RALPH ENGELSTAD ARENA IMPERIAL ROOM

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RALPH ENGELSTAD ARENA IMPERIAL ROOM The Ralph Engelstad Arena and Imperial Room is available for a wide variety of functions from wedding receptions to business meetings trade shows to family

RESERVATION PROCEDURE Contact the main office staff to make requests for a reservation date. The Staff will then process reservations requests.

A complete reservation includes and executed rental contract and deposit paid. Reservations made based on availability and on a first come, first serve basis.

1 RALPH ENGELSTAD ARENA IMPERIAL ROOM The Ralph Engelstad Arena and Imperial Room is available for a wide variety of functions from wedding receptions to business meetings trade shows to family gatherings; A complete array of round and rectangular tables, chairs, podiums, audio-visual equipment and even a stage are available for your use. RESERVATION PROCEDURE Contact the main office staff to make requests for a reservation date. The Staff will then process reservations requests. A rental contract will be completed before a reservation is confirmed ( ) Reservations may be made up to two years in advance. A complete reservation includes and executed rental contract and deposit paid. Reservations made based on availability and on a first come, first serve basis. Tentative reservations may be taken over the phone and space will be held (7) days from date of request. One contact person must be designated to make all arrangements with REA Staff. Contact Person for this event Address/Phone Once a rental contact has been authorized, the holder cannot assign, transfer nor sublet to another party the use of the facility they reserved. Rental events must concluded by 12:30 a.m.; all guests must vacate the building by 1:00 a.m.; events with liquor/bar closes at 12:00 midnight; unless other arrangements are made prior to the event. A fee will be charged for late departures. RENTAL CHARGES Rental rates: Wedding Reception $ Main Arena Floor Wedding $1, Additional to head table stage $50.00 Staging for Band or DJ $50.00/stage Set-up of Tables & Chairs $ Chair Covers $1.50/chair cover Dance Floor Relocation $50.00 Head Table Relocation $50.00 Damage Deposit $ Rental rates are established by resolutions of the City Council and subject to change. Consult a current rental rate schedule. To reserve the room, a deposit of 50% of which $75.00 is nonrefundable is due upon the signing of the Imperial Room Rental Agreement and the remaining 50% is due 30 days prior to the start of the event. A full refund minus the non-refundable deposit will be granted if the City is notified at least 1 year prior to the scheduled event that the event has been cancelled. If the City if RENTAL INFORMATION notified within 6 to 12 months that your scheduled event has been cancelled, 50% of your down payment minus the nonrefundable deposit will be returned. Rental rates include the designated room, tables, chairs, use of catering kitchen by a licensed food provider and staging for a head table of 14 people. There is an addition fee for addition of head table stage for more than 14 people. Fees cover the use of reserved facilities according to the hours indicated on the rental contract. This includes all set-up time by the caterer and/or rental party. DAMAGE DEPOSIT Rental requires a damage deposit of $ to be paid the week of the event. No interest will be paid on the damage deposit. Any amount withheld from the damage deposit will be commensurate with the value of damage caused by the rental party in the determination of the Building Staff. Damage deposit amounts are established by resolution of the City Council and are subject to change. Consult a current rental rate schedule for damage deposit amounts. Building Staff will inspect the rental area immediately upon conclusion of the rental event for any damages. The City reserves the right to use any and all legal measures to secure monetary remediation from the rental party for damages in excess of the damage deposit. Damage deposit will be returned to the rental party one week after the date stated on the rental contract if there is no withholding for damages. CANCELLATIONS OF RENTALS AND REFUNDS The person who originally signed the rental contract may only make cancellations. Cancellations must be given by a written notice to the Building Staff. To reserve the room, a deposit of 50% of which $75.00 is nonrefundable is due upon the signing of the Imperial Room Rental Agreement and the remaining 50% is due 30 days prior to the start of the event. A full refund minus the non-refundable deposit will be granted if the City is notified at least 1 year prior to the scheduled event that the event has been cancelled. If the City is notified within 6 to 12 months that your scheduled event has been cancelled, 50% of your down payment minus the nonrefundable deposit will be returned. Ralph Engelstad Arena 525 Brooks Avenue North Thief River Falls, MN Fax

CATERER/ALCOHOL PROVIDERS In order to caterer or serve alcohol in the Imperial Room the provider must have a signed contract and a copy of their current State of Minnesota Food Manager Certificate on

INSURNANCE REQUIRMENTS Private Renters will provide the City with a Certificate of Insurance naming the City as Certificate Holder for this event in the following amount: Event without Alcohol Event

If you do not have coverage, you may be able to obtain a Tenant and Users Liability Insurance Policy (TULIP) through the League of Minnesota Cities Insurance Trust.

