Marian Zimmer Auditorium Rental Application

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Sandra Maxwell
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Marian Zimmer Auditorium Rental Application The Marian Zimmer Auditorium is located in a beautiful tree lined valley snugly ringed by hills on all sides.

1 Marian Zimmer Auditorium Rental Application The Marian Zimmer Auditorium is located in a beautiful tree lined valley snugly ringed by hills on all sides. This quaint location is near the entrance to our Valley Children s Zoo. It s a great place to hold a variety of events, ranging from corporate events to family gatherings. It is truly a unique venue to hold your function. Hurry and make your reservation as prime dates fill up fast! Thank you again for considering the Marian Zimmer Auditorium. We look forward to your visit. I. INSTRUCTIONS A. Fill out all sections - Contact Information and Rules and Regulations B. Print out this form. Fax to (510) , to educationreservations@oaklandzoo.org, or mail to: Oakland Zoo / Education Reservations P.O. Box 5238 Oakland, CA C. You will receive receipt within 2-3 business days of submission or contacted by phone if space is not available. A completed contract and deposit are required for confirmation. Reservation deposits must be received with the reservation form to hold your space. Reservations made less than two (2) months in advance must pay in full at the time the reservation is made. III. INFORMATION Full Name: (Must be 21 or older) Organization: (if applicable) CONTACT INFORMATION Street Address: Daytime phone: Fax Number: Alternate Contact name and phone: City, State, & Zip Code Evening phone: How did you hear about us? Date of Event: Day of Week: Su M T W Th F Sa EVENT INFORMATION Event Time (includes setup and cleanup) Start: am/pm (Available 8:00am to 12:30am (12:00am youth events) End: am/pm Total Hours = # of Guests: ( Max 100) Type of Event: Guest Arrival time? AM/PM Is any fundraising expected? Y / N Type of Entertainment (band, DJ, etc): Equipment Used: If so, what will be sold? (Requires authorization and permits) List any accommodations or special requests for your event: (Sound must be limited to the interior of the facility) 1

2 Will you using the kitchen? Y / N Will your event serve alcohol? Y/ N Self Use or Licensed Caterer (circle one) III. RENTAL RATE Rental Rate (same rate for all parties, including non-profits) Monday-Thursday: Three (3) hour minimum rental: $230 Friday-Sunday: Three (3) hour minimum rental: $460 Additional Hours: $ /hour x hours Monday-Thursday: $25 Friday-Sunday: $50 Reservation & Damage Deposit (refundable) Monday-Thursday: $75 Friday-Sunday: $200 Security: $ /hour x hours ($30 per hour for 1 guard, $60 per hour for two guards) After 5:00pm renters are required to have one (1) Zoo Security Office. If guest attendance exceeds 100, if alcohol is being served, or if it is a Youth Event, two (2) Zoo Security Officers will be required. Security coverage must begin when guests are expected to arrive and proceed through the conclusion of contracted rental period. Other Equipment 1 hand crafted statesman podium is available for rent for $25. A/V equipment and linen are not provided. Discounted Parking Passes: $5 x passes Parking fee for vehicles is $10 per car at the gate or prepaid at the cost of $5 per car. Guests of events held during the weekday (Monday through Friday), memorials, or those where guests arrive after the hours of 4pm, will not be charged for parking. The parking fee is due with the balance of the rental fee. Refunds will not be given for unused parking passes. Parking passes must be distributed in advance. We do not have a will call system, and passes cannot be left at the gate. Discounted Zoo Admission Passes Adult x $18.00 Seniors (65+)/Children (2-14) x $14.00 Zoo admission is not included with the rental, but you will be eligible for a discounted group rate with your rental. You can either preorder admission passes for your guests in advance or purchase them on the day of your event. TOTAL ESTIMATE: $ 2

