Meeting & Event Space Policies

Thank you for choosing the Berkshire Innovation Center (BIC) for your meeting or event. Our meeting and event spaces are designed to support collaboration, innovation, education, and community engagement. To help ensure an enjoyable experience for everyone, please review the following policies before your reservation.

Reservations

Reservations are confirmed only after approval by BIC staff.
Rooms are reserved only for the dates and times listed in your confirmation.
Please include adequate setup and cleanup time when scheduling your reservation.
Changes to attendance, room setup, technology needs, or catering should be communicated to BIC staff as early as possible.

Reservations can be booked online, which will require a credit card: https://www.berkshireinnovationcenter.com/meeting-event-space

or by reaching out to our staff (see contact information below).

Rental Rates & Payment

Room rental fees vary based on:

Room selected
Length of reservation (hourly or daily)
Organization type (BIC Member, Affiliate/Nonprofit, or Non-Member)

BIC Members receive the lowest rental rates as a benefit of membership. Affiliate and nonprofit organizations receive discounted pricing, while standard rates apply to non-members.

Current room rental rates are published in the chart below and are subject to change. Payment is due according to the terms of your reservation agreement. Payment will be required at the time of booking unless prior arrangements have been made.

Additional fees may apply for:

Extended reservation times
Special room configurations
Technology support beyond standard room equipment
Damage or excessive cleaning

2026 Room Rental Fees

Effective 7/1/2026 - 6/30/2027

ROOM

Legal Capacity

Standard Seating

Square Footage

Member per hour

Member per day

Affiliate/ Non-Profit

per hour

Affiliate/ Non-Profit

per day

Non-Member Rates

per hour

Non - Member per day

Conference Room

405

$65.00

$320.00

$90.00

$425.00

Boardroom

841

$55.00

$285.00

$80.00

$430.00

$110.00

$575.00

Auditorium

1,467

$100.00

$488.00

$150.00

$730.00

$200.00

$975.00

Event Space

204

1,426

$115.00

$500.00

$170.00

$750.00

$230.00

$1,000.00

Classroom

B & C

648

$65.00

$320.00

$90.00

$425.00

After-Hours Reservations

The Berkshire Innovation Center's regular business hours end at 5:00 PM.

Reservations that extend beyond 5:00 PM are subject to an additional after-hours staffing fee of $50 per hour, regardless of room rental rates. This fee helps offset the cost of providing staff support and building access outside of normal business hours.

Groups planning an evening meeting or event should indicate their expected end time when making their reservation. Any extension beyond the scheduled reservation time may result in additional hourly room rental charges as well as the applicable after-hours staffing fee.

Member Booking Credits

As a benefit of membership, eligible Berkshire Innovation Center (BIC) members receive monthly meeting space booking credits based on their membership tier.

Monthly Booking Credits

Large Company Members: $500 per month
Small Company Members: $250 per month
Micro Company Members: $125 per month

Booking credits may be applied toward eligible meeting room rental fees only and have no cash value.

Please note the following:

Booking credits are issued monthly and are valid only during the month in which they are awarded.
Unused credits expire at the end of each month and do not roll over.
Booking credits may not be transferred between organizations or redeemed for cash.
Any room rental charges that exceed the available monthly credit balance will be billed at the applicable member rate.
Affiliate Members and Non-Members are not eligible for monthly booking credits.

BIC reserves the right to modify or discontinue the booking credit program as part of future membership benefit updates.

Arrival & Building Access

Please arrive no more than 30 minutes before your scheduled reservation unless otherwise arranged.
A designated event organizer should check in with BIC staff upon arrival.
Guests should remain within their reserved meeting areas unless participating in an authorized tour or event.

Parking

Please remind your attendees that parking is available in the overflow lot across the street.

The BIC parking lot is reserved for:

Handicap-accessible parking
EV charging
Building tenants and their visitors
BIC employees

Please help us keep these spaces available for those who need them.

