Venue Rental Policies

Transcription

1 Venue Rental Policies PLEASE CONTACT US IN ADVANCE TO MAKE AN APPOINTMENT FOR VISITS OR TOURS OF THE VENUE. THE MORRIS CENTER CANNOT BE VIEWED DURING SCHEDULED EVENTS. The rental rates include set-up time, event time, and move-out time. Earlier or later times may be arranged at additional costs to be determined per event. A tentative hold may be placed on any (1) one date and time for a period of (7) seven days after which time a signed contract and deposit in the amount of half of the total room rental or $500.00, whichever is greater, are required to confirm your date. If the deposit or the signed contract is not received within (7) seven days of placing the tentative hold, the date will be opened up for rental. The Charles H. Morris Center at Trustees Garden A Subsidiary of Randolph Street Development, LLC 10 E. Broad St. Savannah, GA Phone: (912) Fax: (912) (rev. 6/26/14)

2 Below are important steps to assist you in coordinating your event at the Charles H. Morris Center and other venues within Trustees Garden: 1. Designate one person from your organization/party to be your contact and decision-maker. 2. Contact the Events Coordinator at (912) to check the availability of your requested date. 3. Confirm the date with a signed contract and deposit. A deposit must be received within 7 days of booking the event to hold the date on the calendar. If the deposit is not received within 7 days of booking, the date will be opened up for rental. 4. Contact your caterer for food and non-alcoholic beverage arrangements. 5. Make sure any and all outside service vendors and arrangements are approved by the Events Coordinator prior to the event. 6. Coordinate all deliveries and pick-ups to be made only on your contracted date. Designate a planner or other representative to be on site when deliveries are made. 7. To ensure a successful event, please confirm all finalized schedules, timelines, diagrams and other arrangements through the Events Coordinator at least one week prior to the event. A meeting must be set at least one week prior to the event between the Events Coordinator and the Day-of planner/coordinator. We are pleased to offer rental of the Charles H. Morris Center (Morris Center) and connecting spaces; Tent, Flex space, Catering Kitchen and Courtyard and Bluff. These spaces will operate under the following policies: Alcoholic Beverages All alcoholic beverage services must be handled by Randolph Street Development, dba The Charles H. Morris Center at Trustees Garden. Identification will be required no one under the age of 21 will be served alcohol. Morris Center personnel, the bar manager, and any bartender on duty reserve the right to refuse service at any event. No shots or shooters will be served on the premises. All federal, Georgia ATF, and local laws must be complied with and the Morris Center staff reserve the right to halt alcohol consumption at any event at any time. Once a beverage proposal has been submitted by the Morris Center and approved by the client, a contract will be completed and must be signed by the client agreeing to the terms. The balance of the beverage package is due no later than (7) seven days prior to the event. The Charles H. Morris Center offers multiple beverage packages to choose from. All events purchasing a beverage package are required to fulfill a $1,500 minimum. 2

3 Audio/Visual Clients holding events requiring audio/visual set-up must contract with a qualified A/V vendor. All cords and cables must be visibly secured and approved for safety. Balloons No helium balloons or other items that could rise to the ceiling are allowed in the Morris Center. Banners/Hanging Items Event-related banners may be hung only with prior approval from the Events Coordinator and only on freestanding poles. No items may be hung from the walls or woodwork at any time. Banners that cannot be hung safely and without causing damage to the Morris Center will not be approved. Banners or other promotional materials found to be objectionable by the Morris Center administration will be removed at their discretion and the renter will be billed for any damage incurred. Billing Full payment is due on rental space and other services at least one week prior to the event. Additional fees may be added to the bill at the ending time of the event. Additional fees could include cleaning fees (see catering kitchen below), additional unexpected guests, damage to the Center or ending the event after midnight. Any additional charges will be billed to your credit card on file the night of the event. By signing the Contract you have agreed to abide by this policy. Cancellation Cancellation of the event will result in forfeiture of the entire deposit. Cash Bars Regarding cash bars, during public events or events where Randolph Street Development has a bar set up, Randolph Street Development will receive all proceeds from the sales of alcohol. Cash bars are available only for fundraiser/non-profit events. The non-profit organization must provide the Event Coordinator with a copy of the 501c3 status. For cash bars, the customer is required to pay $500 for the first bar set up. Additional bars will be purchased for $250 each. Casino Functions Casino functions and other gaming events are allowed in the Morris Center only as part of fund-raising efforts for community and non-profit organizations and must be in accordance with local, state, and federal regulations and laws. 3

