4975 Memorial Drive, La Mesa, CA (619)

Transcription

1 4975 Memorial Drive, La Mesa, CA (619)

2 Community Services Facilities Division 4975 Memorial Drive Phone: La Mesa, California Fax: Dear Valued Customer, Thank you for considering the La Mesa Community Services for your special event. The three facilities in MacArthur Park are all unique and can accommodate groups of varying sizes; similarly, each contains a kitchen, restrooms, tables and chairs, and access to patios. Included in this packet you will find rental fees and deposit fees, a copy of the Rental Agreement describing rules and policies for renters, information for serving alcoholic beverages, and directions. Please contact us with any questions or to schedule an appointment to book your next event. We can be reached at the phone number shown above or by at RSVP4PARKS@ci.la-mesa.ca.us. We look forward to assisting you in your event planning process at La Mesa Community Services. Thank you, Facilities Division

3 Name of Event: Name: Organization: 4975 Memorial Drive, La Mesa, California Arbor View Room Banquet Seating / 350 Theatre Seating Carpeted room with a built in dance floor and removable stage. Access to kitchen and two patios. Package includes: Room setup, portable arch, pillars, podium, tables and chairs. Room Dimensions: 90 x 60 Additional damage deposit of $500 required at time of application Nan Couts Cottage 80 Banquet Seating / 100 Theatre Seating Package includes use of tables & chairs customers are responsible for set up and take down. Includes kitchen and patio. Room Dimensions: 28 x 49 Additional damage deposit of $200 required at time of application Performing Arts Room 120 Banquet Seating / 135 Theatre Seating Package includes use of tables & chairs customers are responsible for set up and take down. Includes kitchen and patio. This hall does not have A/C. Room Dimensions: 36 x 58 Additional damage deposit of $200 required at time of application Executive Room 25 Meeting/Training Seating Package includes use of meeting table & chairs. Includes television for presentations. Rental Application Phone Number: Home Address: City: State: Zip: Address: Rental Facility: Date of Event: Event Times: Set Up: to Event: to Clean Up: to Number of Guests: Alcohol Use? No Yes (Alcohol Permit Fee $192) Name of Caterer: Dates are subject to availability Alcohol permit required for alcohol use, additional security fees apply. Weekend Date Weekend Date Rental Hours Rental Hours Rental Fee Friday 8 Hour Package $1175 Saturday 8 Hour Package $1450 Sunday 5 Hour Package (Access after 4:00PM) $950 Rental Fee Friday 8 Hour Package $720 Saturday 8 Hour Package $720 Sunday 5 Hour Package $475 Weekend Date Friday (Limited Availability) Saturday Sunday Daily Use 2 Hour Minimum Rental Hours Rental Fee 8 Hour Package $660 8 Hour Package (Access after 3:00PM) 5 Hour Package (Access after 2:00PM) Rental Fee $660 $425 $41/Hour during business hours $61/Hour during non-business hours Monday through Thursday and additional event pricing available upon request Please see second page for additional conditions and signatures

4 Security guards are required for any events that include alcohol or any event with 100+ attendees. Fees for security guards are $24 per guard/hour from the start of the event until the final breakdown is complete. Package of rental hours includes your set up, event and clean up times. Additional setup/cleanup time: $50 per hour Friday and Saturday evening events must end by 10:00PM. Cleanup must be complete by 11:00 PM. Sunday through Thursday evening events must end by 9:00PM. Cleanup must be complete by 10:00PM. Cleanup Person(s) renting the facilities are responsible for cleaning up immediately following their event. Bring rags or towels and cleaning products. Areas that must be cleaned: All decorations/trash must be removed to the outside dumpster. If the kitchen has been used, stove and counter tops must be wiped down. Floors should be cleaned, wet mop any spills (we supply mops and brooms). At Nan Couts Cottage and the Performing Arts Room, wipe down tables and put away tables and chairs. Remove any signs or posters directing your guests to the location of your event. Payments The refundable deposit is required at the time of booking to secure the rental of the venue. All fees are due 30 days prior the scheduled event date. Payments can be made in various increments leading up to the 30 day due date. Deposits Applicants are required to place a refundable deposit (the amount as specified in the City of La Mesa Fee Schedule), to insure proper cleanup and to cover breakage, loss or damage and/or additional time required. The applicant shall be required to pay the full cost of any breakage, incident response and/or any additional staffing/labor fees required. All deposits will be refunded if proper cleanup is completed with no breakage, damage and/or additional time required. Proper cleanup shall be determined by Community Center staff on duty. Facility and equipment shall be left in the same condition as it was prior to the activity. Cancellation A) Cancellations made within 10 days after the executed contract will be subject to a $10.00 processing fee. (Except if sections B, C, and D apply.) B) Cancellations made 10 days after the transaction and/or more than 90 days before the scheduled event will receive a 50% refund of the deposit. C) Cancellations made 30 to 90 days before the scheduled event will forfeit 100% of the deposit. D) Cancellations made less than 30 days prior to the event date: All fees and deposits stated in the contract will be forfeited. Disclaimer: By signing below, and in consideration of my application, I agree to defend, indemnify and hold harmless City of La Mesa and any of its elected and appointed officials, employees, contractors or agents from any and all damages or liability including personal injury or death arising from the applicant s activities pursuant to the Agreement and be liable for any related costs of defending any legal proceedings or claims arising therefrom, except for liability or damages resulting from gross negligence, recklessness, or intentional wrongful conduct of City. I grant full permission for use of the applicant s name, voice, and/or picture in any related media or other promotional materials for any purpose without compensation. City staff reserves the right to refuse service for disruptive behavior. I understand and agree that my non-compliance with any facility policies or procedures may result in refusal of service. Facility Rental Agreement: I have read the attached Facility Rental Agreement, policies and procedures, and agree to this information. I understand I will be held responsible for any damages, cleaning or other services, pending approval by the City of La Mesa s Community Services and facility maintenance departments. Signature of Rental Applicant Date OFFICE USE ONLY Deposit Received: $ Received by: Date: Permit # Alcohol Permit Application Received: Layout Received: Additional Notes:

