Fillable FACILITY RENTAL APPLICATION (City of Lakeville)

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FACILITY RENTAL APPLICATION (City of Lakeville)

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BROWSE CITY OF LAKEVILLE (MN) FORMS

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A community partnership

supported by the Lakeville Area

Active Adults, Lakeville Yellow

Ribbon and Lakeville Area

Historical Society

A recreation and resource

building for our seniors

A gathering and support center

for our military veterans

A space to preserve and

honor our history

BUILDING ADDRESS

20110 Holyoke Ave.

MAILING ADDRESS

20195 Holyoke Ave.

Lakeville, MN 55044

RENTAL INFO

952-985-4623

Creang

Community

through

People,Parks

&Programs

City council approved fees, 12/04/18

WELCOME

Thank you for your interest in the Lakeville Heritage Center. This facility serves the City’s

growing active adults population with recreational and social opportunities. It is a place to

honor, serve and support our veterans as well as a place for individuals to preserve and

participate in our community’s history. As a multi-purpose community center, we strive to

enrich the lives of all residents and to contribute to the quality of life and vitality of the entire

community.

Facility reservations are managed by an application process. Organizations/Individuals

wishing to schedule use of the facility will be required to ll out an application with the

details of the event and submit a deposit.

The City of Lakeville reserves the right to schedule activities in the Heritage Center, as well as

the right to negotiate with all Organizations/Individuals to make the best use of time

available. There may be times when groups cannot be accommodated in the Heritage

Center schedule.

Organizations/Individuals seeking to schedule use of the facility must be as specic as

possible when requesting rooms in the facility. The use of the scheduled rooms will be for

the scheduled time only. Other groups will be scheduled around and in-between

reservations as space and time is available.

BUILDING HOURS

BUSINESS HOURS

Monday-Friday, 8am-4:00pm

CLOSED for holidays:

 New Year’s Day *

 Martin Luther King Day

 President’s Day

 Memorial Day

 July 4 Independence Day *

 Labor Day

 Veteran’s Day *

 Thanksgiving

 Friday, day after Thanksgiving

 December 24 Christmas Eve day *

 December 25 Christmas Day *

*If day falls on weekend, observed on Fri. or Mon.

RENTAL HOURS

Monday-Thursday, 8am-9pm

Friday, Saturday, 8am-12am (midnight)

Sunday, 8am-6pm

Holidays (listed above), may be available for rent,

pending facility attendant availability

RESERVATION PROCESS

1. Read through our policies to ensure the space requested

will t your needs.

 Complete a Facility Rental Application form, space is not

reserved until application is received. Email form to:

kglen@lakevillemn.gov or bring it to the Heritage Center

oce at: 20110 Holyoke Ave, Lakeville MN 55044.

3. If space is available, a down payment is required at the time

the reservation is made, with the full rental fee and damage

deposits due prior to rental.



If no damages are incurred, the deposits will be returned

within 30 days following the rental period. Form of

payment accepted: credit card, check or cash.

 If using a caterer, copies of caterer’s license and liability

insurance naming the City of Lakeville as an additional

insured is required.

 All changes to reservations must be approved 5 days prior

to event.

WE MUST HAVE PAYMENT TO SECURE YOUR DATE!

GENERAL INFO

 Permit holder is responsible for reviewing Heritage Center

Use Policies and Fees.

 Staff is available and on premises during your rental should

you have questions.

 Confetti, glitter, and candles with flame are not allowed, if

present or observed, damage deposit will not be returned.

 No standing on furniture, counters, etc., if observed it may

result in loss of damage deposits.

 Renter is expected to dispose of all garbage in garbage cans.

Garbage on floors, counters etc. may result in loss of damage

deposit. Staff will provide garbage cans and empty as

needed.

 If event spills out into the hallways or other areas of the

building or exceeds maximum room capacity, this may result

in forfeiture of deposit. Rental is to be contained to interior of

rented space (exception is permitted food trucks).

 Deposit Fee: $200, (+$200/kitchen) charged up front, and

returned if space if left clean and no property damage has

occurred, (i.e. food in carpet, damaged equipment, wall,

flooring, ceiling, oven/stove clean etc. )

 Late Check out fee: $50, charged up front, and returned if out

by end time listed on permit. If time extends 30 minutes past

permit time, fees are $200/hr.