Catering

Outside catering is welcome.

When ordering catering, please ask your caterer to clearly label the delivery with your organization’s or group’s name—not just the name of the individual placing the order. We frequently have multiple catering deliveries arriving on the same day.

For meetings beginning in the morning, please schedule catering deliveries to arrive no earlier than 30 minutes before your meeting start time, unless prior arrangements have been made with BIC staff. BIC staff may not be on-site before that time to receive deliveries or provide building access.

Groups are responsible for:

Ensuring food remains within the reserved meeting space unless otherwise approved.
Cleaning up food and beverage items before departing.
Removing any leftover food or supplies.
Reporting spills immediately so they can be addressed safely.

Technology & Audio/Visual Equipment

Meeting rooms include presentation technology appropriate for each space.

Groups should:

Test presentations before the meeting begins.
Bring any necessary adapters for laptops or devices. The BIC does have some adapters and HDMI cables available for use.
Notify staff immediately if equipment is not functioning properly.

Additional technical support may require advance notice and may incur additional charges.

Meeting End Time

Please plan your agenda so that your group is prepared to vacate the room at the scheduled end time.

BIC staffing is scheduled according to each reservation's confirmed start and end times. Events extending beyond 5:00 PM or beyond the reserved end time require advance approval to ensure staff availability. Reservations scheduled after 5:00 PM are subject to a $50 per hour after-hours staffing fee. Unapproved extensions cannot be guaranteed and may result in additional charges.

Room Care

Please help us keep our facilities in excellent condition.

Groups are asked to:

Leave furniture in its original configuration unless another setup was requested.
Dispose of trash in designated receptacles.
Remove decorations, materials, and personal belongings before leaving.
Avoid using tape, nails, tacks, or adhesives on walls, windows, doors, or furniture.

Organizations are responsible for any damage beyond normal wear and tear.

Respect for the Facility

The Berkshire Innovation Center is an active innovation center with tenant companies, laboratories, offices, and visitors throughout the day.

Please:

Keep noise to an appropriate level.
Respect areas that are not part of your reservation.
Follow all instructions provided by BIC staff.

Safety

Do not exceed the posted occupancy limits for your meeting room.
Keep exits and hallways clear at all times.
Report accidents or safety concerns immediately to BIC staff.
Follow all emergency procedures should an evacuation become necessary.

Cancellation Policy

If you need to cancel your reservation, please provide at least 48 hours’ notice before the first day of your booking.

Reservations canceled less than 48 hours in advance are subject to a $50 cancellation fee.

A reservation is considered a no-show if the reserving organization does not cancel in accordance with the cancellation policy and does not arrive for its scheduled meeting or event.

Because the meeting space has been reserved exclusively for your organization and staffing has been scheduled accordingly, no refunds, booking credits, or rescheduling will be provided for no-show reservations. The reserving organization will be responsible for 100% of the applicable room rental fees and any associated charges, including after-hours staffing fees or other services scheduled for the reservation.

Compliance

Organizations are responsible for the conduct of their attendees.

Failure to comply with these policies may result in:

Additional fees
Loss of future reservation privileges
Immediate termination of an event when necessary to protect the facility or its occupants

"Before You Leave" checklist:

Turn off presentation equipment.
Remove personal items and catering.
Dispose of trash.
Return furniture to its original arrangement (if applicable).
Ensure the room is vacated by the reservation end time.
Notify BIC staff of any maintenance or technology issues.

If you have any questions or need further information regarding these policies please reach out to our staff:

Allison Mikaniewicz, Marketing & Events Manager (allison@the-bic.org)

Denise Johns, Business Manager (denise@the-bic.org)

Olivia Mikaniewicz, Community & Events Associate (olivia@the-bic.org)

Thank you for helping us maintain a welcoming, professional environment for all Berkshire Innovation Center members, tenants, partners, and guests.