CIVIC CENTER - Rules and Regulations

CIVIC CENTER - Rules and Regulations RULES AND REGULATIONS SHOULD BE READ CAREFULLY BEFORE MAKING A RESERVATION VIOLATIONS WILL RESULT IN DEPOSIT FORFEITURE SECTION 1: DEFINITIONS A. Hereinafter in this rental agreement, City of El Campo shall be referred to as "CITY". B. The El Campo Civic Center of the City of El Campo, Texas, hereinafter called "CIVIC CENTER", means any hall, meeting room or other facility including grounds located at 2350 N Mechanic, El Campo, Texas, Wharton County, Texas. C. RENTER as used herein includes any person, association, public organization, partnership, company or corporation that is granted a rental agreement to use any part of the CIVIC CENTER in accordance with these regulations, hereinafter called RENTER. SECTION 2: RIGHT TO ALTER REGULATIONS AND RENTAL RATES. The CITY reserves the right to change, alter, amend or cancel any or all of the regulations and rental rates contained herein at any time. SECTION 3: AUTHORITY The CITY shall have full responsibility for the operation of the CIVIC CENTER and shall act on behalf of the CITY. The CITY shall be authorized to enter into a rental agreement subject to the rental schedule in these regulations. The right is reserved by the CITY or other duly authorized representative of the CITY to enter the CIVIC CENTER and all parts thereof at all times. SECTION 4: RIGHT TO APPROVE PERFORMANCES AND EVENTS The CITY retains the exclusive right to deny access for any event which may be offensive, inappropriate, unsafe, unsuitable or violates the expressed nature of event. In such case the CITY may immediately cancel this Agreement without advance notice and without refund of deposit. SECTION 5 RENTAL AGREEMENT. All rentals of the CIVIC CENTER facilities or grounds will require a reservation form (hard copy or online), security deposit and signed regulations between the RENTER and the CITY through its duly authorized representatives. No oral agreements for the use of the CIVIC CENTER will be valid. RENTER shall not be allowed to sublease the CIVIC CENTER facilities 1

or grounds. SECTION 6: RESERVATIONS A. Reservations will be taken at the CIVIC CENTER BOOKING OFFICE 2350 N Mechanic, El Campo, Texas or El Campo City Hall Monday through Friday, except for official holidays. Reservations are also available online from the City website, www.cityofelcampo.org. Correspondence or requests for information need to be mailed to the following address: El Campo City Hall Attn: Civic Center 315 E. Jackson El Campo, Texas 77437 Information may be obtained by calling 979-541-5000. B. The CIVIC CENTER will be rented on a first come-first serve basis. Reservation request conflicts will be resolved by the CITY or its authorized representative. Individuals or groups renting the Civic Center should be aware of the fact that this facility is a multi-use facility where several events can be scheduled concurrently in different parts of the building. Renters should be aware of this fact and use their discretion in determining what portions of the facility to book. C. A reservation for the CIVIC CENTER will be considered confirmed only upon the receipt of the security deposit. D. Reservation of the CIVIC CENTER may be made up to twenty-four (24) months in advance of a date. (Twenty-four months shall be interpreted to mean all of the 24th calendar month prior to the month in which the event is to occur. Example: On any August 1, the facilities may be reserved for any date through the month of August, twenty-four months hence). E. The following is a reservation and cancellation time schedule for the CIVIC CENTER: Reservations: The predetermined deposit is required at the time of reservation to insure confirmation. Payment for the Main Hall fee is due in full at least 60 days prior to the event. Payment for rental fees of all other rooms of the CIVIC CENTER is due 30 days prior to the event. In the event the Main Hall or other rooms are available for use upon request less than the normal specified time limits, special arrangements are available for reduced advanced time limits. If the event is less than 30 days after the signing of the rental agreement application, payment shall be presented by cash, money order or cashier's check. 2

