Fillable Rental Application (City of Clermont)

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Rental Application (City of Clermont)

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Page 1 of 4 v1.1.17
Clermont
Arts & Recreation Center
3700 S. Highway 27, Clermont, FL 34711
RECREATION WING & GYMNASIUM
ROOM RENTAL APPLICATION
Today’s Date
Name of Event
Date(s) of Event
Estimated Attendance:
Event Start Time:
Event End Time:
Before Event Setup Time:
After Event Cleanup Time:
Name of Organization/Applicant
*The refundable deposit will be made payable and mailed to the name and address of the applicant listed*
Non Resident Business Non Profit
Website
Email
Cell Phone
City
Zip
Check Type of Organization Resident
No
n-profit documentation must be provided with application.
Tax Exempt Yes
No If yes, provide Tax Exempt #
If Yes, you must provide your Tax Exempt Certificate with application.
Federal ID # or Driver’s License #
Event Contact
Day Phone
Address
Secondary Contact
Phone #
Briefly Describe Event:
Will there be any outside vendors, businesses, groups, etc. participating/involved?
Yes
No
If yes, please list each company:
Will there be food at the event?
Yes
No
Admission Fee:
Yes
No
Will there be alcohol at the event?
Yes*
No
*If yes, an alcohol request form must be submitted and
approved prior to your event. Violation of this policy will result in forfeiture of your deposit and immediate cancellation of your rental.
Resident/Non-Profit:
• Applicant is a resident or land owner located in the Clermont city limits.
• For-profit businesses may utilize the resident rate only if the business’s physical address is within the City limits. Rentals for the intended use
of a business function must utilize the business’s physical address.
*Non-Profit organizations must provide proof of non-profit status (501c3), and be currently registered and active with the Florida Division of
Corporations. Applicant must be a registered agent, representative, or board member of the organization/business.
Non-Resident/Business:
• Applicant resides outside the Clermont city limits.
• Business is located outside the Clermont city limits.
*Clermont Residents are not permitted to use ‘Resident’ status if the business is located outside of the city limits.
Applicant Initials:
Page 2 of 4 v1.1.17
RENTAL HOURS
• Rentals during hours other than Monday to Saturday, 8:00 AM - 9:00 PM, and Sunday, 11:00 AM – 6:00 PM, will require an additional staffing
fee with a two-hour minimum. Management will review proposed staffing request to determine staff availability.
• Rentals must vacate the building no later than 12:00 AM Monday through Saturday and by 11:00 PM on Sundays.
SCHEDULING OF ROOM RENTALS
• Applications will not be accepted if they are incomplete or not signed.
• Applications will not be accepted, or dates held, more than 12 months in advance of rental date(s).
• Applicants are permitted to schedule a maximum of four (4) rental dates within a thirty (30) day period, with a maximum of three (3) rooms i
n
t
he recreation wing per day. New applications will be accepted once the current rental agreement has expired.
• The City of Clermont reserves the right to cancel any events/rentals in any City-owned facility or park.
For-profit businesses are prohibited from charging admission or conducting sales of any type, including
indirect sales, with the exception of theatre rentals for uses of a performing nature.
SECURITY DEPOSITS, PAYMENTS and REFUNDS
• A completed application, fees, and security deposit must be submitted in full to reserve the room and are due at the time of the reservation.
• Deposits are held separate from the rental fees and are not applied toward account balances.
• Credit card payments will incur a 2.5% processing fee.
• Security deposit refunds are issued 2-3 weeks after the rental date.
Ca
ncellation requests must be made in writing to the Parks & Recreation Department.