For day of rental, emergency contact, txt 612-718-7828

RENTAL INFORMATION

Parks and Recreation

952-985-4623

rental_info@lakevillemn.gov

Heritage Room

 Banquet Seating up to 160

 Wall mounted 46” TV

 Pull down projector screen

 Baby Grand Piano

 Kitchen available for additional fee

Atrium Room

 Banquet or Classroom Seating up to 48

 Mounted Wireless Projector Screen

 Wall mounted 46” TV

 Kitchen available for additional fee

Conference Room

 Seating for 10-16

 Pull down Projector Screen

 Wall mounted 46” TV

 4’x6’ White board

Smaller rooms also available see next page

Room Fees

Lakeville Resident/Business, LAAA

Member or nonprot organizations

Non-Lakeville

Resident/Business

Heritage Room

$160/4 hours, $40 each add’l hour $185/4hours, $40 each add’l hour

Heritage Room & Kitchen

$275/4 hours, $55 each add’l hour.

$575/all day (max of 10 hours)

$325/4 hours, $55 each add’l hour.

$600/all day (max 10 hours)

Atrium

$120/4 hours, $30 each add’l hour $160/4hours, $40 each add’l hour

Atrium & Kitchen

$180/4 hours, $45 each add’l hour $220/4 hours, $55 each add’l hour

Conference Room*

$30 hour (2 hour min) $40 hour (2 hour min)

Faireld Room*

$30 hour (2 hour min) $40 hour (2 hour min)

Sunshine Room*

$30 hour (2 hour min) $40 hour (2 hour min)

Kitchen

$55/hour (2 hour min) $65/hour (2 hour min)

Set up Package A

Up to 10 Tables/80 chairs

$40 $40

Set up Package B

Over 10 Tables/80 Chairs

$80 $80

*accommodate a maximum of 10-15 people

Lakeville Non-Prot Groups: Conference Room is available at no charge, up to 2 hours per month, Mon.-Fri. 8am-9pm

Ala Carte Table/Chairs Pkg A

Additional table/8 chairs $4.00 per set Additional table/8 chairs $4.00 per set

Ala Carte Table/Chairs

Table only: $5 , Chairs: $1 each Table only: $5 , Chairs: $1 each

Additional items available for a rent, see next page

RENTAL INFORMATION

Parks and Recreation

952-985-4623

rental_info@lakevillemn.gov

STORAGE

There is no long-term storage available at the Lakeville

Heritage Center. All items and materials must leave the

building immediately following the end of the rental period.

The City of Lakeville is not responsible for items left at the

Heritage Center following your event.

COAT ROOM

There is a small coat room located on the left side of the

lobby. The Lakeville Heritage Center is not responsible for lost

or stolen articles.

The following items and equipment are available

for use on a rst come-rst serve basis:

TABLES

 (20) 60” round tables

 (40) 8’x30” mity lite tables light grey

 (14) 8’x18” mity lite tables light grey

 (7) 8’x36” folding tables on wheels, brown

 (4) 8’x30” banquet tables grey

 (3) 6’x30” banquet table grey

 (8) 3’x3’ tables (4)-brown, (4)-gray

CHAIRS

 (200) chairs - armless, black mesh, stackable

OTHER EQUIPMENT

 (2) Portable coat racks, hooks only (120 coats)

 Podium– oor

Kitchen Rental includes the following:

 (2) 100-cup coee urns (user must provide own cups &

coee)

 (1) 30-cup coee thermos (user must provide own cups

& coee)

 (22) Coee servers (1 quart)

 (22) Water carafes

ITEMS AVAILABLE FOR RENT

 (2) 2.5 gallon glass beverage dispenser $10 ea.

 (2) Chang Dishes: $25 ea. (sternos included)

 Portable Fender Sound System $50

 Epson Portable LCD Projector: $50

 Table Linens (see below)

LINEN RENTAL

Requests for linens must be placed a minimum of 4 weeks

prior to rental date.

