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1 AGREEMENT FOR USE OF WOODLAND PARK COMMUNITY CENTER Today s Date: Description of Event: Event Date: Event Type Catered Non-Catered Bar Services Name Organization Address City/State/Zip Phone Cell Phone Tax ID # Copy of Insurance Facility Grand Hall Sycamore Hall Blue Spruce Estimated Attendance Equipment Use: Park Staff only will set up audio visual technical equipment. Monitors (HDMI port) Sound/Mic Equipment Total Room Rental Fee 50% Deposit (multi-day rentals only) IN State Sales Tax Exempt Bar Service Package Stage Fees ($100.00) IN State Sales Tax Linens: Day 1 Day 2 Day 3 Day 4 Day 5 Renter Information Portage Resident/ Charitable Org. City of Portage Employee Non-Resident Non Profit Documentation Room Rental Time 8:00am 3:00pm 5:00pm 12:00am Midnight 8:00am 12:00am Midnight Multiple days and times Start: End: Amount Due Date Paid Receipt CATERER:

2 Rules and Regulations Room Rental Time (Includes Set-Up and Tear-Down): Renter can set up only during their rental time, if set up is needed prior to rent date and time, renter will be charged. The Board/Park Department is not liable for lost or stolen items. Caterers and Music professionals (DJs and Live Bands) only will be allowed to stay past rental time to remove equipment. In the event in which the room is ready and available for an earlier set up, we will try to accommodate and allow renters access, however this is no guarantee and it is expected that renters will communicate to their DJs and decorators the rental timeframe. Room Set Up Style: Park staff will set up and tear down of all tables and chairs in Sycamore Hall and Grand Hall. Any modifications to the setup must be requested two weeks in advance of the event date. Modifications to the setup cannot be guaranteed the day of the event; however renters in the Blue Spruce and rooms will have access to chairs and tables. Please do not drag tables and chairs on the floor. This may cause damage to the flooring and result in the charge of a damage fee. No glue, tape, wire, tacks or nails may be attached to any tables, walls, ceilings or windows/doors. No glitter/confetti or open flame candles may be used in facilities. Fee Payment: Renter must pay Room Rental Fee in full when Hall is reserved. Bar services and staging must be paid in full 2 weeks prior to the event. Deposit: Renter may pay a 50% Room Rental down payment for multiple day rentals only at the time of reservation. The remainder of the rental fee is due 60 days prior to the event. Contract Changes: Any changes to the contract must be submitted in person by the original Renter. Allowable changes include estimated attendance, adding/removing catering, adding/removing bar services, room setup and stage use. A change of date of function or Hall/Room will require a cancellation of current contract and the creation of a new contract. Cancellations and Refunds: If renter wishes to cancel the function and receive a refund of rental room fees, renter must sign a refund claim at the Park office. Renter will receive a full Hall rental refund (includes down payment) if cancellation occurs prior to 90 days of the event, 50% will be refunded if cancelled 60 days before an event, and no refund will be given within 60 days of the event. All Bar Services fees paid for will be refunded. If the contract is signed within 90 days of the event, only a 50% refund will be given. No cancellations will be accepted over the phone. The claim is submitted to the Park Board for its approval at its next monthly meeting. If approved, renter will receive a check, issued by the City of Portage, through the mail approximately days after the written claim is approved. Catered Functions: Any time a renter chooses to have a catered event, the renter must use an approved caterer. A catered event is defined as serving food prepared on-site (at Woodland Park kitchens) with staff service and china or prepared off-site and either dropped off by caterer or picked up from a catering location by the customer. These caterers have signed contracts with the Park Board. A list will be provided. The renter will be responsible for paying the caterer directly. Linen rentals: For catered events only. Alcohol Services: The Bar Manager will contact the renter regarding their choice of Alcohol Package. The Alcohol Package must be paid for two weeks before the date of the event. Carrying alcoholic beverages into and outside of a Portage Parks indoor facility is strictly prohibited by State Law. Alcohol will be confiscated and violators may be escorted out of the facility. Repeated violations may result in the closure of the entire event. A Security Guard will be present for the entire duration of any function where alcohol is served. Park staff will schedule security guard(s); the number of guards is dependent on the size of event. Bartenders will be scheduled by Park staff. Bartenders are considered City of Portage employees and are therefore unable to accept tips. The number of bartenders scheduled is dependent on the size of the event. Non-Catered Functions: Renters may bring in their own home cooked food for potlucks, etc.; however the kitchen and china will not be available for use. Drop off service does require the use of one of our caterers.

