Auditorium Rental for Conferences/Conventions

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Dana Maxwell
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1 THE RENAISSANCE ARTS CENTER, INC. HISTORIC WILSON THEATRE and EVENT CENTER 610 Fremont Avenue P.O. Box 594 Rupert, ID Telephone: Fax: Unless this contract is returned with deposit by, the rental is not guaranteed. This document and any attachments, when signed by the CONTRACT PERSON named below will represent an agreement between the Renaissance Arts Center Inc. (RAC) and (Renter), regarding the use of the Wilson Theater Auditorium and other facilities operated by RAC for Renter s upcoming:. Renter Information: Contract Contact Person: Renter: Individual Profit Non-profit Address: City, State, Zip: Phone: Use Information: Use Time: Set Up Time: Clean-up/Removal of property date: Time: Rental $: Cleaning Deposit $: 1

2 1.0 RENTAL & DEPOSITS: 1.1 Rental: FACILITIES, POLICIES, & RATES A facility deposit of $ to be paid by no later than. 1.2 Security Deposit: A security deposit of $ is payable upon executing of this agreement. The security deposit will be returned upon the premises being left after the event in the condition as hereinafter set forth. 1.3 Clean-up by RAC: If the renter desires to have RAC do the clean-up after the event the Renter will pay a cleaning charge of $25.00 per man hour, with a minimum charge of $ A cleaning fee deposit of $ will be paid, in addition to the rental fee, at the time of payment of the rental fee. 1.4 Return of deposit and cancelation fee upon cancelation by Renter: The renter may cancel this agreement, by written notice delivered to RAC at its office in Rupert, Idaho, at any time prior to 45 days before the Use Date and obtain a full refund of the security deposit. No refund of the security deposit of $ will be made for cancelation with 45 days of the Use Date. For cancelation within 14 days of the Use Date the renter will be charged a fee of $ (50% of the rental fee). 1.5 Return of Security upon completion of use: The security deposit, if the premises are left in the condition as hereinafter set forth, will be returned to the renter within 7 days of the end of the event. 1.6 Included Areas: The rental includes the auditorium, stage, green rooms, dressing rooms and lobby area, including use of all rest rooms accessed from the lobby. All areas of the upstairs event center and the RAC office are off limits to the renter and those attending the renter s function. All facility activities must be conducted between the hours of 8.00 a.m. and p.m. Should any activity extend past p.m. an additional $75.00 per hour or part thereof, will be charged to the Renter and deducted from the security deposit. Also included in the rental are the chairs, tables and other items described in Exhibit A attached to this agreement. 2.0 USES AND MANAGEMENT: 2.1 The Renter is renting the facilities for the purpose of. The representative of the Renter signing this agreement is required to be at the rented facility at all times while their group, organization or guests are using the facility. 2

3 No other uses, other than that specified, will be permitted. It is understood that in connection with this use, the Renter may be providing food and beverages to those attending the function. Food and beverages will be served and consumed in spaces negotiated and agreed upon by both parties. 2.2 Renter s Responsibility for guests: The Renter will be responsible to control those attending the Renter s function and for any damages caused by those attending the Renter s function. Improper use of stairs can create a safety hazard to those using the stairways. Children under the age of 16 years will not be allowed to operate the elevator or on the lobby stairs unless accompanied by the adult and the Renter will not allow children to run or play on the stairs. 2.3 Smoke and Gum Free Facility: The leased premises are a smoke free facility. No smoking is permitted inside of the premises. Also, because all floors in the facility are carpeted, no gum is allowed in the facility. Receptacles for disposal of tobacco products will be provided by the Lessor and located outside of the front entrance. Receptacles for disposal of gum will be provided by the Lessor and will be located immediately inside the front entrance. The renter will be responsible for the cost of removal of any gum left by the Renter s guests. If the gum cannot be successfully removed a charge of $50.00 will be assessed for each square of carpet that is replaced. 2.4 Damages: No posters, pictures or other items of any kind shall be attached to walls or doors by the renter or those attending the renter s function. In the event damages occur to the premises, by spilled food or beverages or by the renter s use, beyond normal wear and tear, the renter will be responsible for the cost of repairs for the damages. 2.5 Facility Access: The Renter will be provided access by the Lessor s Facility Director, who will be present at the Renter s event to facilitate access to the facility and use of the facility. The Renter will schedule access through the Lessor s Executive Director. 3.0 TECHNICAL RESPONSIBILITIES: 3.1 Cleaning: In the event RAC is contracted to do the cleaning after the event the Renter will leave the premises broom clean. If the Renter elects to do the cleaning the cleaning will be done by the cleanup date and in the manner described on Exhibit B of this agreement and must be done to the satisfaction of RAC. A cleaning fee or maintenance fee may be assessed if the facilities are not left in the described condition. 3.2 Equipment: 3

4 RAC provides only the equipment described on Exhibit A. This equipment is provided at no additional cost. The Renter will be responsible for the cost of repair on any equipment for any damages, beyond reasonable wear and tear, occurring during the use by the Renter. 3.3 Charges against Security Deposit: The security deposit is for the purpose of securing compliance by the Lessor with the lease, including costs of any cleaning or repairs chargeable to the Lessor under the terms of the lease. The Lessor will notify the Renter of any claims of damages or cleaning costs that may be assessed against the Renter within two working days after the Renter s event. The Renter may request a meeting within 24 hours of the notice of claim to review the alleged damages or cleaning costs with the representative of the lessor. The cost of cleaning or repair of damages will be assessed at the actual cost incurred by the Lessor for the cleaning or repair and deducted from the security deposit. If the cost exceeds the security deposit the balance will be billed to the Lessor and shall be due and payable within fifteen days of the billing date. 3.4 Insurance: RAC has property and casualty insurance, but RAC coverage does not extend to the Renter s or other s property brought on to the premises for, or by the Renter. The Renter is advised to acquire its own insurance coverage. The Renter agrees to indemnify and hold RAC harmless from any liability arising out of the Renter s use of rented premises. 3.5 Facility Director: The Lessor s Facility Director will be present at the Renter s event to facilitate access and use of the premise and the premise s equipment and to monitor compliance with the lease. The Facility Director is responsible to assure compliance with the lease restriction including the right to ask those attending the function, that are violating the lease terms, to leave or to ask the lessor to have the attendee comply with the lease restriction or leave the premises. Any attendee violating the law will be referred to law enforcement for arrest and removal. If compliance with the lease terms by the attendees cannot be obtained the Facility Director has the right to close the facility and end the lessor s function for noncompliance with the lease. 3.6 Termination of Agreement: RAC reserves the right to terminate this contract, without compensation, in the event of fire, casualty or other force majeure which render the facility unsafe or unfit for the intended use of the Renter. 4

5 IN WITNESS WHEREOF the parties have executed this agreement the day and year indicated below: Renaissance Arts Center, Inc. Theatre Administrator or RAC Board Member Renter: Fee Summary: Rental Fee Cleaning/Security Deposit Cleaning Fee if contracted to RAC $ $ $ 5

6 THE RENAISSANCE ARTS CENTER, INC. RENTAL AGREEMENT EXHIBIT A Equipment included in rental Chairs Podium Projector Screen 2.5 x 6 tables 2.5 x 8 tables upright piano and bench Sound equipment: Renaissance Arts Center, Inc. Theatre Administrator or RAC Board Member Renter: 6

7 THE RENAISSANCE ARTS CENTER, INC. RENTAL AGREEMENT EXHIBIT B Cleaning by Renter After the conclusion of the Renter s event and by the clean-up date the Renter will clean the leased premises to the condition it was in when received by the Renter. The cleaning supplies furnished by the Lessor are found in the main floor cleaning closet across from the elevator. Cleaning shall include, but not be limited to the following: 1. Wipe off and return tables and chairs to their storage places upstairs in the event center. 2. Pick up paper or debris from the floors in the lobby, theatre, stage, green rooms, dressing rooms and bathrooms. 3. Vacuum the rugs in the theatre and floors in the lobby if needed. 4. Sweep theatre floors. 5. Empty garbage cans, including restrooms. Replace bags. (Replacement bags can be found in the cleaning closet on the main level.) The Renaissance Arts Center, Inc. hopes you have an enjoyable experience in the Historic Wilson Theatre and Events Center! 7

ARIEL-ANN CARSON DATER PERFORMING ARTS CENTER BANQUET HALL 4- HOUR RENTAL CONTRACT

ARIEL-ANN CARSON DATER PERFORMING ARTS CENTER BANQUET HALL 4- HOUR RENTAL CONTRACT BANQUET HALL 4- HOUR RENTAL CONTRACT RENTER INFORMATION PLEASE PRINT:, 20 DATE OF EVENT START EVENT START TIME TIME ACCESS NEEDED EVENT END TIME (ACTUAL END TIME) RENTER S NAME ADDRESS CITY, STATE, ZIP