Fillable Rosehill Community Center Classroom Rental Packet ~Rental Rates~ (City of Mukilteo)

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Rosehill Community Center Classroom Rental Packet ~Rental Rates~ (City of Mukilteo)

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Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov FAX 425-353-2457
R:\Rental Packets\Renting Rosehill\RENTING ROSEHILL PACKETS\Individual Documents for Rosehill Packet\2020 01 Classroom Rental Packet No
App.docx Page 1 of 9
Rosehill Community Center
Classroom Rental Packet
~Rental Rates~ ~Rental FAQ’s~ ~Application Form~
Rental Hours Community Center Hours
Monday – Thursday 6:30 am – 9:00 pm Monday – Friday 6:30 am – 9:00 pm
Friday 6:30am – Midnight Saturday 8:00 am – 9:00 pm
Saturday 8:00 am - Midnight Sunday 9:00 am – 4:00 pm
Sunday 9:00 am - 10:00 pm
Christiansen Room
Vancouver Room
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov FAX 425-353-2457
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RATES & FEES
Classrooms
Fees are subject to change
Rooms
Rate/Fee
$50/hr.
$50/hr.
$50/hr.
$66/hr.
$66/hr.
$66/hr.
$100
$75
City of Mukilteo residential discount may apply.
Upper Level
Room Name
Dimensions
Occupancy with
Round
Tables &
Chairs
Theater Style
Occupancy
Occupancy with
Rectangle Tables &
Chairs
Amenities
Vancouver
Room
27.5’ x
32.5’
(893 sqft.)
40
5 rounds/8 each
45
40
3 rows of 5
tables/2 each
Classroom
includes tables and
chairs; white board.
Frost Room
25.5’ x
32.5’
(828 sqft.)
32
4 rounds/8 each
39
30
2 rows of 5
tables/2 each
Classroom
includes tables and
chairs; white board.
Fowler Room
27.5’ x
32.5’
(893 sqft.)
40
5 rounds/8 each
45
40
3 rows of 5
tables/2 each
All purpose
floor, tables
and chairs, white board.
Christiansen
Room
23.5’ x
35.5’
(834 sqft.)
48
6 rounds/8 each
50
50
3 rows of 5
tables/2 each
Tables, chairs,
kitchenette, restroom,
patio
Lower Level
Room Name
Dimensions
Occupancy with
Round Tables &
Chairs
Theater Style
Occupancy
Occupancy
with
Rectangle Tables &
Chairs
Amenities
Art Room
20’ x 46’
(920 sqft.)
No 60”
Rounds
Allo
we
d
69
60
Long Rectangle Tables
Sink, tables,
chairs
Dance/Aerobics
Room
28’ x 46’
(1288 sqft.)
No 60”
Rounds
Allo
we
d
29
Mirrors and
ballet
bars.
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov FAX 425-353-2457
R:\Rental Packets\Renting Rosehill\RENTING ROSEHILL PACKETS\Individual Documents for Rosehill Packet\2020 01 Classroom Rental Packet No
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FREQUENTLY ASKED QUESTIONS
Q: Can I check room availability online?
A: No, please call the Rosehill Community Center at 425.263.8180 or send an email to
recreation@mukilteowa.gov to check room availability.
Q: When can I book a classroom?
A: Classrooms may be rented beginning the third Wednesday in February at 6:30 am for April
through August, and the third Wednesday in July at 6:30 am for September through March.
If two people want the same room when rentals start at 6:30 am a lottery will be held to
determine who gets the room.
Priority will be given to renters who are in person at the start of the rentals, followed by
those who fax or email their applications.
Q: Can I save or hold a date?
A: No, we cannot hold, save or book space without application and full payment.
Q: Is the Rosehill Community Center open on holidays?
A: The Rosehill Community Center is closed on Federal Holidays (excluding Columbus Day).
Q: How do I book a classroom?