5 FACILITY RENTAL AGREEMENT Deposit Applicants are required to place a refundable deposit (the amount as specified in the City of La Mesa Fee Schedule) at the time of booking to secure the rental of the venue, and to cover proper cleanup, breakage, loss or damage and/or additional time required. The applicant shall be required to pay the full cost of any breakage, incident response and/or any additional staffing cleaning fees incurred. Remaining deposit will be refunded within 30 days of the event if proper cleanup is completed with no breakage, damage and/or additional time required. Payment All fees are due 30 days prior to the scheduled event date. Partial payments can be made in any amount leading up to the 30 day due date. Cancellations A) Refunds for cancellations made within 10 days after the executed contract will be subject to a $10.00 processing fee (except if sections B, C, and D below apply.) B) Cancellations made 10 days after the transaction but more than 90 days before the scheduled event will receive a 50% refund of the deposit. C) Cancellations made 30 to 90 days before the scheduled event will forfeit 100% of the deposit. D) Cancellations made less than 30 days prior to the event date will forfeit all paid fees and deposits stated in the contract. Security Security personnel are required at the expense of the applicant from the beginning of the event (not during setup time) until tear down is completed based on numbers of participants and/or alcohol consumption. The fee is per hour, per security guard, in addition to the price of the rental package. All security will be scheduled by the City of La Mesa with the current contracted vender. In the event that additional security or Police presence is required for the safety of attendees at the function, the customer will be responsible for all additional charges. Events with NO alcohol : Security guards to participants: 0:100, 1: , 2: , 3: , 4:301+ Events WITH alcohol: Security guards to participants: 1:1-150, 2: , 3: , 4:301+ Supervision of Events A) City staff shall be assigned to monitor all programs and/or activities held at the Community Center, Performing Arts Room and Nan Couts Cottage. City staff shall enforce City policies and have complete authority to request changes in activities or termination of activities. Groups using City facilities shall comply with these requests. B) The renter whose name is listed on the contract permit(s) will check-in with City staff at the Community Center front desk before entering the facility. C) Once the event is complete, the renter will check out with the City staff. The person listed on the rental contract shall remain at the facility until completion of the event. 1

