Business & Community Center and Innovation & Events Hub

These policies apply to all external parties reserving space at the Business & Community Center and/or Innovation & Events Hub at ignite sparked by BBB.

Note: Use of BBB facilities does not constitute BBB endorsement of any external meeting, group, or event.

 

1. Insurance Requirements

All external parties reserving space may be required to submit proof of general liability insurance. The certificate must:

• Name Better Business Bureau Serving the Pacific Southwest, Central & Inland California as an Additional Insured.
  

• Cover the full scope and timeframe of the scheduled event.
  

Note: Failure to provide this documentation, when required, may result in cancellation of the reservation without refund.

 

1A. Accessibility & Accommodations (ADA Compliance)

BBB’s event facilities are ADA-compliant and accessible to individuals with disabilities. If accommodations are needed (e.g., assistive listening devices, seating arrangements, or wheelchair access), please notify us at least five (5) business days in advance. We will make reasonable efforts to support all accessibility needs.

 

2. Booking & Payment Policies

• A valid credit card is required to confirm all reservations.
  

• Payment must be completed in advance via phone at (602) 212-2201 or in person at the concierge desk.

• Accepted forms of payment: Cash, check, money order, or credit card (Visa, MasterCard, American Express, Discover).
  

• Purchase orders are not accepted.
  
  
  

Complimentary Use

• BBB Accredited Businesses receive up to 8 complimentary hours per month, during business hours; does not apply to our Innovation & Events Hub and/or other events..
  

• Nonprofit organizations in good standing with BBB receive 4 complimentary hours per month.
  

• Time exceeding these limits is subject to posted room rental rates.
  
  
  

3. Cancellation & Refund Policy

All cancellations must be submitted in writing via email to: reservations@bbbcommunity.org

 

Refund Schedule:

Cancellation Notice (calendar days)	Refund Eligibility
7 or more days prior	100% refund
3 to 6 days prior	50% refund
2 days or fewer	No refund (100% cancellation fee)

 

 

• No-shows are treated as cancellations with less than 24 hours' notice.

 

• Cancellations are effective only when confirmed in writing by BBB staff.
  

• All room configuration changes must be submitted at least 24 hours in advance to avoid a $75 reset fee.
   

3A. Force Majeure Clause

In the event of circumstances beyond the reasonable control of either party (e.g., fire, flood, earthquake, civil disorder, pandemic, or government shutdown), BBB reserves the right to cancel or postpone an event without liability. In such cases, efforts will be made to reschedule, or a full refund may be issued at BBB’s discretion.

 

4. Room Setup & Configuration

• All requests for room configuration changes must be submitted via email to: reservations@bbbcommunity.org
  

• Changes made within 24 hours of the event may incur a $75 reset fee.
  

• Configuration includes any request to add, remove, or rearrange furniture or equipment.
  
  

5. Smoking & Substance Use Policy

• BBB maintains a 100% smoke-free and drug-free campus.
  

• Smoking, vaping, or drug use is strictly prohibited inside the facility or within 30 feet of the building.
  

• Smoking is only permitted on public sidewalks and city-designated walkways
   

Violation of this policy may result in immediate expulsion and forfeiture of event fees of $250.

 

6. Catering & Food Service

• Clients may contract with any licensed caterer.
  

• Clients are responsible for:
  

  • Notifying BBB of the caterer's name and contact information in advance.
    

  • Being present at the time of delivery.
    

  • Ensuring the caterer returns to remove equipment and leftover items.
    

  • Scheduling adequate setup and cleanup time as part of the reservation.
    

Storage Fees: Items left behind without prior arrangement are subject to per-day storage charges of $50; BBB is not responsible for unclaimed items.

7. Alcohol Policy

Alcohol may only be served under the following conditions:

• Approval must be obtained from a BBB representative prior to bringing alcohol into campus..
  

• Service by a licensed bartender. A copy of the current license must be provided to BBB.
  

• Full compliance with Arizona liquor laws and city ordinances.

• No sales of alcohol are allowed.
  
  

Unlicensed service or unauthorized use of alcohol may result in immediate event termination.

7A. Emergency Procedures

In the event of an emergency (e.g., fire, injury, or evacuation), guests must follow all posted instructions and directives from BBB staff. Emergency exits are clearly marked throughout the facility. Event organizers are responsible for announcing emergency exits at the beginning of each event.

 

8. Event Conduct & Use Restrictions

Event Timelines

• Event owners must monitor and adhere to their scheduled time.
  

• Overruns may incur additional fees of $25 per 15-minute interval or result in early termination.
  
  

Noise and Neighbor Consideration

• The campus is in a mixed commercial-residential zone.
  

• DJs, live music, and other amplified sound must be kept at appropriate levels.
  

• BBB staff may require reduction or termination of sound at their sole discretion.
   