3 Rules and Regulations Denial: At its discretion, the Park Board/Staff may deny the use of the Hall or any facility to any prospective Renter, or at the Renter s expense, may require additional security when the rental causes concern due to purpose, type of function, attendance, age, or previous rental history of the renter. Guest Responsibility: Renter is in personal charge and is responsible for the conduct of all persons attending and using the room and the facilities. Persons for whom responsibility is not accepted by the renter will be denied admission and promptly reported to the building Supervisor/Park Department Staff or the security guard (s). The renter must supervise and control all children inside and outside of room. Rules and Regulations: Renter and all other persons present and using the room under renter must comply with all Board/Park rules and regulations. Rules and regulations include those formally adopted by the Board/Park Staff as well as all statements and admonitions communicated by an employee or representative of the Board/Park Department. The rules attached to this agreement are incorporated into this agreement and are a part of it. The Board and its representatives along with Park Staff are the final authority on questions concerning the room and facilities. Damage: Renter will pay for all damages that occur during the rental. The Park Department at the department s discretion, will bill renter for all damages. Renter is responsible for notifying the Park Department of any existing damage to the room in writing prior to the function. If no notice is given, the renter agrees the room was not damaged prior to the function. NAME: CARD # EXP DATE: SVC CODE: Assumption of Risk (Indemnification):The Board/Park Department is not liable for lost or stolen items. The renter is responsible for removing all personal items at the function s conclusion. The renter assumes all risk of loss, damage, or injury, including death, to persons or property by reason of the condition of the room or the facility or by the acts of any person using the room or facility. Renter indemnifies the Board/Park Department for any loss, including the Board/Park Department s legal fees, if any action is taken (including settlement) for the collection of said loss, damage or injury or the enforcement of this indemnification. Resident: The term resident means residing, or having an address, within Portage Township. The term non-resident means residing, or having an address, outside of Portage Township. Residency or non-residency is based upon the address of the entity being represented; otherwise, the address of the individual is used. Limitation of Liability: THE BOARD/PARK DEPARTMENT S LIABILITY UNDER THIS AGREEMENT AND FOR ANY OTHER CLAIM, INCLUDING CLAIMS IN TORT, RESULTING FROM THE USE OF THE ROOM AND THE FACILITIES IS LIMITED TO A REFUND OF THE RENTAL FEE. RENTER WAIVES ALL CLAIMS AND DAMAGES EXCEPT TO THE EXTENT OF THE RENTAL FEES. Attendance: The person signing below on behalf of renter must be at the function at all times. If another person will be responsible for attending, they must also sign the agreement as a responsible person. In witness thereof, the parties herein have set their hands the day and the year first written. Renter (Print): Board of Parks and Recreation of The City of Portage, Indiana Signature: Signature:

4 ROOM RENTAL RATES SATURDAY 8:00am - 3:00pm $ $50.00 Non Resident Rate $ $ :00pm - 12:00am $ $50.00 Non Resident Rate $ $ :00am - 12:00am $ $ $ $ Non Resident Rate $ $ $ $ SUNDAY 8:00am - 3:00pm $ $ $ $50.00 Non Resident Rate $ $ $ $ :00pm - 12:00am $ $ $ $50.00 Non Resident Rate $ $ $ $ :00am - 12:00am $ $ $ $ Non Resident Rate $ $ $ $ WEEKDAY Monday - Friday 8:00am - 3:00pm $ $ $ $50.00 Non Resident Rate $ $ $ $ :00pm - 12:00am $ $ $ $50.00 Non Resident Rate $ $ $ $ :00am - 12:00am $ $ $ $ Non Resident Rate $ $ $ $ Weekly and Monthly Regular Room Rental Rates Organizations that would like to rent a room for regular weekly and/or monthly meetings can do so at a discounted rate. Availability of rooms will depend on Park programming. A minimum of a 6 month rental is required to receive the discount. Please contact the Park Department for pricing and availability. Facility Occupancy Grand Hall -- Max Occupancy 650 Sycamore Hall -- Max Occupancy 160 Blue Spruce -- Max Occupancy Max Occupancy 40 Charitable Organization Portage area non-profit organizations may receive a 50% discount on a room rental, please contact the Park Department for more information.

5 OTHER SERVICES BAR SERVICES OPEN BAR IN SYCAMORE ROOM and OAKWOOD HALL PACKAGE A = 2 Choices Domestic Draft Beer/Bottled Wine/Premium Brand Liquor $16.00/person over 21 years old PACKAGE B = 1 Choice Domestic Draft Beer/Bottled Wine/Well Brand Liquor $12.00/person over 21 years old CASH BAR = 2 choices of Domestic Draft Beer/Bottled Wine/Premium and Well Brands will be offered = starting at $ SODA BAR Call for pricing The number of Security personnel and Bartenders required is dependent on the size or nature of the event and additional charge may be assessed to accommodate larger events. TABLE LINENS $5.00 Table Cloths (choose White or Maize) $.50 per napkin (choose from 20 different colors) STAGE FEE $ for stage setup Up to 15 pieces of 4x8 platform We will make every effort to accommodate your individual event needs, please contact the Park Department if you have specific requests.