6 Supervision of Children For the safety of all visitors to our facilities, children must be attended to by an adult at all times. Children are required to have adult supervision whenever leaving the rented space. Children are not permitted to be outdoors or in other rooms of the facilities without adult supervision. Security guards are not responsible for supervising children. Please check with the Recreation Supervisor or the designated representative if you are interested in renting additional facility space to provide childcare during your event. Occupancy of Facilities Due to City and State fire safety regulations, occupancy in each facility is limited. If the maximum occupancy is reached, additional guests will not be permitted inside the buildings. Event Ending Times Sundays through Thursdays: All music must end by 9:00 p.m. with all attendees vacating facilities and parking lots by 10:00 p.m. Fridays and Saturdays: All music must end by 10:00 p.m. with all attendees vacating facilities and parking lots by 11:00 p.m. Food and Beverages A) Caterers serving meals shall meet all health code regulations. Caterer must have proof of a valid Health Department Operating Permit and City of La Mesa Business License. B) Caterers that provide on-site rotisserie or barbecue service must have current insurance on file with the City of La Mesa listed as additionally insured. Required paperwork must be coordinated with Recreation Supervisor or designee prior to the event date. a. Caterers that provide onsite rotisserie or barbecue service must use propane. No charcoal is allowed by the order of the City of La Mesa Fire Department. b. Caterer must confirm placement of the equipment that will be used prior to the event date. C) The available kitchens are catering kitchens only and are to be used to maintain food at safe temperatures; no cooking is allowed. If cooking or heating results in a false alarm and the City of La Mesa Fire Department responds, the full cost recovery for the Fire Department will be deducted from the deposit. D) Food and beverages are permitted in the rented areas only. No food or beverages are allowed in parking lots, breezeways, or lobby. E) Red or grape based punch is not allowed. Alcohol An alcoholic beverage is defined as any liquid or solid material intended to be ingested by a person which contains ethanol, also known as ethyl alcohol, drinking alcohol, or alcohol, including, but not limited to, alcoholic beverages (as defined in Section of the Business and Professions Code), intoxicating liquor, malt beverage, beer, wine, spirits, liqueur, whiskey, rum, vodka, cordials, gin and brandy, and any mixture containing one or more alcoholic beverages. (Ord , 1; November 10, 2009) Alcohol may only be served or sold according to the following regulations: A) Alcohol may be served with a one-day use permit approved by the La Mesa Police Department. An additional fee is required for the alcohol permit. An application is available from the Community Services Department. If an application is denied, a second application may be submitted if time allows, by paying the fee again. B) Alcohol may be sold only at non-profit events with a one-day use permit approved by the 2

7 La Mesa Police Department, in addition to a one-day special event permit from the State of California Department of Alcohol Beverage Control ( or through a caterer who holds an offpremise caterers permit for the date of the event. C) A copy of the ABC permit must be forwarded to the Community Services Department seven days prior to event. A copy of the ABC permit must be posted during the entire event. D) No alcoholic beverages may be served prior to the arrival of security personnel. E) No alcoholic beverages will be served to any person under the age of twenty-one (21) years old. Violation of this law may result in the City of La Mesa Police Department disbanding the event. Any person, firm or corporation violating this law shall be guilty of a misdemeanor punishable to the fullest extent of the law up to and including a one thousand dollar fine and six months in jail. (Ord (part); May 13, 2003) F) Alcoholic beverages are permitted in the rented areas only. Alcohol is not permitted inside lobby, breezeways, restrooms or parking lots. G) Kegs of beer are not allowed. Smoking Smoking is not permitted inside public facilities (Ord ) Smoking is permitted only on the patio adjacent to the rented facility (Ord ) Music A) In consideration of the neighboring homes, which surround the park and the community facilities, all doors and windows must remain closed at all times when music is playing. B) Generators may not be used to supply additional power for lighting or to amplify sound for bands or DJ. C) Sound levels emanating from amplifying equipment shall not exceed fifteen (15) decibels above the ambient base noise level (Ord ) Failure to comply with this may result in the shutdown of the event. Fire Department False Alarm Calls If the La Mesa Fire Department responds to a false alarm, a charge will be deducted from the deposit. The following types of events have resulted in the Fire Department reporting to events: A) Smoke, fog, foam, or mist machines used by DJs B) Cooking in the kitchen C) Children pulling fire alarm Vendors All persons, companies, and corporations must have a valid City of La Mesa Business License to conduct business within the city limits (Ord ). You may call (619) or visit for information in regards to obtaining a City of La Mesa Business License. A Special Event License is available through the City of La Mesa for a nominal fee that permits sales of goods for a one-time event. Signage A) Signs are restricted to temporary free-standing directional signs identifying the event or activity. B) Signs are not to exceed four (4) square feet in size. C) Limit of three (3) signs. D) Placement of signs may not obstruct sidewalks or walkways; pedestrian, bicyclist, or 3