2 CATERER/ALCOHOL PROVIDERS In order to caterer or serve alcohol in the Imperial Room the provider must have a signed contract and a copy of their current State of Minnesota Food Manager Certificate on file in the office. INSURNANCE REQUIRMENTS Private Renters will provide the City with a Certificate of Insurance naming the City as Certificate Holder for this event in the following amount: Event without Alcohol Event with Alcohol Commercial Event $300,000 minimum $500,000 minimum $1,500,000 minimum The certificate can be obtained from your Insurance Agent. If you do not have coverage, you may be able to obtain a Tenant and Users Liability Insurance Policy (TULIP) through the League of Minnesota Cities Insurance Trust. They have established this program through their local representative. Our contact is Thune Insurance Network at SMOKING Smoking is prohibited in the Ralph Engelstad Arena. Please notify your guests about the no smoking policy. Smoking is permitted outside the REA. Any guest smoking inside the facility will result in forfeiture of the damage deposit. If safety pins or stick pins are used on table clothes or linens do not push pins into the tables. Clean-up must be done the night of the events, unless other arrangements are made with Events Coordinator prior to the reception. All tables must be cleared of dishes, bottles, food, decorations and linens. All trash must be consolidated into the proper receptacles. All decorations and personal items must be removed from the facility. Rental may elect to have the Building Staff do all post-event cleaning which will result in the forfeiture of the damage deposit. The Ralph Engelstad Arena or its employees are not responsible for any items left in the building. To help insure the safety of guests and users, as well as promoting a successful event, disorderly conduct is prohibited and punishable by ejection for the disorderly person(s) from the facility. The rental party takes full reasonability for conduct of its guests or others present during the rental period, and for any loss, breakage or damage to the rooms, equipment or other property caused or incurred during the rental period. In the interest of fairness to all users, sound levels for the bands/dj and audio equipment shall be maintained at a responsible level. The renter must comply will all applicable City ordinances, State statutes, Federal laws and the rules of the Ralph Engelstad Arena. IMPERIAL ROOM GUIDELINES Renter must set-up tables and chairs unless the set-up fee has been paid in advance. Deliveries/Set-up on Saturdays must be done between the hours of 10:00 a.m. and Noon. REA Hours: Daily hours during ice are Sunday to Saturday 7:30 a.m. to 10:00 p.m. and Non-Ice hours are Monday through Friday 8:00 a.m. to 4:30 p.m. Decorations must be approved by arena management. There are also decorations that are available for use. Please ask about our decoration inventory. Candles may be used if flame is within glass container. By order of the Fire Marshall, open flame candles are not permitted. Chocolate Fountains and Punch Fountains are not permitted. Smoke machines are banned from the premises of the Ralph Engelstad Arena. Please verify this with your DJ. To preserve the condition of the Imperial Room for you and other users, decorations, banners, or signs cannot be taped, pinned or affixed to the walls or ceiling. Only Fun Tac may be used to affix decorations to walls (tape, staples, nails, 3M hooks and tacks are not permitted). Objects (including tables) must be carried across the floor unless they are on wheels. (Please do not drag items across the floor). Balloons may only be used in the Imperial Room.

