Contract and Rules of Use

Transcription

1 Haywood County Fairgrounds Inc. Contract and Rules of Use INSTRUCTIONS: Please read the HCF, Inc. Rules and Regulations before completing this form. It is important that you complete all sections and give details of the event. Please return this form in its entirety; and verification of nonprofit status (if you are requesting the nonprofit rates) to: Haywood County Fairgrounds, Inc. ATTN: Facility Rentals 758 Crabtree Rd. Waynesville, NC NOTE: Deposit is due at time of application to secure requested dates. Proof of Insurance must be provided a minimum of 30 days prior to your event. NAME OF ORGANIZATION: STREET ADDRESS: CITY: STATE: ZIP: PHONE NUMBER: DAY: FAX NUMBER: CELL: EVENING: NON- Profit YES NO Is this a Fundraiser? YES NO NAME OF EVENT: BUILDING OF CHOICE: Apple Orchard: Dogwood: Great Smokies Arena: Burley Livestock Barn: Richland Creek Meadow: Upper Meadow Lions Club Stalls Lions Club Building OTHER (Please specify): DATE(s) OF EVENT: TIME OF EVENT: From: (am) (pm) To: (am) (pm) SET UP DATE & TIME {additional fees apply, see schedule}: CLEAN UP DATE & TIME {must be within 24 hrs of event close & additional fees may apply, see fee schedule}: EVENT SPONSOR(S): ESTIMATED NUMBER OF PEOPLE EXPECTED TO ATTEND EACH DAY: 1

2 DETAILED DESCRIPTION OF THE EVENT Please be specific in your description; this information will be used to advertise your event on our website and on Fairgrounds sign: Please note number of tables and chairs needed for your event: Tables: Chairs: *Please Note that you are responsible for setting up your own tables and are responsible for damaged or missing chairs/tables. Is this event Public or Private Will you be charging an Admission Fee Yes No Will you require the use of any of the following (additional fees apply; please see fee schedule)? Please mark all that apply: Stage P.A System (Apple Orchard/ Arena) Dance Floor Ticket booth Concession Stand/ kitchen Will you need the Fairgrounds Volunteer Advisory Council to run the concession stand during your event? Yes No If emergency services personnel/apparatus are required, at least 2 weeks notice must be given. Please visit and scroll to the bottom of the page for a fillable form, or call for assistance with your needs. 2

3 PLEASE READ AND SIGN I certify that I am authorized to act for the organization/group/individual listed on the attached Reservation form. The organization/group/individual understands that approval of the use of the Haywood County Fairgrounds in no way constitutes or signifies the HCF, Inc. board or Haywood County government sponsorship of the activity or function conducted by this organization/group/individual, and that this organization/group/individual will be responsible for adhering to the HCF, Inc. rules and regulations. Rules for the use of the property are subject to change at any time without prior notice. I shall defend, save harmless and indemnify the Haywood County Fairgrounds, Inc. and the Haywood County Government against any tort, liability, claim, demand or other legal action, whether groundless or otherwise, arising out of an alleged act or omission occurring in the use of the Haywood County Fairgrounds. I further certify that I have been provided with a copy of the Rules and Regulations for use of the Haywood County Fairgrounds and agree to abide by same. PRINTED NAME: DATE OF BIRTH: DRIVER S LICENSE STATE: REPRESENTING (GROUP): If you have a website you would like us to link to, please provide the address: Your event will get free advertisement on our website at 3

