FACILITY RENTAL POLICIES AND AGREEMENT Marland Mansion & Estate SECTION 1. DEFINITIONS The following words and phrases shall have the meanings given herein: A. Facility shall mean the Marland Mansion, Artist Studio, Lydie s Cottage, and/or Marland Estate grounds. B. Rental Agreement shall mean the written permission issued to an applicant by Management of Facility, under the authority and conditions as provided herein, and shall mean and include any amendment or supplement to same. C. Renter shall mean any person, association, organization, partnership, business, school, company, or corporation that is granted a Rental Agreement to use Facility. D. Management shall mean Facility Director or his/her duly authorized assistant. E. Event shall mean any show, sporting event, meeting, party, dance, or other event held at Facility. SECTION 2. RENTAL AGREEMENT A. A Rental Agreement for use of Facility or any part of Facility thereof shall be issued by and signed by Management. Management may require the rental applicant to provide any information necessary to determine facilities, arrangements and any special services necessary for the proper management of any Event scheduled in Facility. Management may require such information to be set forth in writing prior to the issuance of a Rental Agreement or at such time before the coordination of Event as may be deemed necessary. No person may use Facility without first having obtained a written Rental Agreement from Management. No verbal agreements for use of Facility or any part of Facility thereof shall be binding upon Management or upon the City of Ponca City. B. Renter shall pay all rental fees for use of Facility prior to occupancy of Facility. A signed Rental Agreement and payment of the required fees guarantees the rental space and date. 1. If the total of all rental fees is $250.00 or less, payment in full is due at the time of booking. 2. If total rental fees are greater than $250.00, an initial payment of $250.00 is due at the time of booking. The remaining balance is due thirty (30) days prior to Event. 3. If Facility is booked thirty (30) days or less from date of Event, payment of all fees, including any required damage deposit, is due at the time of booking. 4. Payment may be made in cash or by check, credit card (Visa or MasterCard), or company purchase order. 5. Failure to meet any payment deadline may result in cancellation of Rental Agreement. C. A damage deposit is required for any Event held after 5:00 p.m. Payment of any required damage deposit is due in full thirty (30) days prior to Event. If no damages are found after Event, the damage deposit will be refunded in a timely manner. Refund of any damage deposit is contingent upon: 1. No Agreement violations; 2. Appropriate cleanup and trash removal; and 3. No damages to Facility. Initial Rev. 11/07 Page 1 of 7 Printed 03/04/2011
Renter further agrees to pay for any and all damages to Facility and for any damage to or loss of any property or equipment of Facility or of any other City property resulting, either directly or indirectly, from such occupancy or use of Facility, by or through the negligence or other acts of Renter, his agents and employees, or any person or persons participating in or attending Event. Renter will be billed for any damages found in excess of any damage deposit previously paid by Renter. D. Rental fees include Event and up to four (4) hours of setup time prior to Event. The number of hours available for setup is based upon the type of event being held. Setup time must be approved and scheduled by Management. E. If Renter cancels Event, Renter must notify Management in writing. If cancellation notice is received by Management ninety (90) days or more before Event, all fees and deposits previously paid by Renter will be refunded in a timely manner. There will be no refund of fees or deposits if cancellation notice is received less than ninety (90) days before Event. F. Reservations may be made up to one year in advance. G. All monies received as rental for Facility shall be paid over and deposited by Management to the City of Ponca City Finance Department. H. Management is authorized to contract for the rental of Facility on behalf of the City of Ponca City, subject to the provisions herein. The City of Ponca City, represented by Management, may cancel the Rental Agreement of any person or organization if, in the opinion of Management, the person or organization is not acting in the best interest of Facility. In the event of cancellation by Management, all monies previously paid by Renter may be retained by the City of Ponca City. I. Management reserves the right to refuse to schedule any Event that for any reason is not in the best interest of Facility. SECTION 3. ADDITIONAL INSURED MAY BE REQUIRED Management may, at his/her discretion, require any person applying for a Rental Agreement to use Facility to name the City of Ponca City as an additional insured on event liability insurance. SECTION 4. SERVICES FURNISHED BY MARLAND ESTATE Rental of Facility interiors shall include normal heat, light, water, air conditioning, tables, chairs, and building and cleaning maintenance but shall not entitle Renter to any personnel service in connection with Event for which the Rental Agreement is granted. However, Management may, at his/her discretion and at no additional cost to Renter, furnish the services of those employees of the City of Ponca City who are regularly employed as a part of Facility staff. SECTION 5. FACILITY AVAILABILITY AND CAPACITY Only the following areas are available for rent: A. Mansion Lower Level includes the Inner Lounge, Outer Lounge, Hunt Kitchen, and restrooms The built-in stage, located in the Outer Lounge, is available for band and disc jockey use. B. Mansion Gallery includes the Ballroom and North Salon 1. The East Terrace, located off the Gallery, is available for use in conjunction with Gallery rental when weather permits. Initial Rev. 11/07 Page 2 of 7 Printed 03/04/2011
