SOMC Friends Community Center

SOMC Friends Center

SOMC Friends Community Center Our mission: To be a dependable and responsible partner in the community by providing a quality facility for social, business, fundraising and educational functions. Adjacent to the SOMC LIFE Center and connected by the atrium is the Friends Community Center, an 8600 sq. ft. facility with a stage and state-of-the-art audiovisual equipment installed in each of three connecting rooms. The facility features a permanently installed dance floor and stage. A licensed commercial kitchen is available for use as well as 500 place settings of china, glassware and flatware. Serving plates, coffee servers, chafing racks, etc., are also available for use to persons using the facility. The Friends Community Center is the perfect place for all of your gathering needs. From business meetings to weddings, we have everything to make your event memorable.

Consider the Friends Community Center for:» Professional meetings» Fundraising events» Weddings and receptions» Wedding showers» Baby showers» Educational events» Reunions» Proms» Birthday parties» Other special occasions» Athletic, academic and musical banquets Parking available Handicap parking available Can seat up to 300 with tables and 500 with theater seating Men and women s restrooms Conveniently located and easily accessible Contact Information: Friends Community Center 1202 18th Street Portsmouth, Ohio 45662 Office: 740-356-7101 Fax: 740-356-6140 friends@somc.org

SERVICES

Services we offer include, but are not limited to:» Draping» Ordering linens» Lighting» A full list of event vendors available upon request» Event décor» Full A/V system» P/C presentation (seven projectors total)» Stage/dance floor» China rentals» Dinnerware, flatware and glassware rental» Licensed commercial kitchen What s included in your rental:» Tables (banquet, round, cocktail and card)» Banquet chairs» Room attendant to help with set up and trash removal» Room layout coordination» Use of A/V system (microphones, podiums, audio and visual equipment)» Use of piano (in room A only)» Stage and dance floor (in room A only)» Licensed commercial kitchen use» Coat racks» Tables, chairs and bar set up» Room layout coordination» Piano» Alcohol permits (certain restrictions apply)» Coffee service» Coat racks

Room Rentals As many as three rooms may be rented at one time, depending on the number of guests attending the event.» One Room (A, B, or C) $120 for each hour» Two Rooms (A, B or B, C) $180 for each hour» Three rooms (A, B, and C) $240 for each hour Each room can accommodate approximately 100 guests. The Friends Community Center staff is available to assist you with determining your space needs. The number of people that will fit comfortably in a room varies with the number of food tables, gift tables, whether the screens are down and Power Point is used, etc. When booking Room A, please take into consideration the loss of space for tables if the dance floor is being used. Due to fire codes, exceeding the limit of guests per room is prohibited. Please consult the Friends Community Center staff regarding total limits. Deposits To secure your room(s) and date, a deposit equal to one hour of your room rental rate is required. This deposit will be used towards your total rental balance. The deposit must be attached to the contract returned to the Friends Community Center, 1202 18th Street, Portsmouth, OH 45662 to guarantee date reservation. Requested dates will only be held for 10 days. If contract and deposit are not returned within 10 days of request, the room will be opened up to other reservation offers. Cancellation Policy A 90-day notice is required for all cancellations. Cancellation 89 days or fewer prior to scheduled event will result in loss of deposit.

