Fillable Social Hall Use Application (City of Winchester)

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Social Hall Use Application (City of Winchester)

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BROWSE CITY OF WINCHESTER (VA) FORMS

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Revised 5/8/2018
Winchester Parks & Recreation Department
1001 East Cork Street • Winchester, VA 22601
Phone: (540) 662-4946 • Fax: (540) 678-8791
wincparks@winchesterva.gov • www.winchesterva.gov/parks
Social Hall
2
General Information
Making a Reservation
The Winchester Parks & Recreation Department permits individuals, businesses, civic groups and other organizations to
use park facilities.
To secure a facility for a rental less than $200, payment in full of the total cost of use is due at the time of booking
along with the Facility Use Application. If the reservation is $200 or more, a 30% deposit is required to secure
the reservation with the remaining balance of the rental fee due within ten (10) business days of the requested
date.
Applications for rentals that are open to the public require a copy of a City of Winchester Business license if
goods or services are being sold. It is the responsibility of the applicant to contact the Commissioner of Revenue
to determine if a business license is required. A copy of the insurance is required. A general liability policy with
$1,000,000 combined single limits. Coverage is to be on an occurrence basis with an insurer licensed to conduct
business in the Commonwealth of Virginia. The insurer must have an A.M. Best rating of A- or better. The
insurer must list the member locality as additionally insured. The endorsement must be issued by the insurance
company. A notation on the certificate of insurance is not sufficient.
Applicants must be 21 years of age or older.
Facility Checklist
A checklist will be completed by the recreation attendant or park staff at the beginning as well as the conclusion of
the event. As long as a check has been satisfactorily completed and there are no damages, no additional fees will be
charged to the household. If the facility has been left in unsatisfactory condition, a charge for time and materials will be
billed. No future reservation can be made until the fee is paid.
Large special events require a Special Event Application and must be submitted at least 60 days in advance.
Special event applications can be downloaded from our website at winchesterva.gov/parks
under the Special Events –
Hosting an event tab. All special event applications should be returned to the Leslie Bowery at Winchester City Parks and
Recreation Department at 1001 E. Cork St. Winchester, VA 22601 for review. This Facility Use Application should be
submitted to the Winchester Parks & Recreation Department directly that can be downloaded from
winchesterva.gov/parks.
Can
cellations or Relocation
Submit cancellations, in writing, no less than three (3) business days prior to the scheduled event. A 30% administrative
fee will be retained if the reservation is cancelled prior to three (3) days of the date. Cancellations made within three (3)
business days will not be refunded. Cancellations after this time will result in the forfeiture of the entire rental cost. Once
a rental begins, there is no refund.
All
efforts will be made to keep approved facility reservations intact; however, the Winchester Parks & Recreation
Department reserves the right to relocate or cancel a function if necessary.
3
Facility Use Rules and Guidelines
Th
e Winchester Parks & Recreation Department strives to provide quality facilities for your use. The following rules
and guidelines are in place for everyone’s safety and enjoyment of park facilities.
General Rules for Use of All Facilities
Minimum reservation of 2 hours for all room reservations.
City of Winchester sanctioned activities, special events, and approved community partners have first priority use
of all facilities.
Posting of any signage or balloons on trees, posts, fencing, light poles, and gates is prohibited.
Use of tobacco is not permitted indoors, on or within 50 feet of any athletic fields, playgrounds, War Memorial
Building or organized activities. Alcoholic beverages are not permitted on any park grounds or in any park
building.
Non-profit Applicants are required to provide proof of tax status (501-C3) including address prior to receiving the
non-profit rate. The non-profit rate will only be honored for those non-profit entities that reside within the City of
Winchester limits.
For-profit Applicants are required to provide a general liability policy with $1,000,000 combined single limits.
Coverage is to be on an occurrence basis with an insurer licensed to conduct business in the Commonwealth of
Virginia. The insurer must have an A.M. Best rating of A- or better. The insurer must list the member locality as