A: You must be 21 years old to rent a room at the Rosehill Community Center. Fill out an
application, return it to Rosehill Community Center via email or in person and pay all rental
fees at the time of booking via credit card, cash or check. Credit cards are accepted over the
phone..
Q: What does the security deposit cover?
A: Security deposits are 100% refundable provided all the conditions you agreed to on your
rental application and rules in this packet are met. Security deposits aren’t refundable if you
cancel your reservation.
Q: Do you provide the linens, dishes, serving pieces etc., for rentals at Rosehill
Community Center?
A: We do not provide these items, but they can be rented through a rental company.
Q: If I’m the renter/contract holder, what are my responsibilities?
A: Payment for the deposit and rental fees must be paid at the time of booking by the person
signing the application.
The banquet permit and liability insurance must be in the renter/contract holders’ name.
The contract holder must agree to all of Rosehill Community Center’s guidelines and initial
and sign the appropriate places to accept responsibility for the rental.
The check-in/check-out form must be signed to get into the room and to verify the conditions
are met at the end of the rental.
Leave the room in the same condition it was in when you checked-in.
The renter is the responsible in case of damage, theft or disturbance during rental of the
facility.
The renter is responsible for the cost of cleaning and repairs needed due to their event.
Cleaning fee will be charged for an time Rosehill Community Center staff must use to clean
the venue after the event. The cost of any damage will be charged including labor.
The renter is responsible for the behavior of their guests.
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov FAX 425-353-2457
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Q: What is included with my rental of a classroom?
A: Tables and chairs. You can check out a projector, laptop, speaker, podium and easels based
on availability.
Q: Can I decorate the rooms I’m renting at Rosehill Community Center?
A: Only freestanding floor and table decorations are permitted.
Affixing anything to ceiling, walls, lights, doors, columns or windows is not allowed.
Classrooms have tack strips that can be used to hang decorations
Candles may be used if they are enclosed in a hurricane glass or vase with 1 inch of
glass above the flame.
Use of dry ice, fog/smoke machines, rice, birdseed, glitter, sparklers, confetti, petals
whether real or fake, and dance wax are not allowed either inside or outside the Rosehill
facility.
Pressurized tanks of any kind are not allowed.
Piñatas are not allowed.
Bubbles are permitted outside the building.
Any equipment brought in by the renter must be pre-approved by the Rosehill staff (for
example, special
electrical equipment, arbors, lights, lifts, platforms, ladders, etc.).
Q: Is the public allowed in the building when I’m holding an event at Rosehill Community
Center?
A: If your event is during normal operating hours, then yes, the public may be in the building.
However, the room(s) you rent will be just for your guests; the general public will not be
allowed to walk through or use your rented space. If your event is after hours, the public will
not be allowed in the building.
Q: Who is responsible for set-up and clean-up of my event?
A: The renter/contract holder is responsible for set-up and cleaning of the classroom. The
hours rented must include time for the set-up, and at least 30 minutes for cleaning. There
are companies that can be hired to come into the facility and do both or just the clean-up.
The front desk can provide a resource list.
Q: Our event is going to end very late at night. May we come back the next day to clean
up?
A: When booking your event you must include enough time for set-up, decorating, and for clean-
up. All rental hours must be consecutive. No next-day clean-up is allowed. Cleaning supplies
are provided.
Q: What is the charge if my event runs over the contracted hours?
A: Overtime fees for staff and facility use will be billed at twice the regular hourly rate with a
minimum charge of one (1) hour.
Q: What are your catering rules and regulations? May we provide our own food? May we
have a potluck?
A: You are welcome to bring your own food, have a potluck, or have a caterer of your choice.
Q: Can we use barbecue grills or propane tanks to cook food for our event?
A: No, barbecue cooking or pressurized tanks are not permitted at Rosehill Community Center.
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov FAX 425-353-2457
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Q: Is alcohol service allowed at the Rosehill Community Center?
