*The following policy is pending board approval on November 6th, 2024.
Room Availability
Rooms at Central Rivers AEA are available for use by educational or community organizations (as defined below) including meeting rooms in Cedar Falls, Clear Lake, and Marshalltown, as well as classrooms and meeting rooms at instructional facilities.
Times
Scheduling activities that need AEA personnel outside of these hours may incur additional* costs. *Special permission is required for usage beyond these times and may include an extra fee.
Rooms are available for community groups and organizations from Monday to Friday, 6:00 am to 10:00 pm, and on Saturdays from 8:00 am to 5:00 pm.
Definitions
Education or Community Organizations
- Central Rivers AEA public and accredited non-public schools
- Other education-related organizations, institutions or parent groups, and agencies or organizations serving persons with disabilities and other human service or governmental agencies whose event directly benefits the Agency or the schools and children it serves.
- Colleges and Universities for classes (that are not administered by the Agency)
- Non-profit or civic organizations whose scheduled event does not directly benefit the Agency or the schools and children it serves.
- The Chief Administrator or designee shall have the authority to approve requesters based on mission of service.
Priorities/Scheduling/Fees
Priorities, scheduling and fees for room use will be as follows:
Central Rivers AEA staff:
- May schedule rooms anytime for the following school year.
- No fees for AEA staff representing Central Rivers AEA or for AEA-sponsored events.
All other community groups and organizations:
- May schedule rooms up to three months in advance.
- For bookings* more than three months ahead, contact the designated person listed below. (*Fees apply)
Central Rivers AEA may change the venue for outside bookings up to 30 days before the event. The Chief Administrator or designee can schedule or reassign rooms in consultation with requesters, aligning with the Agency’s mission.
Procedures to Schedule a Room
For rooms in Cedar Falls, Clear Lake and Marshalltown Conference Centers:
- If you have a Room Management System account, use the online reservation system on the Central Rivers AEA website.
- If you don’t have an account, call the contact person listed below to set one up, then follow the online reservation steps.
- Once you make an online reservation, an AEA scheduler will send a confirmation email.
For all other AEA facilities (Swimming Pools):
- Call the appropriate contact person listed below to schedule. Complete and return a Reservation Form to finalize the booking.
Contacts:
- Cedar Falls Conference Center Receptionist: 319-273-8200
- Clear Lake Conference Center Receptionist: 641-529-4200
- Marshalltown Conference Center Receptionist: 641-844-2400
Facility Use Guidelines
- Most meeting rooms are equipped with a projection device and screen. For additional equipment, call the site contact person.
- Do not use tape or tacks on the walls.
- Food and drink are allowed, but report any spills to the receptionist immediately.
- No open flames, such as candles, are allowed.
- Dispose of all trash after the meeting.
- Contact the building receptionist for temperature control issues.
- Keep all meeting room doors closed as they are fire doors.
- Cancel your reservation if the room won’t be used, either on the AEA website or by contacting the facility contact person.
- For special accommodations, contact the receptionist or use the online reservation system.
- Adult supervision is required for all events with student participants.
- Announce to participants:
- Location of restrooms.
- No alcohol or smoking on AEA property.
- Kitchens are available at the Clear Lake and Marshalltown offices for food preparation; contact the receptionist for assistance.
- A $1 million insurance certificate is required for swimming pool use.
Emergency contacts
- Cedar Falls Office
- Kevin McKenzie 319-269-9368
- Karl Kurt 319 551-1160
- Clear Lake Office
- Melissa Hesner 319-939-2515
- Kay Schmalen 641-529-1219
- Marshalltown Office
- Cari Teske 641-751-0134
- Brenda Streets 641-351-9415
| Space | Fees | Cedar Falls | Clear Lake | Marshalltown |
|---|---|---|---|---|
| Large Conference Room | $40 per hour | A1 (3231 sq ft) A2 (3231 sq ft) B (2993 sq ft) C1 (3231 sq ft) C2 (3231 sq ft) | Room A (1520 sq ft) | N/A |
| Small Meeting Room | $25 per hour | Cedar River (800 sq ft) Iowa River (622 sq ft) Wapsie (361 sq ft) Shell Rock (438 sq ft) | B (660 sq ft) D (567 sq ft) F (676 sq ft) H (972 sq ft) I (576 sq ft) | A (651 sq ft) B (651 sq ft) C (651 sq ft) Flex Room (912 sq ft) G (806 sq ft) |
| Team room | $20 per hour | Central Perk Little Turkey (223 sq ft) | C (220 sq ft) G (240 sq ft) K (240 sq ft) Z (210 sq ft) | Ed Serv Conf Room (161 sq ft) D (225 sq ft) E (255 sq ft) F (224 sq ft) Z (156 sq ft) |
After hours/weekend hourly rate for Technical assistance $50 per hour (2 hour minimum)
Extra Information
Definitions
Education or Community Organizations
- Central Rivers AEA public and accredited non-public schools
- Other education-related organizations, institutions or parent groups, and agencies or organizations serving persons with disabilities and other human service or governmental agencies whose event directly benefits the Agency or the schools and children it serves.
- Colleges and Universities for classes (that are not administered by the Agency)
- Non-profit or civic organizations whose scheduled event does not directly benefit the Agency or the schools and children it serves.
- The Chief Administrator or designee shall have the authority to approve requesters based on mission of service.
Limitations
Rooms are not available to following groups (other limitations and restrictions not listed may also apply):
- Fundraising events (unless such activities will benefit the Agency or students within Central Rivers AEA).
- Private vendors selling or promoting products for profit.
- Political parties.*
- Private parties or receptions, etc.
Iowa Code:
*Does not include non-partisan community meetings, i.e., legislative forums open to the public. Caucus meetings are allowed per Iowa Code:
43.93 PLACE OF HOLDING CAUCUS. Each precinct caucus shall be held in a building which is publicly owned or is suitable for and from time to time made available for holding public meetings wherever it is possible to do so. Upon the application of the county chairperson, the person having control of a building supported by taxation under the laws of this state shall make available the space necessary to conduct the caucus without charge during presidential election years and at a charge not greater than that made for its use by other groups during other years. When using public buildings, the county chairpersons shall cooperate to attempt the collocation of the caucuses.