 White, Black, or Cream colors available for table linens

 Black and Cream must be ordered in quantities of 10

 Napkins come in various colors and must be ordered in

quantities of 100

 Prices are subject to change

 * Cream 52” x 114” $6.00 per linen

3’-4’ Square Table 52” x 52” $2.75 per linen

6”-8” Banquet Table 52” x 114” $4.25 per linen*

60” Round Table 81” x 81” $4.00 per linen

Napkins 19” x 19” $0.40 each

Table Size Linen Size Cost

FACILITY USE POLICIES

CHARGES. The rental charge shall include use of the Lakeville Heritage

Center as specied in the rates listed on the fees page.

DAMAGE DEPOSIT. The Lakeville Heritage Center requires a $200

damage deposit with all facility rentals. If damages are incurred, the

Organization/Individual agrees to fully reimburse the City of Lakeville

upon demand for any amount exceeding the original damage deposit.

This includes any and all damages to, including the loss of, the building,

furniture, equipment, xtures, grounds or any other property, real or

personal, owned, used or operated by the Lakeville Heritage Center, due

to any act or omission of the members, representatives, employees,

patrons, invitees or guests of the Organization/Individual using the

facility. If no damages are incurred, the damage deposit will be returned

within 30 days following the end of the rental period.

PAYMENT. Full rental fee payment and damage deposit is required at

the time the reservation is made.

LIABILITY INSURANCE. The Renting Organization/Individual using the

facility will sign a waiver of liability as a part of the Rental Agreement.

Policies including, but not limited to, the Lakeville Heritage Center

Alcohol Policy and Food Catering Policy may require the Organization/

Individual to provide a copy of their Certicate of Insurance as proof of

liability coverage, including host liquor liability insurance naming the

City of Lakeville as additional insured, if applicable.

CANCELLATION POLICY. The Renting Organization/Individual agrees

and understands that in the event of a cancellation, ninety (90) days

notice must be given in order for both the rental payment and damage

deposit to be returned. If less than 90 days notice is given, the damage

deposit will be returned, however, the Lakeville Heritage Center will

retain the rental payment.

NO SMOKING POLICY. The Lakeville Heritage Center is a smoke free

facility. There is no smoking allowed anywhere in the building.

PYROTECHNICS. The use of pyrotechnics, open ames or other

combustible materials within the facility is strictly forbidden.

LIQUOR. The Renting Organization/Individual using the facility shall not

sell, serve or allow alcoholic beverages of any kind to be sold, brought

into or served upon the premises except as permitted by the Lakeville

Heritage Center Alcohol Policy and in accordance with all City

Ordinances and State laws. If utilizing a caterer, the caterer shall provide

proof of licensure by the State of Minnesota. The caterer shall also

provide liability insurance coverage with minimum limits as stated in

City ordinance 3-1-9-2A and also provide a Certicate of Insurance as

proof of liability coverage, including host liquor liability insurance

naming the City of Lakeville as additional insured.

DECORATIONS. All decorations must be approved in advance of any

function. The following items are NOT ALLOWED: 1)No confetti and/or

glitter 2)No candles with ame 3)No nails, tacks, tape, glue, paint, etc.

All decorations must be hung without defacing the building. The

Lakeville Heritage Center does not provide ladders for decorating. All

decorations must meet re code regulations. No electrical circuits may

be altered.

SPECIAL SETUP. Special setup shall be done at the Renting

Organization’s/Individual’s expense under the supervision of, and

subject to, the approval of Lakeville Heritage Center Management, and

shall be furnished and paid for by the renting Organization/Individual.

CLEANUP. The Renting Organization/Individual using the facility shall

clear all areas after use unless otherwise approved by Lakeville Heritage

Center Management. The Lakeville Heritage Center and the City of

Lakeville are not responsible for any items left beyond the contracted

rental period. The Renting Organization/Individual shall also leave all

areas in a clean and orderly condition at the end of the term of this

agreement. If areas are not cleared and/or cleaned within the contracted

time period, the Lakeville Heritage Center and the City of Lakeville will

clean the facility and deduct the cleanup cost from the damage deposit.

ADVERTISING. If using our name, please state our complete name,

“Lakeville Heritage Center,” when making references.

CONDUCT. The Renting Organization/Individual is responsible for the

conduct of its guests, representatives and workers while in the Lakeville

Heritage Center.

CITY, COUNTY, STATE AND FEDERAL LAWS. All Renting

Organizations/Individuals using the Lakeville Heritage Center to conduct

any performance, public or private meeting or in giving any lecture,

concert, class or other event shall conform to, comply with and abide by

all laws of the United States and the State of Minnesota, the rules and

regulations of all Federal and State Boards and Bureaus, the ordinances

of Dakota County, the City of Lakeville and the regulations of the Fire

Department, Health Department and Police Department.