3 IV. PAYMENT (Make checks payable to: The Oakland Zoo OR pay via credit card to expedite reservation) Type: [ ]Cash [ ]Check [ ]CC [ ]Money Order Amount: $ Type of CC: (check one) VS MC DISC AMEX Cardholder s Name: Card Number: Payment Amount: $ Expiration Date: / Security Code: Signature: *Checks are not accepted less than two weeks prior to your event V. ADDITIONAL TERMS I/we shall indemnify, defend and hold harmless the East Bay Zoological Zoo (hereinafter referred to as the "Zoo" and/or Zoo ) and their officers, agents and employees from any and all claims, losses, costs or liabilities accruing or resulting from any persons, firm, corporation or other public or private entity for damages of any kind, including, but not limited to injury, harm, sickness or death, to persons or property incurred on account of any breach of the rental agreement or from any cause whatsoever arising from or in any way connected with the above specified activity. The duty to indemnify, defend and hold the Zoo harmless to the fullest extent permitted by law. For purposes of this provision, the terms "loss" or "losses" mean any loss, liability, claim, demand, expense (including attorneys' fees and costs), actions, judgment or damage. I hereby agree that I, my assignees, heirs, successors, guardians, and legal representatives, will not make a claim against, sue, or attach the property of the Zoo for damages of any kind, including, but not limited to injury, harm, sickness or death to persons or property resulting from any cause whatsoever arising from or in any way connected with the above specified activity. I hereby release the Zoo from all actions, claims, or demands that I, my assignees, heirs, successors, guardians, and legal representatives, now have or may hereinafter have for injury or damage resulting from my participation in the above specified activity. I have read the rules, regulations, and conditions set forth in this agreement and hereby agree to all the terms. *Signature: *Printed Name: *Date: ***NOTE: BE SURE TO READ THE RULES AND REGULATIONS BELOW AND MAKE SURE YOU HAVE ALL THE REQUIRED PERMITS AND INSURANCE YOU WILL NEED. 3

4 VI. RULES AND REGULATIONS Section I: Permits & Security Requirements Liquor Permits No person(s) under the age of 21 may enter the building when liquor is being sold. Permits must be obtained from the Alcohol Beverage Control, 1515 Clay Street, Suite 2208, in Oakland or by calling (510) , copies of which must be submitted to Group Services two weeks in advance of the event. Permits for the sale of liquor must be posted in the facility throughout the duration the event. Permits are not required to serve alcohol that you are not selling. A copy of the rental agreement or a letter from the Zoo office must be presented when applying for liquor permits. Alcohol is not permitted at youth events and youth events must conclude by 12 am. City Permits For any public event with over fifty (50) people attending, you must obtain a city permit. Please contact the Oakland Police Department at least four (4) weeks prior to the event at (510) Dance Permits When tickets are being sold to the public for an event involving dancing, the City of Oakland requires a Dance Permit. Dance permits may be obtained at the Oakland Police Department Patrol Division, 7th and Washington Street or by calling (510) Insurance Requirements I/we represent and warrant that we have at present in force a comprehensive general liability insurance policy including bodily injury liability, property damage liability, and personal injury coverage for this event with coverage in the amount of at least $1,000,000. I/we agree to keep such policy in force at all times during the tenure of this agreement. You may contact your homeowner insurance company to add this policy for a minimal fee or contact us for other companies to work with for this coverage. All policies required, hereunder shall name the East Bay Zoological Zoo as an additional insured. Failure to provide insurance two (2) weeks prior to event may result in termination of the event at the sole discretion of the East Bay Zoological Zoo. Security Requirements When the rental period concludes after five o'clock pm, renters reserving the Auditorium are required to have one (1) Zoo Security Officer at the rate of $30 per hour when 25 to 100 guests are attending and no alcohol is being served. For (a) Youth events or (b) when over 100 guests are expected to attend or (c) alcohol is being served, two (2) Security Officers at the rate of $30 per hour per guard are required. Security coverage must begin as soon as guests are expected to arrive (after 5pm) and proceed through the conclusion of the contracted rental period. Security must be hired through the Zoo only and will consist of Public Safety Department personnel (or other designated Zoo personnel). Private security or contracted security is not allowed except by special arrangement with the Public Safety Director. It is understood that Zoo Security is for the purpose of protecting the facility and not the guests. Renters are responsible for controlling the actions of their guests. Failure to do so may result in event closure, loss of deposit, and/or additional penalties. Section II: Reservations & Deposits General Reservation Rules Reservations must be made in person by the person responsible for the event. No person under age 21 may rent the Auditorium. Rental time is calculated on a basis of use of the building. Therefore you must include the time needed for caterer s setup, decorating, cleanup, etc, in your contracted hours. The facility will be opened for you at the start time of your rental. Security will meet you at the facility at this time to conduct a brief introduction and check in. You do not need a key. Any for profit use (fundraisers) must be preapproved by the Zoo s Director of Public Safety. Due to room capacity limitations, events cannot be open to the public. Initials 4