Cancellations: If the RENTER cancels a reservation of the Entire Facility or the Main Hall up to 15 days before the event, the security deposit and a 50% refund of the rental fee will be made. Cancellations made within 14 days of the event will result in refund of the security deposit, but no refund of the rental fee. If RENTER cancels a reservation in the Other Rooms of the CIVIC CENTER 60 days or more in advance, a full refund of both deposit and rental fee will be given; up to 8 days before the event, the security deposit and a 50% refund of the rental fee will be made. Cancellations made within 7 days of the event will result in refund of the security deposit but none of the rental fee. If a security deposit has been paid, but the rental fee has not been paid up to 8 days or within 7 days of the event, the security deposit will be forfeited. Reservations made with less than oneweek notice may be subjected to limited set-ups. SECTION 7 : RENTAL HOURS Civic Center policy is to allow access to decorate the day before the event takes place for a fee during the hours of 8 a.m. to 10 p.m. If the Entire Facility is booked, the Civic Center will be available at no charge the day before to decorate. To guarantee the ability to decorate the day before an event, the room(s) should be booked according to the rental rates. Otherwise, the room(s) will still be available for rental. There will be a charge of $20.00 for each hour requested. Set-up Fee Day Before A Booked Event (Entire Facility) 1. Lessor may have access to the civic center, for set-up only, at no charge from 8 a.m. to 10 p.m. the day before a booked event if the entire civic center is rented. 2. If Lessor does not vacate the civic center by 10 p.m. during the complimentary set-up day, a fee of $20.00 per hour, minimum one hour, shall be deducted from the deposit. 3. If Lessor utilizes any rooms in the civic center during the complimentary set-up day for any reason other than set-up, the currently effective room rate will be required in advance of the event. 4. If an event is held in any civic center room during the complimentary set-up period, the room rate applicable to space used shall be deducted from the deposit. Set-up Fee Day Before (Main Hall, or Main Hall/Expansion Room) or additional days before Entire Facility Rental (ex: Thursday for a Saturday event) 1. All day the day before a booked event (8 a.m. to 10 p.m.) 50% of room rental fee. 2. Partial day the day before a booked event (12 noon to 10 p.m.) 25% of room rental fee. 3

Set-up Fee Day Before (Expansion Room, Duson Room, Myatt Room or Patio Area) 1. $20.00 per hour, minimum two hours. 2. $20.00 per each additional hour over the minimum shall be deducted from the deposit. There will be no "FREE" use of the facility for any reason except for City related business functions. Additional Equipment Rental Per Item: (Not applicable for service clubs) Includes Big Screen TV $50.00, Piano $100.00 deposit and $50.00 fee, Audio Visual Equipment $50.00, Etc. All events must end no later than 12:00 a.m., for all nights and the building must be vacated by 1:00 a.m. with the following exception: New Year's Eve parties must end no later than 1:00 a.m. and the building must be vacated by 2:00 a.m. SECTION 8: RENTAL RATES Reference Appendix A of Fee Schedule for current rates. (Applicable rates will be effective upon date of guarantee.) Rental rates: Deposit rates: Entire Facility $1,750.00 $875.00 Main Hall $1,000.00 $500.00 Expansion Room $250.00 $125.00 Duson $250.00 $200.00 Myatt $150.00 $100.00 Kitchen $125.00 $125.00 Patio Area $75.00 $25.00 SECTION 9: DAMAGES Required deposits must be made at the time of reservation. The CITY of El Campo will not be held liable for any damages, injuries or losses occurring in connection with any event or activity at the El Campo Civic Center. A damage deposit will be required for all functions. A full inspection of the facility will be conducted after each function to check for damages. If any damages are found, the RENTER will be responsible and the repairs deducted from the deposit. Multi-tenants will share the responsibility for any damages to halls and restrooms. The RENTER is responsible for removing all decorations and personal belongings. If a refund is warranted it shall be refunded in a timely manner after an inspection. SECTION 10: FIRE and SECURITY 4

