Usage Guide

  • Connecting Alaska’s Nonprofit Community

    The BP Energy Center was built with a purpose — to serve as a welcoming, professional meeting space for Alaska’s nonprofit community. Today, we proudly continue that mission by providing a collaborative environment where ideas grow, partnerships thrive, and communities come together.

    Who We Serve

    We’re honored to welcome organizations that meet one of the following nonprofit qualifications:

    • Community-based nonprofit 501(c)(3)

    • Social welfare organization 501(c)(4)

    • Professional association 501(c)(6)

    • Educational or educational support organization

    • Faith-based organization (for community service and/or educational use)

    Reserve Your Space

    Booking your next meeting or event is simple and convenient.
    You can:

    • Reserve online through our booking portal for real-time availability and scheduling

    • Call us at (907) 743-4270 for personal assistance from our friendly BP Energy Center staff

    • Visit us in person during regular business hours

    Reservation Information

    To secure your reservation, please have the following details ready:

    • Organization name and type

    • Event name and purpose

    • Employer Identification Number (EIN)

    • Check-in and check-out representative names

    • Estimated number of attendees

    • Catering plans (if applicable)

    • A/V equipment needs

    Once your information is verified, you’ll receive an email confirmation with payment options.

    A credit card is required to be held on file for all reservations to cover potential damages, additional cleaning, or last-minute modifications. You may be asked to provide this information during booking.

    Planning Your Time

    Please allow enough time within your reservation for:

    • Check-in and setup

    • Meeting room configuration and technology testing

    • Cleanup and equipment restoration

    • Check-out

    At the BP Energy Center, we’re committed to helping Alaska’s nonprofits connect, collaborate, and create lasting impact. We look forward to welcoming you soon.

  • Simple, Secure, and Convenient

    At the BP Energy Center, we make it easy to complete your reservation payment in the way that works best for you.

    Flexible Payment Options

    You can pay for your reservation using any of the following methods:

    • Online: Use the secure payment link included in your event confirmation email

    • Invoice Request: Ask for an invoice—each includes a convenient payment link

    • In Person: Stop by the BP Energy Center to make your payment directly

    We gladly accept credit card, cash, and check payments.

    Payment Schedule

    Payment for your reservation is due 30 days prior to your event’s start date.

    • If your reservation is made within 30 days of your event, payment is required at the time of booking.

    • If payment has not been received 30 days before your event, a reminder email will be sent to the address on file. If there is no response within 24 hours, your reservation may be released to allow availability for other clients.

    Please note: If payment has not been received by the start of your reservation, access to the facility will be restricted.

    At every step, our goal is to make the reservation process smooth and transparent—so you can focus on what matters most: hosting a successful event.

  • Flexible and Understanding, with Clear Guidelines

    We understand that sometimes plans change. If you need to cancel your reservation, we make the process simple: you can email, call, or visit us in person to submit your request.

    • Cancellations received at least 5 business days before your event: Eligible for a full refund.

    • Cancellations within 5 business days: Unfortunately, refunds are not possible.

    No-Show Policy:

    • In the rare event that you do not show up for your reservation, a refund cannot be provided.

    • For reservations of four hours or less, a no-show will incur a surcharge of 50% of the total reservation fee.

    Our goal is to maintain fairness while accommodating unforeseen changes, so you can plan your events with confidence.

  • Ensuring a Smooth Event Experience

    To help your event run seamlessly, an authorized representative must be present during both the check-in and check-out processes at the BP Energy Center.

    Please provide contact information for all authorized representatives from your organization who will serve as the primary point of contact for our staff during your event.

    If you prefer, you may designate a different representative for check-out. If so, please notify BP Energy Center staff in advance with the name and contact information of the check-out representative.

    This ensures a smooth process for setup, support, and conclusion of your event, giving you peace of mind and allowing our team to assist efficiently.

  • Start Your Event with Confidence

    Whether this is your first visit or you’re a returning guest, an authorized representative must check in with BP Energy Center staff before your event begins. This check-in ensures a smooth, safe, and well-coordinated experience for you and your attendees.