5 Ralph Engelstad Arena Request Form Name Address Phone # (home) (Work) (cell) Date of Event Type of Event Rooms Required Imperial Room Hospitality Room Upper concourse Main bowl Huck Olson Memorial Civic Center Time Events Begins Time Event Ends Estimated Attendance Will food be served? Yes No If yes, which caterer? (must be State of MN Food Manager Certified) Caterer phone # What time would your caterer like to set-up Will alcohol be served at this function? Yes No If yes, which provider? (must have Alcohol caterer license.) Alcohol provider phone # What time would your alcohol provider like to set-up (Alcohol will not be allowed unless served by a pre-approved alcohol provider and no alcohol will be served after 12:00 a.m.) Will you be using a decorator: Yes No If yes, provide contact information Room Rental Extra Head table staging DJ or Band Stage Rental Yes No Stage Location for DJ or Band Archway for Stage Yes No Lighted Archway Yes No Lease Agreement Signed: Yes No Certificate of Insurance Yes No Damage Deposit Yes No $ $ $

6 If the event is a Wedding Reception, please provide the following information: Bride Phone # (H) (W) (C) Groom Phone # (H) (W) (C) Time of Wedding: Dinner Served: Dance starts at: Music Provided By Phone # Tables for DJ or Band Yes No Number of Tables needed Set-up time: (Please remind your DJ that smoke machines are banned from the premises) Room Set-up: Number at Head table Number of 8 foot tables (seats 8) Number of 60 round tables (seats 8) Number of 72 round tables (seats 8-10) Number of 6 foot tables (seats 6) Table Inventory 6 rectangle 32 REA 6 HOMCC 8 rectangle round round 70 Number of chairs needed Gift Table Buffet Server Yes No Yes No Cake Table Yes No Delivery Time: Fresh Flowers Yes No Delivery Time: Punch Table Podium Projector Yes No Yes No Yes No Projector Screen Yes No Sound System/Microphone Yes No Be here to start decorating at on (must be done by 4:30 p.m. during non-ice) Signage: Scoreboard Additional Info Amount Due Deposit Amount Balance Due Verified in book OFFICE USE ONLY Date Received Receipt # Date Received Receipt #

7 Ralph Engelstad Arena Imperial Room Rental Agreement THIS AGREEMENT, made and entered into this day of 20, by and between the City of Thief River Falls, hereinafter referred to as "City" and, hereinafter referred to as "User", WITNESSETH: 1. PREMISES. City hereby leases to User and User hereby leases from City the Imperial Room at the Ralph Engelstad Arena, Thief River Falls, Minnesota, together with access as directed by the City, (hereafter "Room"). 2. POLICIES. User agrees to abide by all statutes and ordinances, and all regulations now or hereafter established by City, all of which are made a part hereof. 3. TERM. The term of this Agreement shall be for (full) (half) day(s) on the following date(s), RENT. Wedding Reception $ Arena Floor Wedding $1, Staging for band or DJ $ 50.00/stage Set-Up (Tables and Chairs): $ Chair Covers: Relocation of dance floor or head table stage The base room rate includes the following: 1. Tables and chairs. 2. Sound system. 3. Buffet Server. 4. Portable dance floor set up on north wall. 5. Head table stage set up on east wall for 14 people. 6. Take down of the Imperial Room. $1.50 per chair cover $50.00/each The room rate DOES NOT include the following: 1. Room set-up. 2. Kitchen access by anyone other than a pre-approved caterer or contract services company. 3. Overnight storage of gifts/decorations unless prior arrangements have been made with the management of the Ralph Engelstad Arena. 4. Janitorial services needed for services beyond normal clean up. 5. Relocation of head table stage or dance floor. 5. PAYMENT OF RENT. To reserve the room, a deposit of 50% of which $75.00 is non-refundable is due upon the signing of the Imperial Room Rental Agreement and the remaining 50% is due 30 days prior to the start of the event. A full refund minus the non-refundable deposit will be granted if the City is notified at least 1 year prior to the scheduled event that the event has been cancelled. If the City if notified within 6 to 12 months that your scheduled event has been cancelled, 50% of your down payment minus the nonrefundable deposit will be returned. 6. DAMAGE DEPOSIT. User shall deposit with the City a damage deposit of $ one week prior to the event. The City shall return the deposit to the User within 10 business days after the date of the event if no damage to the Ralph Engelstad Arena, the Room, or their contents have been documented. If damage exists, the City shall use the security deposit to pay for damages and clean up. The amount of the damage