A: Yes, beer, wine and champagne are allowed in the classrooms and must stay in your rented
space. The Fowler and Art rooms are the only classrooms where a keg is allowed. No hard
alcohol is allowed at any time. Please see the Alcohol Information Section for information on
alcohol use, service and required insurance.
Q: Do you require event insurance? What does this involve? When must I provide a copy
of the completed insurance?
A: Insurance is required if alcohol is served, the event is open to the public or admission is
charged at the door.
Please see the Insurance Information Section.
Q: What conditions may cause loss of the security deposit and/or having my event
closed down?
A: Any disrespect of the on-site staff. Failure to conform to the rules, regulation and general
information in this packet.
Q: Who determines if an event will be closed down?
A: The on-site staff determines if an event will be closed down. The police will be called to
facilitate closing down the event.
Q: Can we have a send-off or cheer at the end of our event?
A: Late night departures should be as quiet as possible as the facility is in a residential area.
Q: We are having underage people at our event, is there anything special required?
A: We reserve the right to require security and/or chaparones at any event. All minors must
have adequate supervistion.
Q: What if we leave early? Can we get a refund?
A
: We do not refund hourly charges that are not used.
Q: Can I have the cake, chairs or decorations delivered early?
A: We cannot accept deliveries for you. Access to the room is limited to your rental hours.
Q: Are there any restrictions on content?
A: Yes, any
Q: Are there limits to what kind of entertainment we can have?
A: Yes, all entertainment must be family friendly. Profane, lewd, indecent or slanderous
conduct is not acceptable.
Q: Can we leave our property in the room during lunch or other breaks?
A: Yes, Rosehill Community Center is not responsible for loss or damage of personal or rented
items left in the facility before, after or during your event.
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov FAX 425-353-2457
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Q: Are there any circumstances where Rosehill Community Center would cancel my
reservation?
A: It is unlikely that your reservation will be cancelled by Rosehill Community Center staff. If
your reservation is voided, your deposit and any rental fees paid will be refunded. However,
reservations may be denied or revoked if an applicant has made any misrepresentation or
failed to disclose any pertinent information in connection with the classroom rental.
Q: Are we allowed to have a D.J. or a band?
A: Yes. However, the City of Mukilteo does have a noise ordinance that goes into effect at 10
p.m. Rosehill staff
will monitor the noise level outside and let you know if the music inside
becomes too loud. D.J.s are expected to bring their own equipment.
Q: Can we throw rice, birdseed, confetti, etc.?
A: No. Rice, confetti, birdseed, glitter, piñatas, silly string or petals whether real or fake or any
other article that creates debris is prohibited. Bubbles are permitted outside the building only.
Check with Rosehill staff before purchasing.
Q: Is parking available?
A: Yes, there are two parking lots adjacent to Rosehill Community Center. Parking is free and is
first-come, first- serve.
Q: Can we use the grounds around Rosehill Community Center?
A: The grounds are a public park when not rented. They are not part of your rental area.
Please call if you would have questions about park rules.
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov FAX 425-353-2457
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CLASSROOM RESERVATION CANCELLATIONS, REFUNDS, AND DATE
CHANGES
All cancellations/changes requested by the renter must be made in writing by the contract
holder (email is acceptable).
DATE CHANGES
FRIDAY, SATURDAY, AND SUNDAY
Date change received 14 days or sooner prior to rental:
o All deposits and fees transfer
Date change received 13 days or less prior to rental:
o No refund of any deposits or fees
Monday - Thursday
Date change received 14 days or more before your rental date:
o All fees transfer
Date change received less than 14 days’ before your rental date:
o Forfeiture of security/damage deposit
o New security/damage deposit required
o Rental fees transfer
CANCELLATIONS
FRIDAY, SATURDAY, AND SUNDAY
Cancellations received 14 days or more prior to rental:
o 100% refund of hourly rental fees paid and the alcohol fee.