INDEMNIFICATION, HOLD HARMLESS, DEFENSE. I understand that

my use of the Lakeville Heritage Center is voluntary and that I am using it

for my benet only. I agree that my use of the Lakeville Heritage Center

facility is undertaken at my own risk, and that the Lakeville Heritage

Center and the City of Lakeville will not be liable for any claims, injuries

or damages of whatever nature incurred by me, members of my

organization, or guests of my event due to the negligence of members of

my organization, guests of my event or the negligence of third parties.

On behalf of myself and the organization that I represent, I expressly

forever release and discharge the Lakeville Heritage Center, the City of

Lakeville, its agents or employees from any such claims, injuries or

damages. I also agree to defend, indemnify and hold harmless the

Lakeville Heritage Center and the City of Lakeville from any claims,

injuries or damages of whatever nature arising out of, or connected with,

my use of the Lakeville Heritage Center. I also agree to reimburse the City

of Lakeville for any damage, breakage, maintenance or theft of

equipment beyond the damage deposit gure, if so warranted.

SUBCONTRACTING.

Renters may not subcontract any space in the

Lakeville Heritage Center.

LIGHT, HEAT, WATER, VENTILATION. The Lakeville Heritage Center

shall furnish light, heat, water and ventilation, but any special lights or

lighting xtures other than those available shall be provided and paid for

by the Renting Organization/Individual.

FIRE CODES. The Renting Organization/Individual shall not transact or

allow the transaction of any business on the premise, or keep thereon,

anything which will increase the risk of re or conict with the provisions

of the insurance policies on the building or any part thereof.

The Renting Organization/Individual understands and agrees that this

Agreement is made subject to all rules and regulations of the Lakeville

Heritage Center, and will conform to said rules and regulations and be

bound thereby. No provisions of these rules and regulations will be

waived, except with advance approval, in special cases and for good

cause, and then only by written memorandum attached to the permit

application and signed by an authorized representative of the City of

Lakeville.

RENTAL INFORMATION

Parks and Recreation

952-985-4623

rental_info@lakevillemn.gov

FOOD CATERING POLICY

Food Caterers at activities and events held at the Lakeville

Heritage Center according to the following guidelines:

 Catering areas must be left in a clean condition following each

event.

 Food and beverages must be kept in the rented room or space.

 Caterers are responsible for all table coverings. Caterers are also

expected to provide all plates, silverware and glassware for tables.

 Supplies must be removed by the end of the rental period unless

approved by, and arranged with, Heritage Center Management.

 The Lakeville Heritage Center and the City of Lakeville are not

responsible for articles left unattended or overnight.

 The caterer shall comply with all laws and regulations related to the

preparation and disposal of food, and shall procure at its own

expense all permits and licenses required by law or regulation for

the operation of catering services. The caterer will furnish the City

of Lakeville with a copy of the applicable permits or licenses.

 The caterer agrees that they will at all times, have and keep in force,

at its expense, workers’ compensation and employers’ liability,

automobile liability and professional liability insurance covering any

injury caused by act or omission on the part of the caterer in the

performance of, or with relation to, any of the work or services

provided to be performed or furnished by the caterer.

 The caterer will furnish the City of Lakeville with a copy of its

Certicate of Liability Insurance naming the City of Lakeville as

additional insured.

 The caterer shall be deemed to be an independent contractor and

not an employee of the Lakeville Heritage Center or the City of

Lakeville. Any and all agents, servants or employees of the

contractor or other persons, while engaged in the performance of

any work or services required to be performed by the Lakeville

Heritage Center, or the City of Lakeville, its agents, servants,

employees or other persons, shall in no way be the obligation or

responsibility of the Lakeville Heritage Center or the City of

Lakeville. The contractor, its agents, servants or employees shall be

entitled to none of the rights, privileges or benets of the Lakeville

Heritage Center or the City of Lakeville.

 The caterer further agrees to defend and hold harmless the Lakeville

Heritage Center and the City of Lakeville from any claims, demands,

actions or causes, or action arising out of any performance of, or

with relation to, the work or services provided to be performed or

furnished by the caterer under the terms of this agreement.

