The City welcomes the use of the Technology Resource Center (TRC) public spaces for community activities, especially those that support the TRC’s mission of increasing technology access, collaboration, equity, and innovation in the region.
1. Definition of Public Spaces
The spaces available for public reservation and use at the TRC include:
- The Main Common Space, an open area at the south end of the TRC
- The Flex Space, a conference room at the north end of the TRC
The TRC offers publicly accessible restrooms that are not reservable.
2. Eligibility
Individuals must be 18 or older to reserve a space.
Spaces may be reserved on behalf of nonprofit organizations, community clubs or groups, government agencies, and businesses.
Events at the TRC should generally be accessible to the public. If an event requires a registration or entrance fee, the host must make a good-faith effort to provide a low-barrier option for potential low-income participants.
3. Permitted Uses
While the City encourages uses of the TRC that further its mission of increasing technology access, collaboration, equity, and innovation in the region, requests to use reservable spaces will not be denied for content, except for those under “Prohibited Uses.” Approval to use a reservable space does not imply City endorsement of the user, their policies, or beliefs.
4. Prohibited Uses
Reservable spaces may not be used for political fundraising/campaigning or regular religious services (e.g., weekly services).
Gambling, gaming, casinos, or wagering of any kind is not permitted, except when conducted by a qualified nonprofit organization registered with and licensed by the Indiana Department of Revenue and the Indiana Gaming Commission.
If a user wishes to sell goods or serve food or beverages at the TRC, including alcohol, the user is responsible for complying with all applicable state and local laws and regulations, including obtaining necessary permits. Users should not expect any permits, or knowledge of necessary permits, to be provided by the City or the TRC.
The City reserves the right to revoke an individual or organization’s reservation privileges in the event of prohibited use of a TRC space.
5. Booking and Scheduling
Public users must reserve spaces via the TRC online booking site.
Spaces are available for reservation with a minimum of 48 hours’ notice (excluding After Hours Events) and up to 365 days’ notice.
Spaces are available for reservation from 7:30 AM to 9:30 PM on all days except official City holidays.
Reservations that end outside of regular City business hours (Monday-Friday, 8 AM – 5 PM) are considered “After Hours Events.” After Hours Events require a minimum of 7 days’ notice for reservations. For these events, users are responsible for ensuring that all lights in the space are turned off and that the entrance door is closed and locked upon exiting.
City staff have direct booking access to all reservable TRC spaces via Outlook. City staff may not book a space for an external user or group unless the relevant parties have read and acknowledged these terms and conditions and agree to assume the responsibilities outlined herein.
6. User Responsibilities
The organization, business, or individual named on the reservation is responsible for the reserved space and for any damages, expenses, or losses, including theft and property loss, caused by any person who attends, participates in, or provides goods and services in connection with the use of the facility.
All users of a reserved space must comply with this policy and applicable guidelines, room occupancy limits, and all local, state, and federal laws.
Clean up requirements:
- Return all furniture to its original configuration.
- Return any technology to where it was found.
- Dispose of all trash in waste bins.
- Place any large catering plates beside the trash can in the room.
- Erase any whiteboards.
- FOR AFTER-HOUR EVENTS, turn out all lights in the space you are using and ensure the entrance door is closed when you leave. The door should lock automatically; ensure it is latched.
7. Expectations for Engaging with City Staff
In addition to its public spaces available for reservation, the TRC hosts private offices for City of South Bend staff. These offices are not open to the public. Public users of the TRC are expected to be respectful to City staff. City staff are not expected to provide live technology or operations support for TRC users.
8. Fees and Charges
There are no rental fees to reserve and use a space at the TRC. However, users may incur charges in the event of space damage or misuse. Damages to the room or its contents will be charged at the cost of repair or replacement. If a space is not left in its original condition, a fee may be charged for any required cleaning at a rate of $50/hour.
9. Cancelations
The City reserves the right to cancel or reschedule reservations when operationally necessary, including but not limited to accommodating City-sponsored programs and events.
If a user does not show up for a reservation within 30 minutes of the reservation start time, the reservation may be canceled, and the space may be offered to another user. The City reserves the right to revoke an individual or organization’s reservation privileges in the event of multiple no-shows.
10. Setup and Teardown
All reservations made through the online booking site will automatically include a 30-minute buffer before the reservation start time for setup and a separate 30-minute buffer after the reservation end time for teardown (e.g., a 9-5 event would include buffers from 8:30-9 and 5-5:30).
Each space has a default furniture arrangement, shown below. Users are responsible for rearranging furniture if a different setup is desired and must return it to the default configuration before departing. The furniture is not guaranteed to be in these default configurations upon a user’s arrival.
Common Space:
Flex Space:
11. Food and Beverages
Food and refreshments are allowed at the TRC. The City does not provide catering services, and is not expected to provide kitchen access, equipment, or supplies.
12. Parking
Public users are welcome to park at the Ignition Park public lot outside the TRC. Users may not park overnight. TRC Users may not use the adjoining Press Ganey lot on the west end of the Ignition Park public lot.
13. Displays, Decorations, and Signage
No nails, screws, staples, or penetrating items should be used on any surfaces. Only painter’s tape is allowed on floors and walls. Glitter, confetti, silly string, etc, are not permitted. Exposed flames are not allowed in the TRC, except those used by caterers. Any damages will be charged after the event.
14. Indemnification
Organizations and/or individuals using reservable spaces shall indemnify and hold harmless the City of South Bend and its officers, directors, agents and employees from and against all losses, damages, claims, costs and expenses arising from injury or death of any person(s), or damage to property resulting from any act or omission of such users or their employees, agents, representatives, guests, invitees, or the general public to the extent that such losses, damages, claims, costs and expenses arise in connection with or relate to the organization’s or individual’s use of the facility.