an additional insured. The endorsement must be issued by the insurance company. A notation on the certificate
of insurance is not sufficient. A copy of the policy shall be provided at the time of application. Insurance is not
required for small gatherings including parties, reunions, etc. unless those in the group are conducting business or
selling products.
Applicant agrees to reimburse the City of Winchester for any damage of public property as a result of the user’s
use of the facility. Groups are responsible for all damages and cost associated with the damages. Decorations
shall not be taped, nailed, stapled or fixed in any way to walls, doors, glass, lights, electronic equipment, or
ceilings.
No candles or open flames are permitted. Sterno cans used with chaffing dishes are acceptable however, are
subject to inspection. Winchester Parks and Recreation staff reserve the right to remove sterno cans not being
used correctly.
The Applicant certifies that the information given in the application is correct. Falsification of information on the
application will result in immediate dismissal from the facility, forfeiture of all fees paid including any deposits
and denial for future use.
All facility users shall not exclude anyone in participation, deny anyone benefit of, or otherwise subject anyone to
discrimination because of the person’s race, color, national origin, age or disability.
Applicant is responsible for compliance with Americans with Disabilities Act, as it relates to the event,
performance, and services to be provided in relation to the event for individuals with disabilities.
Applicant hereby guarantees and assumes full and exclusive responsibility for the safety of persons and property
of all participants and activities including, without limitation, players, participants, staff, officials, agents, or
lessee, spectators, and members of the public in attendance at either activity contemplated hereby, or actually
conducted by the Applicant.
The park is not responsible for any lost, stolen, or misplaced personal items or equipment.
Applicant and its guests will comply with all rules and regulations established by the Winchester Parks &
Recreation Department. The Parks & Recreation Department reserves the right to dismiss any persons from the
facility. Applicant understands that Parks staff has the authority to determine if participants are strictly adhering
to all rules and regulations, and we have the full authority to enforce these regulations. Parks staff must be
respected and obeyed. NO foul language will be permitted.
All persons and activities must comply with local, state and federal laws. This includes the prohibition of use
and/or possession of weapons, alcohol, or any illegal substances on the property. If you suspect anyone attending
your event is intoxicated or under the influence of drugs, it is the applicant’s responsibility to escort them off of
the property.
Applicant agrees to notify and request permission for the sale of items including but not limited to tickets, goods
or services or if admission fees are sold or collected at said event.
4
All noise and music must be kept to a minimum. Park staff will determine if the noise or music has a negative
impact on other activities and has the authority to order it be turned down. Excessive noise will result in
applicant’s forfeiture of future facility use.
Inclement weather-The Winchester Parks & Recreation Department reserves the right to close any facility or
cancel rentals and activities if inclement weather is imminent. The Department will make every effort to contact
users in a timely manner by telephone, email or radio. Applicant should attempt to contact the Department during
these situations if they have not heard from park personnel.
Users are responsible for leaving the room as they found it. A fee will be added if the rooms are left dirty or
damaged.
Users are required to remain in their designated rental area and shall not use other areas, other than restroom
facilities, without permission.
Kitchen Use
Kitchen may only be used by a Parks and Recreation Approved Caterer. See Facilities Coordinator for details.
User is responsible for all kitchen utensils and equipment needed for the event.
All supplies and cookware in the kitchen are to be left untouched during rental.
No kitchen equipment will be moved.
Users holding a public event that serves food will need to provide a copy of their temporary health permit from
the Environmental Health Department located in the Frederick County Building on Kent Street.
OTHER RULES MAY APPLY TO YOUR USE. THE PARK RANGER AND DESK ATTENDANT
RESERVE THE RIGHT TO ENFORCE OTHER RULES TO PROTECT CITY PROPERTY AND ENSURE
ORDER AND PEACE.
5
NO ALCOHOL PERMITTED ON PARK PROPERTY
______________________________________________________________
Facility Use Application
Event Date: ________________ Hours of Event: From _______am / pm to _______am / pm