4 RULES AND REGULATIONS FOR USE OF THE HAYWOOD COUNTY FAIRGROUNDS INC. IN THE EVENT OF A DISASTER THE HCF, Inc. WILL NOT BE AVAILABLE 1. The applicant of the facilities and grounds hereby agrees to save and hold harmless the Haywood County Fairgrounds Inc. Board and Haywood County Government from any and all claims for damage to person or property that may arise from the use of the facilities and equipment, without regard to whether the damage, personal or otherwise, is brought about or caused by the negligence of the user, the Haywood County Fairgrounds Inc. Board, or any person, organization, firm, or corporation. 2. The applicant agrees to leave all facilities and grounds clean. All trash must be placed in appropriate outdoor receptacles. (The designation of clean is at the discretion of the HCF, Inc. Board.) Rental Deposit may be withheld in whole or in part to account for cleanup not done by rental applicant. 3. The applicant is responsible for and agrees to pay for and all damages to the facilities and its property. Rental Deposit may be withheld in whole or in part to account for damages. 4. Kitchen and Concession Stand Facilities do not include use of small appliances, serving utensils, etc. Please plan to bring your own equipment as necessary. 5. The applicant must provide written proof of liability insurance with a minimum of 1 million dollars coverage for the entire rental period at least 30 business days prior to the scheduled event. 6. Non-profit applicants must provide written proof of non-profit status before being eligible to receive the non-profit rate. 7. A properly executed rental contract must be submitted, along with full deposit according to the fee schedule, at time of submission of contract. Any cancellation by the contractee less than 30 days prior to the planned event will result in a nonrefundable deposit. After a post-event walk through has occurred and it has been determined that no damage or excessive clean-up will be required, all or a portion of the rental deposit shall be returned by company check upon receipt, deposit, and clearing of rental income to the HCFG company account. Rental deposits may not be carried forward for future events. 8. No alcoholic beverages unless the proper application and permits have been submitted to and approved by the Manager at least 30 calendar days prior to any event that plans to serve alcoholic beverages. No narcotics or other controlled substances shall be brought or consumed on the Haywood County Agriculture & Activities Center property. 9. Users are expected to be aware of and to obey all other appropriate and applicable laws concerning public conduct and safety during their use of the HCF, Inc. property. 10. HCF, Inc. board members, county officials, or designated representatives of either shall have fee access at all times. 11. Contractees are responsible for providing sufficient security for their event. If security personnel are required, payment and/or compensation shall be the responsibility of the contractee. Security personnel must provide access to the facilities as necessary to any HCFG volunteer or worker. Contact number (cell phone #) for security personnel must be on file with the HCFG Manager. This contact information shall be shared with any HCFG personnel who may be associated with the event for which security is provided. 12. Payment in full shall be made at least 5 business days before the scheduled event. Failure to make payment 5 or more business days prior to the scheduled event is grounds for forfeiture of deposit and cancellation of the event. 13. Violation of facility use rules or non-payment may result in expulsion with denial of future rental privileges. All rules and regulations are subject to the interpretation of and enforcement by the HCF, Inc. Board. 14. Facilities checklists are to be turned in to Manager within 48 hours after the close of the scheduled event. Please check below, as applicable: I have included a copy of my Certificate of Insurance as outlined in item 5 of Rules and Regulations. I have included a copy of my organization s non-profit status documentation if applicable. I have included my deposit to hold the date for my event. In the event that requested date(s) are not available, I will have the opportunity to request different date(s) or to have my rental deposit returned. 4

5 NOTES: - ALL RENTALS (except for Richland Creek Meadows) include Restrooms, Chairs and Tables as noted on the Fee Schedule. - Educational Clinics Receive a 25% discount on all facility fees if fundraising is not involved. - To receive the non-profit fee, verification of non-profit status is required. - Return Check Fee: $ HCF does not offer storage for client equipment and/or supplies, either before or after a scheduled event. HCF accepts no liability for loss or damage to such equipment/supplies. Materials/equipment left on HCF property becomes the property of the Fairgrounds after 14 days and may be disposed of as appropriate. I have read the attached rules & regulations, understand the Rental Fee Structure and the terms of payment and do hereby agree to abide by these rules. Additional set-up or take-down days will be charged and must be scheduled at the time of the application. IMPORTANT: Please check fee structure and submit a deposit equal to 20% of the total expected rental fee at time of submission of this contract. Deposits may be submitted by check or through PayPal by clicking on the SUBMIT button below. Please print and sign below: APPLICANT SIGNATURE: (Organization authorized signature) APPROVED BY: (HCFG authorized signature) Date: Date: Please print and mail this contract, with deposit check, to Haywood County Fairgrounds, 758 Crabtree Road, Waynesville, NC OR click on SUBMIT below to send by and pay deposit with PayPal. 5