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Pender County
Application for Public Use of County Facilities
[Effective November 3, 2008]
The County meeting rooms are available for use by educational, cultural, civic, governmental, political, and other
community groups for public meetings. Businesses located in the county may use these facilities only for
educational in-house programs for their employees.
Use of the facilities in no way constitutes an endorsement by Pender County of any group's activities or
beliefs. The county shall not discriminate in providing meeting room space on the basis of race, religion, age,
gender, political affiliation, national origin, or disability.
1.
The use of the county's meeting rooms will be limited to meetings for which no admission charge
is made except for registration fees for programs sponsored by the county department or agency
itself or a non-profit educational group for classes, workshops, discussion groups, or forums. Any
other income generated by an event is to be retained by the county or a county support group for
the benefit of the county.
2.
Bookings shall be on a first-come first served basis. Reservations should be made at least three (3)
days in advance and standing reservations (i.e. "second Tuesday of each month) are
generally prohibited. Nongovernmental groups wanting to use the room on a regular basis may not
book upcoming meetings more than two (2) months in advance.
3.
Facilities should not be booked for meetings for which anticipated attendance is greater than 100.
4.
Requests for use of County meeting space (except for the Agriculture Building) shall be submitted
on an application to the County Manager's Office. Requests for use of the Agriculture Building
shall be coordinated with the Agriculture Extension Service. All applications are available
at County facilities and on the County's web site. All applications are subject to review and approval
by the County Manager and the Board of Commissioners.
5.
The person/organization booking the meeting room shall be responsible for arranging the room or
facilities ahead of time to suit their needs and for returning the room or facilities to orderly
condition. County staff does not set up chairs or tables. Organizations may be placed on probation
or prohibited from future use of the facilities if the responsible representative fails to carry out the
duties outlined herein satisfactorily.
6.
For special arrangements regarding food and beverage, the manager of the particular building you
will be using must be consulted. No smoking or alcoholic beverages are allowed inside
any County buildings.
7.
When a meeting is scheduled after County hours, appropriate arrangements must be made to
properly secure and vacate the building. This will be coordinated with the manager of the building
to be used.
8.
In any advertisements for meetings, the County's name may be used only in conjunction with the
Organization's Name:
Contact Name: Title:
Mailing Address:
Phone Number(s):
Building and Meeting Room Being Requested:
Date and Time of Use:
Purpose of Use:
Any Additional Information:
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specific location of the meeting.
9.
The Pender County Library (910-259-1234) and Pender County Parks and Recreation (910-259-
1330) each have more specific policies and documentation for use of their facilities. Please contact
them directly for their specific requirements.
10.
The undersigned covenants not to sue or to assert any claim against Pender County, its
Commissioners, agents or employees, or any other person, firm, corporation or other entity with
respect to any injury or any other consequence arising out of or related in any way to the
undersigned's use of, presence at, ingress to or egress from, the County Facilities.
Futhermore, the undersigned hereby releases Pender County, its Commissioners, agents or
employees, or any other person, firm, corporation or other entity from any and all claims, demands,
damages, actions and causes of action, suits, losses and liabilities, however denominated, whether
known or unknown, contingent or absolute, apparent or unapparent, accrued or unaccrued, arising
out of or related in any way to:
(a) the undersigned's use of, presence at, ingress to or egress from said County Facilities;
(b) any act, omission, event, incident, transaction or occurrence of any person, firm, corporation
or other entity on or in the vicinity of said County Facilities; and
(c) any circumstance or condition (latent, obvious or otherwise) in or near the vicinity of
said County Facilities.
And furthermore, the undersigned hereby expressly assumes any and all risk or consequences
arising out of or related in any way to:
(a) the undersigned's use of, presence at, ingress to or egress from said County Facilities;
(b) any act, omission, event, incident, transaction or occurrence of any person, firm, corporation
or other entity on or in the vicinity of said County Facilities; and
(c) any circumstance or condition (latent, obvious or otherwise) in or near the vicinity of
said County Facilities.
It is also understood the undersigned is responsible for any damages that may occur to the County Facilities during
the time of usage and further agrees to reimburse the County for the cost of repair.
The undersigned has had a full and fair opportunity to read, consider the same and obtain legal or other advice; and
the undersigned represents to Pender County, and acknowledges that such representation is material and
may reasonable be relied upon by Pender County, that the undersigned has read, understands, and fully consents and
agrees to the foregoing.
For Office Use:
Please return form to Pender County Manager's Office (or Agriculture Extension Service)
805 S. Walker Street, P.O. Box 5 Burgaw, NC 28425
Phone 910.259.1200
Fax 910.259.1402
Applicant Signature:
Date:
Approved:
Special Conditions:
County Staff Signature:
Date:
Submit by Email
Print Form