Reservations & Deposits:

Transcription

1 Reservations & Deposits: In order to reserve a facility space, the renter must submit a request for reservation. A parks department representative will contact the renter and approve or deny the request. Upon approval the renter must pay the fee in full at the time they sign the rental agreement. No dates for events are secured until payment is received. All rental fees are due at the time of reservation. Some events may require an additional security deposit. The renter agrees to bear all responsibility for damage or destruction to any Nixa Parks and Recreation property or that which is in care of Nixa Parks and Recreation (i.e. sub-contracted equipment). The renter will be invoiced for all damages that are in excess of the security deposit. Payment must be received within 30 days from the date of the incurred damage.

2 Rental Policies and Procedures Nixa Parks and Recreation facilities are available for rent to corporations, organizations, schools, clubs and individuals, provided that such rentals do not interfere with regular scheduled programs or city sponsored special events. All rental requests are subject to approval by the Director of Parks and Recreation. The renter must be 21 years of age or older and must be present at the time of rental. Nixa Parks and Recreation reserves the right to cancel, deny or modify facility usage to any group or for any program or purpose which presents a potential safety liability or which appears inappropriate or inconsistent with the Nixa Parks and Recreation mission or objectives. Reservations are made by contacting Nixa Parks and Recreation and shall not be accepted less than 1 week (room rentals), less than 3 days (gym rentals), or more than 1 year in advance, unless approved by the Manager of Parks and Recreation. The X Center facilities are subject to construction, repairs, and operational emergencies which may prelude us of a rental facility. Should such circumstances arise during period when a rental has been scheduled, Nixa Parks and Recreation reserves the right to cancel said rental. All requests for special equipment, electrical or set-up needs must be included on the application and Nixa Parks and Recreation will determine if the request is appropriate and if an additional fee is required. Items to be distributed at an event and any promotion (fliers, pamphlets, advertising, etc.) of any activity at a Nixa Parks and Recreation facility must be approved in advance by Nixa Parks and Recreation a minimum of four (4) weeks prior to distribution. Any unauthorized promotion may result in cancellation of rental. Nixa Parks and Recreation reserves the right to edit or reject any promotional copy. Rental fees may vary by user group and facility. Cancellation of a reservation within seven (7) days of rental will result in a loss of 50% of total fees. Decorations, entertainment and activities must be approved by Nixa Parks and Recreation. No decorations will be permitted where such decoration requires the use of tape, paste, glue, tacks, or other materials that will in any way mar or damage posts, ceilings, fixtures or tables. All decorations must be removed by the end of the scheduled event. Some events may require a security deposit. The renter agrees to bear all responsibility for damage or destruction to any Nixa Parks and Recreation property or that which is in care of Nixa Parks and Recreation (i.e. sub-contracted equipment). The renter will be invoiced for all damages that are in excess of the security deposit. Payment must be received within 30 days from the date of the incurred damage. Nixa Parks and Recreation reserves the right to monitor the sound level of music or other entertainment and may request control or elimination if volume poses a disruption to other patrons and/or neighbors. Nixa Parks and Recreation does not provide storage for equipment for goods brought onto the grounds for rentals and assumes no liability for lost, stolen, or damaged items. Set-up of such equipment may begin at approved times for rentals. The renter assumes full liability for any damages caused by caterers, guests or sub-contractors. With approval from the Director of Parks and Recreation and/or Council Members, consumption (not sale) of alcoholic beverages (beer and wine) may be permitted. The renter must agree to enhance security at their expense during events where alcohol is served. Alcohol is only to be served for a period of three (3) hours. Clean up is the responsibility of the renter and must be completed within the designated time of rental, unless otherwise determined by the Nixa Parks and Recreation, and all refuse must be placed in the appropriate containers on the day of the rental. Any clean up that is required by Nixa Parks and Recreation following the rental will require a clean up charge. Clean up charge is $25 per hour with a one hour minimum charge. Nixa Parks and Recreation reserves the right to require department personnel at any rental of a parks facility. Rentals will be evaluated on an individual basis. Parks personnel will meet with the renter to introduce themselves and to discuss details and any specific concerns. Parks personnel will be responsible for the operation and repair of all mechanical systems-heating, plumbing, electrical and lighting. Any problems should be reported to The X Center attendant.

