Facility Rental Agreement
Area(s) Needed: Games Room (Main Room) Gym Picnic Area
Bathrooms Computer Room Multipurpose Room
Date(s) of Rental: _______________________________________________________________
Time(s) of Rental: ______________________________________________________________
Renter Group Name: ____________________________________________________________
Purpose of Rental: ______________________________________________________________
Rental Contact Person’s Name: ____________________________________________________
(Contact person must be present during rental use will be held legally accountable for the group)
Home Phone #: _________________________ Cell Phone #: ____________________________
Employer: _________________________________ Employer’s Phone #: __________________
Mailing Address: _______________________________________________________________
By signing below I acknowledge that I have read and agree to the policies outlined on page 2 of
the Martha's Vineyard Boys & Girls Club Facility Rental Agreement.
Signature of Renter: ________________________________ Date: _______________________
The Mission of the Martha's Vineyard Boys & Girls Club is to provide quality programs and services to all
ages of the Island-wide youth population that will prepare them for healthy and productive lives through
professionally developed programs that help to develop self-esteem, leadership skills, personal values, and
mutual respect, in fun and safe environments.
For Official Use Only:
Date(s) approved for use: _______________________________________________________________
Time(s) of use: _______________________________________________________________________
Area(s) approved for use: _______________________________________________________________
Special Provisions: ____________________________________________________________________
Fees Due: ___________________________________________________________________________
MVBGC Director Approval: _____________________________ Date: ______________
Certificate of Insurance Received Payment Received in Full Key #_______
Please return completed form and payment to:
Martha's Vineyard Boys & Girls Club, PO Box 654, Edgartown, MA 02539
Rentals are not reserved and keys will not be issued until this form has been completed, approved
by the Executive Director, and payment has received in full and cleared the bank.
Agreement for Facility and Equipment Use
BY SIGNING THE MARTHA'S VINEYARD BOYS & GIRLS CLUB FACILITY RENTAL AGREEMENT, NON-MVBGC GROUPS
UTILIZING THE MVBGC FACILITIES UNDERSTAND AND AGREE TO THE FOLLOWING CONDITIONS UNDER WHICH USE OF
THE FACILITY IS GRANTED BY THE MARTHA'S VINEYARD BOYS & GIRLS CLUB:
To serve the community by providing outside groups with a place to meet and recreate. The use of the Martha's
Vineyard Boys & Girls Club facility does not imply endorsement or sponsorship of the group or activity.
B. STANDARDS OF CONDUCT
Outside groups are expected to abide by the rules and regulations set forth by the Martha's Vineyard Boys &
Girls Club. Any conduct which is deemed detrimental to the purpose of the Martha's Vineyard Boys & Girls Club,
such as gambling, use of alcoholic beverages, use of profane language or fighting is prohibited. Violations of
these rules are grounds for immediate termination of the rental agreement and loss of all rental payments.
Although not mandatory, a Martha's Vineyard Boys & Girls Club employee or a police detail may be required at
the discretion of the Executive Director. A Rental group requiring such provisions will be charged an additional
fee equal to the cost of these services before the beginning of the rental period. If it is deemed necessary to
assign this provision after the start of a rental period, the group’s rental will be suspended until payment for this
provision is made in full. No refunds will be issued to groups who’s rentals are terminated for refusal to accept
The organization/individual signing this agreement shall also be responsible for any extraordinary cleaning costs
or damage to the building or equipment by using group. The renting group will be billed for any cleaning or
damages to the facility and property. If damages or the need for extra cleaning occurs during a rental period, the
group’s rental will be suspended until payment for the damages or the extra cleaning is made in full. No refunds
will be issued to groups that have their rental terminated for refusal to pay these costs. At the discretion of the
Executive Director, it may be necessary for a rental group to produce a certificate of liability insurance.
The facility is not considered reserved until the application is fully completed, approved by the Executive Director,
and all applicable fees are paid in full and have cleared the bank. The Martha's Vineyard Boys & Girls Club
reserves the right to cancel reservations at any time for any reason. Refunds of rental payments are at the
discretion of the Executive Director.
F. RULE VIOLATIONS
Failure to comply with Martha's Vineyard Boys & Girls Club rules and regulations may subject the group to
suspension and/or loss of facility privileges. Anyone who fraudulently brings in unauthorized persons, or uses the
facility for unauthorized reasons is subject to immediate dismissal and loss of facility privileges. The Martha's
Vineyard Boys & Girls Club can terminate any rental for any reason at anytime. It is at the discretion of the
Executive Director if a refund of the prepaid fees will be issued.
G. ROOM RENTALS AND EQUIPMENT USE
Decorations: All decorations must meet local fire department regulations, must not damage the facility and must
be removed immediately after the event. No tack or nails are to be used on walls, and no tape that will damage
the walls, peal paint, or leave marks can be used.
Room Arrangements: Room arrangements and set-up are the responsibility of the group. Chairs and tables are
not to be removed from one room to another without the prior permission of the staff, in which case they must be
returned to their proper room when the event is over.
Catering: No use of the kitchen is allowed with out authorization. There will also be no unauthorized use of the
Renter Initial: ________ Date: ____________