Linen Rentals» 120 Round tablecloth $15.00» 90 Round tablecloth $7.00» Rectangular tablecloth $7.00» Square tablecloth (card table) $7.00» Specialty design tablecloth $25.00» Table skirt $15.00» Linen Napkin $0.50 Extra Fees (starting at) Place Settings» Plate (one setting) $1.50» Flatware (one setting including dinner fork, salad fork, spoon and butter knife) $0.25» Glass (each) $0.25» Cup/Saucer (one setting) $0.25» Entire Place Setting $2.00 (one setting of dinner plate, salad or dessert plate, flatware and glass) Note: Choosing to rent Friends Community Center dishes, silverware and glassware holds the Renter responsible for all bussing of tables, properly washing of said items and returning said items to proper storage. Not all caterers provide this service. Discuss your needs with your caterer and the Friends Center staff prior to agreeing to rent place settings. If guidelines pertaining to dishes, silverware and glassware are not followed, an additional fee of up to $500 may be added to your bill for excessive clean up. Draping» Simple draping (i.e. photo backdrop) $500» Moderate draping (i.e. draping on entire stage) $1,000» Elaborate draping (i.e. ceiling designs) $1,500 Please consult the Friends Center staff for a custom design proposal covering your draping needs. Décor usage The Friends Community Center prides itself on being a one-stopshop for events. Our extensive range in decorations makes decorating for any event a breeze. From rustic to elegant, our décor collections have it all!» 1-10 tables $150» 11-20 tables $300» 20+ tables $350 Next Steps» Schedule a personal consultation with the Friends Center staff by calling (740) 356-7101 or emailing friends@somc.org» Review Policies and Procedures as well as the F.A.Q. sheet» Sign contract

POLICIES & PROCEDURES

Policies & Procedures General Rules 1. Completed contract, with all accompanying signatures and deposit, must be returned to the Friends Community Center within 10 days of scheduling to secure event date. 2. Nature of the event must be consistent with the image, mission and values of Southern Ohio Medical Center. SOMC reserves the right to refuse use of the Friends Center for any event that does not follow this standard. 3. If you plan to serve alcohol, see the detailed alcohol policy. 4. A $25 per hour charge will be assessed to the renter to pay for SOMC Security who must be on premises when alcohol is being served or when event times are outside the facility s normal business hours, which are: Monday Friday, 5:30am 10pm; Saturday, 7am 6pm; and Sunday, 1pm 6pm. 5. No smoking is allowed on SOMC property, including the Friends Community Center, atrium, LIFE Center, restrooms or parking area. Anyone violating this policy will be asked to leave SOMC property or eliminate use of their tobacco product. 6. No food or beverages will be permitted outside of Rooms A, B and C without permission from the Friends office. Example: a buffet may be placed in the hallway with advance notice. 7. NO RED COLORED BEVERAGES will be permitted in the meeting rooms or hallway, specifically anything with red dye number 3. 8. Nothing can be placed on walls or doors or any part of the facility with any type of tape, staples or nails. 9. Candles, lanterns or any type of open flame may not be used outside the premises. Votive and floating candles are acceptable inside the rooms. All open flames must be placed in or on a pre-approved holder so that candle drippings do not touch table linens. Candles may NOT be placed on paper tablecloths. Taper candles are not permitted. Any damage from candle wax will be charged to the responsible representative to reflect the costs of damages. 10. Each meeting room can accommodate approximately 100 guests, as outlined in the Friends Rental Fees. Events that have more than 300 guests in attendance must clear the number with the Friends Community Center staff in order to maintain compliance with fire codes and guidelines. 11. No one is allowed in the pool area, LIFE Center or LIFE Center locker rooms while renting the Friends Community Center. Your space is confined to the room you have rented, hallway, coat rack area, atrium and restrooms located in the hallway near the entrance of the Friends Community Center. 12. Repair of any damage or loss to the facility is the responsibility of the renter and may result in loss of deposit and possible additional charges on the bill. Inventory is taken before and after each event. You are responsible for any missing items from the Friends Community Center. This includes, but is not limited to, items used by your caterer, entertainment or any other agency hired by the responsible representative. 13. In the event there is an interruption in electrical service or an emergency such as fire, all patrons of the Friends Center may be required by SOMC personnel or official emergency responders (i.e. local fire department) to evacuate the building. Any such required evacuation is to be done immediately. This evacuation will last until the emergency situation is rectified as determined by responding SOMC personnel or official emergency responders. The Friends Community Center will not be held liable for interruption in quality of service in the case of acts of nature (i.e. power outage, fire, etc.).