4 Catering Kitchen/Flex Space The catering kitchen/flex space is located in the north corner of the Morris Center. If rented along with the Morris Center the catering kitchen must be left spotless by the renter/caterer. No leftover food or trash should be left in the kitchen or anywhere in the Morris Center once the event is over. A refuse container will be provided for the renter and it will be placed outside the Morris Center service door. Refuse should not be left in the flex/prep area or the kitchen of the Morris Center. It is the responsibility of the caterer to make sure that all food is removed and the kitchen is left in order. Upon his/her discretion, the Manager of the Morris Center will charge an extra $300 cleaning fee if the space is left unclean. An invoice will be presented at the end of the event and the renter must either make the payment upon close-out time of the event or sign the invoice stating that payment will be made within 3 days. This will be enforced. Clean-up Facility rental includes general refuse removal at the end of the event. All leftover decorations and other items will be regarded as refuse. A refuse container will be provided for the renter and it will be placed outside the Morris Center service door. Cooking Warm up and cooking facilities are available in the catering kitchen. No cooking or cooking stations are allowed in the Morris Center multi-event room unless approved by the Events Coordinator. Cooking that takes place on the grounds outside of the Morris Center or tent must be approved by the Events Coordinator. Damages If there is any damage to the Morris Center buildings or property, the renter is liable for the total of any necessary repairs, with a minimum charge of $ The repair cost will be billed to the renter. NO TAPE of any kind can be used on the Morris Center floor. The customer is responsible for damages incurred by tape used to secure equipment, etc. and will be charged a $1,000 damage fee if tape of any kind is found/used on the floor. Date Confirmation A signed contract and deposit in the amount of 1/2 of the total room rental or $500.00, whichever is greater, is required to confirm the event date. If the signed contract has not been received within (7) seven days of receiving the deposit, the date will be opened up for rental to another party. 4

5 Decorations Items such as glitter, confetti, sparkling sand, streamers, bubbles, fog machines, or similar items are not allowed in the Morris Center. If clean-up of these items is necessary, a fee of $300 will be billed to the renter. The use of candles requires pre-approval. Approval is given on a case-by-case basis from the Events Coordinator. No open-flame candles will be approved. The use of wire, staples, tacks, glue and similar items is prohibited and no items may be attached to any Morris Center surface at any time. Delivery The Morris Center will not accept any freight or other delivered items on behalf of the client without prior approval and notification by the Events Coordinator. Items may not be delivered prior to the contracted move-in time on the event date without prior approval by the Events Coordinator. Deposits A non-refundable deposit in the amount of 1/2 of the total room rental or $500.00, whichever is greater, is required to confirm your date. The balance is due seven days prior to the event. Event Information The Morris Center is not responsible for providing event information to the public. A telephone number for your organization should be included on all of your event literature and promotions. All promotional materials bearing The Morris Center or Trustees Garden name(s) must be approved by a representative from Randolph Street Development. No promotional materials may be released until the rental contract has been fully executed and deposit received. Morris Center staff will not sell event tickets. Event Overtime Policy All events must end by 12:00 midnight. One hour will be allowed for load-out and clean up at no additional charge, however, the event MUST end no later than 12:00 midnight to avoid additional charges. A charge of $1, will be billed to the renter for the hour or portion thereof if the event continues after 12:00 midnight. For purposes of load-out time, all equipment should be removed by 1:00 a.m. the night of the event. It is the renter s responsibility to make certain that all equipment or any other items are cleared from the premises, even if this equipment is rented from an outside vendor. Anything left on the premises will become the property of the Morris Center or will be disposed of in the appropriate manner. The Morris Center is NOT responsible for property belonging to vendors or guests left after the event. Fundraisers (Political) Fundraisers paid for by political parties and political action committees are permitted. 5

