Skip to main content

Venue FAQ

Frequently Asked Questions about Confluence Center

My organization has not received a grant or sponsorship from Headwaters Foundation – can I still book an event?

Currently, Confluence Center is open only to current and previous grantees of Headwaters Foundation. We want to get a clear sense of what our grantee partners need and our capacity to meet that need before inviting other mission-aligned nonprofits to reserve the space. We will continue to assess and hope to broaden eligibility later in 2023. Check back on our website, sign up for our newsletter and follow us on Facebook or Instagram so you don’t miss any announcements!

What different spaces are available at Confluence Center and what amenities do they include?

Confluence Center has a variety of spaces available for use which can accommodate gatherings of different sizes and purposes, from 4 to 150 people (up to 26 seated at tables, 70 seated in chairs and 150 standing). All spaces are accessible and equipped with technology as well as furniture that can be configured to meet the needs of your group. There are two private restrooms. Access to a catering kitchen is available upon request.

Click here for information about room options.

What kinds of events are and are not allowed at Confluence Center?

Types of events allowed at Confluence Center may include but are not limited to board meetings, retreats, trainings and workshops, film screenings, fundraisers, conferences and private-hosted meals.

The following types of events are restricted at Confluence Center:

  • Events with content that is not in line with Headwaters Foundation’s mission, vision or values,
  • Events related to lobbying, political campaigns, or electoral/partisan activities or content,
  • Commercial events with any profit-making activities,
  • Non-charitable/private events such as weddings or birthday parties,
  • Events that discriminate based on age, sex, religion/creed, race, national or ethnic origin, sexual orientation, gender identity or expression, disability, etc.

Are there fees for using the space?

Headwaters Foundation does not charge room rental fees for 501(c)(3) organizations that are holding events within the scope of their charitable purpose. By offering the space free of charge, we aim to help grantees and nonprofit partners advance their missions.

Host organizations may be charged external fees for the following (non-exhaustive) list of additional services which are not provided or coordinated by Headwaters Foundation: catering, dedicated audiovisual support and services, equipment rentals, additional security, special event services and insurance. Host organizations may be invoiced by Headwaters Foundation if any repairs or special cleaning are required post-event.

What about catering?

Food and beverages are allowed in meeting rooms, and a catering kitchen is available. You may bring your own snacks and drinks, order delivery or work with a caterer. Our event staff can provide a list of caterers in Missoula, and restaurants in the area offering takeout and delivery.

 

What kind of insurance is my organization required to have?

Host organizations that are either: (1) holding an event with 50 or more expected attendants or (2) serving alcohol must provide documentation from their insurance provider demonstrating a minimum of $1 million per occurrence/ $2 million aggregate in general liability coverage naming Headwaters Foundation as an additional named insured on the policy.

Host organizations are encouraged to confer with their commercial liability insurance providers to verify coverage and let our event staff know if this requirement presents a barrier to holding your event at our space, as alternative arrangements may be possible.

When can I book an event?

Organizations are encouraged to submit applications no longer than 9 months and no less than 6 weeks in advance of their desired event date. Regular building hours are Monday-Friday, 9:00am to 5:00pm, and we are closed on the following holidays: New Year’s Day, MLK Day, President’s Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day and the following Friday, Christmas Eve and Christmas Day and the week between Christmas and New Year’s Day. Events are generally permitted during business hours as well as in the evenings and on weekends. Events outside of business hours will require approval from the foundation and additional coordination with our event staff.

What is your cancellation policy?

Changes to approved room(s), date and time may affect availability and are not guaranteed. Host organizations are asked to alert Headwaters Foundation of cancellation at least 2 weeks prior to the event date. Repeated cancellations or cancellations on short notice may result in loss of future access to the venue and its services. If Headwaters Foundation closes its building or any part of the Confluence Center becomes unusable due to inclement weather or any other reason, all events taking place in the building may be cancelled or modified, and the Foundation will make every effort to reschedule for another date or to make some other reasonable accommodation.

What steps have you taken to ensure the building is accessible to all?

Headwaters Foundation has taken steps to ensure that our building exceeds accessibility standards. The building is wheelchair-accessible, as are all restrooms and event spaces. Accessible parking is available across the street from the building and an elevator is available. Service animals are permitted. Host organizations can request and reserve additional space for lactation for parents that need it, and we offer single-occupancy, all-gender restrooms. If you have an accommodation or service question or request, please discuss options with our event staff.

Are there other policies or guidelines I should be aware of?

Click here to view Headwaters Foundation’s complete Space Use Policies.