2. The Steinway grand piano in the Ballroom is available for use but may only be played by a professional pianist. 3. Gallery rental includes the use of restrooms located on the Lower Level. The Entrance Foyer may be decorated after 5:00 p.m. C. North Terrace and the Immediate Lawn 1. This area may only be rented in conjunction with rental of the Mansion Lower Level and/or Mansion Gallery. 2. In the event of inclement weather on the date of Event, an available area, to be determined by Management, can be provided to you for an additional rental fee. No setup is provided for this additional area. D. Artist Studio includes the Great Room and restroom E. Lydie s Cottage includes the Carriage House, Patio, Kitchen, and first-floor restroom F. Estate Grounds includes Boathouse Area, Gazebo Area, and Artist Studio Archway Area 1. Building rental is not required to rent any of these areas. 2. The rental fee is for outdoor space only and does not include any setup or equipment. Renter is responsible for obtaining and paying for any equipment or services for Event, including tables, chairs, trash receptacles, portable toilets, etc. 3. These areas have no inclement weather plan and no restroom facilities unless Renter chooses to rent either the Artist Studio or Lydie s Cottage as a backup. Events must be concluded and all guests out of Facility as follows: Marland Mansion: 12:00 a.m. (bars, bands, and disc jockeys shut down by 11:30 p.m.) Artist Studio: 12:00 a.m. Lydie s Cottage: Patio 11:00 p.m.; Carriage House 12:00 a.m. Estate Grounds: 11:00 p.m. (including North Terrace and Immediate Lawn) CAPACITY Theater Seating Dinner Seating Standing Wedding Setup Round Tables Seating 8 Reception Setup MANSION LOWER LEVEL 200 maximum Inner & Outer Lounges 135 104 200 MANSION GALLERY 200 maximum Ballroom 130 120 120 North Salon n/a n/a 120 ARTIST STUDIO 40 maximum Great Room 40 32 40 LYDIE S COTTAGE 125 maximum Carriage House 64 64 64 Patio n/a n/a 125 Initial Rev. 11/07 Page 3 of 7 Printed 03/04/2011
SECTION 6. PORTRAIT/PHOTOGRAPHY SESSION An area may be rented for a portrait/photography session to be scheduled between 8:00 a.m. and 10:00 a.m., Monday through Friday. The session will be limited to two (2) hours and is subject to space availability. Payment in full must be made prior to portrait/photography session. SECTION 7. WEDDING REHEARSAL Up to two (2) hours will be allowed for the rehearsal for a wedding to be held at Facility. The rehearsal must be scheduled in advance and is subject to space availability. A rehearsal scheduled after 5:00 p.m. will require one (1) or more Security Officers. SECTION 8. ORGANIZED TOUR GROUP LUNCHEON A. Motor coach and other organized tour groups may rent one of the following areas for a luncheon: the Artist Studio, Lydie s Cottage, or the Inner Lounge and/or Outer Lounge on the Mansion Lower Level. B. Tour admission fees, per person, will be charged in addition to Facility rental fee. Tour admission fees are customarily waived for one (1) bus driver and one (1) tour coordinator per organized group. C. In keeping with standard industry practice, payment by motor coach tour operators for tour admission fees and luncheon rental fees may be made on the day of the tour. Payment may be made in cash or by check, credit card (Visa or MasterCard), or company purchase order. D. Catered meal service is required and is at the tour group s expense. Facility rental fee includes routine table and chair setup. All other arrangements are the responsibility of Renter and/or caterer. E. Dining is limited to two (2) hours and may be scheduled between the hours of 10:00 a.m. and 5:00 p.m., Monday through Thursday. F. At Management s discretion, dining hours may be extended past 5:00 p.m. during the Festival of Angels season (the day after Thanksgiving through December 30). One (1) or more Security Officers are required for any activity after 5:00 p.m. SECTION 9. FOOD SERVICE A. Renter selects and pays for caterers subject to approval by Management. B. All food brought into Facility must be ready to serve. Work areas are available for final preparation, but no cooking is allowed in Facility. C. Only Sterno may be used with warming trays. No propane warmers are allowed in Facility. D. Renter is responsible for removing all trash from food and alcoholic beverages and any decorations or equipment from Facility at the conclusion of Event. Initial Rev. 11/07 Page 4 of 7 Printed 03/04/2011