6 Ice Sculptures No Ice Sculptures are allowed inside the Morris Center as part of your planned event. Invitations Invitations for rental events may not use the name of the Morris Center except as the designated location of the event. A client may not use the name or likeness of the Morris Center to promote any event unless prior written approval has been granted by the Events Coordinator. Loading and Unloading Equipment The Morris Center cannot provide dollies or carts for the loading and unloading of client or contractor equipment or supplies. The delivery of all band equipment, decorations, food/beverage and all other items must be delivered through the service entrance located on the northeast side behind the Morris Center. All delivery vehicles, including catering vehicles, must be moved from visible locations (30) thirty minutes prior to the start of the event. NO vehicles are allowed to park or drive on the paved patio on the east side of the Morris Center or on the grassy bluff area. Media Client must inform the Morris Center of any anticipated media coverage, both print and electronic, that may occur in conjunction with any scheduled event. Use of the Morris Center s name to promote, advertise or sell tickets to an event, other than for location of the event, is prohibited unless prior written approval has been granted by the Events Coordinator or Randolph Street Development. It is the responsibility of the renter to inform all media representatives that equipment, including cameras, tripods, etc. cannot be placed in front of fire exits and media must comply with all life/safety issues. Messages The Morris Center is not responsible for taking messages for event attendees. A telephone number for your organization should be included on all of your event literature and promotions. Music/Entertainment The band, disc jockey, or other entertainment entities are required to notify the Events Coordinator in advance of their equipment type, electrical set-up, and requested delivery schedule. Load-in must be arranged in advance for Morris Center events. The Morris Center will not provide equipment or any set-up of equipment for bands or DJs. If entertainers perform on a riser stage, stages may not exceed 16 x 24 in dimension, and may not cause damage to any floor surface. It will be the sole responsibility of the Client to contract with the 6

7 appropriate vendor for any staging equipment including, but not limited to, risers, staging, pipe and drape, etc. It is the responsibility of the renter, the band and/or DJ to use floor protection approved by the Events Coordinator under their equipment during load-in and load-out and for the duration of the event. All load-in and load-out must be coordinated with the Events Coordinator. NO TAPE of any kind can be used on the Morris Center floor. The customer is responsible for damages incurred by tape used to secure equipment, etc. and will be charged a $1,000 damage fee if tape of any kind is found/used on the floor. The Morris Center reserves the right to prohibit any equipment needing more power than the standard electrical outlet provided or any equipment that the Morris Center believes is a fire or safety hazard. The Events Coordinator must be notified and approve all such equipment at least seven (7) days prior to the event. Requests must be approved in writing by the Events Coordinator. All bands, disc jockeys, or other types of entertainment must be in compliance with the local sound/noise ordinances. According to the City of Savannah, the sound ordinance regulation (See Chapter 2. Nuisances - Sec Regulation of sound equipment and sound-amplifying equipment.) states: a sound not to exceed 90 db(a) s may be used only from 9:00a.m. to 11:00p.m. Outside Vendors The Morris Center allows outside vendors to utilize the event facility, however we must receive the following items one week prior to the contracted event: proof of liability insurance coverage, valid food permit and business license. All vendors are required to sign our Vendor Agreement outlining our policies and procedures. Parking Complimentary parking is available for facility rental events on a first-come firstserve basis. Vehicles are not to be left overnight without prior permission from the Events Coordinator. License plates numbers must be provided for each vehicle remaining on the premises after the conclusion of the event. The Morris Center accepts no responsibility for damage to vehicles, items removed from vehicles or vehicles removed from the lot overnight. Payments Payments may be made via American Express, Master Card, Visa, Discover, cash or check. Checks should be made payable to Randolph Street Development, LLC. Balances due will be billed to the customer s credit card if not paid within the specified amount of time. 7