o The security/damage deposit will not be refunded
Cancellations received 13 days or less prior to rental:
o No refund of deposits or fees
A full refund will be given if the City of Mukilteo cancels a Rosehill facility reservation
MONDAY-THURSDAY
Cancellations received 14 days or more prior to rental:
o 100% refund of hourly rental fees paid and the alcohol fee
o The security/damage deposit will not be refunded
Cancellations received 13 days or less prior to rental:
o No refund of deposits or fees
Cancellations received within 2 business days of making your reservation:
o You will be charged a $10 processing fee
o All other fees refunded
A full refund will be given if the City of Mukilteo cancels a Rosehill facility reservation
NO SHOWS
If a rental does not show for its scheduled time, it will be treated as a cancellation. The
security/damage deposit, alcohol fee, and room rental fees will be forfeited.
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov FAX 425-353-2457
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INSURANCE INFORMATION
EVENTS THAT REQUIRE INSURANCE
INCLUDE BUT ARE NOT LIMITED TO:
o Events serving alcohol
o Events deemed to be high risk
o Events open to the public
o Events where
LIABILITY INSURANCE FOR EVENTS
Liability Insurance must include the following:
o Alcohol liability clause
o Limits of no less than $2,000,000 general aggregate and $1,000,000 per person/per incident
o City of Mukilteo must be listed as “additionally insured”
o Date, time, and location of the event
o Endorsement that the renter’s insurance coverage shall be primary insurance with respect to
the City of Mukilteo and provide the endorsement
OBTAINING INSURANCE
Your personal insurance agent or an insurance agency may be able to provide you with the
insurance that is needed.
You may also obtain insurance through the City of Mukilteo’s insurance broker, Washington Cities
Insurance Authority (WCIA). The cost of this insurance will vary. The instructions below describe
how to get a quote or purchase insurance through WCIA.
WASHINGTON CITIES INSURANCE AUTHORITY (WCIA) - TENANT RENTER LIABILITY INSURANCE
PROGRAM
Instructions for obtaining a quote and/or insurance are as follows:
Access the site at http://www.wciapool.org
On the far right click on One-Day Insurance TULIP
Look at Item #1 and click where it says www.onebeaconentertainment.com
Scroll down and click on “Get a Free Quote”
This will take you to a screen where you will need to enter a facility code and answer questions. The facility
code:
Rosehill Community Center: ID Code 0465-107
The renter answers questions about the event.
Do not click the Liquor Liability button unless you are selling alcohol.
The renter then clicks on “Quick Quote” for the cost of the insurance.
If the renter elects to purchase the insurance he or she must fill in the renter (the insured) contact
information. The transaction is completed with credit card on-line. Visa and MasterCard are accepted for
payment.
In a matter of minutes (after credit card approval) an insurance certificate will be emailed to the renter
(contact information email address) and to the Rosehill Community Center (WCIA member) email address.
Access to this program is only available on-line and payment must be by VISA or MasterCard.
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov FAX 425-353-2457
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ALCOHOL INFORMATION SHEET
Banquet permit or special occation license must be provided no less than 30 days prior to the rental.
WASHINGTON STATE PERMIT/LICENSE REQUIRED FOR SERVING ALCOHOL AT ROSEHILL
COMMUNITY CENTER
Banquet Permit:
A Banquet Permit is required to allow the service and consumption of beer, wine and champagne.
It can be obtained from the State of Washington Liquor Control Board at
https://lcb.wa.gov/licensing/online-banquet-permit.
Special Occasion License (for non-profit organization selling alcohol):
Special Occasion license applications must be filed at least 45 days in advance of the event with
the Washington State Liquor Control Board (https://lcb.wa.gov/.)
A copy of the approved Special Occasion License should be received by the Rosehill Community
Center 30 days prior to the use of the facility.