I. SOMC Friends Community Center Alcohol Policy Purpose: Serving alcoholic beverages at the Friends Community Center is not a regular activity. When alcoholic beverages are served in the building, it is an atmosphere of moderation and in accordance with the procedures outlined by the Friends Community Center Management and SOMC Administration. Procedure: The following guidelines are to be followed when alcoholic beverages are being served in the Friends Community Center. 1. Only beer, wine and champagne may be served in the Friends Community Center. Hard liquor is NEVER allowed on or around the Friends Community Center premises. 2. When beer, wine and champagne are sold at a public event, there must be a license available and present. It is furthermore the renter s responsibility to obtain said license. 3. The use of alcohol will be confined to the rented space only. No alcohol is permitted anywhere outside of the rented space. This includes restrooms, outside the entrances, service areas or in the parking lots. 4. A surcharge of $25 per hour will be added to the room rate to cover the cost of an SOMC Security officer in and around the building during the times alcohol is being served. The Friends Community Center will notify SOMC Security of the date and time of the event in which alcohol is being served. SOMC Security officers are responsible for the protection and safety of patrons of the Friends Community Center and SOMC property. 5. No carry-in alcohol is permitted. 6. A hold-harmless clause will be included in the rental agreement of any party wishing to serve alcohol on the premises, which will alleviate SOMC, Friends Community Center and its officers from any liability associated from serving or consumption of alcoholic beverages. 7. Friends Community Center Management, SOMC Administration or SOMC Security reserves the right to limit the quantity of alcohol being served. 8. The law as is related to the consumption of alcohol by persons under the age of 21 will be followed. Use of facilities constitutes a specific agreement that no one under the age of 21 will be permitted to consume alcoholic beverages on SOMC property. Friends Community Center staff and SOMC Security officers reserve the right to ask for identification to verify age. 9. Friends Community Center and its staff, as well as SOMC Security, reserves the right to ask individuals or the entire party to leave at any time if:» any of these procedures are violated» a minor is consuming alcohol» an adult is providing alcohol to a minor» a guest or guests appear intoxicated and refuse to leave the premises» alcohol is being consumed in areas outside of the rented space

II. Damage Renter agrees that if damage or excessive cleanup is actually incurred by the Friends Community Center, the cost of such damage or labor to provide cleanup will be billed to the renter. The renter further agrees that if the same is placed in the hands of an attorney for collection the renter is held responsible to pay the costs of collecting the amount due, including attorney s fees. III. Renter Responsibility A. Renter agrees to be completely responsible for any and all damages which may occur, either as a result of accidents or intentional acts of the renter, guests and/or those contracted by the renter for the scheduled event. B. Renter warrants that he/she shall remain ON THE FRIENDS COMMUNITY CENTER PREMISES AT ALL TIMES during the Usage Terms. IV. Compliance Renter agrees to comply with the additional rules entitled Additional Conditions concerning the use of the Friends Community Center which are attached hereto and made part of this agreement. V. Indemnity Renter covenants at all times to hold harmless Friends Community Center, SOMC and its agents from and against all loss, liability, cost or damages that may occur or be claimed with respect to any person or persons, corporation, property or chattels, on or about the Friends Community Center or to the property itself resulting from any act done, or omission by or through the renter, its agents, contractors, employees, invitees or any person on the Friends Community Center premises by reason of the renter s use or occupancy or resulting from the renter s nonuse or possession of said property and any and all loss, costs, liability or expense resulting therefrom; and at all times to maintain Friends Community Center premises and the surrounding property, in a safe and careful manner. VI. Access to Friends Community Center All events are on a first-come first-served basis. Example: An evening event booked after an afternoon event may be required to have a later start time. The renter will be given access to the facility two hours before the event scheduled time and two hours after the event scheduled time.

