Fillable 192 The following pages contain a sample facility use agreement drafted by an attorney

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192 The following pages contain a sample facility use agreement drafted by an attorney

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U.S.A. forms for Town of Bedford

BROWSE TOWN OF BEDFORD (VA) FORMS

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TOWN OF BEDFORD
FACILITY USE AGREEME NT
It is the Town of Bedford’s desire that all patrons who periodically use picnic
pavilions, community center, or other Liberty Lake Park property (the “Facility”) are
able to enjoy the Facility. This agreement has been set in place to achieve that goal.
The person signing this agreement and the organization on whose behalf the
Facility rental is being made (collectively the “Renter”) are responsible for compliance
with this agreement. All Renters are required to read and sign the Facility Use
Agreement as part of the rental. Please read carefully, fill out Facility, Renter, and
event sections, initial at the bottom of each page, and sign in the signature page at
the end of this document.
1. FACILITY INFORMATION
Name of Facility _______________________________________________
Shelter or Location of Facility _____________________________________
_______________________________________________________________________
2. RENTER INFORMATION
Contact name__________________
Tel.: Home __________________ Work _________________
Organization ___________________ E-Mail ________________
Address, City, State, Zip _______________________________________
3. EVENT INFORMATION
Description of event __________________________________________
Date of event __________________ Estimated attendance ____________
Time event begins (l. set up) ____ Time event ends (l. clean up)_______
Open to the public? Yes No
Admission fee charged? Yes No Will there be music? Yes No
Will food be served? Yes No Will food be sold? Yes No
4. CONDITIONS OF USE
A. RESERVATIONS
1. Renters desirous of a Facility should make reservations well in advance of
the intended date of use because demand for facilities is high and dates fill
quickly.
2. A Facility is not considered rented until (1) Renter delivers to the Town of
Bedford the Facility Use Agreement, rental fee, deposit, certificate of
insurance, written evidence of permits and licenses, and any other items
deemed necessary by the Town of Bedford; and (2) the Town of Bedford
in its sole discretion, approves such rental in writing.
3. A person who is at least twenty-one (21) years of age must sign this
agreement.
4. Renter shall provide the Town of Bedford with a single contact who is to
serve as the representative for Renter’s activities.
5. Renter shall be responsible for securing all required permits (i.e. loud
speaker permit) and licenses.
6. The facility shall be used for the purpose stated in this agreement and no
other use will be permitted.
7. Renter shall not use the Town of Bedford’s name to suggest endorsement
or sponsorship of the event. Renter’s publicity of the event shall clearly
and accurately identify the name of the sponsoring organization or
individual.
8. Renter shall permit any Town of Bedford officers, employees, or agents to
visit the event described in this agreement.
9. Renter shall be responsible for picking up the keys to the Facility, if any,
from the Town of Bedford prior to the event. Renter shall return keys
immediately following the event to the Town of Bedford.
10. Under no circumstances shall Renter sublease or allow any other
organization or individual to use the Facility for the period for which Renter
has contracted.
B. FEES
1. The Town of Bedford may require a rental fee and/or a deposit from
Renter. The rental rates shall be $30.00 for the smaller pavilions and
$40.00 for the large pavilion.
2. Any person or agency holding a reservation for the use of the Town of
Bedford facilities and desiring to cancel such reservation may be subject to
the withholding of a portion of or the entire rental fee for the Facility.
3. The Town of Bedford may charge an additional amount of double the
regular rental rate for any event continuing past the ending time stated in
this agreement.
4. Renter is responsible for any lost keys, and any costs that the Town of
Bedford might have to replace and/or re-key the Facility.
5. In the event the Facility is left damaged, Renter shall be charged for any
and all janitorial and/or repair fees incurred by the Town of Bedford as a
result of same and these fees shall be billed to Renter.
C. INDEMNIFICATION AND INSURANCE
1. Renter shall indemnify, defend, and hold harmless the Town of Bedford, ,
its officers, employees, and agents from any and all losses, costs,
expenses, claims, liabilities, actions, or damages, including liability for
injuries to any person or persons or damage to property arising at any time
during and/or arising out of or in any way connected with Renter’s use or
occupancy of the Facility and adjoining property, unless solely caused by
the gross negligence or willful misconduct of the Town of Bedford, , its
officers, employees, or agents.
2. Renter shall report any personal injuries or property damage arising at any
time during and/or arising out of or in any way connected with Renter’s
use or occupancy of the Town of Bedford facilities and adjoining property
to the Town of Bedford, in writing and as soon as practicable.
3. Renter waives any right of recovery against the Town of Bedford, its
officers, employees, and agents for fires, floods, earthquakes, civil
disturbances, regulation of any public authority, and other causes beyond