Caterers may submit their Class I license in lieu of the rental group obtaining a special occasion
license at least 30 days prior to the use of the facility. The Special Occasion License or Caterer
Class 1 license must be posted in the rental space during the event. If a renter is planning on using
the Caterer’s Class I license, the Business License must have the City of Mukilteo endorsement and
the renter must provide us with a copy of their license with this endorsement.
SERVING ALCOHOL DURING EVENT
Beer, wine and champagne in bottles or cans does not require a State of Washington licensed
bartender.
Kegs are allowed in the Art and Fowler Rooms under the following conditions:
o
Licensed bartender has sent a copy of Class 12 MAST License to Rosehill PRIOR TO
EVENT.
o Licensed bartender will be required to show valid picture identification before tapping and
serving.
o Keg is loaded into Rosehill cooler outside of the building in the parking lot.
o Keg is tapped by licensed bartender outside of the building in the parking lot.
o Renter must provide pump tap. (No CO2 taps allowed)
o Only 1 keg allowed in a classroom and must be inside Rosehill’s keg holder
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Renting Rosehill\RENTING ROSEHILL PACKETS\Individual Documents for Rosehill Packet\Classroom Rental Application - October
17 2019.docx Page 1 of 4
CLASSROOM APPLICATION
Today’s Date: ______________ Date of Event: ____________ Day of the Week: ___________
Applicant/Organization: ________________________ Non-Profit ID#: ___________________
Renter/Responsible Party: ___________________________________
Address:
__________________________________________________
City/Zip: __________________________________________________
Cell Phone: ___________________ Email: ______________________
Event title: ________________________________________________
On-site contact for event: ___________________________________
Cell Phone: ______________________ Notes:
Room Requested:
o Captain Vancouver Room (45 people)
o
Morris Frost Room (30 people)
o
Jacob Fowler Room (45 people)
o
Peter Christiansen Room (50 people)
o
Dance Room (29 people)
o
Art Room (round tables are not available for the Art Room) (60 people)
Number of people attending (including children)? _______
Type of event (party, baby shower, meeting, wedding): _________________
Rental Hours Must be Continuous
Rental Start Time: ______________ Rental End Time: ______________
Event Signs for Posting Should Read?
What time does set-up begin: ______________
What time does clean-up begin? ______________
(needs to be 30 min before end of rental)
TABLES AND CHAIRS:
How many 60” round tables will you need? _____ Round tables seat 8
(round tables are not available for the Art Room)
How many 2’ x 4.5’ tables will you need? _____ Maximum of 15
How many chairs will you need? _____
For Office Use Only
M.R. Verification
_______________
_______________
Staff
Initials__________
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Renting Rosehill\RENTING ROSEHILL PACKETS\Individual Documents for Rosehill Packet\Classroom Rental Application - October
17 2019.docx Page 2 of 4
EVENT DETAILS:
Is this event open to the public? Yes No
Will you be charging admission fee? Yes No
Will you be serving alcohol? Yes No
Service allowed inside rental room only.
(Christiansen
Room renters may be on attached patio)
Banquet permit and liability insurance will be required.
Are you a non-profit selling alcohol at your event? Yes No
FOOD/CATERING:
Are you bringing in food? Yes No
Who will provide the food? ____________________________________
Caterer-delivered? Yes No
Caterer contact name and phone:
____________________________________________
DECORATING:
Do you plan to use candles, sterno, or other open flame items? Yes No
Describe decorations (refer to rental packet for decorating rules):
_______________________________________________________________________
MUSIC:
Will there be music? Yes No
If yes, how is the music provided? (i.e. ipod, phone, laptop, DJ) ______________
EQUIPMENT:
Are you renting equipment? Yes No
If yes, rental company contact and phone: ____________________________________________
Describe equipment you are bringing in? ____________________________________________
AUDIO VISUAL NEEDS:
LCD Projector (portable) with Media Cart Yes No
Screen Yes No
Small Portable Speaker Yes No
Laptop Yes No
Podium Yes No
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Renting Rosehill\RENTING ROSEHILL PACKETS\Individual Documents for Rosehill Packet\Classroom Rental Application - October
17 2019.docx Page 3 of 4
Please read and initial:
____I have read all the Rosehill Rental Packet and agree to abide by all policies
Including the cancellation/date change/refund policy.**All cancellations forfeit the security
deposit.**
____ I am aware I must not arrive earlier than my rental time noted on my Rental Contract.
____ I am aware that I am responsible for the set-up and clean-up, and I have reserved sufficient time for
these tasks to be completed within my rental time.