8 deposit is not a limit of the User s liability to the City for any damages, loss, or expenses incurred as a result of using the Ralph Engelstad Arena, the Room, or their contents. Any claim by the City for damages, loss, or expenses in excess of the damage deposit shall be paid immediately by the User. User is responsible for attorney's fees and costs incurred by City in collecting for damages, loss, or expenses. 7. CATERERS/ALCOHOL PROVIDERS. Events that are catered and/or alcohol served must use a caterer or alcohol provider with serving privileges at the Ralph Engelstad Arena. There are no exceptions made for the alcohol providers. Alcohol MUST be purchased and served by one of the vendors on the list unless approved. 8. INSURANCE REQUIREMENTS. At least three days prior to the start of this Agreement, Private User shall provide the City with a Certificate of Insurance naming the City as Certificate Holder if a private rental for this event in the following amount. Commercial Renters shall provide the City with a Certificate of Insurance naming the City as an additional insured: 8.1. Event without alcohol $300,000 minimum Event with alcohol $500,000 minimum Commercial Event $1,500,000 minimum This insurance shall cover liability for injury, death, and/or property damage, including coverage for alcohol related claims if alcohol is to be served. The Certificate of Insurance can be obtained from your Insurance Agent. If you do not have the above coverage, you may be able to obtain a Tenant and Users Liability Insurance Policy (TULIP) through the League of Minnesota Cities Insurance Trust. The City s contact is Thune Insurance Network at User shall not do anything in or about the Ralph Engelstad Arena or Room which will in any way impair or invalidate the obligation of the insurer under the above policy or policies of insurance The insurance which User is required to maintain shall be issued by an insurance company licensed to do business in the State of Minnesota and acceptable to City. The insurance policy shall provide for not less than ten (10) days written notice to the City before cancellation, non-renewal, termination, or change in coverage, and User shall deliver to City a duplicate original or certificate of such insurance policy or policies at least three days prior to the start of this Agreement. 9. SET UP AND CLEAN UP. City, subject to paragraph 4, shall provide the requested number of tables and chairs prior to the event and the User shall be responsible for the arrangement of said tables and chairs unless set-up fee is paid. User shall be responsible for providing any tablecloths, skirting, and chair cushions required for User s event. 10. DJ/Bands: Smoke machines are banned from the Ralph Engelstad Arena. 11. SMOKE FREE FACILITY: User agrees that the entire Ralph Engelstad Arena is a smoke free facility. User agrees that neither User nor any of the User s guests, invitees, or employees shall smoke cigarettes or marijuana or use any other illegal drugs in the Room or Ralph Engelstad Arena. 12. UTILITIES. City shall provide the following utilities: Heat, Water, and Electricity. It is understood that City does not warrant that any of the utility services will be free from interruption from causes beyond the reasonable control of City. Such interruption of service shall never be deemed an eviction or disturbance of User s use and possession of the Rooms, or render City liable to User for damages by abatement of rent or otherwise, or relieve User from performance of User's obligations under this Agreement.

9 User shall only use a responsible amount of utilities usually associated with the lease of the Room. If additional utilities or an unusual amount of utilities shall be needed, additional arrangements shall be made with City to arrange for and to pay for those utilities. 13. REPAIR. User shall be responsible for all repairs to the Room or Ralph Engelstad Arena that are required due to User's use of the Room, unless such repair is due to the action or inaction of City, in which case City shall be responsible for such repairs. 14. ALTERATIONS Alterations include any changes or modifications to the Room's electrical system, mechanical system, or structure. User shall not make any alterations or additions to the Room or Ralph Engelstad Arena without the written consent of City. User shall pay for any alterations or additions by User in full and User shall not allow any liens to attach to the Room or Ralph Engelstad Arena. Should the alterations or additions be performed by city personnel, User shall remain responsible for the cost of labor and materials to install and remove the alterations. Any labor performed by City personnel shall be billed at the rate established by the City. City, at its option, may require User to remove any alterations or additions and to return the Room or Ralph Engelstad Arena to its prior condition at the termination of the Agreement No decorations or other items shall be hung, glued, taped, or in any way affixed to the walls of the Room or Ralph Engelstad Arena without the written consent of the City. To preserve the condition of the Imperial Room for you and other users, decorations, banners, or signs cannot be taped, pinned or affixed to the walls or ceiling. Only Fun Tack may be used to affix decorations to the walls (tape, staples, nails, and tacks are not permitted). 15. POSSESSION. User shall take possession of the Room in its present condition, without any liability or obligation on the part of City to make any alteration, improvements, or repairs of any kind. User acknowledges that it shall not have sole use and possession of the entire (Room) (Ralph Engelstad Arena) during the term of this Agreement and that it shall respect the rights of others using the premises prior to, during, or after its time of possession. 16. USE. User shall only use the Room for the following purpose:. Any additional use of the Room shall require the written approval of City. 17. HANDICAP ACCESSIBILITY. The Ralph Engelstad Arena is handicapped accessible. User shall be responsible for notifying City of any additional special requirements for accessibility. User shall bear responsibility for costs associated with providing sign language interpreters or any special requirements above and beyond what is provided by the City. 18. ACCESS. User shall permit City and City's agents to have access to and to enter the Room at all times. 19. DEFAULT. If User shall default in the payment of rent or in the performance of any of the terms, conditions, or covenants of this Agreement, City shall have the right to declare this Agreement immediately forfeited and the said term ended, and to re-enter said Room, with or without process of law, and to remove all persons or property therefrom, and City shall not be liable for damages by reason or such re-entry or forfeiture. 20. HOLD HARMLESS. User knows, understands, and acknowledges the risks and hazards associated with using the Room and Ralph Engelstad Arena and hereby assumes any and all risks and hazards associated therewith. User hereby irrevocably waives any and all claims against the City and its elected officials, employees, volunteers and agents for any bodily injury, including death, and the damage, destruction, or loss of any property, including the loss of use thereof, incurred by User, or by the User's members, employees,

