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Passenger Station - Meeting Room Use Policy – May 10, 2010



  1. 1.The Niles Passenger Station shall not be made available for use by for-profit organizations or individuals.


  1. 2.The Niles Passenger Station shall not be available for party rentals of any kind by any organization or individuals.


  1. 3.The Niles Freight Station shall not be available for any use by organizations or individuals.


  1. 4.The NDHF has established a committee of members who are responsible for use of the Niles Passenger Station. This committee is headed by the Stationmaster, who responds to all such requests, as to the availability of dates, in a reasonable period of time – no more than seven (7) calendar days, from the initial contact.


  1. 5.Approval of all such requests shall be made by those NDHF members present at a regular meeting. No request for use shall be considered as approved without the item having been approved from the agenda of the meeting.


  1. 6.Not-for-profit community groups wishing to hold meetings in the Niles Passenger Station may contact the NDHF in one of the following ways:


    1. a.By Telephone (510-797-4449) – A message shall be left on the answering machine located at the Station. A return phone call shall be made by the NDHF Event Coordinator.


    1. b.By e-mail (rentals@nilesdepot.org). A return e-mail message or phone call shall be made by the NDHF Event Coordinator.


  1. 7.A calendar shall be maintained on paper at the Niles Passenger Station. Requests shall be limited to Ninety (90) calendar days in advance of such proposed use. A copy of this policy (as approved by the members of the NHDF) shall be available online and on paper, at the Niles Passenger Station. The calendar shall be approved at each meeting of the NDHF by those sustaining NDHF members present.


  1. 8.Both NDHF and the Tri City Society of Model Engineers shall have priority for all available dates. Any request for a community group will take a lower precedence than those of the NDHF or TCSME.


  1. 9.All groups shall provide documentation of sufficient liability   insurance coverage – a minimum of $2 million dollars aggregate liability and $1 million dollars liability per incident - that shall hold fully harmless the NDHF, TCSME and the City of Fremont (COF) covering all participants at any proposed meeting use of the Niles Passenger Station.


  1. 10.All groups shall designate one member to act as their person in charge during any proposed use of the Niles Passenger Station. Such person shall be the only individual to interact with the NDHF designee for contact.


  1. 11.A refundable deposit shall be required of all groups in the amount of $125 dollars payable to the NDHF to cover costs of clean-up and replacement of a lost key card.


  1. 12.If a specific key card shall be provided by the COF that shall only be used by the designated member of such group for access during their use of the Niles Passenger Station, such key card shall only allow access during the time specified on the request to use the facility. This key card will be made available to the designated member of such group after the applicable deposits and or fees have: a) been received, b) any check for said deposits and or fees having cleared the financial institution upon which is has been issued, c) the receipt of proof of liability insurance having been received and confirmed.


  1. 13.A fee (amount to be determined) for each use of the key card shall cover the costs of the card to be programmed specifically for the time of the proposed use of the Niles Passenger Station. Such fee shall be payable to the COF in accordance with COF key card policy.


  1. 14.A non-refundable fee of $25 for each individual group use of the Niles Passenger Station shall be payable to the NDHF to cover janitorial and other costs for each individual group use of the Niles Passenger Station.


  1. 15.An NDHF member shall be required to be present during any first-time use of the Niles Passenger Station by any community not-for-profit group that meets the established criteria.


  1. 16.If an NDHF member is required to be present during the use of the Niles Passenger Station by a not-for profit community group, a fee of $30 payable to the NDHF shall be assessed.


  1. 17.During any proposed use of the Niles Passenger Station, the following items or actions shall not be permitted in the building:


    1. a.Alcohol or controlled substances

    2. b.Firearms or ammunition

    3. c.Live or dead animals – or parts there of

    4. d.Gasoline, kerosene, diesel fuel, pyrotechnic devices, paints, aerosols, or other chemical accelerants.

    5. e.No candles or open flames of any kinds

    6. f.No food or beverage preparation of any kind shall be permitted – including demonstrations thereof. Meeting refreshments shall be limited to food or beverage prepared elsewhere as the Niles Passenger Station has no facilities for the preparation or storage of food on site.

    7. g.Meal service of any kind shall not be permitted in the Niles Passenger Station.

    8. h.No additional lighting of any kind shall be permitted in the Niles Passenger Station due to the historic nature of the structure and materials on display there in.

    9. i.The Niles Passenger Station shall not be used as a dressing or changing room.

    10. j.Music, sound or projection systems shall be used only in manner that does not interfere with the existing structure or historic displays there in.

    11. k.No fee shall be collected on site by any group for admission to the Niles Passenger Station for any proposed use.

    12. l.No use shall be made of the Niles Passenger Station during any such meeting as location for motion picture, television or still photography without the prior express written consent of the NDHF. A fee (amount to be determined) shall be assessed for any such proposed use of the Niles Passenger Station.

    13. m.The Niles Passenger Station shall not be used as a performance hall or location during any meeting.


  1. 18.All groups shall be limited to no more than three (3) hours (including set-up and tear-down) for any proposed use of the Niles Passenger Station.


  1. 19.The Niles Passenger Station shall only be available between the hours of 9:00 a.m. and 9:00 p.m. on days (to be determined by the NDHF).


  1. 20.The NDHF shall have the right to refuse the use of the Niles Passenger Station by any not-for-profit community group without cause.