VII. Clean Up Cleanup of the Friends Community Center will be completed no later than two hours after the end of the scheduled event time. Additional time beyond the two hours allotted for cleanup will require an additional charge of $25 per hour. The renter shall adhere to the following instructions for cleanup of the facility: A. Banquet Room: Table trash, cups, plates, plastic ware, cake, food, decorations, etc. will be gathered and placed in proper receptacles. All cups will be emptied into sinks before being placed in trash receptacles. B. Kitchen: The kitchen is to be left as it is found. Wipe out sinks, wipe countertops/ tables/stovetop clean, remove remaining food, bottles, cans, kegs, etc. from site. Floors in the kitchen are to be left clean. C. Excessive Clean Up: Any noncompliance of these clean up instructions may result in additional charges billed to the renter. VIII. Caterers Friends Community Center has compiled an approved list of caterers for your use which is available upon request. If the renter prefers to use a caterer who is not on the approved list, consent may be obtained for use of the caterer by providing the appropriate documentation of current license, certificate of insurance and by reviewing and adhering to the provisions in the Agreement that pertain to caterers/outside vendors. IX. Use of Kitchen Caterers on our approved lists may use stove/oven, the refrigerator, ice machines, coolers and tables/countertops for preparation and service at the event. For those caterers not on our approved list, the kitchen is a warming and staging kitchen only and shall not be used for full preparation of meals. Caterers are required to provide their own preparation and serving pieces for the event. At no time may caterers use any food or beverages found in-house. The kitchen shall be left in the condition it was found. Food shall be scraped into the disposal, dishes washed and put away. The sink and floor shall be clean. Failure to do so shall result in cleaning charges deducted from Renter s deposit.

X. Decorations The renter agrees that decorations shall NOT be attached to walls, ceilings, existing wall decorations, ceiling fixtures or windows by use of nails, any kind of tape, staples, etc. Other decoration restrictions may apply as described in the attached Additional Conditions. XI. Conduct of Event For the duration of the event, the renter and guests must abide by Friends Community Center policies and comply with applicable regulations and laws. The renter is responsible for the actions of guests and for any damages or losses incurred during the event. Friends Center has the right to refuse entry or service to, and remove from the premises, any person it deems to be behaving in an improper or abusive manner or in a manner not benefiting Friends Community Center. The Friends Community Center reserves the right to exclude or remove any undesirable persons from the event and premises without liability. XII. Rates & Taxes Rates and fees are subject to change with a written notice. In addition to the anticipated charges set forth for your event, you agree to pay all federal, state, municipal or other taxes imposed on or applicable to your event. In the state of Ohio, fees, service charges and room rental are subject to applicable taxes and fees. There is also a service fee of 15% for any vendor coordination such as ordering linens, chairs and etc. XIII. Entire Agreement The parties agree that all the terms and conditions are contained herein and that any modification shall be in writing.

FREQUENTLY ASKED QUESTIONS

F.A.Q. When can I start setting up for my event? The renter will be given access to the facility two hours before the event scheduled time and two hours after the event for tear down and cleanup. Additional time for weekend events from Friday after 4:00pm to Sunday at midnight will require an additional charge of $25 per hour. All weekend events must be out by midnight on Sunday. For Saturday weddings/ receptions, the Friends Community Center will make every effort to allow for a Friday set-up/decorating time between the hours of 8:00am 4:00pm unless another event has been previously scheduled. Are there any additional service fees associated? Yes in addition to the rental fees and tax, a 15% service fee will be applied for services such as working with outside vendors to schedule and book chairs, linens etc. How do we go about cleaning up? As part of our services, we offer the help of a Friends Room Attendant to assist in cleanup. After your event, you will have two hours to throw away trash (dumpsters are provided on site), gather any decorations or linens you brought and wash/put away any and all used plates, cups, flatware, etc. If you rented linens or decorations from the Friends Community Center, the Friends Room Attendants will clean up that portion for convenience. How can I have alcohol at my event? As stated previously, no hard liquor is permitted but we do allow beer, wine and champagne. If you plan on having an open bar, no additional paper work needs to be filled out. If you plan on charging for your alcohol, please obtain a temporary liquor license application from the Friends Center Coordinator. This license must be completed no later than 30 days before your event. Do you decorate for my event? The Friends Center offers a wide range of decorations for rent including draping services. All draping will be completed by the Friends Center Coordinator. When you arrive for your event, all tables, chairs and linens will be placed and ready to go. If you are renting our decorations, your selected decorations will be placed out on one table and the storage cabinets will be accessible. It is the responsibility of the renter to place the decorations where they would like them. The Friends Center staff will be available for questions or advice.