    During check-in, our staff will review:

    • Emergency procedures and exits

    • Restroom locations and complimentary services

    • Wi-Fi access and password

    • Meeting space furniture, equipment use, and reset procedures

    • Check-out time, process, and expectations

    The check-in process typically takes up to 10 minutes, so please plan your reservation to allow sufficient time for arrival and setup before your meeting starts.

  • Safety and Smooth Transitions

    For safety and liability reasons, meeting spaces cannot be opened until an authorized representative has checked in with BP Energy Center staff. Early-arriving attendees are welcome to wait in our common areas, where complimentary coffee and tea are available.

    Your reserved meeting space will be ready at the start of your reserved time, and must be vacated by the end of your reservation. This ensures our staff has sufficient time to prepare the space for the next client.

    Please ensure that attendees do not enter any meeting space outside of your reservation, so all events run smoothly and safely for everyone.

  • Prepare Your Space for Success

    Setting up for your event can be as simple as using the space in its default configuration, or you may wish to:

    • Move tables and chairs

    • Bring in food or decor

    • Set up and test meeting space technology

    Please allow sufficient time for setup after your reservation begins and, if needed, before your attendees arrive.

    Catering and Room Details

    • Alder/Cottonwood, Fir, and Spruce/Willow rooms: Catering tables for food and beverages are located outside in the main hall.

    • Birch and Aspen rooms: Catering tables are available inside the rooms, with the option to use the Gallery Hall for additional space (see staff for details).

    If using public spaces, please be considerate of other organizations and keep noise to a minimum.

    Additional Support

    • Need extra tables or chairs? Coordinate with BP Energy Center staff in advance.

    • Each room includes instructions for technology setup and use. Staff are happy to provide guidance before your meeting starts, but cannot assist with technology after the meeting has begun.

    Planning ahead ensures your event runs smoothly and creates the best experience for your attendees.

  • Safe and Convenient Access for Your Event

    If your event requires heavy, bulky, or large quantities of items, we provide a service entrance accessible via our ADA parking lot. Carts are available to help transport these items.

    For safety reasons, this entrance passes through our prep area/kitchen and may only be used by your authorized representative(s) and their designated helpers during load-in and load-out. This entrance is not available for attendees.

    Following these guidelines helps ensure a smooth and safe setup for your event while respecting the space and staff operations.

  • Safety and Proper Use

    For safety and liability reasons, only your organization’s authorized representative(s) may enter the prep/kitchen area. Access is limited to the service entrance and the refrigerator.

    All other supplies and equipment in this space are for BP Energy Center staff use only. Following these guidelines ensures a safe environment for your team and all our guests.

  • Enhance Your Meeting Experience

    The BP Energy Center offers a variety of technology systems to support and elevate your event, including:

    • In-house audio systems

    • Virtual meeting platforms

    • Projectors and monitors

    Tech Check

    To ensure your devices are compatible with our equipment, we recommend scheduling a free Tech Checkbefore your event. This can be done any time the meeting space is unoccupied. Please test the exact equipment you will use during your reservation to confirm compatibility.

    Please note: BP Energy Center staff cannot troubleshoot technology issues once attendees have arrived.

    Room-Specific Guidelines

    • In the Birch Room, the projection screen cannot be moved, and projector settings cannot be adjusted.

    Proper planning and preparation with our technology ensures your meeting runs smoothly and successfully.

  • Bring What You Need

    We ask that organizations provide their own expendable and meeting supplies, such as:

    • Paper, pens, markers, post-it notes

    • Tape, staples, and other basic office items

    This approach helps us keep meeting space costs affordable for all users.

    Please note: The BP Energy Center cannot accept donations of these materials at the conclusion of your event.

  • Enhance Your Event Safely

    Decor and signage are a wonderful way to enhance your attendees’ experience at the BP Energy Center. Please coordinate with our staff for placement in common areas, keeping in mind that other clients and guests may also be in the facility.

    Guidelines for Indoor Decor

    • Use Command strips or blue painter’s tape to attach items to surfaces, or ensure items are self-supporting.

    • The use of other adhesives, nails, screws, or glue is strictly prohibited and will result in your organization not being able to use the facility.