3 Party at The X Center $50.00-During open hours only. Includes party for ten children and two adults for supervision. Party includes plates, cups, napkins, drinks (Hawaiian punch), and plasticware. You and your guests will have a private party area for 90 minutes and ½ of the basketball courts for 30 minutes. Parties are responsible for their own cake and ice cream. Add $20 for two large pizzas. No other food or drinks are allowed into The X Center. Extra guests- $3.00 each. Lock-Ins (Friday/Saturday/ Start no later than11pm-7am, 8 hrs) The Community Center may be rented for lock-ins or other events outside of the normal hours of operation. Renters have access to the lobby, gymnasium, classrooms, and the community wing. The maximum accommodation is 500 people. A $100 deposit in addition to the rental fee is required for all after hours rentals. This will be refunded entirely or costs may be assessed if any damages or excessive clean up is required. Clean up charge is $25 per hour with a one hour minimum charge. The Lock-In rental fee is $100 per hour with a 4 hour minimum. before/after hours The rental fee is $15 more per hour, per room until 11 pm with a 2 hour minimum. Subject to change, nature of event, staffing etc. Room Rentals James Room $15.00*/$25.00 Finley Room $15.00*/$25.00 Osage Room $35.00*/$45.00 James and Finley Rooms $30.00*/$50.00 Missouri Room $25.00*/$35.00 Mississippi Room $25.00*/$35.00 Missouri and Mississippi Rooms $50.00*/$70.00 Mississippi and Osage Rooms $60.00*/$80.00 Community Wing $85.00*/$ (Osage/MS/MO) Half Day: $400.00*/$ (8:30 am 2:30 pm) (2:30 pm 8:30 pm) Full Day: $700.00*/$ (8:30 am 8:30 pm) room specifications ROOM INCLUDED AMENITIES SQUARE FEET SEATING CAPACITY MAXIMUM OCCUPANCY (Standing Room Only) James Sink 425 Up to Finley Up to Missouri Sink 610 Up to Mississippi Sink 595 Up to Osage Warming Kitchen/Patio 900 Up to Community Wing Warming Kitchen/Patio 2,105 Up to * Denotes Member Pricing Additional amenities (may require additional fee) Coffee ($10) Dry Erase Board American Flag Ice Water ($5) Floor Podium Missouri Flag TV-VCR-DVD ($10) Easel Projector Table Top Podium PA System ($20) White Screen Conference Phone (pending availability)

4 * Denotes Member Pricing gym rentals Gym (1/2 court) (Volleyball Net requires ½ court) $20.00*/$30.00 Gym (Full Court) $40.00*/$60.00 Private Pool Rental The Nixa Aquatic Center is available for private rental during the hours of 8:30 P.M. to 12 A.M., Monday through Saturday, and 6:30 P.M. to 10:00 P.M. on Sundays. Please direct all inquiries to the Aquatics Manager. You may bring food and drink into the pool area for your party. (No Alcoholic Beverages will be permitted) (No glass containers) Children under 48 inches tall will not be permitted to ride the slides. Lifeguards will be provided for the duration of the party. In the case of inclement weather the party maybe cancelled and all fees will be refunded to the renter if another date for the party cannot be agreed upon. All parties must be reserved with the Aquatics Manager. The fee for the party must be paid up front in order to book the party. To reserve your party please call the aquatics manager at Pool Group Rate The Aquatic Center is open to daycare groups of 20 or more at a reduced rate of $3.00 per child, staff is free of charge. Group rate reservations are required a minimum of one week in advance and are good during open swim hours only. Visit or call Nixa Parks and Recreation office at (417) to make your reservations a minimum of one week prior to the event. Inclement Weather. As a general rule, if the pool would ordinarily be closed due to cool weather, rain, etc., you will be given a full refund. If the weather is such that we would plan on being open, we expect your group to arrive as planned. pool rentals Fewer than 50 people Fewer than 100 people Over 100 people $ per hour $ per hour $ per hour pool birthday party packages Price includes party umbrella for 90 minutes, admission to the pool for 20, plates, cups, napkins, plasticware, and Hawaiian Punch. **Additional Guests pay daily pool admission fee. Basic Pool Party (20 swimmers) $90.00 Pizza Pool Party (20 swimmers) *Includes 2 large one-topping pizzas $ pavilion rentals McCauley Park or Rotary Park Pavilion $10.00 for 2 hours or $20.00 for 4 hours

