The sky is the limit for your event!

Transcription

1 The sky is the limit for your event! Mid-Way Regional Airport is conveniently located just minutes from the intersection of Highway 287 and Interstate 35. In addition to serving as the premier regional airport for the area, Mid-Way Regional Airport also has facilities to accommodate special events from festivals to business meetings, parties and much more. The airport grounds provide a picturesque setting with modern amenities, and is equipped to host everything from concerts to children s birthday parties. Call us today to book your event!

2 MID-WAY REGIONAL AIRPORT FACILITY USE AND SPECIAL EVENT PERMIT PURPOSE Mid-Way Regional Airport (Airport) has space available to the public that may be used for special events, meetings, parties, conferences, etc. The Mid-Way Airport Joint Airport Board (Board) has established this policy and application to outline the special terms and conditions that apply to the Airport and to insure that all rules and regulations are followed. A. Availability PROCEDURE 1. Any person wishing to use any of the available spaces at the Airport must receive written authorization from the Airport. To initiate the approval process, applicant must submit the completed Facility Use and Special Event Permit (Permit) no later than sixty (60) days prior to the event. Permit application can be obtained from the Airport Manager located at 131 Airport Drive, Midlothian, TX 76065, on the Airport website: or by contacting the Airport Manager by phone at Availability is on a first come, first served basis, and is subject to change without notice. 3. Fees for the use of the facility are listed separately on the Fee Schedule. Fees are subject to change without notice. B. Facility Use and Special Event Agreement 1. The Agreement form must be completed to include preferred room/area, date of event, time of event, number of attendees, special requirements or setup, nature of event, etc. Incomplete forms may not be accepted. 2. The Agreement will act as a request and, when signed by the approving authority, a formal binding agreement between the requesting party and the Board. 3. All Agreements are subject to the approval of the Board. Following approval of the Board, the Airport Manager has final authority in all decisions. 4. The Agreement may be cancelled by mutual consent of both parties until (14) days prior to the event with any fees paid fully reimbursed. However, if the event is cancelled within (14) days of the event, the Airport reserves the right to retain the deposit as a cancellation fee. 1

3 TERMS AND CONDITIONS 1. Use of the space is restricted to the event specifically stated in the Agreement, or any activities normally associated with such an event. However, no activity shall take place that may in any way affect the normal use and operations of the Airport, interfere or impede the public s use of the Airport, cause any disturbances, breach any security measures, or break any rules or regulations of the Airport, or break any local, state or federal laws. 2. The Airport s remedy for any damage resulting from the breach of any of these terms, or the violation of any laws or rules, will not be limited to the fee paid, security deposit held, or insurance limitations. 3. All facilities at the Airport are NON-SMOKING. Smoking is strictly prohibited in or around any Airport facility. Any smoking must occur outside the terminal building, at least fifty (50) feet away from any Airport structure. 4. The space used must be left in the condition it was in prior to said event. The person holding the event is solely responsible for the cleaning of the space. All trash produced must be taken away and disposed of by that person. No trash generated by the event may be disposed of at the Airport. 5. Alcoholic beverages: No beer, wine, or any liquors of alcoholic content may be sold, given away or consumed upon the Airport property without prior written consent, and then only in accordance with the rules and regulations determined by the Board and the Airport Manager and in compliance with the laws of the State of Texas regulating the sale and use of alcoholic beverages. In addition, specifically, no alcoholic beverages will be served to any minor on the premises, regardless of parental consent. Any alcohol sold must be handled through a provider that possesses an Off-Site Liquor License that gives them permission to sell alcohol in Ellis County. This license must be provided to the Airport Manager (14) days prior to the event. All alcohol must be served by a licensed Texas Alcoholic Beverage Commissioned Bartender through the licensed provider or the On-Call Bartenders approved by the Airport Manager. Off-duty Law Enforcement Officers must be commissioned by the Lessee at (1) officer per (100) guests for any event serving alcohol on Airport property. 6. Insurance Requirements: Proof of insurance is required from all Special Event Sponsors prior to the event. The Certificate of Insurance shall name Mid-Way Regional Airport, the Board, the Airport Manager and any other employee or associate of the Airport, as additional insured. This Certificate shall cover the entire time for which the permit is issued, including move-in dates and move-out dates, and shall include, at a minimum, a liability insurance policy or policies in an amount of not less than one million dollars ($1,000,000.00) for bodily injury to any one person or for any one accident. The Airport reserves the right to require additional or lesser amounts of insurance depending on the planned activities. Failure to provide evidence of 2