ALCOHOLIC BEVERAGES POLICY

Alcoholic beverages may be served at activities and events held at the

Lakeville Heritage Center according to the following guidelines:

 Renting Organizations/Individuals may use our in-house bar service,

see Bar Services information sheet.

 The holder of a caterer's permit may sell intoxicating liquor as an

incidental part of a food service that serves prepared meals. A fee of

$150.00 will be applied to permit.

 All Renting Organizations/Individuals distributing and/or

consuming alcohol in the Lakeville Heritage Center must

comply with and abide by all Federal, State and Municipal laws

and ordinances.

 Alcoholic beverage service will end no later than 11:00 p.m.

Alcohol must stay in a clearly dened rental space. The Renting

Organization/Individual will be responsible for making sure its

guests follow this policy. All containers used for consumption must

also remain in the dened space.

 Service Clubs renting space at the Heritage Center may allow club

members to consume beer and wine. “Service Club” means: an

incorporated organization organized under the laws of the

state for civic, fraternal, social, or business purposes, for

intellectual improvement, or for the promotion of sports, or a

congressionally chartered veterans' organization, if: (1) 51% of

its active members reside or work in Lakeville and (2) the

Service Club has regular meetings or activities in Lakeville at

least three times a year.

 Lakeville Municipal Liquor may sponsor, host, conduct

“tastings” for educational and fundraising activities.

 Violation of the rules set forth in this policy may result in the denial

of future rental requests, cancellation of future reserved space at

the Lakeville Heritage Center and forfeiture of the damage deposit.

 The sale, consumption and display of alcoholic beverages is

prohibited at the Heritage Center except as otherwise specically

provided in this policy

Before You Decorate

These decorating guidelines must be used when you are

decorating the building to prevent damage to the Lakeville

Heritage Center and to avoid forfeiture of your Security

Deposit. A building and grounds inspection will occur after

your rental and before the Security Deposit is released.

Please follow these guidelines carefully.

 Absolutely NO glitter, confetti or candles with ame.

$200 damage deposit immediately retained if any

appear.

 Tape may not be used on any painted surface or on the

ceiling. Only approved tape may be used on oor

surfaces.

 The only adhesives permitted are “Command

Adhesive” brand hangers. To prevent damage from the

surface, they must be removed according to the

directions on the package.

 Nails, screws and thumb tacks are not allowed. Any

holes created in the walls will be considered property

damage.

 Do not hang items from the ceiling tile or light xtures.

 Decorations attached to the outside of the building or

grounds must adhere to these same guidelines.

 All decorations must be completely removed upon

vacating the building at the end of your rental. This

includes decorations or signs at the front entrance of

the neighborhood. Items not removed will be charged

$200 storage fee. Items left at the Heritage Center after

72 hours become property of the City of Lakeville.

 As permit holder you are responsible for how your

guest conduct themselves, what they bring into the

facility, damage incurred, etc.

By the City of Lakeville having received payment on the above

rental, you are agreeing to the above guidelines

and will convey the above to those that assist you with the event.

Clean Up Check List

Table and Chairs

______Wipe o all tables

______Wipe o all chairs

______Clear o all tables

Personal Items (linens, decorations, food, etc.)

______All must be removed from building prior to end

of rental time (otherwise becomes property of City of

Lakeville)

Walls and Ceiling

______Remove all decorations, and/or Command hooks

Floors - including Main Room, Entry, kitchen and

bathrooms

______Pickup all debris/food from the oor

______Sta will sweep and vacuum oors

Kitchen

______Wash all items borrowed from City and leave on

the green shelves in the drying rack

______Wipe down counter tops and stove

______Clean up any spills in the oven, on the walls and

cabinets

______Clean out sink

______Clear all items from the refrigerator

______Wipe up spills in the refrigerator

______Sta will empty trash containers

______Turn o stove and oven

Trash

______Sta will empty trash containers. Trash should be

bagged and left in garbage cans.

Lights and Locks

______Sta will turn o all lights and lock doors.

Police

______If Police are called by City of Lakeville sta to

assist with issues. A citation may be issued by

Police.