8 Posters/Signage Posters and signs are to be mounted on easels or other individual displays. They may not be affixed in any way to the Morris Center s surfaces. It is the client s responsibility to bring easels or rent them from the Center. Banners or other promotional materials found to be objectionable by Morris Center administration will be removed at their discretion. Power Failure Under no circumstances will the Morris Center, and/or its owner, be held responsible or liable for interruption of power caused by lightning, thunderstorms, or any other force majeure situations. This includes but is not limited to rental event power interruption, lost profits, lost data, business interruption, system failure, server failure, HVAC system failure or any other like situations caused by power failure. Rehearsals A one hour rehearsal is included in the rental fee and is allowed based on availability. After the one hour included, if additional time is needed for a rehearsal, there is a $75 per hour charge. Rental Equipment All rental equipment vendors must be approved by the Events Coordinator. In order to control the possibility of damage to the floors and walls, no tables, chairs, furniture, etc. can be brought into the Center without the approval of the Events Coordinator. All outside vendors must comply with the regulations set forth in these guidelines and included in our Vendor Agreement. Tables, chairs, A/V equipment, etc. must have protective coverings on the bottom to protect damage to the floors. The Morris Center reserves the right to refuse dollies, carts or unprotected tables and chairs entry into the Center. Security Off-duty Sherriff s Department officers are required at all events where alcohol is to be served and at any event with 300 or more guests. We require (1) one guard for every 100 people in attendance. Our Events Coordinator will arrange this service for you through the Chatham County Sheriff s Department. The Morris Center is monitored by cameras throughout the property. These cameras are used for damage control and security purposes for the Morris Center only. The Morris Center is not liable for any loss, theft, or vandalism that occurs during the client s rental of the facility. 8

9 Set-up Tables displaying any food or beverage items, or equipment using steam, shall be at least 6 feet from walls and/or art or exhibits. Smoking The entire Morris Center is a smoke-free environment. The use of tobacco products is not allowed in any part of the Morris Center. A designated place outside the Morris Center will be designated as the smoking area. Please note that local law requires smokers to remain 10 from any public entrance. A smoking receptacle is located in back of the Morris Center. Tent Rental The tent located south of the Morris Center may be rented by itself at an additional cost. Rental of the tent includes use of the restrooms inside the vestibule of the Morris Center only. Due to weather concerns, tent rental as a standalone venue, is NOT permitted for weddings and receptions. Tentative Holds The Events Coordinator will, if requested, place a tentative hold on a specific function room for a specific date and time, for one week. At the end of this time, the client will be notified of the release of the date and given the option to sign a contract and place a deposit; otherwise the space will be released. We will only allow ONE date to be placed on Hold. 9

10 SIGNATURE PAGE FOR FACILITY RENTAL POLICIES If you have any questions about the Facility Rental Policies, please contact the Morris Center s Event Coordinator at (912) before you sign your contract. I have read, understand and agree to adhere to all stipulations contained in the Morris Center Facilities Rental Policies. I also agree that I am responsible for the full payment for all services rendered. I have read, understand and agree to adhere to all stipulations contained in the Beverage Package policies. I understand that a 7% sales tax will be added to the cost of the beverage package only. Prices are subject to change if contract has not been signed. Signature Date Print Name *Please sign and return this page along with the signed copy of your contract and deposit to: The Charles H. Morris Center at Trustees Garden A Subsidiary of Randolph Street Development, LLC 10 E. Broad St. Savannah, GA Phone: (912) Fax: (912) (rev. 6/26/14) 10