel reservations for organizations or individuals who violate this policy or for any other reason at its discretion.

Reservations can be made online, by phone at 907-743-4270, or in person during our regular business hours.

A valid credit card must be kept on file with the BP Energy Center.

• The card on file may be charged when: damage occurs, additional cleaning is required (up to $200), or reservation modifications.

• The credit card must remain on file until the end of the reservation; removal before the event cancels the reservation.

The following activities must occur within the reserved time: check-in, setup, cleanup, and check-out. Extending your reservation time is only possible after consent from BP Energy Center staff. Any modifications over 15 minutes will incur additional charges.

Any required state or local permits must be submitted via email five business days before the event start date.

Organizations using the BP Energy Center 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.

Discrimination based on race, religion, sex, sexual orientation, disability, marital status, national origin, color, age, pregnancy, or parenthood is prohibited and will result in immediate cancellation.

Participants under 18 require proper adult supervision.

Sub-leasing the facility is prohibited.

The BP Energy Center reserves the right to impose additional reasonable conditions as necessary.

Reservation payments are due 30 days before the event start date. For reservations made within 30 days of the event start date, payment is due at the time of booking.

If payment has not been processed within 30 days of the event start date, the BP Energy Center will send a reminder email. If payment is not received within 24 hours of this email, the reservation may be released.

In the case on non-payment at the time of the event, access to the facility will be restricted.

Payments may be made online in the reservation portal, by invoice which includes a secure online link, or by cash or check.

To cancel and receive a refund, notice must be given at least five business days before the event start date.

Cancellations made within five business days will not be refunded.

No-show reservations are not eligible for refunds. For reservations of four hours or less, a no-show will incur a surcharge of 50% of the total reservation fee.

An authorized representative must be present and complete the check-in before attendees enter meeting spaces. Without an authorized representative present, access to the meeting space is not possible for anyone.

Check-in may take up to 10 minutes and includes reviewing emergency procedures, Wi-Fi access, furniture use, and check-out expectations. As part of this process takes place in the meeting space, accessing the meeting space before your reservations start time is not possible.

An authorized representative must be present and complete check-out before leaving. If there is not an authorized representative present to verify meeting space status, by default, your organization is responsible for any standard applicable charges that may be assessed by the BP Energy Center. Leaving without completing the checkout process will limit your organization’s ability to us e the facility in the future.

Checking out may take up to 10 minutes and includes a BP Energy Center staff member inspecting the space for restoration, missing items, damage, or cleaning needs.

Additional cleaning needs are determined solely by the BP Energy Center staff. Any applicable charges will be applied to the credit card on file.

Meeting spaces open at the scheduled start time and must be vacated by the end time.

Only authorized representatives may access the prep/kitchen area refrigerator.

All other items in this space are for BP Energy Center staff only. Use or removal of any items in this space will result in full replacement costs being applied at checkout.

Authorized helpers may use the service entrance located in the Prep/Kitchen area for load-in/out. This entrance is not for attendee use.

Parking is not permitted in the round about near the service area.

A Tech Check is strongly encouraged before your event to ensure equipment compatibility. The BP Energy Center cannot guarantee compatibility with your devices. The BP Energy Center has a limited supply of basic cable adapters which may or may not work for you. Please bring any adapters you may require.

BP Energy Center staff cannot assist with technology once the event begins or attendees are present.

AT this time, the Birch Room projector and screen may not be moved or adjusted.

Additional tables, chairs, or equipment may be available; requests should be made in advance.

Organizations must bring their own expendable supplies such as pens, paper, markers, and tape. The BP Energy Center does not stock meeting supplies and any office materials present are for BP Energy staff use only.

The BP Energy Center cannot accept donations of any meeting materials.

Please reference our food and catering policy.

Organizations may bring or cater meals; coordinate staging with BP Energy Center staff.

Open flames and alcohol are prohibited.

Spills must be cleaned immediately; extra cleaning fees may apply.

All food and catering items must be removed after the event by the organization, if not the catering company. No food or catering items may be left at the BP Energy Center.

Using BP Energy Center consumables without authorization incurs replacement costs.

The BP Energy Center cannot accept any food or catering items. Please ask staff for a list of organizations that accept extra food items.

Decor must use Command strips or blue painter’s tape. No nails, screws, or glue allowed. Use of these methods will result in your immediate removal from the BP Energy Center and will limit your ability to use the facility in the future.

Outdoor signage must be self-supporting; driving posts into the ground is prohibited.

Clients and attendees must behave professionally and courteously.

The BP Energy Center has a zero-tolerance policy toward aggressive or disruptive behavior. This behavior is not tolerated and will result in removal and suspension from future facility use.

All attendees must comply with local and state laws, ordinances, and BP Energy Center policies.

For safety and liability reasons emotional support animals and pets are not permitted.

Service dogs are welcome at the BP Energy Center.

Owners must clean up after service animals. Circumstances may require additional cleaning fees.

Advance notice of service dog use is appreciated for allergy or phobia notifications.

The following are not permitted:

Use of tobacco products of any kind

Possession or use of firearms

Possession or us of alcohol

Possession or use of illegal drugs

Fighting of any kind

Gambling of any kind

Requests exceeding five pages incur charges of $0.50 (B&W) or $0.75 (color) per page, billed to the credit card on file at the time of use.

The BP Energy Center is not responsible for lost or stolen items. Found items are held for five business days before disposal.

Deliveries require prior written notice to bpec@alaskacf.org.

Unannounced shipments will not be accepted.

For safety and liability reasons, the BP Energy Center staff cannot repack, label, or move an outgoing shipment.