Putnam County Fairgrounds Rental Agreement

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Cody Cook
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1 Putnam County Fairgrounds Rental Agreement 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 walls were renovated in January of The West side also has a fixed stage that measures 12 x24. Each side will accommodate tables and chairs for people, or the two sides can be combined into one large room. There are 280 chairs, 58-8 ft tables, and 20-6 ft tables available. WIFI is available with building rental. Kitchen--Full range of appliances and serving window, use of the kitchen is available for an extra fee Harris Hall --45 x100, accommodates 150 people, 24-6 ft tables and 150 chairs available, A/C. Putnam County Farm Bureau Inside Arena --Large building 70 x 95, concrete floor, bleacher seating for 400. Concession Stand--New Summer 2017, enclosed, serving windows, A/C. This stand is available for an extra fee, no alcohol is to be served from within the stand. Serving alcohol from the stand will result in forfeiture of deposit. 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 (60 x175 ), and 28 horse stalls in smaller barn (65 x75 ) Outside Arena 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 are available individually or as the entire grounds without building access. Rental Policies The Putnam County Extension Office (located at 12 Central Square, Greencastle, IN 46135) 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 upon availability. Early setup will have limited heating and cooling. 1 of 5

2 Keys --Renters will be given a set of keys to use during the event. Key pickup and return will be arranged with an extension office representative. Failure to return the keys will result in a $25.00 replacement fee. Food --Food is to be prepared in the kitchen. Grills can be used 20 feet 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 rental application. 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 $ Applications can be obtained on-line at the Alcohol Tobacco Commission website. Failure to comply with federal, state, or local 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 the building. PA system --Portable sound systems are available for the livestock barns and show arenas for an additional fee. Electronic sign --A message can be posted on the Putnam County Fairgrounds sign two (2) days prior to the event, for an additional fee. Please notify the booking agent if you are interested in this service. Decorations-- Nothing should be attached (taped, stapled, nailed, etc...) to the community building walls. Any damage will result in forfeiture of the damage deposit. Cleanup --Renters are to empty all trash cans into nearby dumpsters, return tables and chairs to storage, remove decorations, and return the rented building(s) to original state. If you set up pens or stalls you are expected to take them down, return the parts 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 the damage deposit. Damage deposit is due at booking. This deposit will be returned within one (1) month following your event, minus damage and cleanup charges. Any damage repairs exceeding the deposit amount as well as any additional cleaning services will be billed to 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 $ $1, Cleanup deposit for cattle and horses will range from $1, $2, This deposit will be returned when Renter removes all debris from the property. Payment --Full payment is due sixty (60) days prior to the event date. 2 of 5

3 Indemnification -- Renter hereby expressly releases Putnam County Fair and 4-H Club Association and its successors, representatives, agents, and assignees from any and all liability for loss, damage, or injury to Renter or Renter s guests or to any property of Renter or Renter s guests, caused by water leakage, breaking of pipes, theft, vandalism, natural disaster, or any other cause beyond the reasonable control of Putnam County Fair and 4-H Club Association and its successors, representatives, agents, and assignees. Renter expressly recognizes that any insurance for property damage or loss which the Putnam County Fair and 4-H Club Association or its successors, representatives, agents, or assignees may maintain on the property does not cover the personal property of Renter or Renter s guests, and that Renter is required to purchase his/her own general liability insurance for Renter s event as specified below. Insurance-- Prior to the event, Renter is required to provide to the Putnam County Fair and 4-H Club Association a CERTIFICATE OF INSURANCE showing comprehensive general liability coverage, including products, with a minimum of $1,000, 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 in the the Putnam County Extension Office prior to the 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 compensation insurance coverage must be on file in the Putnam County Extension Office prior to the date of rental. Lost and Found --Valuable items (as reasonably determined by Putnam County Fair and 4-H Club Association or its successors, representatives, agents, and assignees) left behind by Renter will be held for no longer than one (1) month and a reasonable effort will be made to contact Renter for return. If the item(s) are not claimed within the timeframe noted, then they will become the property of the Putnam County Fair and 4-H Club Association or its successors, representatives, agents, or assignees to be dealt with in its discretion. Cancellation notice --Booking agent must be notified sixty (60) days prior to the 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. Jurisdiction and Venue --The courts of Putnam County, Indiana, shall have exclusive jurisdiction and be the sole venue for any dispute arising between the parties to this agreement, including but not limited to breach of contract actions. Attorney s Fees and Costs-- Renter agrees to pay all reasonable costs, attorney's fees, and expenses that shall be paid or incurred by Putnam County Fair and 4-H Club Association and its successors, representatives, agents, or assignees in enforcing this agreement and agrees to hold Putnam County Fair and 4-H Club Association and its successors, representatives, agents, and assignees harmless for any acts of Renter or Renter s guests. 3 of 5

4 Rental application for use of the Putnam County Fairgrounds facilities. Contact Person/Organization: Phone number: Type of event (wedding, auction, meeting, etc): Date(s) requested: Time requested: Event Start Time: Will alcoholic beverages be served at event: YES NO If yes, refer to policy regarding alcohol. If rented, I understand, no alcohol is to be served from within the Farm Bureau Inside Arena Concession Stand. Initial Name of caterer: Electronic Sign Message: The Putnam County Fair and 4-H Club Association 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 Agreement and will provide a CERTIFICATE OF INSURANCE prior to the event date. 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: Printed: 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: 4 of 5

5 Putnam County Fairgrounds Greencastle, IN Rental Rates Please indicate on the 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 Renter. Full payment is due sixty (60) days prior to the event. Requested Facility Facility Damage Deposit Daily Rate # of days Total cost York Auto Family Community Building East $250 $375 York Auto Family Community Building West $250 $375 York Auto Family Comm. Bldg. East and West $250 $650 York Auto Family Comm. Bldg. Kitchen (only available in addition to rental of East or West) 3 Day Wedding Package--Comm. Bldg. East, West, and Kitchen from Noon Fri. to Noon Sun. N/A $75 $250 $825 Harris Hall $150 $225 Early set-up (5pm evening before) N/A $50 C.B. or H.H. Mon-Thurs 10am-2pm $250 ½ price Electronic Sign (2 days before event) N/A $20 Farm Bureau Inside Arena $300* $550 Farm Bureau Inside Arena Concession Stand $100 $50 AgriGold Beef or Dairy or Sheep or Swine Barn $300* $125 Goat Barn $300* $250 Horse Barns (fee includes both) $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 as per the Putnam County Fairgrounds Rental Agreement terms. 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. 5 of 5

Putnam County Fairgrounds

Putnam County Fairgrounds Greencastle, Indiana 765-655-1565 Description of rental facilities (some facilities are unavailable November 1st thru April 1st): York Auto Family Community Building: East side