5 Payment Due Dates Reservations are confirmed only upon the Zoo's receipt of the signed contract, accompanied by the deposit. Balance of fees and damage/clean-up deposit are due two (2) months prior to the date of reservation. A fee of $100 will be assessed for outstanding balances and your reservation can be cancelled at the Zoo s discretion for failure to pay. A $10 service charge will be charged for all returned checks. Checks are not accepted less than 14 days prior to your event. _ Cancellations A service charge of $100 will be taken out of the reservation/damage deposit in the event of cancellation or rescheduling greater than three (3) months in advance. No refund of the reservation deposit will be made if the renter cancels or reschedules the event less than three (3) months before the event, even if the reservation was made less than three (3) months in advance. Refunds No refund of payments is given unless the event is cancelled after the balances of fees are paid, or if the Zoo cancels a reservation for failure to comply with the established rules and regulations. No refund of the reservation, damage/clean-up deposit will be made if there is damage to the Auditorium and/or its properties, if the grounds are left in a messy condition, or if building property is missing or stolen. No refund of payments will be made if there is excessive noise, loud music, or other activity that disrupts or affects the safety of zoo/park operations, its guests, employees or neighboring residencies. Should this occur, the event may be terminated, and the renter will be responsible for any civil litigation that results. Noise levels must be kept at a reasonable volume that should not be heard beyond 200 feet of the facility. There is no alcohol, drugs or music allowed in parking lot areas. Completion of all cleaning requirements (see Section II Code of Conduct below), vacation of the building by the end of your contracted time, adherence of all policies, and no damage to the facility will result in your full deposit returned. Payment by credit card will result in your deposit will be placed back on the same card. Payment by cash or check will result in a 5 check sent to your address on file. It takes 7-10 business days for your check to reach you or your credit card refund to appear on your account. No refund of the reservation and damage/clean-up deposit will be made if the renter fails to vacate the premises at the time designated on the rental agreement. All rental time must be contracted and paid for in advance. Time extensions are not allowed on the day of the event nor can rental fees be deducted from deposits. All contracted time shall include the arrival and departure of the renter, caterer, and all other vendors. Failure to vacate at contracted departure time will result in a fine determined by the zoo. Section III: Code of Conduct Floor Plan & Tables/Chairs The custodian will set up and take down the Zoo s tables and chairs according to the diagram furnished by the renter. Failure to submit the floor plan two (2) weeks prior to event can result in forfeiture of this service. We do not set up tables, chairs and equipment from outside vendors. A maximum of 12 round tables (5 in diameter) and 100 padded chairs are provided for use. Included in your rental of the Auditorium you are allowed use of the main hall, lobby, as well as the courtyard in front of the building. Decorations & Signage Bird seed may be used outside of the building only. Rice and confetti are prohibited. Decorations may be fastened on the walls with removable tape only. No staples, tacks, or anything that causes damage/holes to the walls are allowed. All decorations (balloons, tape, etc.) must be removed from the building at the conclusion of the event or no refund of the damage/cleanup deposit will be made. We do not provide overnight storage. Patrons may post displays, signs, and exhibits provided that they conform to all building, fire and other applicable rules and regulations. They must be approved at least 2 weeks prior to the event, and removed by patron upon the conclusion of the event. Failure to do so will result in a fine solely determined by the Zoo. I hereby agree not to fix or tape signage outside the facility on Zoo buildings or signs without prior permission from the Zoo.