Behavior & Conduct

• Any physical violence, threatening behavior, or disparaging remarks toward BBB staff or other guests will result in immediate expulsion, up-to not allowed on campus; retraining order will be submitted as applicable.
  

• No refund will be issued in the event of expulsion due to misconduct.
  

• All guests must use the space in a respectful and lawful manner.
   

9. Decorations & Furnishings

• Prohibited items: Glitter, confetti, lit candles, incense, and adhesives on walls or floors.
  

• Only BBB staff may move furniture, decoration, artwork, and plants.
  

• Approved decorations may be placed on tables or sign holders only.
  
  

Damage or Loss: Any damage to BBB property or loss of equipment will be billed to the responsible party for full replacement or repair costs.

 

10. Repeated Policy Violations

BBB reserves the right to refuse future reservations to any group or individual with two or more instances of the following in a calendar year:

• Non-payment
  

• Cancellations with insufficient notice
  

• No-shows
  

• Last-minute room configuration changes (less than 48 hours)
  

• Conduct violations (e.g., disruptive behavior, unauthorized alcohol use)

• Damage to property, furniture, decoration, artwork, and plants.
   

11. Promotions, Signage & Copyright

• All promotional materials referencing BBB or events held at BBB must be submitted for prior written approval.
  

• Unauthorized signage or promotional content is subject to removal at BBB’s discretion.
  

• BBB’s branding and materials will remain on display and must not be removed by event hosts, including the microphone branding in the podcast studio.
  
  

12. Reservation Process & Contact

How to Reserve

• Submit your request using our online reservation form. [click here to browse our spaces]
  

• All requests are acknowledged within 2–3 business days, excluding weekends and holidays.
   

13. Wi-Fi & Technology Use

Complimentary Wi-Fi access is available for event guests. 

• Login information is provided upon check-in. 

• Use of the BBB network for illegal, disruptive, or excessive bandwidth-consuming activities is prohibited.

All rooms include basic audiovisual display capabilities (e.g., HDMI-compatible, and screen-share). Clients are advised to test compatibility prior to the event and bring necessary adapters.
 

14. Privacy & Data Collection

BBB collects contact and payment information for reservation and communication purposes only. Information is stored securely and will not be sold, rented, or shared with third parties without consent, except as required by law.
 

15. Security & Surveillance

To maintain a safe environment, BBB may monitor events via video surveillance in public or common areas. Recordings are retained for security and operational review purposes and are not shared externally except as legally required.
 

16. Dispute Resolution

If a dispute arises regarding event use or policy enforcement, the event organizer may submit a written appeal to the campus director. Final appeals may be directed to BBB leadership. All appeals must be submitted within 5 business days of the incident or billing notice.

 

Tours & Site Visits

• Tours may be scheduled by contacting:
  reservations@bbbcommunity.org   |   (602) 212-2201

 

Parking

• Parking is limited and first-come, first-served.
  We recommend carpooling. 

   

   

How do I reserve a meeting room?
Use our online form here, all requests are responded to within 2-3 business days, with exception to weekends and holidays. Organizations must be in good standing with BBB to reserve a room. You can contact us beforehand to confirm availability at reservations@bbbcommunity.org or at (602) 212-2201.

Is there a fee to reserve a meeting room?

BBB Accredited Businesses benefit from 8 hours of complimentary use of available meeting rooms each month. After 8 hours, the stated fees on our reservation form apply. Nonprofit organizations in good standing with BBB benefit from 4 hours of complimentary use of available meeting rooms each month.

When do I submit payment?
Once a reservation is submitted and availability is confirmed, BBB will send a payment form. Payment is required to secure the room.

Can I see the rooms before I make a reservation request?
Yes, you may contact us directly to schedule a tour at reservations@bbbcommunity.org or at (602) 212-2201.

If I cancel my reservation, can I get a refund?
All cancellations must be received via email at reservations@bbbcommunity.org. Cancellations received less than one (1) week prior to event date pay a cancellation fee equal to 50 percent of the room rental, where applicable. Cancellations received within 48 hours of the event start time pay a cancellation fee equal to 100 percent of the room rental. All conference room reservation “no shows” are treated as cancellations less than 48 hours before the event.

Do you have audiovisual equipment available?
Each room has at least one visual display, either projector or flat panel wall display, which can be connected to your laptop via HDMI. If your laptop cannot be connected via HDMI, please contact us directly to discuss.

Will I be allowed early access to my room to set up?
Because we book multiple groups per day, be sure to reserve any additional time you need for set up or clean up with your original reservation request.

Where do we park?
Parking is limited and based on a first come, first served basis. It is helpful if you carpoolor click here to see parking options.

Other questions?
Can’t find your question on this list? We are happy to help. Please contact us at reservations@bbbcommunity.org or at (602) 212-2201 with any concern not addressed here.