Rental Cancellation and Refund Policy
(application fees are nonrefundable)
If you cancel within:
You will receive:
30 calendar days or more from the rental date
100% of the rental cost
100% of the security deposit
29-15 calendar days from the rental date
50% of the rental cost
100% of the security deposit
14 calendar days or less from the rental date
No refund of the rental cost
100% of the security deposit
Applicant Initials:
Page 3 of 4 v1.1.17
ROOM SETUP
Please indicate which room(s) you will be renting (if more than one room is needed, please complete a multi-day room use form):
Room 4
Room 5
Room 6
Room 7
Clermont Room
Gymnasium
300 sq ft 600 sq ft 300 sq ft 600 sq ft
2,200 sq ft
5, 626 sq ft
RECREATION WING & GYMNASIUM ROOM COST ESTIMATOR
DEPARTMENT USE ONLY ~ TO BE FILLED OUT BY CITY OF CLERMONT STAFF
ITEM
RESIDENT &
NON-PROFIT
NON RESIDENT &
BUSINESS
COMMENTS TOTAL COST
Recreation Wing
Per hour
Per hour
Room 4 or 6
$15
$20
Room 5 or 7
$25
$30
Clermont Room
$60
$70
Gymnasium
Full Court*
$55
$75
*Full Court Rental includes use of up to 30 plastic chairs and up to 2 eight foot rectangular tables
Additional Equipment
Per item
Per item
Tables (gymnasium rental only)
$2
$2
Qty:
Plastic Chairs (gymnasium rental only)
$1
$1
Qty:
Wireless Microphone & Speaker
$55
$55
55” TV w/DVD Player
$35
$35
Portable Projector
$40
$40
Portable Screen
$20
$20
Podium
$25
$25
Laptop
$40
$40
Subtotal
Sales Tax
Total
Additional Staff
Per hour
Per hour
Facility Staff
$25
$25
2 hour minimum
Crowd Manager
$25
$25
2 hour minimum
Application Fee
$10
$10
non-refundable
$10
Security Deposit
$100-$200
$100-$200
based on room
There is a $25.00 floor plan review fee for layouts that are not pre-approved.
Final payment not received by the due date will be assessed a 10% late payment fee per week on balance due.
GRAND TOTAL
Applicant Initials:
Check Your Room Layout
Indicate Number of
Tables & Chairs Needed
Check Any Equipment You Will Need
Banquet
60 inch rounds
seats 6 comfortably
Wireless Microphone & Portable Speaker
Meeting
72 inch rounds
seats 8 comfortably
Projector Portable Screen
Classroom
8 foot rectangle
seats 4-8 comfortably
Podium Laptop
Vendor
Plastic Chairs
55” TV w/DVD
Indicate any special requests or needs you may have:
Page 4 of 4 v1.1.17
HOLD HARMLESS/INSURANCE AGREEMENT
The user will indemnify and hold harmless the City of Clermont from and against all claims, damages, losses, and expenses, including reasonable
attorney’s fees, arising out of, or resulting from the occupancy of the Park/Facility by the User, its agents, servants, invitees, and guests under this
license.
The User will comply with all laws, ordinances, regulations, or other orders regarding the safety of persons or property, or their protection from damage,
injury or loss.
The applicant shall supply, when required, a Certificate of Insurance reflecting minimum coverage $1,000,000 Comprehensive General Liability
Insurance, without deductibles, per occurrence. The City of Clermont shall be named as an additional insured, which shall be noted on the Certificate
of Insurance. The Certificate shall indicate that the applicant’s insurance policy shall not be cancelled without thirty days prior written notice to the City
of Clermont.
The undersigned agrees to abide by the regulations governing the said facility and is responsible for charges incurred and must supply the Certificate
of Insurance to the City of Clermont no later than fourteen (14) calendar days prior to the Program/Event Date. Also, the undersigned agrees to be
responsible for damage to facilities and conduct of persons in the program and/or event. Parking is permitted only in designated areas of the
park/facility. There is no parking allowed at any place of business or residence near the park/facility unless written permission is granted by each
individual owner in advance.
I have read the rules and regulations and fully understand them. I accept responsibility and insure that all members and guests will honor
and abide by the above conditions.
Name of User (printed):
Group Representing:
User Signature
Date
City of Clermont Employee Signature
Date
City of Clermont
Parks & Recreation Department
Clermont Arts & Recreation Center
3700 South Highway 27, Clermont, FL 34711
(352) 394-3500 office, (352) 394-2900 fax
WWW.CLERMONTFL.GOV
v.1/1/17
GENERAL USAGE GUIDELINES
1. Signage/Advertising is permitted inside the rental room, and
nowhere else in the building or on the property.
