Effective Date: 3/1/02

Revised Dates: 8/1/03, 6/25/04, 6/30/06

Scope

This Policy on Facility Use applies to anyone interested in using the facilities of the Stowers Institute for Medical Research (“Institute”).

Purpose

The Stowers Institute for Medical Research conducts research on the fundamental processes of cellular life. Through basic research of the highest quality, the Stowers Institute seeks insights that will lead to more effective means of preventing and curing disease. The Institute’s campus is designed to provide its scientists with the ideal environment and tools for carrying out this mission. The Institute’s facilities provide a forum for members of the worldwide scientific community and other individuals and organizations to come together to share ideas that promote the Institute’s mission. This Facility Use Policy provides guests with the Institute’s guidelines and procedures for the use of its facilities.

Policy

Eligibility

The Institute is a Section 501(c)(3) organization and its facilities are financed with tax-exempt bonds. It is, therefore, subject to many rules and restrictions on the manner in which it operates and who may use its facilities. Specifically, the Institute may not participate in, or intervene in, any political campaign on behalf of (or in opposition to) any candidate for public office, nor may it devote more than an insubstantial portion of its time and money to activities that attempt to influence legislation. Further, the Institute’s assets and facilities may not be used more than a very limited amount for activities that do not exclusively further its exempt medical research activities. Therefore, commercial, for-profit and personal use is restricted. The President and CEO of the Institute, working with the Institute’s legal counsel, will determine whether a proposed use of its facilities is allowed and will make the final decision whether to approve such proposed use.

In accordance with the above restrictions, the Institute’s facilities may be used for meetings, activities, and events by any nonprofit organization with a purpose that relates to the conduct of scientific research. (Such organization and its members, officers, directors, and invitees are referred to herein as “guests.”) In general, the Institute will not grant permission to use its facilities to any for-profit organization regardless of the type of meeting, activity, or event, nor will it grant permission to use its facilities to any nonprofit organization for any activity that advances a particular religious doctrine, any political campaign activity (e.g., fundraising speeches, rallies, or candidate appearances), activities to influence legislation (e.g., conferences with legislators or their staff, or use of facilities for planning meetings), any for-profit or personal use (e.g., corporate-sponsored luncheons, sales presentations of goods or services, or social events not related to the Institute’s exempt activities), or any event for which there is an attendance fee for participants. In addition, the Institute will neither grant nor deny permission to use its facilities for any reason that discriminates on the basis of race, creed, color, religion, gender, sexual orientation, pregnancy, national origin, age, disability, military status, or other impermissible basis.

Available Facilities

The following areas are available for use by guests:

· Classroom - The classroom accommodates 55 people in a lecture-style setting. A podium is available at the front of the room along with a wall-mounted white board and a 10-foot pull-down projection screen. Audiovisual capabilities include the following: digital imaging and overhead projection, PowerPoint presentation, computer screen display from laptop and local computer, Web access, VCR, DVD, and wired and wireless microphone systems. An electronic marker board is also available.

· Boardroom - The boardroom accommodates 20 people around a large table. Additional chairs can be placed around the perimeter of room. The room includes a 10-foot projection screen and the following audiovisual capabilities: digital imaging and overhead projection, PowerPoint presentation, computer screen display from laptop and local computer, Web access, VCR, and DVD. An electronic marker board is also available.

· Virginia G. Stowers conference room - The Virginia G. Stowers conference room accommodates 16 people around a rectangular table. The room includes a 50-inch flat screen for PowerPoint presentation and VCR projection along with a pull-down projection screen that can be used for video, slide, and overhead projection (guests must supply projection equipment). An electronic marker board is also available.

· Auditorium – The auditorium accommodates 200 people in a theatre-style setting. Audiovisual capabilities include two rear screen projectors (10x8 feet), one front screen projector (20x10 feet), two computer displays, two electronic white boards, surround-sound processing, three slide projectors, one slide-to-video converter, one overhead projector, wired and wireless microphones, document camera, VCR, DVD, and three translator booths.

Institute Grounds

Access by the general public to the Institute’s grounds is limited to the water garden on the west side of the Institute and will be permitted during daylight hours. Organized events will require the prior written approval of the Institute in accordance with this Policy.

