Putnam County Fairgrounds

Transcription

1 Putnam County Fairgrounds Greencastle, Indiana Description of rental facilities (some facilities are unavailable November 1st thru April 1st): York Auto Family Community Building: East side (70 x85 ) and West side (60 x80 ). The West side has a fixed stage that measures 12 x24. Each side will accommodate tables and chairs for people, or can be combined into one large room. WIFI is available with building rental. Kitchen--Full range of appliances and serving window Harris Hall--accommodates 150 people, 24-6 ft tables and 150 chairs, A/C. Putnam County Farm Bureau Inside Arena--Large building 70 x 95, concrete floor, bleacher seating, concession stand. Livestock Barns- AgriGold Beef Barn--60 x180, open sided building with lean-tos Dairy Barn--60 x180, open sided building Goat Barn--54 x160, enclosed clear span metal building, concrete floor, no heat/ac, wooden gates Becks Hybrid Sheep Barn--60 x180, open sided building, wooden gates available for pens Swine Barn--60 x180, open sided building with metal pens Horse barns--86 horse stalls in large barn, and 28 horse stalls in smaller barn Outside Arena--125 x300, includes makeup arena, speaker stand, grandstands (seating for 1,200), restrooms, floodlights, and water Campground--30 amp electrical and water hookup for 100 (no onsite sewage dumping) Grounds without buildings--three smaller sections available individually or as the entire grounds without building access. Rental Policies The Putnam County Extension Office (located at 12 Central Square, Greencastle, IN) is the fairgrounds facility booking agent. All rental agreements must be on file with and approved by a Putnam County Extension Office representative. Rental times--all rentals are for the entire day. Early setup, after 5:00 p.m., the day before your event can be arranged, for an additional fee and depending on availability. Early setup will have limited heating and cooling. Keys--renters will be given a set of keys to use during event. Key pickup and return will be arranged with extension office representative. Failure to return key will result in a $25 replacement fee. Food--Food is to be prepared in the kitchen. Grills can be used 20ft outside of buildings. Alcohol--Wedding receptions, banquets, and other non-youth oriented programs are permitted to serve alcoholic beverages, in conjunction with food, ONLY if a licensed Putnam County caterer serves the beverages and agrees to accept responsibility for ensuring adherence to all federal, state, and local laws. An individual that works in a bar and has a server s license does not meet the requirements. The name and address of the caterer must be included on the application. 1 of 4

2 The state of Indiana allows beer and wine to be served at one time events if a temporary beer/wine permit is filled out and filed with the local excise office. You cannot serve liquor with this permit. The fairgrounds must have a copy of this permit. All servers must be licensed. The permit can only be used during the temporary function and costs $50. Applications can be obtained on-line at the Alcohol Tobacco Commission site. Failure to comply with the state alcoholic beverage laws will result in forfeiture of the entire damage deposit. Tables and chairs--are located in Harris Hall and the York Auto Family Community Building. Renter is responsible for setting up and putting away tables and chairs. Do not remove tables and chairs from building. PA system--portable systems are available for the livestock barns and show arenas. Electronic sign--message can be posted on sign 2 days prior to event, for additional fee-notify booking agent. Cleanup--renters are to empty all trash cans into nearby dumpsters, return tables and chairs to storage, remove decorations, and return building to original state. If you set up pens or stalls you are expected to take them down, return to storage, and remove bedding and manure. Livestock barns are to be cleaned up by the next day. The booking agent will inspect the facility following the event. Failure to lock all doors, shut all lights off, or clean the facility will result in forfeiture of deposit. Damage deposit--is due at booking. This deposit will be returned within one month following your event, minus damage and cleanup charges. Any damage repair exceeding the deposit amount as well as any additional cleaning services will be billed to the renter. Livestock Cleanup Deposit--Renter must make arrangements to remove all animal manure and bedding from the property. Renter is responsible for all fees associated with removal and disposal. Cleanup Deposit for swine, sheep, or goats will range from $500-$1,500. Cleanup deposit for cattle and horses will range from $1,000-$2,500. This deposit will be returned when renter removes debris from property. Payment--full payment is due 30 days prior to event date. Cancellation notice--booking agent must be notified 30 days prior to scheduled event in order to receive full refund of deposit and rental payment. In the event of weather related cancellation, renter will be offered another date. Insurance--The Putnam County Fair and 4-H Club Association is required to have, on file, a CERTIFICATE OF INSURANCE showing comprehensive general liability coverage, including products, with a minimum of $1,000,000 combined single limits. The certificate is required to show the Putnam County Fair and 4-H Club Association as an additional insured party for liability coverage for the event to be held. The Certificate of Insurance must be on file prior to date of rental. Individual homeowners policies may cover smaller events. Contact your insurance carrier for a declaration sheet. Employers renting the grounds must carry worker s compensation on all employees working for them, as required by Indiana Law. A copy of the worker s 2 of 4

3 compensation insurance coverage must be on file in the Putnam County Extension office prior to date of rental. Rental agreement for use of the Putnam County Fairgrounds facilities. Name of person or organization: Phone number: Type of event (wedding, auction, meeting, etc): Date(s) requested: Time requested: Will alcoholic beverages be served at event: YES NO If yes, refer to policy regarding alcohol. Name of caterer: The fairgrounds is not responsible for loss, theft, or vandalism of property or the applicant or its party or group. Signing below signifies applicant has read and agreed to the Putnam County Fairgrounds Rental policies and will provide a CERTIFICATE OF INSURANCE. Make checks payable to: Putnam County Fair and 4-H Club Association. Mail payment to: Putnam County Extension Office, 12 Central Sq, Greencastle, IN Name signed: Date: Address (refund will be mailed to): Office use only Deposit paid: Date: Check #: Cash: Initials: Cleanup Deposit: Date: Check # Cash: Initials: Rent paid: Date: Check #: Cash: Initials: Date Certificate of Insurance provided: Deposit returned amount: Date mailed: Initials: 3 of 4

4 Putnam County Fairgrounds Greencastle, IN Rental Rates Please indicate on chart which building you are requesting and the number of days. Any damage repairs and cleaning services exceeding the deposit amount will be billed to the renter. Requested Facility Facility Damage Deposit Daily Rate # of days Total cost York Auto Family Community Building East $250 $325 York Auto Family Community Building West $250 $325 York Auto Family Comm. Bldg. East and West $250 $575 York Auto Family Comm. Bldg. Kitchen (only available in addition to rental of East or West) N/A $75 Harris Hall $150 $200 Early set-up (5pm evening before) N/A $50 Electronic Sign (2 days before event) N/A $20 Farm Bureau Inside Arena $300* $250 AgriGold Beef Barn $300* $125 Dairy Barn $300* $125 Goat Barn $300* $250 Sheep Barn $300* $125 Swine Barn $300* $125 Horse Barns $300* $175 Outside arena (speaker stand, grandstands, lights, water) $300* $400 PA System (portable for use in livestock barns/inside arena) N/A $30 Campground ($20 per site, per day) N/A $20/site Grounds without buildings (per designated area) $200 $200 Special Notes/Livestock Cleanup Deposit: *Livestock shows/sales will be charged an additional cleanup deposit. Renter must make arrangements to remove all animal manure and bedding from the property. Renter is responsible for all fees associated 4 of 4

5 with removal and disposal. 5 of 4