RENTAL INFORMATION

Parks and Recreation

952-985-4623

rental_info@lakevillemn.gov

FACILITY RENTAL APPLICATION

Name of Applicant:

Address:

City/State/Zip:

Phone: E-mail: Serving Alcohol: Y or N

Event : Expected Attendance:

Name of Organization: Tax Exempt— Tax ID #

 Your reservation is not conrmed until the reservation and damage deposit fees are received.

 The Renting Organization/Individual agrees and understands that in the event of a cancellation, ninety (90) day notice must be given in order for both the rental payment and damage

deposit to be returned. If less than 90 day notice is given, the damage deposit will be returned, however, the Lakeville Heritage Center will retain the rental payment.

 Damage deposit will be refunded to you within 30 days following your reservation date contingent upon city staff recommendation and policy, unless a request to hold the deposit for

future reservations has been made.

 Late fee - $50, charged up front, and returned if out by end time listed on permit. If time extends 30 minutes past permit time, fee is $200/hr.

 Rental of the Heritage Center rooms are on an hourly rate. The hours shown here will cover the entire time required for the renter to decorate, set-up, conduct the activity, and clean up the

facility after use. The facility must be vacated promptly at the conclusion of the time specied on the contract. All changes to reservation must be approved 5 days prior to event.

City of Lakeville Parks and Recreation Department Facility Usage Release and Indemnication Agreement: As lawful consideration for being permitted to use a park or recreational

facility belonging to the City of Lakeville, I acknowledge, understand, and agree on behalf of myself and my organization, group, or business:

1. Use of the facility includes the risk of serious bodily injury or death including, but not limited to, possible exposure to and illness from infectious diseases including but not

limited to methicillin-resistant Staphylococcus aureus (MRSA), influenza, and coronavirus disease 2019 (COVID-19). While particular rules and personal discipline may reduce

this risk, the risk of serious illness and death does exist; and,

2. I KNOWINGLY AND FREELY ASSUME ALL SUCH RISKS, both known and unknown, EVEN IF ARISING FROM THE NEGLIGENCE OF THE RELEASEES or others, and

assume full responsibility for my use of the facility; and

3. I willingly agree to comply with the stated and customary terms and conditions for use of the facility as regards to protection against infectious diseases, including but not limited

to any applicable Governor’s Executive Orders and Department of Natural Resources (DNR) and Minnesota Department of Health (MDH) guidelines related to the activity,

including the Outdoor Recreational Guidelines, which can be found at https://www.dnr.state.mn.us/aboutdnr/covid-19-outdoor-recreation-guidelines.html. If, however, I observe

any unusual or significant hazard during my presence or participation, I will remove myself from participation and bring such to the attention of the nearest official immediately;

and

4. I, for myself and on behalf of my heirs, assigns, personal representatives and next of kin, and my organization or group HEREBY RELEASE AND HOLD HARMLESS the City

of Lakeville, and its officials, officer’s, agents, volunteers and employees ("Released Parties"), from liability for injuries or damages, including any losses caused by the

negligence or strict liabilities of the Released Parties. I further agree on behalf of myself and my organization or group to protect, indemnify, and hold harmless the Released

Parties from any and all claims, liabilities, damages, or rights of action directly or indirectly arising from the use of these facilities. This agreement is specifically binding upon my

spouse, heirs and assigns, and on the spouses, heirs or assigns of any member, employee, or participant of my organization of business. This agreement to release a

indemnify the City does not apply in the event of the City's gross negligence or willful and wanton misconduct. I warrant that I am authorized to enter into this agreement on

behalf of my organization, group or business. Further, I agree and acknowledge, on behalf of myself or my organization, group, or business and as a condition to use of the

park or recreational facility as follows: I am responsible for reimbursing the City for any loss or damage to the park or recreational facility occasioned by, or in connection with

the use of the City Property. Use of the park or recreational facility is subject to the conditions, rules, regulations and policies set forth by the City of Lakeville for such use and

have been given a copy of such conditions, rules, regulations or policies and agree to comply with the foregoing. I am responsible for clean-up of the park and facilities following

use, including the pick-up and proper disposal of all trash, litter or other debris left on the park or recreational facilities following use.

Permit Holder: (signature)___________________________________________ Date: ________________

Date(s) Day(s) of Week Room Requesting Start Time End Time # of Tables

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FACILITY RENTAL APPLICATION (City of Lakeville)

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