CITY OF GREENACRES FACILITY RENTAL APPLICATION
Facility requested______________________________________________________________________ Name of organization or party____________________________________________________________ Contact Person________________________________ Day Phone_____________ Eve Phone__________ Address______________________________________________________________________________ Second Contact Person_________________________ Day Phone______________ Eve Phone_________ Date/Time of Event__________________________ Description _________________________________ Special Instruction ______________________________________________________________________ # of people___________ Admission Charge Yes No Food/Drinks Yes No
RELEASE WAIVER
I, the undersigned, intending to be legally bound, do hereby for myself, family, guardians, child/children, heirs, executors and administrators, waive and release any and all rights and claims for damages, which I/we may have against the City of Greenacres, its representatives, successors and employers for any injuries which I/we may suffer in connection with my/our use of this facility. I have read the above and understand the rules and regulations of the City of Greenacres that have been made available to me. I understand that if any of these rules are violated it will result in forfeiture of my security deposit. Applicant’s signature________________________________ Date__________________ Witness signature___________________________________ Date__________________
FOR CITY USE ONLY FEES: Facility $ __________ Tax $____________ TOTAL $_______________
Check #_______ Amount ________ Cash ____________ Receipt #_____________ Date ____________ Name on Check _______________________________________________________________________ Security Deposit ______________ Check #_______________ Cash_____________ Date ___________ RENTAL INSPECTION Rental Inspected by ____________________________ Date ___________________ Time ___________ (Leisure Services Employee) Deposit refundable YES _______ NO _____ If no, reason __________________________________ Deposit Refunded: Amount $__________ Date____________ City Check # ________________ Original: City Copy: Applicant
Administrative Directive No. 45 Attachment “A”
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CITY OF GREENACRES RENTAL CHECKLIST & GUIDELINES Bring Rental Application & Checklist with you to the rental. _____ Temporary Use Permit. Rental activities that include over 200 people in attendance require a Temporary Use Permit. Applications may be obtained from the City’s Building Department or the City’s website at www.ci.greenacres.fl.us. _____ Pavilion rental hours will be 11:30 a.m. until 5:30 p.m. Additional hours, until 8:00 p.m., may be purchased for $30.00 an hour. _____ Alcoholic beverages are prohibited. _____ Commercial sales are prohibited, unless previously authorized by the Director of Leisure Services. _____ Florida sales tax is charged on all rentals unless the city is provided a Florida sales tax exempt certificate. _____ Anyone applying for the non-profit rental rates must submit a copy of the organization’s Internal Revenue Services 501c (3) certificate in order to receive the non-profit rate. A copy of the certificate will be attached to the Finance Department’s copy of the cash receipt. _____ Rental fees must be paid in full at the time of application in order to secure the rental. If the Lessee cancels the rental up to two calendar days prior to the scheduled rental, a full refund less a 10% administrative fee will be charged. Any cancellation on the day preceding the event or on the day of the event will result in a 100% forfeiture of fees paid. _____ A security deposit may be required. Failure to adhere to policies may result in a group being asked to leave the facility, forfeiture of security deposit, and/or loss of future rental privileges. _____ A Certificate of Insurance in the amount of $1,000,000 naming the City of Greenacres as an additional insured will be required for bounce houses or other activities as determined by the City. _____ If the type of activity warrants security, Security Personnel may be a condition of the rental. The Lessee will be responsible for contacting the City’s Public Safety Department at (561) 642-2103 to set up security measures and for all additional costs related to security. ____ All decorations must be free standing. No tape, nails or balloon strings left on Pavilion or classrooms. Upon arrival to facility, record any damage found prior to the rental beginning. No confetti allowed. No parking anywhere on the grass, even to unload temporarily. Unloading must take place from the parking lot.
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Administrative Directive No. 45 Attachment “A”
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Remove all trash, deposit in receptacles, and clean off tables prior to vacating the premises at the scheduled time. All rentals must vacate by 5:30 PM Monday-Sunday, unless additional rental time has been purchased; hours not to exceed 8:00 PM. All sound systems shall be turned off by 8:00 PM.
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RENTAL GUIDELINES 1. 2. No Admission fee may be charged. The City of Greenacres is not responsible for articles, food or materials left at the conclusion of the event. These items will be disposed of at the discretion of the City. Neither the Lessee nor anyone in the Lessee’s party is permitted in any area not designated in the agreement. The Lessee is responsible for the actions of guests or any subcontractors hired by the Lessee. All participants are expected to behave in an appropriate fashion at all times. Community Center hours of operation are: Monday – Thursday 9:00 am – 9:00 pm Friday 9:00 am – 6:00 pm Saturday 9:00 am – 3:00 pm Sunday Closed Additional rental time may be purchased provided availability of staff coverage for an extra charge of $30.00 per hour. No Community Center rentals past 12:30 a.m. 6. DISRESPECT FOR OTHER FACILITY USERS 0R EMPLOYEES, DAMAGE TO PAVILION, FAILURE TO CLEAN-UP, NON-COMPLIANCE, OR FAILURE TO VACATE IN A TIMELY MANNER WILL RESULT IN LOSS OF SECURITY DEPOSIT. Reimbursement of Security Deposit – Security deposits will be reimbursed within 7 –14 days after completion of the event for which the deposit is paid. Refunds will be made after the appropriate paperwork has been received by the Department of Finance. All security deposits shall be deposited immediately into the bank account of the City, and all refunds shall be made by City check. If a security deposit is made by check, the Finance Department will send a refund only after the check has cleared the bank.
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ALL GUIDELINES MUST BE FOLLOWED IN ORDER FOR SECURITY DEPOSIT TO BE REFUNDED.
Administrative Directive No. 45 Attachment “A” Page 3 of 4
ACKNOWLEDGEMENT OF PERMIT/RENTAL POLICIES & CHECKLIST All requirements and guidelines regarding my permit/rental have been reviewed with me by _____________________________ on _____________________. City employee Date I understand that if any of these rules are violated, it will result in forfeiture of my security deposit and/or future use of City of Greenacres facilities.
Applicant’s signature___________________________ Date__________________
Approved____________________________________ Date__________________
Administrative Directive No. 45 Attachment “A”
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