Facility Use Application

Requests for use of the Institute’s facilities must be made on the Facility Use Application. Approval is at the sole discretion of the Institute. The approval of previous similar activity does not ensure future accommodation.

Operating Hours

The facilities described above will be available for use from 8 a.m. to 5 p.m. Monday through Friday, excluding holidays. These operating hours may be extended only by special approval which may be granted under extraordinary circumstances.

Advertising, Publicity and Marketing Materials

Any advertising, publicity, or marketing undertaken by guests in connection with an approved activity must be approved in advance by the Institute. In general, guests may not promote, in any such advertising, publicity, or marketing, including through the use of logos in distributed materials or through the use of display booths, any for-profit entity or for-profit or commercial activity, any particular religious doctrine, any political campaign activity or any activity to influence legislation, and may not use the Stowers Institute name except in the description of the location.

Safety and Security

Security officers will be on duty 24 hours per day, seven days per week. All guests using the Institute’s facilities must comply with all security and safety precautions, procedures, and instructions. Guests who violate such precautions, procedures, and instructions will be asked to leave the premises. For safety and security reasons, guests must be accompanied by an escort when visiting areas of the Institute’s campus other than those approved for the guest’s use.

Set-Up

Physical preparations of the facilities for any activity, including any equipment and supplies to be used in connection with the activity, must be approved in advance by the Institute. Audiovisual equipment will be pre-configured by Institute members after the request for use is approved. Institute staff may be required to operate equipment, or to supervise others operating the equipment. No Institute fixtures or objects may be moved except by Institute members. Guests may not install decorations except under the direct personal supervision of a member of the Institute. All decorations must be freestanding; nothing may be affixed to the walls, fixtures, or objects.

Food and Beverage Service

Food and beverages are permitted in the boardroom, classroom, and the Virginia G. Stowers conference room. If food or beverages are to be served, the Institute must approve all arrangements in advance. All arrangements for, and payment of, food and beverage services will be the responsibility of the guest. All food and beverage service must be provided by American Food and Vending (816-926-4160) or The Catering Company (816-444-8372), except by special arrangement with the Institute. Normal policy of the Institute is that alcohol will not be served at functions held at the Institute. Events serving alcoholic beverages must be in compliance with the following guidelines:

Ø Approval from Stowers Institute must be obtained prior to the event and arrangements must be discussed with the Event Coordinator.

Ø May be served only after 5:00 p.m.

Ø Non-alcoholic beverages and food must always be available.

Ø Trained and licensed staff/contractors of the Caterer must serve the alcohol.

Ø No alcohol is to be removed from the Stowers Institute unless by the caterer or vendor supplying the alcohol.

Smoking

Smoking is not permitted in Institute buildings.

Parking

The Institute’s facilities include a 600-space parking garage. During normal business hours, the main level of the parking garage is available for guests on a first-come, first-serve basis. At all other times, the entire parking garage will be available.

Guest Needs

Telephones are available for guest use. Guests should inquire at the Security Desk for directions to the nearest phone. A wheelchair is available for guest use.

Compliance with Laws

Facility use must comply with any applicable federal, state and local law, ordinance, rule, or regulation.

Liability

Guests agree to indemnify, defend, and hold harmless the Institute and its officers, directors, agents, and employees from and against any and all claims, demands, losses, costs, damages, or liability of any nature or character arising from or incidental to the use of the Institute’s facilities, including without limitation any and all claims or liability for the theft, loss, or damage from any cause whatsoever to the property of such guests or any of their members, officers, directors, or invitees. In addition, guests agree to pay all costs necessary to return the relevant facilities to the Institute in the same condition as received, as well as all costs to repair or replace property damaged or removed during such activity.

Notwithstanding anything to the contrary set forth herein, guests acknowledge and agree that the Institute will be under no obligation to provide security guards for the Institute’s building or any other portion of its premises and guests further agree to release the Institute from any and all liability in connection with the Institute’s decision not to provide any such security guards.

Inquiries

For more information about the Institute’s facilities and their availability for use, please call Charlene Weathersby, Event Coordinator, at 816-926-4026.