2. Food and beverages may be brought in or delivered. It is not
permitted outside the rented room(s). The use of burning candles
or any other type of open flame is not allowed, with the exception
of sterno for chafing dishes. *Birthday candles are permitted*
3. Decorations are permitted inside the room, provided they are
free-standing and removed at the end of the rental. No
decorations shall be attached to walls, lights, doors or ceiling.
The use of tape, tacks, staples, nails, glue to walls, ceilings and
furniture.
4. Items not permitted are confetti or glitter; inside or outside. The
use/throwing of rice, flower petals, birdseed, confetti, glitter,
sparkles, dry ice, fog or smoke machines, sparklers,
pyrotechnics, or similar type items; inside or outside of the
facility.
5. Room use is limited only to the rooms specified in the rental
agreement. Only those listed on the application will be permitted
to make changes to the rental information Room changes will not
be permitted within 48 hours of the rental date.
6. Conduct Staff reserves the right to refuse admittance or to eject
any person causing harm or damage.
7. Pets are not allowed in the facility. Service dogs are welcome.
8. Tobacco use of any kind, is not permitted inside the facility
RENTAL DAY INFORMATION
1. Set up and Clean up time. Items cannot be brought into the
building before, or left after, the approved rental time. Vehicles
are not permitted to be parked in the fire lane. Items may be
unloaded onto the sidewalk, but vehicles must be moved
immediately after being unloaded.
*Vehicles may be towed at the owner’s expense
2. Trash must be properly disposed of by the renter in the trash
cans provided, or removed from the premises by the renter. Do
not leave any decorations, flyers, cardboard boxes, leftover food
or drinks, in the room. The applicant will be charged for additional
cleaning needed.
3.
Exit time. The room must be cleaned and vacated by the
scheduled departure time. The applicant will be charged in 30
minute increments for any guest or vendor that stays past the
permitted room time.
APPLICANT RESPONSIBILITIES
1. Rental Day. The applicant or secondary contact person must be
present for the entire duration of the rental.
2. Room times must be strictly adhered to. No one is permitted to
enter the room before the scheduled time. This includes vendors,
caterers, decorators, etc. If additional setup time is required, it
must be scheduled and paid for by the renter during normal
business hours.
3. Guests are not permitted to wander around the facility or in the
hallways, and children under 18 years old must be supervised by
an adult at all times.
4. Alcohol is not permitted anywhere on the property, unless prior
approval has been received. The applicant will be held responsible
for the conduct of all guests, and will forfeit the full security deposit
if alcohol is present at any time.
5. Music must be kept to an appropriate level so not to affect
adjacent rentals.
6. Room capacity must be adhered to at all times. The applicant
must monitor guest attendance throughout the rental period.
7. Staff may immediately cancel the rental if attendance exceeds
room capacity, with no refund of fees or deposit.
8. Cancellation of the rental may occur at any time if incorrect or
incomplete information is provided on the rental contract (i.e.,
contact information, resident status, nature of event, or
unauthorized use of alcohol). A refund of fees or deposit will not
be issued.
DAMAGES AND DEPOSITS
1. All damages, accidents, injuries, or malfunctioning
equipment must be reported to staff immediately.
2.
The applicant will be held liable for all damage that occurs to any
equipment, the room or the facility, inside or out, due to guest or
renter’s negligence. This cost will be deducted from the security
deposit. If the cost of damage/repair exceeds the security deposit,
the applicant will be billed for all additional costs (plus staffing
hours, if applicable).
VENDORS AND OUTSIDE BUSINESSES
All businesses providing services in the facility must provide an active
business tax receipt and liability insurance, naming the City of Clermont as
additionally insured. Failure to do so may result in loss of deposit.
Applicant Initials
Applicant Initials
Applicant Initials
Applicant Initials
Applicant Initials
Clermont Arts & Recreation Center
Facility Agreement and Guidelines
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Rental Application (City of Clermont)

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Completed 16 July 2020

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