A. The RENTER is responsible for providing enclosed glass containers for all candles. No other open flames or combustible materials for decorations will be allowed. The City of El Campo Fire Prevention Code will be enforced at all events. Fireworks of all types, including sparklers, are prohibited anywhere on CITY property. It is a condition of this rental agreement, that the RENTER contact the Fire Marshal for determination of necessary security and costs thereof, should the event be of the above described nature. B. CITY may require police, fire or paramedic personnel for events which may have high anticipated attendance, sport/athletic events or any public assembly when, in the opinion of the El Campo Police or Fire Departments, public safety is essential. Client shall employ one or more qualified persons, as required and approved by the CITY, to be on duty. C. RENTER shall not store any motor fuel in the CIVIC CENTER. Fuel tanks, boats, vehicles or other equipment on display will be secured in accordance with instructions by the Fire Marshal. D. Regular exit doors, emergency doors, corridors, walkways and fire extinguishers shall not be blocked. Emergency exit doors shall be used for emergencies only. An accessible fire lane should be maintained to all fireplugs. All marked fire lanes will be kept open at all times. RENTER shall attach nothing to electrical conduits. E. Cooking is not allowed (except in appropriate kitchens or as a demonstration during an event) in the CIVIC CENTER without first obtaining special permission. Cooking is permitted in the patio area as long as it is outside the covered area. F. The rated occupant capacities of the building facilities are posted in the building. It is the RENTER'S responsibility to conform to these capacity ratings. The Fire Marshal will enforce such capacities at all events. Capacity Rating for Rooms Persons Main Hall/Stage 841 Expansion Room 195 Main Hall/Stage, Expansion Rm. 1035 Duson Room 191 Myatt Room 114 Auditorium Style Capacity Persons Main Hall/Stage 1801 Expansion Room 417 Main Hall, Expansion Rm. 2218 Duson Room 408 Myatt Room 144 SECTION 11: SECURITY Security may be required at events of the Civic Center at the discretion of the City. The City's janitorial service will monitor and report any unusual circumstances or variances in the rental agreement. In the event that a function noted as a "Non-Alcohol Event" has alcohol present, the Police Department will be notified, which may lead to the function being shut down and no deposit being returned. Factors involved in determining the requirements for security include the size of the event, whether alcohol will be served, length of the event and whether multiple events are scheduled in the facility at the same time. RENTER shall employ certified peace officers to be approved by Chief of Police and/or Police Administrative 5

Department for the City of El Campo and at times established by the Police Administrative Department. Peace officers will be obtained and compensated directly by the RENTER. (See attached Security Guidelines) SECTION 12: SET-UPS & DECORATIONS A. Decorating is the responsibility of the RENTER. Decorations may be of any type or design as long as installation and placement does not damage the CIVIC CENTER. Birdseed, rice, etc. is not permitted inside the Civic Center. Confetti may be used only on the tabletops for decoration. Decorations may not be attached to walls, floors or ceilings. Nails, tacks, and tape are prohibited from use and damages resulting from decorating will be borne by the RENTER. B. The RENTER is required to submit diagrams of seating arrangements required for the events to the CITY at least two (2) weeks prior to the date of the event. A floor plan of the facility is included with the agreement. Assistance for planning seating arrangements is available through the Civic Center Booking Office and includes tables, chairs and stage. All other seating arrangements will be the responsibility of the RENTER. If the RENTER does not submit a diagram, the set-up crew will choose an arrangement appropriate to the event. There shall be a $100.00 fee for each set-up alteration once the facility has been set up. Set up will only be provided for the number of guests stated on the rental agreement. C. Tables and chairs are for exclusive use of the RENTER and will not be sublet by the RENTER. D. The RENTER may only decorate the LOBBY if he/she has exclusive use of the facilitymeaning rental of the entire facility. In the event the LOBBY is to be decorated, the Fire Marshall (979-541-5000) shall be notified and must approve the scheme of the layout to maintain proper emergency travel. If the RENTER has the right to decorate the lobby, all hallways (which are part of the exit path) must remain open and shall not be blocked for any reason. SECTION 13: ALCOHOL POLICY The sale of alcoholic beverages will be permitted only by non-profit organizations as part of their fund-raising events. The RENTER must accept all responsibility for, and hold harmless, indemnify and defend the CITY from any liability or expense arising out of the sale and/or use of alcoholic beverages at the CIVIC CENTER facility or grounds. It is the responsibility of the RENTER to obtain the appropriate permit or license when applicable prior to leasing any of the facilities of the CIVIC CENTER. The RENTER is responsible for providing all alcoholic beverages. Individuals are prohibited from bringing alcohol onto the CIVIC CENTER premises after 8:00 p.m. Any violation of this section shall result in forfeiture of deposit. SECTION 14: LIABILITY FOR RENTER'S PROPERTY Neither the CITY, nor its employees shall be liable for any loss, damage or injury to property of any kind that is shipped or otherwise delivered to or stored in or on the premises. Property shall not be received in or on the premises. Property shall not be received until RENTER has made proper arrangements for receiving, handling and storage of such materials with the CITY. 6

SECTION 15: OBSERVANCE OF LAWS AND REGULATIONS The RENTER shall comply with all city, county, state and federal laws, and with regulations pertaining to the CIVIC CENTER. Violations by the RENTER or its agents or employees may result in the cancellation of the rental agreement. SECTION 16: OBJECTIONABLE CONDUCT Any person at the CIVIC CENTER whose conduct is disorderly or disruptive in one or more of the following respects, may be ejected from the premises by the CITY'S designated representative or any peace officer. 1. Intoxication 2. Use of abusive, indecent, profane or vulgar language 3. Making offensive gestures or displays 4. Abusing or threatening another person in an obviously offensive manner 5. Making unreasonable loud noise 6. Fighting with another person, or 7. Vandalism The RENTER for the event at which any such ejection occurs shall hold harmless, indemnify and defend the CITY, its officers, agents and employees against any claim related to such ejection. SECTION 17: OBSTRUCTION OF ACCESS No portions of the sidewalks, entities, plaza walkways, passage ways, aisles, vestibules or other ways of access to the public utilities of the premises shall be permitted to be obstructed, nor shall any windows, ventilators or lighting fixtures be obstructed. SECTION 18: ABANDONED EQUIPMENT OR ARTICLES The CITY shall not be held responsible for property left on the premises. All property of the RENTER shall be removed by the end of the stated rental agreement time frame if the CIVIC CENTER is rented the next rental period, otherwise, the property may remain in the CIVIC CENTER until the next day. The City assumes no responsibility for the losses of the property when such losses are caused by theft or disappearance. Any property remaining on the premises for thirty (30) days shall be deemed abandoned by the RENTER and may disposed of by the CITY or charged a storage fee upon retrieval of the property by the owners. SECTION 19: SOLICITATIONS No RENTER shall solicit or collect donations, except for approved fundraising events, at the CIVIC CENTER without the approval of the CITY. SECTION 20: COPYRIGHT INFRINGEMENT 7

The RENTER must accept all responsibility for, and hold harmless, indemnify and defend the CITY from any liability or expense arising out of the use of any compositions of members of the American Society of Composers, Authors and Publishers, or any other copyright owner, that shall be performed in connection with any use of the CIVIC CENTER whether amplified, televised or otherwise not in the mechanical recording or personal rendition, unless the sponsor of the program has first paid any fee required; and the RENTER shall provide satisfactory evidence of such payment to the CITY prior to such program. SECTION 21: BASIC SERVICE A. The CIVIC CENTER'S basic rental includes the following services as required for an event: 1. Electricity (limited to wall outlets) 2. Lights 3. Heat and/or air conditioning 4. Water 5. Tables, chairs and stage 6. Janitorial service (limited) 7. Telephone service (limited) 8. Public address system B. Failure to furnish any of the services as noted in sub-section A. above resulting from circumstances beyond the control of the CIVIC CENTER, will not be considered a breach of the rental agreement by the CITY SECTION 22: SPECIAL ELECTRICAL USE In the event a band, or any other user of the building, requires electrical power other than that which is available using regular electric outlets or source, a licensed electrician will be required. Only a licensed electrician may wire directly into the electrical source and disconnect from it. It will be the responsibility of the RENTER or user of the building to secure the services of an electrician. SECTION 23: ENTERTAINMENT REQUIREMENTS Bands shall adhere to all requirements of the renter. Any violation by the band shall result in deposit forfeiture SECTION 24: DESIGNATION OF COORDINATOR The booking agent for the El Campo Civic Center shall be designated as the individual to coordinate with the contractor to arrange times for set-up and tear down for scheduled events. SECTION 25: PROHIBITED USES Commercial dances will not be permitted to be booked at the civic center. (ADOPTED BY 8

ACTIONS OF THE CITY COUNCIL OF THE CITY OF EL CAMPO, TEXAS ON DECEMBER 9, 2003, AMENDED ON DECEMBER 14, 2004, APRIL 27, 2009, and OCTOBER 12, 2009.) I have read and understand that individuals are not allowed to bring alcoholic beverages on the Civic Center premises after 8:00 p.m. I also understand that should any portion or section of the rules and regulations or any portion of the rental agreement be violated, it shall constitute a breach of the agreement and a forfeiture of the deposit. Event Date: Start Time: End Time: Fully Explain Type and Nature of Event: Estimated number of people attending: Estimated number of local hotel rooms booked as a result of this event: Renter's Name (please print): Renter s Phone Numbers: Daytime Evening Do you agree to the terms stipulated in the Security Guidelines? Yes No Do you agree to the terms in this contract? Yes No Renter s Signature: 9