    Guidelines for Exterior Signage

    • Exterior signs are welcome, but please do not drive signposts into the ground.

    • Use self-supporting signs outdoors to ensure safety and compliance with facility guidelines.

    Following these rules helps us preserve the facility while allowing your event to look its best.

  • Enjoy Food and Beverages Safely

    You are welcome to bring or cater refreshments and meals for your attendees. Please review our catering policy and consult BP Energy Center staff for best practices on food staging and delivery.

    Delivery Guidelines

    • Provide your name and meeting space to the delivery driver. Our staff may not be able to locate you among multiple events in the facility.

    Clean-Up Responsibilities

    • Ensure all waste is placed in the appropriate trash or recycling receptacles.

    • Remove all catering items from the facility at the conclusion of your event.

    • If you have leftover food, our staff can provide a list of local organizations that accept donations.

    Please note: The BP Energy Center cannot accept donations of food, serving products, utensils, or any other food or beverage-related items.

  • Prepare Ahead for a Smooth Meeting

    While a small printer is available onsite, we highly recommend that you arrive with your meeting materials prepared.

    If last-minute printing is necessary:

    • Black & white copies: $0.50 per page

    • Color copies: $0.75 per page

    • Requests over five pages are subject to these charges.

    Payments may be made in cash or charged to the credit card on file.

    Planning ahead helps your event run smoothly and keeps your focus on your attendees.

  • Leave the Space Better Than You Found It

    Part of keeping the BP Energy Center affordable and welcoming for Alaska’s nonprofit community is the careful reset of meeting spaces by the organizations using them. Returning the room to its default configuration helps keep operational costs low and fosters goodwill throughout the community.

    Before leaving, a BP Energy Center staff member will walk through the space with your authorized representative. This check-out process may take up to 10 minutes and ensures:

    • All furniture and technology equipment have been properly restored

    • No equipment is missing or damaged

    • The facility is undamaged

    • No additional cleaning charges are required

    • All waste, personal, promotional, and catering items have been removed

    If any issues arise—such as missing or damaged equipment, facility damage, or additional cleaning needs—your authorized representative will be informed and given the opportunity to resolve them before extra charges are applied.

  • Creating a Safe and Respectful Environment

    As a multi-venue facility, the BP Energy Center often hosts several organizations at the same time. We ask that all clients and attendees conduct themselves professionally and courteously, helping ensure an exceptional experience for everyone.

    The BP Energy Center has a zero-tolerance policy for aggressive or disruptive behavior. Any clients or attendees exhibiting such behavior will be asked to leave and may not be permitted to return.

    Prohibited Items & Activities

    For the safety of all guests, the following are not allowed on BP Energy Center property:

    • Tobacco use

    • Possession of firearms

    • Possession or use of alcohol

    • Possession or use of illegal drugs

    • Fighting or other aggressive behavior

    Adhering to these guidelines helps maintain a safe, welcoming, and professional environment for all organizations and attendees.

  • Coordinate Ahead for Smooth Delivery

    If you need to drop-ship materials or supplies to the BP Energy Center, please coordinate with our staff prior to arrival. Orders arriving without prior notification cannot be accepted.

    When shipping, be sure to use our address:
    1014 Energy Court, Anchorage, AK 99508

    Include the following on the shipping label:

    • Event name

    • Event date

    • Point of contact

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

    Proper coordination ensures your materials arrive safely and are ready for your event.

  • Keeping Your Belongings in Mind

    The BP Energy Center is not responsible for the loss of personal property.

    If an item is found after your event, our staff will:

    • Email the address on file to notify you

    • Hold the item for five business days before it is disposed of

    We encourage all clients and attendees to keep personal belongings secure during their visit.

  • Guidelines for a Safe Environment

    For safety and liability reasons, Emotional Support Animals and pets are not permitted at the BP Energy Center.

    Service dogs are welcome, and their owners are responsible for:

    • Cleaning up after the animal

    • Any additional cleaning fees, if required

    We appreciate advanced notice of service dog use so staff can inform other user groups in case of allergies or phobias, ensuring a safe and comfortable experience for everyone.