____ I am aware I must inform all third party vendors of all City of Mukilteo Policies and Procedures and
that they must abide by these during my event.
____ I am aware that the City of Mukilteo is unable to provide storage or accept deliveries for my event.
____ I am aware that I am responsible for my group and all guests, including children. Guests must stay
within the rental space, and children will be accompanied by an adult at all times.
____ I understand that all requests are on a first-come, first-served basis, and no date will be held until
Facility Use Application and fees have been collected.
____
I understand that all fees must be paid on or before the due dates, or there is a risk of losing the
rental
space.
____ I understand and will abide by the clean-up guidelines as defined during check in and as listed in
this rental packet. My clean-up will start at least 30 minutes before the end of my paid rental time.
____ I am aware I must not exceed the rental end time indicated on my Rental Contract. I agree to vacate
the Rosehill Community Center at the time indicated on this application. The Rosehill Community
Center reserves the right to contact the Mukilteo Police Department if renter does not vacate the
building at the time indicated on the application form. If the renter stays past the time on the
application, the renter will automatically lose his/or/her damage deposit(s) and will be charged double
the hourly rate and double the staff rate. Partial hours are treated as whole hours.
____ I agree to obey the rules regarding the serving of alcohol as set forth in the Rental Guidelines. The
Rosehill Community Center staff reserves the right to contact the Mukilteo Police Department if we do
not obey these rules. Unauthorized alcohol automatically forfeits renter’s damage deposits.
____ The Recreation and Cultural Services Division at Rosehill reserves the right to change the rules and
regulationsas stated herein without prior notice. The rules and guidelines are provided this packet.
Classroom Packet
Rosehill Community Center
304 Lincoln Ave, Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Renting Rosehill\RENTING ROSEHILL PACKETS\Individual Documents for Rosehill Packet\Classroom Rental Application - October
17 2019.docx Page 4 of 4
Please review the following documents within the packet:
•
Alcohol Information Sheet
•
Insurance Information Sheet
•
Frequently Asked Questions
You must be must be 21 years or older to submit an application.
The information given in this application is said to be true under the penalty of perjury by the laws of the
State of Washington and regulations of the City of Mukilteo. I understand the City of Mukilteo reserves
the right to deny use, change, or cancel any part of this rental application and any related scheduled
activities.
There is no legal or binding commitment between the Renter and the City of Mukilteo until after the Rental
Contract is signed by both parties and initial fees have been paid.
Indemnification/Hold Harmless
User shall defend, indemnify and hold harmless the City of Mukilteo, its officers, officials, employees and
volunteers from and against any and all claims, suits, actions, or liabilities for injury or death of any person,
or for loss or damage to property, which arises out of the use of Premises or from any activity, work or thing
done, permitted, or suffered by the User in or about the Premises, except only such injury or damage as
shall have been occasioned by the sole negligence of the City.
User Acknowledgement/Agreement
I hereby assume full responsibility for the facility’s use and agree to comply with all rules and regulations of
the City of Mukilteo. The information given in this application is said to be true under the penalty of perjury
by the Laws of the State of Washington and regulations of the City of Mukilteo. I understand the City of
Mukilteo reserves the right to deny use, change, or cancel any part of this Application and any related
scheduled activities.
_____________________________________ _________________
Signature of Renter Date
_____________________________________ _________________
Signature of RHCC Staff Date
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