Usage Guidelines

Reservations

• All users of the facility must designate an official representative or contact for the event who will be responsible for checking in and out of the facility.
  Checking in involves reviewing the usage 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 to ensure proper room configuration(s), that all waste, personal, and promotional items have been removed, and to confirm any damage or additional cleaning costs.

• When planning a reservation, users of the facility should allow ample time for the check-in process (this could take between 10 and 20 minutes) and to set up their event before attendees arrive. Users should also schedule time to return the room to its default state after the event is over. If more time is needed for this purpose outside of the BP Energy Center’s listed hours, users may reserve additional time the day before or the day after, if available, to accomplish these tasks.

• All permits required from police, fire, health, or other government agencies must be obtained and copies presented to the BP Energy Center before using the facility.

• All users of 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 User, their employees, or participants. The obligation shall be incumbent upon the User even if the alleged damage, claim, or suit specifically alleges negligence on the part of the BP Energy Center.

• All users of the facility 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.

• All users of the facility must provide adequate adult supervision for participants under the age of 18 to ensure compliance with all applicable state and local rules and regulations.

• The 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 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 an emailed invoice, please contact us by phone at 907-743-4270 or via email at bpec@alaskacf.org. 

Cancelations and Refunds

• To cancel your reservation, a notice of at least five business days is required to receive a full refund. Cancellations made fewer than five business days before 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 room (s) will be open for attendees after your designated event representative has checked in at the reception desk and reviewed the BP Energy Center's policies and procedures.

• Room(s) will open at the scheduled start time of your reservation and close at the scheduled end time.

Conduct

• As the BP Energy Center has multiple meeting spaces which 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.

Food

• Users of the facility are welcome to bring refreshments and meals for their group. All food and waste should be disposed of before your scheduled departure time.

• Users of the facility should consult BP Energy Center staff for the best practices on food staging and delivery, and are responsible for sharing this information with their attendees and the contracted catering company.

• Open flames, including the use of Sterno, are prohibited unless used by one of our preferred caterers.

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 standard furniture and any additional equipment requested. 

• The use of any equipment at the BP Energy Center, except for equipment included with room usage, is prohibited.

• Users of the facility are expected to furnish their expendable supplies.

• 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; 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 by individuals or groups when rooms are in use.

End of Reservation and Cleaning

• Rooms must be returned to their original condition, including the resetting of chairs and tables, if they were 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.

• Users of the facility agree to maintain a credit card on file to cover any necessary janitorial clean-up costs that may arise. The clean-up fee will not exceed $150.

• A walk-through with BP Energy Center staff must be conducted to confirm the room(s) are ready for future reservations.