(Request must include set-up and clean-up time)
Name of Person/Organization Requesting use: ____________________________________________________
Mailing Address: ___________________________________________________________________________
City: ______________________________________ State: ________ Zip Code:_______________________
Contact Person: ______________________________________ Day Phone: ___________________________
Evening Phone: ________________________________ Mobile Phone: ______________________________
Email: ____________________________________________________________________________________
Type of Event: ____________________________
Size of Group/Estimated Attendance: ___________ (Note: If group exceeds room capacity, the function will
be terminated without refund)
Will you be renting equipment from a third party vendor? _____ Yes _____ No
If you answered yes, what company will you be using? _____________________________________________
(Note: Items may be dropped off between noon and 4pm on Friday if renting on a Saturday. Renter agrees to
pay a $50 storage fee to be refunded within 30 days of the conclusion of the rental if items are picked up by
10am on the Monday following the rental)
Amount of Round Tables Requested: ______________ Number of Rectangular Tables___________________
(Note: This is the amount of tables you believe you will need for your event. For a specific room layout please
fill out attached layout sheet.)
Will your group be selling anything at this event? _____Yes _____ No
If yes, do you have a City of Winchester business license? _____ Yes _____ No
(No group will be permitted to sell anything without prior park approval and a business license)
__________________
Application Date
6
Do you plan on using the available Audio Visual Equipment? _____ Yes _____ No
Please select which Audio Visual you plan on using:
Microphones Audio-CD Video-DVD Computer Presentation Auxiliary Equipment Hook-up
Facility Rental Fees: See current Facility Rental Fee Schedule for a full list of fees.
Cleaning Charge
I understand I am responsible for my set up and clean up. If the facility is not left in satisfactory condition, I will be
charged time/materials to return facility into original condition. This fee must be paid ten (10) business days after my
reservation if I have left the facility in unsatisfactory condition. No future reservation can be made until the fee is
paid._____ (initial)
I agree to pay additional fees if I have not vacated the premises by the reservation end time. ___ (initial)
Facility Rental Fee $________ Deposit Amount $________ Amount Owed $________
Please forward the Facility Use Application, rental fee, and deposit to:
Winchester Parks & Recreation Department
1001 East Cork Street
Winchester, VA 22601
Questions? Call 540-662-4946
Fax 540-678-8791
The Applicant shall indemnify and hold the City of Winchester, its employees, agents, and representatives harmless from
all suits, actions, claims of any kind, including attorney’s fees brought on account of any personal injuries, property
damage, or damages of any kind, or violations of any rights, suffered by any persons or property in consequence of any
neglect in safeguarding contract work, or on account of any act or omission by applicant or its employees, volunteers or
participants. In addition, applicant shall indemnify and hold the City of Winchester, its employees, agents, and
representatives harmless from any claims or amounts arising from violation of any law, and for any agents, or assigns
related to the performance of this MOU and shall be responsible for all damages, costs, expenses, and fees including but
not limited to reasonable attorney’s fees associated therewith.
I have read, understand and agree to abide by the Facility Use Rules and Guidelines incorporated into this document and
associated with my rental of the facility. I have the authority to act in behalf of the above-named organization and I
accept responsibility for actions and behavior of all participants.
For new renters:
I have received a copy of the rules and regulations for using the facility.
Signature: ______________________________________________ Date: __________________
For return renters:
I have been offered a copy of the rules and regulations for using the facility.
o I accept a copy
o I decline a copy at this time
Signature: ______________________________________________ Date: __________________
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7
Wall with Windows and Doors
Windows
and bench
Seating
Kitchen
Exit to
Outside
Exit to Rec.
Complex
Entrance to
Recreation
Room
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Social Hall Use Application (City of Winchester)

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Completed 5 August 2020

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