5 Pool Birthday Party Date of Rental: Party for: Parent(s) Name: Home Address: Phone Number: # of additional guests (additional guests pay daily pool admission fee): Pizza party inclues 2 large one-topping pizzas ($10 for additional pizza) Drinks: Hawaiian Punch Umbrella: A (zero entry side) B (lap lanes side) Friday: 6:30 P.M.-8:00 P.M. Saturday: 1:00 P.M.-2:30 P.M. 3:00 P.M.-4:30 P.M. 5:00 P.M.-6:30 P.M. Sunday: 1:00 P.M.-2:30 P.M. 3:00 P.M.-4:30 P.M. Payment Date Received By Additional Notes:

6 FACILITY RESERVATION agreement FORM Group or Business Name: Fac. Res. # Address: City: State: Zip: Phone: Fax: Name of Primary Contact: Address: City: State: Zip: Phone: Emergency Phone: Facility Rented (room name): Date of Event: Anticipated Attendance Hours (includes set-up, guest arrival/departure, clean-up) From ( ) AM PM To ( ) AM PM Room Set-Up Theatre (chairs only) Lecture (chairs & tables) Banquet (chairs & rnd. tables) U Shaped (chairs & tables) Hollow Square (chairs & tables) T Shaped (chairs & tables) Other (See Reverse Side for Set-Up Information) Equipment Chairs (120) 6 Round Tables (16) 6 Rect. Tables (20) Floor Podium Table Top Podium TV/VCR/DVD Dry Erase Board (w/ markers) Easel Projector White Screen Additional Fee Service Coffee (30 cups) $10 Ice $2 PA System $10 Amount Due Amount Received Date Deposit Due Deposit Received Date Balance Due Balance Received Date Renters Signature: Employee Signature: Date Date

7 FACILITY RESERVATION request FORM PLEASE NOTE: This is a request form only, and does not guarantee a reservation. You will be contacted by a parks department representative to approve or deny the request. If you do not receive a phone call within 48 hours, please contact Nixa Parks at or info@nixaparks.com Organization / Contact Name: Date of Birth Address: City: State: Zip: Day Phone: Eve Phone: Preferred Method of Contact: Date(s): (Please list three (3) possible dates, with the first being your preferred date of reservation.) Start Time: End Time: (Rental Time includes set-up and clean-up) Number of people expected to attend the event: Purpose of Rental: Please answer the following questions: 1. Do you plan to serve alcohol at your event? If yes, a special event permit must be obtained. YES NO 2. Do you plan to have a caterer and/or DJ? YES NO 3. Will you require any additional services or amenities? YES NO Please Check all that apply (There may be a fee associated with use of additional services or amenities): Coffee Ice Water TV-VCR-DVD PA System Table Top Podium Dry Erase Board Floor Podium Easel American Flag Missouri Flag White Screen Projector Please Check requested rooms/facilities James Room Finley Room James and Finley Rooms Missouri Room Mississippi Room Missouri and Mississippi Rooms Osage Room Osage and Mississippi Rooms Osage, Mississippi, and Missouri Community Wing Half Day Community Wing Full Day Rooms (Community Wing) McCauley Park Pavilion Rotary Park Pavilion Pool Celebration Private Pool Party ½ Court Gym Full Court Gym Please list any preliminary or final set-up requests. (Tables and chair arrangements, serving tables, room style arrangement, etc.) For Office Use Only: Date and Time of Request: Received by: Date Requestor Contacted: Contacted by: Approved or Denied Appointment to book rental: