Celebration Facilities Rental Agreement
*** Celebration Residential Owner’s Association *** Celebration Community Center * 851Celebration Avenue * Celebration, FL 34747 *407-566-1200 Welcome! The Celebration Residential Owner’s Association maintains and operates numerous parks, fields and facilities within Celebration. The recreational areas at the K-8 school are shared in a Joint Use Agreement with the Osceola County School District. Anyone wishing to reserve a facility, field, park or venue needs to submit an application to the Celebration Community Center within 15 days of the event. Forms are available by stopping by or calling the Celebration Community Center at 407-566-1200. All reservations are on a first come, first serve basis. Celebration residents have priority over non-resident rentals. C.R.O.A. reserves all rights in determining whether a facility, field or room usage is in the best interest of the association. Fees and charges are based on operational and administrative costs, preparation, setup, custodial, cleanup, field maintenance, capital projects and equipment replacement costs. Fees are reviewed by the Celebration Parks and Recreation Committee and approved by C.R.O.A. on an annual basis. The fees and charges set forth are NOT negotiable. The Celebration Community Center will make every reasonable effort to treat all organization, teams and individuals in a fair and equitable manner when establishing priority for use. Due to a high volume of participants, applications have been divided into separate categories: Field Use and Facility Use FIELD USAGE is divided into two categories: Competitive and Recreational COMPETITIVE is defined as: Individuals pay a registration fee Has a board of directors, committee or appointed official Has a designated bank account Requires liability insurance Team drafts with age requirements Designated coaches “Walk on’s” are not permitted during games RECREATIONAL is defined as: Registration fees not required No Board of Directors No designated bank account Does not require liability insurance No Draft No designated coach “Walk on’s” are welcome during play
*************************************************************************************** Competitive and Facility Use participants are required to follow requirements on pages 1 - 4. An application serves as a request for a reservation. The reservation is not confirmed until written approval is given by the Celebration Community Center.
FACILITIES AND FIELDS WILL NOT BE AVAILABLE DURING THE FOLLOWING TIMES: CROA COMMUNITY EVENTS EASTER WEEKEND (FRI. - SUN. ) MEMORIAL DAY WEEKEND (FRI. - MON.) JULY 4TH (July 3 - 5) LABOR DAY WEEKEND (FRI. - MON.) THANKSGIVING (WED. - SUN.) CHRISTMAS HOLIDAY (DEC. 23 - 27) NEW YEAR’S (DEC. 31 - JAN. 2)
Subject to change with prior approval
Adopted 9/2/08 by Board of Directors, Celebration Residential Owners Association
Facilities Use Rental Procedures
This booklet will provide the information you need to determine which facility will best accommodate your needs as well as the requirements, costs and rental procedures. When you have made your selection, complete steps 1 - 4 below. 1) Read all policies, procedures and information enclosed in this booklet. 2) Complete: Facility Use Rental Application - PAGE ONE 3) Read, check and sign: Facility Rental Policy Form - PAGE TWO 4) Sign: Consent, Release & Hold Harmless Usage Agreement - PAGE THREE Once you have completed pages 1, 2 & 3 return all 3 forms by mail, fax or in person to the Celebration Community Center so we may process your request as soon as possible. Celebration Community Center, 851 Celebration Ave, Celebration, Florida 34747 Fax: 407-566-1210 **************************************************************************************************************** You will be contacted within 3 business days. When your application has been approved, follow the check list on PAGE FOUR and complete within five business days. For “special requests” complete and submit page 4-A. ********************************************************************************************* Reservations are not confirmed until check list items, deposits and rental fees are received. ********************************************************************************************* Rental fees and deposits need to be paid separately. ******************************************************************************************** All deposits over $100.00 will be deposited in the bank. *********************************************************************************************
Please feel free to contact us if you have any questions. 407-566-1200 Thank you! It is our pleasure to help you make your function a success!
Adopted 9/2/08 by Board of Directors, Celebration Residential Owners Association
Facility Use Rental Application
Contact Information Date________________________________
Name of Organization_______________________________Position ______________________________ Contact / Applicant’s Name _______________________________________________________________ Address_______________________________________________________________________________ Home #______________________________________ Cell #____________________________________ Describe the Nature of Function or Event ____________________________________________________ Attendance Expected: # Adults____________________ # Children_________________________
Location or Facility Requested ____________________________________________________________ Event Date(s) _________________________________________________________________________ (attach schedule if applicable) Event Time: START TIME_______________________ EXIT TIME________________________
>>>> ACCESS TO FACILITY IS PROHIBITED PRIOR TO START TIME AND MUST VACATED BY EXIT TIME INDICATED ABOVE <<<<<< Our group / organization falls under the category of: (circle one) Competitive Recreational Business Civic Social Other ----------------------------------------------------------------------------------------------------------------------------------Additional Equipment / Use Information List additional equipment applicant will be bringing into or onto property: (i.e.: moon walks, water features, portable toilets, amplifiers, tents, generators) ______________________________________________________________________________ (I have used reverse side of page for additional information) Yes or No C.R.O.A. equipment may be requested for an additional charge: (See page 4A) Signature of Applicant_____________________________________Date___________________________ //////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Office use only: Approved Date ______________________________________________________________________________ Disapproved Date ______________________________________________________________________________
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Adopted 9/2/08 by Board of Directors, Celebration Residential Owners Association
Facilities Rental Policies
One individual must be identified as the contact person for each rental function. This individual must initial each line to signify acceptance. _____ _____ _____ _____ _____ _____ _____ _____ Must be at least 21 years of age and serve as the primary contact person for the reservation, function, application process, etc. Must provide the required certificate(s) of insurance from the insurance carrier and to include C.R.O.A. and applicable parties as an additional insurer. Must be present for the pre-use and post-use inspection. Assumes responsibility and liability for the conduct of guests. Assumes responsibility and liability for the cleanliness of the room / facility / fields and must return all venues to their original condition at the end of the function. Understands the indoor “capacity per facility” cannot be exceeded. Understands the use of recording devices within any C.R.O.A. facility must adhere and comply with the Florida Statutes. Understands the use of tape or other adhesives products, staples, nails, or tacks on doors, walls, posts, lights, fans or ceilings is prohibited. C.R.O.A. reserves the right to remove and destroy all unauthorized signs and materials. Understands the possession and / or consumption of alcoholic beverages in any facility is prohibited unless the proper permit and insurance certificates are presented in advance of the reserved date.
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______ Understands ALL C.R.O.A. indoor facilities are smoke-free environments. ______ Understands activities and functions that may involve more than normal wear and tear on C.R.O.A. facilities will not be permitted. ______ Understands C.R.O.A. is not responsible for providing meeting supplies, but may choose to request equipment and supplies for an additional charge. ______ Must convey to all parties associated with the rental group, that access to the facility or room is prohibited PRIOR to “scheduled” START time and must vacate the room or facility and return the room to its original condition by “scheduled” END time. ______ C.R.O.A. facilities may not be used by any individual or group for an event at which solicitation of funds, exchange of money or fund raising activities occur unless written approval is given prior to reservation finalization. ______ C.R.O.A. has the right to cancel an event during inclement weather. ______ Facility Use Rental Agreement is nontransferable. Responsible Party Signature ________________________________________________________________ Phone #__________________ Cell # _________________Email_____________________________________
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Adopted 9/2/08 by Board of Directors, Celebration Residential Owners Association
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CONSENT, RELEASE & HOLD HARMLESS USAGE AGREEMENT FACILITY AND / OR EQUIPMENT
*** Celebration Residential Owner’s Association *** ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ In consideration of the acceptance of my/our usage of the facility or property owned by the Celebration Residential Owner’s Association Inc. and /or any of their related, subsidiary, and affiliated companies, I / WE AGREE TO ASSUME THE RISKS incidental to such usage and, on my /our behalf, and on the behalf of my/our heirs, executors and administrators, hereby RELEASE and forever discharge the Released Parties, (defined below), of and from all liabilities, claims, actions, damages, costs or expenses of any nature arising out of or in any way connected with my /our usage of such facility, and further agree to indemnify and hold each of the Released Parties harmless from and against any and all such liabilities, claims, actions, damages, costs or expenses, including, but not limited to attorneys and other professionals fees and disbursements. The Released Parties are the Celebration Residential Owner’s Association, Celebrations Joint Committee, Celebration Nonresidential Owner’s Association, Inc., Celebration Community Development District, Enterprise Community Development District, Capital Consultants Management Corporation (CCMC), Osceola County School District and the officers, directors, employees, agents, representatives, successors, and assigns of each and every one of the foregoing entities. I further understand that this release and indemnity agreement includes any claims based on the negligence, actions or inaction of any of the above released parties and covers bodily injury (including death) and property damage, whether suffered by me before, during, or after such usage. This Agreement shall be binding upon me/us and my/our heirs, personal representatives and assigns and shall be governed by and construed under the laws of the State of Florida. This Agreement constitutes the entire agreement among the parties with respect to the subject matter of this Agreement and supersedes any and all previous agreements among the parties, whether written or oral with respect to such subject matter. ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ DATE_________________________ PRINT NAME OF CONTACT PERSON / APPLICANT _________________________________________ SIGNATURE OF CONTACT PERSON / APPLICANT _________________________________________
PHONE #____________________________ CELL #____________________________________
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Adopted 9/2/08 by Board of Directors, Celebration Residential Owners Association
Facilities Use Application
---- CHECK LIST---Once your application is approved, the designated contact person needs to complete the following within 10 (ten) days for the reservation to remain valid: (check) 1) Sign the “Facilities Rental Application” _____ 2) Sign a “Facilities Rental Policy Form”______ 3) Sign a “Consent, Release & Hold Harmless Form” ______ 4) Determine if Insurance is necessary & submit _______ 5) Provide other permits; alcohol, portables, etc. (if required) _____ 6) Provide an accurate, detailed, setup diagram for approval (if applicable) ____ 7) Provide a list of equipment or supplies to be brought on to or in to facility______ 8) Pay 100% of rental fee______ 9) Pay 100% of security deposit ______ 10) Provide a list of special requests, equipment rental, additional staff, concessions etc. a) If the applicant cancels the event, the RENTAL FEE and SECURITY DEPOSIT will be returned in full, if written notice is received at least 15 (fifteen) days PRIOR to the reservation date. Initial __________ b) Written notices of cancellation received less than 15 (fifteen) days prior to approved reservation date, or, no notification, will forfeit 100% of the deposit. Initial __________
Please note: Verbal and In-person cancellations are not acceptable. I have read and fully agree with and accept all responsibility for the terms and conditions of this application. Name of Applicant______________________________________________________________ Applicants signature____________________________________ Date__________________ Please submit this form with your deposit, rental fees, proof of insurance or permits, if applicable, to the Celebration Community Center to secure the dates and times indicated on your Facilities Rental Application. ================================================================== RENTAL FEE: _______________DATE RECEIVED __________AMOUNT_________________ SECURITY DEPOSIT: _________DATE RECEIVED __________AMOUNT_________________ PAYMENTS RECEIVED BY: _____________________________________________
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Adopted 9/2/08 by Board of Directors, Celebration Residential Owners Association
Facilities Use Special Request Form
Name of applicant____________________________________________________________ Date of event________________________________________________________________ Location of Event ____________________________________________________________ Time items are requested to be delivered_________________________________________ Time items are requested to be picked up_________________________________________ There is a $50.00 REFUNDABLE deposit required to rent EACH item listed below. $50.00 - trailer * $50.00 - chair(s) * $50.00 - table(s) * $50.00 - tent(s) If all items are returned in satisfactory condition the deposit will be returned in full to applicant. Number Block party trailer Neighborhood event ___________ x Rate $50.00 / day $150.00 / day = = Total _______________ _______________
Block party trailer: ___________ x Resident Private Event
There is a $50.00 FEE for delivery / pickup for the Block Party Trailer. There is a $50.00 FEE for delivery / pickup PER LOAD for the rental of chairs, tables and tents. Chairs (white folding) # ___________ x Table (white 6’) Tent (white 10x10) Tent (white 10x20) # ___________ # ___________ # ___________ x x x $2.00 / day $7.00 / day = = _______________ _______________ _______________ _______________ _______________ _______________
$50.00 / day = $75.00 / day = ) X $50.00 TOTAL DUE
Delivery Fee - # of loads (
//////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////// Office use only Date ___________ Deposit ____________ Check# ___________ Initial______________ Check # ___________ Initial______________
Date ___________ Rental Fee___________
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Adopted 9/2/08 by Board of Directors, Celebration Residential Owners Association
Facilities & Equipment Rental Rates
Facility Artisan Park Amphitheater Bocce Court Celebration Village -Lakeside Park Great Lawn / Porch/Jones Room Non-Resident Pool Sunning Area (NW corner) * Pentanque Courts (2) * Tennis Courts (single) * Tennis Courts (double) * * RESIDENT RENTAL ONLY East Village Recreation Field Pavilion, Green Park North Village - The Commons Park Pavilion and West Field Volley Ball Courts (2) South Village - Spring Park Front Lawn at Heritage Hall Pavilion - Pool House Recreation Field $15/hr $15/hr $50/hr 2 hr. minimum 2 hr. minimum 2 hr. minimum $50 $50 $300 $30/hr $15/hr 2 hr. minimum 2 hr. minimum $50 $50 $50/hr $30/hr 2 hr. minimum 2 hr. minimum $100 $50 $100/hr $200/hr $15/hr $15/hr $15/hr $25/hr 2 hr. minimum 2 hr. minimum 2 hr. minimum 2 hr. minimum 2 hr. minimum 2 hr. minimum $600 $600 $100 $50 $50 $50 Rates / Monday-Sunday Deposit
$50/hr $15/hr
2 hr. minimum no minimum
$100 $50
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Adopted 9/2/08 by Board of Directors, Celebration Residential Owners Association
Facilities & Equipment Rental Rates
Facility Celebration Village 690 Celebration Avenue Johnson Hall South Village 951 Spring Park Road Heritage Hall West Village / Lake Evalyn 851 Celebration Ave CONFERENCE ROOM ROOM #105 MEETING ROOMS ROOM #104 ROOM #103 ROOM #102 ALL 3 ROOMS ACTIVITY ROOM ACTIVITY ROOM KITCHEN $50/hr. $50/hr. $50/hr. 3 hr. minimum 3 hr. minimum 3 hr. minimum $500 $500 $500 $2000 $500 $250 $25/hr. $200 all day $75 Rates/ Monday - Sunday Deposit
$25/hr.
$100
$50/hr. $600 all day
3 hr. minimum
$750
$250/hr. 3 hr. minimum $1500 all day $50/hr. $50/hr.
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Adopted 9/2/08 by Board of Directors, Celebration Residential Owners Association