6 Clean Up The building and equipment are rented "as is." Renter is responsible for damages to the building and/or equipment and/or leaving the building and grounds in a neat, clean and orderly condition. Renter will be billed for damages and/or custodial fees over and above the reservation, damage/clean-up deposit if there is debris left in or about the building or if there is damage or removal of equipment from the property. The renter is responsible for any damage to the building, missing equipment/ items provided with the building, or excessive debris/ mess that requires extra cleanup. The value of the damage and/or cleanup time will be deducted from the damage cleanup and/or reservation deposits. In the event the amount is greater than these deposits, the renter will be billed for the difference. The Check out Sheet must be completed for deposit refunds to be processed. Deductions are based on assessed damages or cleaning fees. Please allow 7-10 business days for reimbursement. We provide: Garbage cans, trash bags, recycling bins, sink, mop, bucket, broom, and dustpan. We do not provide: Tools, tape, scissors, cleaning supplies, towels, ladders, or other equipment. Your responsibilities include.. Take down all decorations including tape and balloons. All trash inside and outside the facility must be put in garbage bags and left outside the kitchen door. Tables and chairs must be left clean of all food, paper, tape, etc. Bathrooms floors and counters must be free of all garbage including paper towels, toilet paper, etc. Please check fridge, etc. to make sure you have taken everything you brought with you. Any large/sticky spills on floor must be removed. 6 Exits & Smoking At no time shall exits be covered or blocked. Renter must provide their own fire extinguishers when open flame is located outdoors. The Zoo is a nonsmoking facility. There is no smoking in the facility. Maximum Capacity The maximum capacity is 100. Failure to maintain capacity will result in termination of your event by the Zoo. The Zoo may decide, at its own discretion, that a Guest List is required to control certain types of events. This may result in additional security fees. Initials Promotional Materials You shall not produce or cause to be produced any materials (including but not limited to flyers, postcards, s, web content, other written material, billboards, radio or television advertisements) carrying the zoo s name, logo, address, marks or likeness without the written permission of the Zoo. Failure to obtain such permission can result in immediate termination of your event. Initials Termination The Zoo reserves the right to terminate your event at any time if the Zoo determines, in its own opinion, that the activities are not appropriate for the Zoo, you have not submitted the proper documents required (including any special licenses or permits), or it is determined that the renter has misrepresented themselves, their organization, or the intended use of the facilities. Initials Departure Renter must checkout with a Zoo staff before leaving the facility. The Check Out Sheet must be signed off by renter and Zoo staff before deposit will be refunded. Failure to comply will result in forfeiture of reservation/damage deposits. Initials Fundraising Rules Any for profit use (fundraisers) of the facility must be preapproved by the Zoo s Director of Public Safety. Due to room capacity limitations, events cannot be open to the public. Initials

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8 Marian Zimmer Auditorium The classic wood exterior gives the setting a rustic feeling from a gentler era. A wide open interior and soft lighting provides intimacy even for large groups. 8

Directions & Map From Contra Costa County: take Highway 24 West to Highway 13 towards Hayward/580. Take 580 East to the Golf Links Road/98 th Ave exit.

Turn left at the light, under the freeway. The Zoo is on your right. From the South: take 880 North to Hwy 238 East. Take the 580 West exit.

Catch the AC Transit Bus #46. When you get to the Zoo. STEP 1: Welcome to the Zoo! You made it! STEP 2: Just past the booth you will see an opportunity to go straight or left.

9 Directions & Map From Contra Costa County: take Highway 24 West to Highway 13 towards Hayward/580. Take 580 East to the Golf Links Road/98 th Ave exit. Turn left at the light, under the freeway. The Zoo is on your right. From San Francisco: take 80 East to 580 Hayward/Stockton. Exit on Golf Links Road/98 th Avenue. Turn left at the light, under the freeway. The Zoo is on your right. From the South: take 880 North to Hwy 238 East. Take the 580 West exit. Exit on Golf Links Road/98 th Avenue. Turn right at the light. The Zoo is directly on your right. Public Transportation: take BART to the Coliseum/Oakland Airport Station. Catch the AC Transit Bus #46. When you get to the Zoo. STEP 1: Welcome to the Zoo! You made it! STEP 2: Just past the booth you will see an opportunity to go straight or left. Turn left at the pass. STEP 3: In the lower parking lot, the roof to your right is the Marian Zimmer Auditorium. Park your car and walk there. STEP 4: Once you reach the retro wood paneled awning, go inside and then go to the first door on your right 9

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Snow Building Rental Application

Snow Building Rental Application I. INSTRUCTIONS A. Fill out all sections. To check on availability or schedule a viewing, please call 510 632-9525 x200. B. Fax to (510) 735-8840, email to reservations@oaklandzoo.org,