10 agents, or invitees, as a result of using the Room or Ralph Engelstad Arena, and hereby irrevocably releases and discharges the City and any of its elected officials, employees, volunteers, and agents from any and all claims of liability arising out of or associated with the use of the Room or Ralph Engelstad Arena. This waiver of liability does not waive liability for any injuries obtained as a result of the willful, wanton or intentional misconduct by the City or any person acting on behalf of the City. User shall defend, indemnify, and hold harmless the City and its elected officials, employees, volunteers, and agents from and against any and all liabilities, judgments, settlements, losses, costs, or charges (including attorneys fees) incurred by the City or its elected officials, employees, volunteers, or agents, as a result of any claim, demand, action, or suit relating to any bodily injury, including death, or the damage, destruction, or loss of any property related to the use of the Room or Ralph Engelstad Arena by the User or by the User s members, employees, agents, or invitees. User shall pay the City for any and all physical loss or damage to the Room or Ralph Engelstad Arena including any property owned by the City that is attached to or located within or outside the Room or Ralph Engelstad Arena, including the cost to repair or replace such property relating to the use of the Room or Ralph Engelstad Arena by the User or by the User s members, employees, agents, or invitees, if such costs exceed the damage deposit. 21. ASSIGNMENT OR SUBLETTING. User shall not assign this Agreement or sublet all or any portion of the Room. 22. GENERAL The Agreement does not create the relationship of principal and agent or of partnership or of joint venture or of any association between City and User, the sole relationship between the parties hereto being that of Lessor and Lessee Vending Machines. There are vending machines presently located in the Ralph Engelstad Arena. The vending machines shall be allowed to operate and User shall not be entitled to the proceeds of the vending machines. User shall not place additional vending machines in the Ralph Engelstad Arena User will provide all event staff, parking staff, and security as needed City will provide all janitorial and maintenance staff as needed for normal use as determined by the City. User shall provide any additional janitorial or maintenance services that are needed. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. CITY OF THIEF RIVER FALLS USER (Name) By: Its: Mayor By: Its: By: Its: City Administrator By: Its:

LEASE AGREEMENT. THIS AGREEMENT, Executed on date: by and between the CITY OF. JACKSONVILLE BEACH, FLORIDA, herein called CITY, and

LEASE AGREEMENT. THIS AGREEMENT, Executed on date: by and between the CITY OF. JACKSONVILLE BEACH, FLORIDA, herein called CITY, and CONTRACT # CITY OF JACKSONVILLE BEACH SOUTH BEACH COMMUNITY CENTER & EXHIBITION HALL ~ 2508 South Beach Parkway, Jacksonville Beach, Florida 32250 (904-247-6236) ~ LEASE AGREEMENT THIS AGREEMENT, Executed