4 said acceptable insurance coverage in a timely manner is grounds for non-issuance or revocation of the Agreement. 7. City Permits: In some instances the City of Midlothian and/or Waxahachie may require special event permits. The Special Event Sponsor must obtain these permits and submit them to the Airport Manager (14) days prior to the event. 8. The Special Event Sponsor agrees to Indemnify and to Hold Airport, its agents, servants and employees Harmless from any and all claims including all Third-Party Claims. Special Event Sponsor expressly assumes and waives the risk of any and all claims for which it might assert against Airport, by or through itself or any third-party. NOTE: The Airport Manager shall have the final discretion over all issues regarding rental rates, rules and regulations. 3

5 FEE SCHEDULE A. Rex Odom Conference Room 1. Rental fee - $30.00 per hour 2. Deposit - $30.00 B. Upstairs Meeting Room 1. Rental fee - $50.00 per hour 2. Deposit - $50.00 C. Airport Grounds 1. Rental fee - $ per day or $ per 1/2 day 2. Deposit - $ for full day or $ for 1/2 day D. Vendor Fees 1. There will be a charge of $25.00 per vendor or 10% of charged vendor fee, whichever is greater. Deposits are due at the time the Application is approved by the Board. Deposits will be returned within (30) days of the event provided the facility was returned in satisfactory condition. If repairs or damages occur to the facility, this deposit will be retained. Final payment of all charges is due (14) days prior to the event. 4

6 FACILITY USE AND SPECIAL EVENT PERMIT APPLICATION Date submitted: 1. Sponsor hosting Special Event: Phone no.: Mailing Address: 2. Are you a non- 3. Event Type (check all that apply) Meeting -in other 4. Description of Special Event (including name of event and purpose): 5. Special Event contact person: Phone no.: 6. Date(s) of Special Event: 7. Duration of Special Event: From am/pm to am/pm (Attach schedule of activities or time flow if available.) 8. Estimated attendance: 9. Estimated number of Event staff working the event: 10. Estimated number of guest vehicles: 11. Estimated number of vendor or other vehicles: 12. Where is the proposed access point for vehicles? 5

7 13. What is your proposed parking location for vehicles? 14. Will v 15. Valet company name: 16. Valet company contact person: Phone no. 17. Describe layout plan indicating staging areas and locations of food tables, bar, dancing, stage, aircraft or vehicle displays, etc. (or attach layout map): 18. Describe any other planned activities during the event: 19. Provide any additional information regarding the event: 20. Will alc 21. If yes, please specify the exact location, type, and quantity of open flame equipment: 22. Does applicant plan to invite any media personnel to the If yes, please coordinate with Airport Manager. 23. Inclement weather policy: 6

8 AGREEMENT Whereas the Special Event Sponsor agrees to use the Airport property for the staging of, the Airport does hereby agree to permit these premises for said use for the date (s) of through 20. Applicant does hereby agree to conduct only that business/activity which is described in the Facility Use and Special Event Permit Application and further agrees to all requirements contained in the Terms and Conditions and Rules and Regulations of Mid- Way Regional Airport. Applicant further agrees that, within thirty (30) days of the conclusion of the event, it will, at its own expense, provide for the repair, replacement or maintenance of any damaged, lost or stolen portions of the subject property, including, but not limited to, landscaping, street or buildings and/or pavement. The undersigned does hereby attest that he/she is authorized to bind the applicant and/or its employees, agents, volunteers, or organizers associated, or to be associated, with the activity for which the permit is being sought to the terms of this agreement. The undersigned does hereby affirm and attest that all of the information given to the Airport in conjunction with this application is true and correct. The undersigned does hereby agree to abide by all rules and regulations outlined herein and to meet all requirements for documentation, certification, licensing, financial responsibility and all other aspects of staging a special event at Mid-Way Regional Airport, as outlined herein. The undersigned understands that failure to follow all requirements outlined herein may result in the denial or revocation of the facility use and special event permit and forfeiture of any fee or bond paid to the Airport. PERMIT APPLIED FOR AND ALL TERMS AND STIPULATIONS AGREED TO BY: Sponsor Entity Name Representative Name (print) Title Signature Date Following for Mid-Way Regional Airport use only: Date application received: Received by: Deposit amount: Date: Check # Insurance Required? Date of approval: Approved by: 7