the their control. Renter shall not charge results of “acts of God” to the
Town of Bedford, its officers, employees, or agents.
4. Renter waives any right of recovery against the Town of Bedford, its
officers, employees, and agents for indemnification, contribution, or
declaratory relief arising out of or in any way connected with Renter’s use
or occupancy of the Facility and adjoining property, even if the Town of
Bedford, its officers, employees, or agents seek recovery against Renter.
D. SECURITY
1. Renter is solely responsible for supervising all individuals at the Facility
and adjoining property during the event. The Town of Bedford is not
responsible for providing this supervision. However, Town of Bedford,
may evict individuals from the Facility during the event if their conduct is
not in the best interest of the public or is deemed to be detrimental in any
way.
E. SET UP / CLEAN UP / DECORATIONS
1. Renter, caterers, bands, transportation of rental equipment, and related
individuals and activities will not be permitted access to the Facility prior to
or after the event time period. Renter shall be responsible for arranging
access during the time requested for entry and exit of the Facility.
2. Renter shall not prepare or decorate the Facility prior to the event start
time, unless Renter provides rental fees, deposits, and insurance for the
time of the preparation and/or decoration.
3. Renter shall not drive or permit to be driven nails, hooks, tacks, screws,
poles, stakes or other forms of fasteners into any part of the Facility and
shall not make or allow to be made any alterations of any kind therein.
4. Renter shall be responsible for all clean up of the Facility, including
adjacent grounds, at the end of the rental. Renter shall pick up, bag, and
remove all trash generated by all activity in any way connected with its use
of the Facility, leaving the Facility clean and free of all trash and litter.
Renter shall also leave all fixtures, if any, in good working condition.
5. Renter shall not store any equipment or materials at the Facility or
adjoining property without the prior written approval of the Town of
Bedford.
6. Renter shall be responsible for any and all damage to the Facility and/or
its contents during use. In the event damage occurs or excessive cleaning
is necessary, Renter shall be charged for any and all janitorial and/or
repair fees incurred by the Town of Bedford as a result.
F. EQUIPMENT / ACCESSORIES
1. Renter shall not remove, relocate, or take Town of Bedford, property
outside of the Facility for any reason without the prior written approval of
the Town of Bedford.
2. Renter shall not use Town of Bedford, equipment, tools, or furnishings
located in or about the Facility without the prior written approval of the
Town of Bedford.
3. Renter shall not drive motorized vehicles on field or green space.
4. The Town of Bedford does not provide audio/visual systems, public
address systems, spotlights, floodlights, or projectors. Renter, at its own
cost, may bring these systems into the Facility for their use.
5. Renter shall secure the approval of the Town of Bedford, before using
audio/visual systems, public address systems, and live or recorded
amplified music. Renter shall not record, televise, or broadcast the event
or any portion thereof without prior written approval of the Town of
Bedford.
G. MISCELLANEOUS
1. Renter shall comply with all local, state, and federal laws and regulations
related to the use of the Facility.
2. Renter shall not admit a larger number of individuals than can lawfully,
safely, and freely move about the Facility.
3. Gambling of any kind is not permitted at the Facility
4. Smoking is not permitted inside of any buildings at the Facility.
5. Alcohol is not permitted at any time or under any circumstances.
6. If Renter violates any part of this agreement or reports false information to
the Town of Bedford, , the Town may refuse Renter further use of the
Facility and Renter shall forfeit a portion of or all of the rental fee and/or the
deposit.
7. The Town of Bedford may impose additional requirements as deemed
necessary to protect the health, safety, and/or welfare of the community.
8. Any person aggrieved by the Town of Bedford’s decision with respect to
this agreement may appeal to the Town of Bedford, Manager or his/her
designee in writing no later than five (5) days after the Town of Bedford’s
decision has been communicated to the aggrieved party.
9. If any provision of this agreement is held to be invalid or unenforceable,
the remaining provisions shall remain in full force and effect.
I am an authorized agent of the organization submitting
this agreement. The information provided in this agreement is true and
correct. I have read and understand this agreement and agree to all of the
aforementioned rules, regulations, and conditions of use.
Signature ________________________________________
IMPORTANT – READ
BEFORE SIGNING
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signature
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Print name ______________________________________
Organization _____________________________________
Address ________________________________________
Telephone: Home ___________ Work____________
TOWN USE ONLY
Rental fee _____ Deposit _________ Total paid _____
Deposit returned ________________
Make check payable to:
Town of Bedford
702 Orange Street
Bedford, VA 24523
Approved _______
Disapproved ________
Date_____________
By ________________
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Completed 11 July 2020

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