8 drivers view of right-of-way. E) Signs may not be affixed to public buildings, other signs, telephone poles or trees F) Signage is subject to removal or relocation by City staff at any time if it does not conform to above specifications. G) Customer is responsible for removal of all signage following event. Decorations, Open Flames, Animals A) Any decorating or other alterations to the existing facilities are subject to prior approval of the Recreation Supervisor or the designated representative. Use of only nondamaging materials such as blue painter s tape or 3M Command hooks are allowed. Use of staples, nails, or duct tape is not allowed. B) If balloons are used for decoration, they must be anchored. Floating of balloons is not allowed. C) Open flame decorations such as candles or lanterns are not permitted. Sternos for catering are acceptable. D) Glitter or metallic confetti or throwing of rice, birdseed or similar items is not allowed. E) No birds or other animals, except Service dogs, will be allowed on site. F) All tables and chairs must remain in the designated rental area. Tables and chairs cannot be moved to different venues. G) Smoke, fog, foam, mist machines, etc. are not allowed. Cleanup Person(s) renting the facilities are responsible for cleaning up immediately following their event. Proper cleanup shall be determined by Community Center staff on duty. Facility and equipment shall be left in the same condition as it was prior to the activity. Bring rags or towels and cleaning products. Areas that must be cleaned include: A) Trash must be removed to the outside dumpster during and at the end of event. a. All decorations should be thrown away at the end of the event. B) If the kitchen has been used, the stove, refrigerator, and counter tops must be wiped down. C) Floors should be cleaned, and any spills wet mopped (mops and brooms are supplied.) D) At Nan Couts Cottage and the Performing Arts Rooms, wipe down tables and put away tables and chairs. E) Remove any signs or posters directing guests to your event. F) Please advise your event planner, caterer and decorators that all items must be removed the evening of your event, including rentals from outside companies. Items cannot be stored overnight. Parking Parking is located adjacent to each rented venue. Overflow parking may be used at either of the three venue parking lots, Kulhken Field, or Municipal Pool. Parking spaces will not be reserved for specific events. 4

9 ALCOHOLIC BEVERAGE POLICY PROCEDURE AND PERMIT It is the policy of the City of La Mesa to allow the consumption and sale of alcoholic beverages within City of La Mesa parks and facilities on a One-Day Use Permit only. It is the intent of the City to provide specified areas where alcoholic beverages can be served at wedding receptions, anniversaries and banquets within City of La Mesa facilities. Those groups wishing to consume alcoholic beverages within public facilities must adhere to the following provisions established by the La Mesa City Council. 1. The consumption of alcoholic beverages in La Mesa City parks and public facilities may only be allowed by first obtaining written approval (bottom of this form) by the Chief of Police (Ordinance 2279). This form will be supplied by the Department of Community Services at the time the contract is made for use of the facility and prior to the function. This form must be completed by the applicant and returned to the office of the Department of Community Services at least two (2) weeks prior to the activity. 2. Food and refreshments, including alcoholic beverages, shall be permitted in rented area only. Alcoholic beverages are not permitted inside lobby, restroom or parking lots. 3. Uniformed security guards are required at the expense of the applicant; one (1) uniformed security personnel up to 150 people, additional guards required as number of persons increase. 4. No alcoholic beverages shall be served to any person under the age of twenty-one (21) years. Any person, firm or corporation violating any of the provisions of this chapter shall be guilty of a misdemeanor punishable to the fullest extent of the law up to and including a one thousand dollar fine and six months in jail. (Ord (part); May 13, 2003) 5. The alcoholic beverage applicant shall remove all such beverages and empty bottles from the premises immediately following the approved function. 6. The sale of alcoholic beverages in La Mesa parks and public facilities may only be provided by an approved, licensed caterer, or temporary permit given by Alcoholic Beverage Control (ABC). 7. The City Council shall assume the right to make policy changes as deemed necessary. I, the undersigned, do hereby agree that I will abide by the policies governing the use of this facility and I will be responsible for any damages to the facility or equipment caused by the occupancy of our organization to the premises. APPLICANT S SIGNATURE APPLICANT S NAME (PLEASE PRINT) (FIRST) (MIDDLE) (LAST) DATE OF BIRTH / / CALIFORNIA DRIVER S LICENSE PRESENT ADDRESS (STREET ADDRESS) (CITY) (STATE) (ZIP) TELEPHONE NUMBER: BUSINESS ( ) EXT. HOME ( ) **FOR OFFICE USE ONLY** ( ) APPROVED CONTRACT DATE / / FACILITY ( ) DISAPPROVED CHIEF OF POLICE DATE / / AUTHORIZED BY E:\FACILITIES SUPERVISOR\. Daily Use Forms\Forms to Edit\Alcohol Permit.doc

10 CREDIT CARD PAYMENT DATE RECEIVED: BUSINESS NAME ADDRESS PHONE (Please Print) NAME OF CARD HOLDER: TELEPHONE: CREDIT CARD PAYMENT FORM Please Print Clearly BILLING ADDRESS: CITY: STATE: ZIP: TOTAL AMOUNT PAID: PAYMENT FOR (specify event and items purchased): METHOD OF PAYMENT: Visa/Master Card/Discover/American Express Accepted Card No EXPIRATION DATE: / (MONTH/YEAR) 3-Digit Code from Back of Credit Card: (CODE NUMBER REQUIRED) Code is next to signature on back of credit card, usually following last 4 digits of credit card number. SIGNATURE OF CARD HOLDER DATE OFFICE USE ONLY: DATE ENTERED: BATCH #: