KEN EDWARDS CENTER (KEC)

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1 KEN EDWARDS CENTER (KEC) The Ken Edwards Center (KEC) was designed as a resource and meeting center for organizations which strive to meet the human service needs of Santa Monica residents. Conference and meeting space is available to non-profit human service agencies, as well as private civic membership organizations convening meetings focused on human service issues. Intended uses of the facility include: human service-related conferences, forums, public hearings, training sessions, discussion groups, board meetings, and activities which promote the success of human service non-profit organizations. KEC IS NOT AVAILABLE FOR THE FOLLOWING PURPOSES: Political Functions Religious Functions Private Functions Recreational Classes Self Help Group Meetings KEC PRIORITY RESERVATION SCHEDULE: 1. Commission Meetings & Senior Lunch Programs 2. City-Funded Non-profit 501c3 and 501c4 Organizations 3. City of Santa Monica Department and Division Meetings and Functions 4. City-Sponsored Functions 5. Neighborhood Groups with 501(c)3 Status 6. Other Non-profit 501(c)3 Human Service Related Organizations LOGISTICAL INFORMATION: 1. Hours of Operation: KEC meeting room hours of availability are Monday-Thursday, 8am-10pm; Friday and Saturday, 8am-5pm (including set up and break down time). 2. Parking: Parking at KEC is very limited and is not guaranteed to visitors. Street parking and parking in the 4th Street public parking structure are options. During regular business hours (Monday-Friday, 8am-6pm), park in Visitor and metered spaces only. Cars parked in assigned spaces may be ticketed or towed. Assigned spaces may be used for visitor parking during non-business hours. 3. Supplies: Supplies, including cups, plates, utensils, easel paper, marking pens, coffee, water, copies of handouts, should be procured prior to your arrival at the KEC. KEC does not sell or provide these items. Coffee pots, easels, TV/VCRs, lecterns, tables and chairs are available and should be requested on the application. 4. Recycling: If you are having food/beverages at your meetings, please instruct your attendees to utilize recyclable containers in the appropriate locations. The use of non-recyclable plastic food and polystyrene ( Styrofoam ) containers, those with a #6 in the recycling logo, is prohibited. For more information visit 1

2 KEC PERMITTING PROCESS 1. Applications must be received at least 10 calendar days prior to the date of the event but no more than three months in advance. Permits are issued subject to availability of facility and staff. 2. Payment is required within 10 calendar days of approval notification. Payments must be made by exact cash, credit card (Visa, MasterCard and Discover only), check or money order (payable to CITY OF SANTA MONICA). Drop off or mail to the Community Recreation Division, th Street, #106, Santa Monica, CA Exact cash payments are only accepted in person. 3. A KEC Facility User Certification Form is to be completed by all non-city organizations wishing to obtain a permit to use the KEC. 4. All non-profits must provide proof of current non-profit status (501(c)3). 5. Applications for use of the KEC meeting rooms are accepted and processed according to the priority reservation schedule outlined below: For requests during January March, applications will be accepted from Sept Oct. 10 For requests during April June, applications will be accepted from December 15 January 10 For requests during July September, applications will be accepted from March 25 April 10 For requests during October December, applications will be accepted from June 25 July Applications submitted after the quarterly cut-off dates noted above will be processed on a first-come, first-serve basis. One-time special events may be permitted outside the quarterly booking process on a case-by-case basis for City-funded non-profit organizations and for City or City-sponsored functions. 7. Applicants will be notified via phone, or fax, as to the status of each application. Approved permits will be mailed, ed or faxed upon completion. 2

3 KEC GENERAL RULES FOR USE 1. KEC conference rooms are available for public gatherings such as conferences, forums, public hearings, training sessions, discussion groups, board meetings and other activities that promote the success of human service non-profit organizations. 2. KEC is not available for any of the following uses: Purposes prohibited by city ordinance, or by state or federal law Political activities/religious activities Events which directly profit a commercial organization or individual Private use Recreational programming 3. Applicant may not sell items on KEC premises except in the case of non-profit fund raising and only with prior approval from the Permit Supervisor. Commercial advertising or soliciting is prohibited. 4. Applicant agrees to leave the room(s) and furnishings in the condition that they were found. Applicant further agrees to accept liability for any damage to the facility, its furnishings or equipment caused by the organization s occupancy. 5. Chairs, tables and other City equipment cannot be removed from the building. 6. For groups composed primarily of youth under 18, applicant agrees to have one adult in attendance in a supervisory capacity for every 15 youth. Adult groups must have a designated responsible person on site. 7. Applicants wishing to hang displays/decorations or have music must obtain prior approval from the Permit Supervisor. 8. Applicants may not unduly disrupt the operation of the Center and its tenants. 9. The serving of alcoholic beverages, smoking or use of illegal substances is prohibited. 10. The use of non-recyclable plastic food and polystyrene ( Styrofoam ) containers, those with a #6 in the recycling logo, is prohibited. For more information visit in the main kitchen and in the hall are available for use. Refrigerators are not available for use. 11. Rooms must be left in a clean and orderly condition. All leftover food must be disposed of in outside trash bins or removed from the facility. 12. All materials and equipment brought into the Center must be promptly removed after each event. 13. KEC may not be used as a mailing address for organizations or individuals. 14. Any violation of the permit rules may result in applicant s inability to use any City of Santa Monica facility in the future. 15. Refunds, less a $15 processing fee, will only be given when the cancellation request is received in writing at the Reservation Office at least 10 calendar days prior to the permit date. Written refund requests must include a copy of the receipt or receipt number. Please allow 4 weeks for processing. 16. Permits may be revoked by the Community and Cultural Services Department if there is a conflict with Departmental use. The Department will give timely notice of such a conflict. 3

4 17. The KEC Permit Supervisor reserves the right to cancel or re-assign meeting dates and/or rooms due to emergency requirements of the City of Santa Monica or the opportunity to support a human service meeting of great community benefit. Should a cancellation be necessary, fees will be refunded. Every effort will be made to locate alternate conference space should this become necessary. 18. Applicants must adhere to the approved meeting time. Please do not arrive before or stay beyond your permitted time. 19. Smoking is prohibited in City buildings and within 20 feet of the entrance, exit or open window of any building open to the public (SMMC (a)(8). Revised 12/6/11 4

5 Community Recreation Division th Street, Room 106, Santa Monica, CA Phone: (310) Fax: (310) KEN EDWARDS CENTER RENTAL/ROOM USE APPLICATION (A Facility User Certification form may be required) Organization/Dept: Contact: Address: City: Zip: Day Phone: Fax: Date/s of Event/s: Day/s of Week: Set-Up Time: Event Start Time: End Time: (Include clean-up time) Title of Event: Expected Attendance: (To be posted on the door sign) Is event open to the public? Yes No Description of Activity: Any music planned? Yes No If yes, please describe: (Subject to City approval) Indicate entrance fee or donation requested if any: Will a caterer be delivering food? Yes No Name of caterer: CIRCLE SET UP PREFERENCE OR DESCRIBE OTHER: Hollow Square Conference Horseshoe Theater x x x Banquet Circle of chairs Classroom x x x x x x EQUIPMENT REQUEST: Screen Easel Lectern/microphone American flag DVD/VCR/Monitor Coffee Pot Food Table Assistive Listening Device Applicant certifies that he/she has read & agrees to abide by the Ken Edwards Center rules & fee schedule. Signature: Date: Revised 12/6/11 5

6 KEN EDWARDS CENTER 6 Community Recreation Division th Street, Room 106, Santa Monica, CA Phone: (310) Fax: (310) APPLICATION FOR USE OF CITY FACILITY AND WAIVER AND RELEASE OF LIABILITY AGREEMENT Do not sign this agreement until after you read it and made sure there are no blank spaces. Applicant desires to use the facility located at on. In consideration of being permitted to use the facility, the undersigned Applicant waives, releases, and discharges the City of Santa Monica, its officers, agents, servants and employees (collectively CITY ) from all liability for any loss or damage whatsoever, including personal injury, death, property damage, medical expense and any other type of expense (collectively damages ) whether caused by the active or passive negligence of the CITY, while the undersigned Applicant is in, upon or about the facility premises. Applicant also acknowledges, agrees and represents that he/she has or immediately upon entering will, inspect the premises and facility. It is further agreed that entry and/or use of the facility constitutes an acknowledgment that the facility and all equipment thereon have been inspected and that the Applicant finds and accepts the facility and equipment as being safe and reasonably suited for use. Applicant accepts the facility in its present condition, and is without representation or warranty by CITY as to the condition of the facility, or as to the use or occupancy which may be made of it. Applicant also waives, releases and discharges CITY from all liability for any loss or damage, including personal injury, death, property damage, medical expense and any other type of expense caused by the condition and/or maintenance of the facility or any equipment. Applicant also agrees to release, hold harmless, defend and indemnify CITY from any and all liability for any loss, injury and/or damages to any third party arising out of the use of the facility by the third party pursuant to this application. The undersigned Applicant further expressly agrees that this waiver, release and indemnity agreement is intended to be as broad and inclusive as is permitted by the laws of the State of California and that if any portion of the Application and Agreement is held invalid, it is agreed that the balance shall continue in full legal force and effect. Applicant certifies that he/she has read and voluntarily signs the release and waiver of liability and indemnity agreement, and further agrees that no oral representations, statements or inducement apart from the foregoing written agreement have been made. Applicant Name (please print): Applicant Signature: Date: Revised 12/6/11

Community Recreation Division 1527 4 th Street, Room 106, Santa Monica, CA 90401 Phone: (310) 458-8300 Fax: (310) 395-9683 KEN EDWARDS CENTER FEES Capacity Room Approximate Dimensions Chairs only

7 Community Recreation Division th Street, Room 106, Santa Monica, CA Phone: (310) Fax: (310) KEN EDWARDS CENTER FEES Capacity Room Approximate Dimensions Chairs only Chairs/Tables Hourly Rate Non-profit Senior Services 103 or 104 or ' x 26' 40 24/4-30/5 $25.00 $ A or 100B 20' x 30' 50 24/4-30/5 $25.00 $18.75 Please Note: 1) Ken Edwards Center hours are Mon - Thur. 8:00 a.m. - 10:00 p.m., Fri. & Sat. 8:00 a.m. - 5:00 p.m. Uses outside of these times will require a staffing fee of $15.13 per hour, based on availability. 2) The rental rates indicated above are per hour of use. 3) Capacity varies depending upon square footage, placing of exits, amount of furniture and equipment in the room. Listed capacities are an approximation. 4) Definitions for user groups are stated on the Ken Edwards Center User Categories sheet. 5) Rental fee waivers may be available for City funded non-profit organizations and SM neighborhood groups. 6) Filming rates are listed on Exhibit D. 7) Staffing fees are to be amended each July 1st by the annual consumer price index (CPI) adjustment except that any such administrative revision shall not be less than any annual cost of living adjustment provided to the employees of the City of Santa Monica through Memorandums of Understanding entered into between the City and the employees bargaining representatives for the comparable fiscal year, but in no event shall the annual administrative revision be less than zero percent (0%). 8) Insurances as determined by the City's Risk Manager may be required. f:\communityrecreation\share\facilities\ \kec user application final updated docx 7

KEN EDWARDS CENTER FACILITY RENTAL APPLICATION

KEN EDWARDS CENTER FACILITY RENTAL APPLICATION Name of Organization (if any): Contact Name: Address: Contact Information Telephone: Email: City/State/Zip Code: Please provide 501(c)3 Ta ID #: Date(s) Requested: