COMMUNITY ROOM RENTAL POLICIES

Transcription

1 COMMUNITY ROOM RENTAL POLICIES Dear Prospective Community Room Tenant, Thank you for your interest in renting one of the Westside Pavilion Community Rooms. Please read this application carefully, as there have been numerous changes put into effect beginning June All forms must be submitted prior to management review. Payments Checks payments must be submitted in two (2) separate checks; one for the rental fee and the other for the security deposit. Non-Profit (Verified) $50 for the first two hours, (30 minute Set-up/Breakdown at no charge) $25 for each additional hour $1,000,000 General Liability Ins. Policy (See Application for details) $100 Cleaning Deposit For Profit $100 for the first two hours, (30 minute Set-up/Breakdown at no charge) $50 for each additional hour $1,000,000 General Liability Ins. Policy (See Application for details) $100 Cleaning Deposit Any check(s) returned from the bank will accrue a $50.00 fee for NSF charges. Reservation Policies To help us manage the numerous meeting requests for our community rooms please be aware of the following policies: Community Room Applications are accepted on a first come first serve basis. A complete application with all supplemental forms is required to hold any date. You will receive a contract for your rental room within Five (5) Business Days from receipt of your completed application. You have Five (5) Business days to return your signed contract or your room will hold will be released. Payment is due in full prior to being admitted to your community room. Reservations will no longer be taken over the phone or by mail. Reservations are accepted up to 3 months in advance. Cancellation Policy For a full refund a written cancellation notice must be received by the management office two (2) weeks in advance of the reserved date. All cancellations less than 2 weeks to the date of reservation will not be refunded.

2 Please note: Westside Pavilion Management Office has priority for access to all Community Rooms. Your meeting(s) are subject to re-location and/or cancellation at our discretion. You will be notified in advance of this change and a refund of your room fee will follow in approximately two (2) weeks. Location: Community Room A is on level 3, of the main mall, east end, behind the food court. Community Room B is on the level 3, adjacent portion of Westside Too at Landmark Theatres. (Signs are posted) *Specialty Rooms for larger groups or one day events are available. Please complete the Common Area Use Survey and return it to the management office along a written description of your event for more information. Capacity: Hours: Community Room A: 68 People Community Room B: 94 People The Community Rooms are available during Westside Pavilion Mall hours only Monday Friday Saturday Sunday 8:00 am 9:00 pm 10:00 am 8:00 pm 11:00 am 6:00 pm Set up and break down may be allowed 30 minutes before opening and after closing of the mall. Equipment: Chairs and Tables are available in each room. Available quantities are subject to change without notice. Care must be exercised in the use of all equipment, in the event of any missing or damaged equipment; your organization will be fully liable to reimburse Westside Pavilion as follows: $50 per chair $100 per table Currently no audio or visual equipment is provided or available for use in the community rooms. Wi-Fi is available in Community Room A but cannot but guaranteed. Set Up & Breakdown: All organizations are solely responsible for all set up and break down of equipment. Tables and chairs are located in the storage closet of Community A and Community Room B. All equipment must returned to storage and the end of your rental. If equipment is not returned to its original storage location we reserve the right to keep your security deposit. Flyers/Signage: No signs, posters or flyers can be displayed outside of the Community Rooms without obtaining approval from Westside Pavilion Management. Any sign, poster or flyer displayed without the approval of the management

3 office will be immediately removed and your security deposit may not be refunded. Pre-promotion signage and marketing materials is available from Westside Pavilion including; Flyers Common Area Signage Blasts/Website Posting/Social Media support For specific packages and more information please contact the Westside Pavilion Marketing Department at Cleaning Policy: Rental groups are fully responsible for returning the community rooms to pre-rental conditions. No cleaning materials or equipment will be provided by Westside Pavilion. Rooms left in unsatisfactory condition will forfeit the security/damage deposit. Outside Food Policy: Parking: Outside food and drink is allowed in the Community Rooms. Alcoholic beverages are prohibited at all times. Our food court is conveniently located just outside Community Room A. We encourage you to purchase coffee, pastries, lunch, dinner, etc., from any one of our merchants for your meetings. Westside Pavilion provides three (3) Free Hours of Parking for all Guests. Self-Parking pricing is as follows: Self-Parking Rates: 0 to 3 hours: Free 3rd to 4th hour: $5.00 Each additional 30 minutes: $2.00 Over 6-24 hours: $20 Lost Tickets Pays Maximum Posted Rate: $20 Validated All-Day Parking available for $5 Community Room rentals can pre-purchase all-day parking validation for their guest for $5. Please note the number of parking passes you need on your rental room application. They will be provided to you at contract signing.