SECTION 10. ALCOHOLIC BEVERAGE SERVICE A. Renter, their guests, agents and employees are responsible for complying with State of Oklahoma and Kay County liquor laws. B. Oklahoma law requires Renter to hire a licensed liquor caterer or to obtain a Special Event License if any of the following conditions apply: 1. Event is open to the public and alcoholic beverages are sold or provided. 2. There is a charge for the alcoholic beverages served or provided at Event (a cash bar), whether a public or private function. 3. A cover charge or donation is required to attend Event and alcoholic beverages are provided, whether a public or private function. Renter may contact the Kay County Court Clerk at (580) 362-3350 or the Alcoholic Beverage Laws Enforcement Commission at (405) 521-3484 for information on obtaining a Special Event License. C. If Event is a private function and there is no charge for alcoholic beverages, no licensed liquor caterer or Special Event License is required. D. Kegs must be kept behind the bar and are allowed only on the Lower Level of the Mansion. E. No glass beer containers are allowed. F. At least one (1) Security Officer will be required for any Event at which alcoholic beverages are served. SECTION 11. SECURITY OFFICERS A. Security Officers are required for Event if any of the following conditions apply: 1. Event will be held after 5:00 p.m. At least one (1) Security Officer will be required. 2. Alcoholic beverages will be served. At least one (1) Security Officer will be required. 3. There will be more than one hundred twenty-five (125) guests. At least two (2) Security Officers will be required. B. Security Officers will be scheduled for duty as follows: 1. Management has the right to determine the number of Security Officers needed for Event. 2. Management will schedule the Security Officer(s), who must be a member(s) of the Ponca City Police Department. 3. A minimum of two (2) hours is required for each Security Officer scheduled. 4. A Security Officer will arrive at 5:00 p.m., and a Security Officer will remain on duty until the premises are vacated. 5. If more than one (1) Security Officer is required, the additional Security Officer(s) will arrive at the start of Event and leave at the end of Event. 6. A Security Officer may call for extra Security Officer(s) during Event if he/she deems it necessary. C. Security Officer(s) are to be paid directly by Renter. A receipt for the hours worked will be provided to Renter by each Security Officer at the close of Event. Renter is responsible for paying the Security Officer(s) at that time. Initial Rev. 11/07 Page 5 of 7 Printed 03/04/2011
SECTION 12. PERMITS AND LICENSES It is Renter s responsibility to obtain any and all licenses and/or permits which may be required by law for the lawful conduct of any activities which Renter intends to conduct at Facility. SECTION 13. GENERAL TERMS AND CONDITIONS A. Renter and their guests, agents, and employees shall at all times conform to all rules and regulations for the use and occupancy of and operations in Facility, as adopted, issued, or ordained, from time to time, by the City of Ponca City. Any violation of such rules and regulations by any of the persons mentioned in this section shall, at the discretion of Management or his/her designee, subject such person or persons to immediate expulsion from Facility and the forfeiture of all rental fees paid under the Rental Agreement for the full term thereof. B. Smoking is not allowed anywhere in Facility. C. Animals are not allowed anywhere in Facility. D. Fires are not allowed in any fireplace in Facility. Open flames are not allowed anywhere on premises. E. Fog machines are not allowed anywhere in Facility or on premises. F. All candles must be self-contained or dripless. G. Tables and chairs owned by the Marland Mansion and Estate may not be used outdoors. H. Management reserves the right to approve layout of Event, including electrical requirements. I. Management must approve the use and location of any decorations, exhibits, equipment, or supplies to be used for Event. No tape, staples, etc. may be used to affix decorations, exhibits, or signs to any walls, doors, or other parts of Facility. J. Only Marland Estate staff members are allowed to move, rearrange, or remove any equipment, furnishings, or other articles that are the inventoried property of the City of Ponca City. Renter must obtain written permission from the Executive Director before any such actions may be undertaken. K. The City of Ponca City reserves the right to maintain and control parking on City-owned property on and about Facility, either by direct operation under the supervision of Management or through a contract for private operation thereof. L. Special services, as negotiated with the Executive Director, may be provided as needed. M. Facility will remain open for visitors during normal business hours: 10:00 a.m. 5:00 p.m. Monday through Saturday and 1:00 p.m. 5:00 p.m. Sunday. N. Management and other authorized representatives of the City of Ponca City shall have the right to enter any part of Facility at any time during occupancy. O. Any equipment or property of Renter remaining at Facility for more than ten (10) days after the conclusion of Event may be deemed abandoned and may be disposed of by Management as is deemed advisable and as authorized by law. P. We will always try to honor your request for the area you desire, but we cannot guarantee it will be available at the time of your Event due to the on-going restoration of this National Historic Landmark. Initial Rev. 11/07 Page 6 of 7 Printed 03/04/2011
IT IS IMPORTANT THAT ALL PERSONS INVOLVED IN THE PREPARATION AND EXECUTION OF EVENT BE MADE AWARE OF THESE POLICIES, TERMS AND CONDITIONS. ANY DEVIATION FROM THESE POLICIES, TERMS, AND CONDITIONS WILL RESULT IN FORFEITURE OF DEPOSIT AND/OR RENTAL FEES. I HAVE READ AND ACCEPT THESE POLICIES. Renter Date Marland Mansion & Estate Representative Date Rev. 11/07 Page 7 of 7 Printed 03/04/2011