4 COMMUNITY ROOM APPLICATION Organization Title: Legal Entity Sponsoring Event/Activity: (Full Legal Name of Organization as registered with the state) CIRCLE ONE - General Partnership - Limited Partnership (L.P.) - Corporation (Inc.) - Limited Liability Company (L.L.C.) - Sole Proprietor State of Formation: Federal Employer Identification #: - This is not the same as a non-profit number. Sole Proprietor use Social Security #. Are you a Registered Non-Profit: Yes or No - If Yes, please return with a copy of your current 501(c)(3) IRS letter of determination Legal Address: address: Telephone / Fax: Requested Date and Time of Event: Event/Activity Title: Event Description (3-5 sentences preferred):

5 Cost for Admission/Enrollment/Tickets: Anticipated Attendance: Are you selling merchandise/services? Yes or No - If Yes, please describe the merchandise/product/service Do you need All-Day Parking Passes for your guests? Yes or No - If Yes, How many? Other Third Parties Associated with the Licensed Activity: Primary Contact & Title: address: Telephone: - Office: - Fax: - Mobile: Emergency Contact & Title: Telephone: - Office: - Fax: - Mobile: address: FOR OFFICE USE ONLY Received by on (date). Contract Written on (date).

6 COMMUNITY ROOM RULES AND REGULATIONS The following are the rules and regulations for the use of the Westside Pavilion Community Rooms. 1. Organizations must adhere to all elements of the Code of Conduct posted at all Mall Entrances. Failure to comply with the Code of Conduct may result in a immediate cancellation of your event. 2. Alcoholic beverages are not allowed on the premises. 3. Westside Pavilion is a smoke-free environment. No smoking is allowed in the Shopping Center. 4. The rooms must be left in a clean and orderly condition, and all rubbish and debris must be disposed of properly. 5. Care must be exercised in the use of all equipment and upon vacating the premises please be sure that all water faucets and other utilities are shut off safely. 6. Dogs, cats, and other pet animals, are strictly prohibited on the premises with the exception of service animals. 7. Tape is not to be used on walls and furnishings. With regards to woodwork and walls, absolutely no stapling, nailing, or screwing of items is permitted. 8. Westside Pavilion s merchants are not to be solicited for free Prizes or donations. 9. Organizations agree to first solicit from and make good faith effort in dealing with the merchants of the center for the purchase of any food, beverages, or services, which may be needed in connection with a catered event at the Community Room. 10. All chairs and tables are to be returned to their respective storing areas upon vacating the premises. The room will be inspected before and after each group occupies the room. 11. Should any damages to the structure or fixtures occur the organization will forfeit their security deposit and be required to submit another security deposit of $250 before entrance will be permitted for the next scheduled use of the room. The organization will be notified in writing within one week of said damages. 12. Organizations failing to abide by the Rules and Regulations of the Westside Pavilion Community Rooms will forfeit further use of the Community Rooms. NOTE: A FULL AND COMPLETE APPLICATION IS REQUIRED TO HOLD YOUR DATE. IF PROOF OF INSURACE AND PAYMENT IS NOT RECEIVED PRIOR TO THE DATE OF YOUR EVENT YOU WILL BE DENIED ACCESS.

7 COMMUNITY ROOM RULES AND REGULATIONS I, and the members of my organization, understand that the use of the Community Room(s) is subject to all the rules and regulations herein set forth. I agree, and the organization in which I am authorized to represent, agrees to be bound by all such rules and regulations and any and all other agreements contained herein. Signed: Date: Title: Organization: Please sign and return the original copy to the Westside Pavilion Management Office and retain one copy for your files. Thank you! Revised 5/20/15