Fillable Upper Lawn/ Plaza Packet With Application (City of Mukilteo)

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Upper Lawn/ Plaza Packet With Application (City of Mukilteo)

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Rosehill Plaza or
Lawn Rental Packet
Rosehill Community Center
304 Lincoln Avenue
Mukilteo, WA. 98275
City of Mukilteo
425-263-8180
Recreation@mukilteowa.gov
City of Mukilteo
Plaza & Upper Lawn Rental Packet
Rosehill Community Center
304 Lincoln Ave
Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Oudoor Plaza, Outdoor Grassy Area\Individual Documents\2020 01 RHCC Grounds
Packet.doc Page 2 of 6
Thank you for your interest in the outdoor rental facilities (grass and plaza areas) at the Rosehill Community
Center. The outdoor spaces are a beautiful location for an event with up to 216 guests.
RENTAL CHECKLIST
1. You must rent the Point Elliott Room before you can rent the lawn or plaza.
2. Call the Recreation Office at 425.263.8180 to determine date availability.
3. Review all Rental Packet information.
4. Complete the Outdoor Grounds Application and return it in person, by mail, or email to
recreation@mukilteowa.gov, or FAX at 425.353.2457.
Reservations for the Outdoor Venues must be made 30 days in advance.
Full payment needs to accompany the application if delivered in person or by mail.
If FAXed or emailed we can accept credit card payment over the phone.
We accept the following forms of payment:
i. Cash
ii. Check or money order (payable to City of Mukilteo)
iii. Credit card: Visa, MasterCard, or American Express. (Discover is not accepted)
5. When your Application is approved, the Recreation Office will process your payment. At that time your date
will be booked.
6. See the Insurance Information in this packet to determine if insurance is required.
If insurance is not required, your reservation process is complete.
Events that require insurance include but are not limited to:
i. Events open to the general public
ii. Weddings
iii. Events deemed to be high risk
iv. Events bringing equipment into the grass area or plaza
Obtain insurance, if needed, and submit a copy of the Certificate of Insurance to the Recreation
Office. See insurance information in this packet.
i. Your Certificate of Insurance needs to be to us 30 days prior to your rental.
RENTAL FEES
Use of the Grass Area or Plaza Area $500 (From start of Point Elliott Room rental until 1 hour after ceremony)
$100 for each additional hour
Security/Damage Deposit $200
CANCELLATIONS, REFUNDS, and CHANGES
Cancellations and Refunds:
Refunds will NOT be given due to changes to the weather (too hot, too cold, rain, etc.).
A full refund will be given if the City of Mukilteo cancels a reservation.
All cancellations by the renter must be made in writing (email is acceptable).
Cancellations 90 days or more prior to rental: 100% refund of hourly rental fees paid. The security deposit
will not be refunded.
o 89 days or less prior to rental: No fees or deposits will be refunded.
Changes to Reservations:
Approval of a change is subject to availability.
Additional rental fees must be paid in full at time of change.
Date changes will be treated as a cancellation and new reservation. See cancellation and refund policy
above.
Plaza & Upper Lawn Rental Packet
Rosehill Community Center
304 Lincoln Ave
Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Oudoor Plaza, Outdoor Grassy Area\Individual Documents\2020 01 RHCC Grounds
Packet.doc Page 3 of 6
CHECK IN
Upon arrival contract holder or proxy must check-in at the Rosehill Community Center front desk.
A checklist must be completed by the contract holder or proxy and a staff person before the rental.
Note any pre-existing conditions on the check-in sheet so that you are not held accountable for them.
CLEAN UP
The renter is responsible for cleaning the rental area during the rental time period.
Chairs must be returned to the props room, clean and dry.
o Cleaning equipment is supplied; ask Rosehill staff to get these for you.
To help ensure the return of your security deposit leave the area in the same shape you found it.
Any cleaning and/or repairs that require staff time and/or materials will result in additional fees and
staff/material costs deducted from the security deposit and/or billed to the rental group.
Failure to follow the policies and rules for the outdoor grounds may result not only in additional fees but
could also result in loss of your security deposit and/or denial of future rental usage.
CHECK OUT
Upon completion of clean up the contract holder or proxy must check-out at the Rosehill Community
Center front desk.
FAQ's
Q What happens if we don't have our event outside because of the weather?
A No refunds will be given for inclement weather.
Q When do I have to pay for my rental?
A All fees must be paid at time of booking (security/damage deposit and rental fee). Reservations are
confirmed at payment.
Q How can I pay for my rental?
A Fees may be paid using check, money orders, (made out to the City of Mukilteo), cash, VISA,
MasterCard, or American Express.
Q How do I ensure I get my security deposit back?
A The security deposit is 100% refundable provided the following conditions are met:
o Use of the area does not exceed the scheduled time.
o The area is cleaned up and does not require extra staff time after the event.
Pick up all litter
Place all garbage in trash receptacles
Place extra garbage in bags next to receptacles
Chairs are returned, hung & stacked, clean and dry
o No repairs are required after the event. If the cost of the repair(s) exceeds the amount of the
security deposit the renter will be billed for these additional charges.
o All rental policies have been followed (i.e. no food or drinks, no staked tents, etc.)
Q How will my security deposit be returned to me?
A Security deposits paid by credit card will be refunded back to the credit card after the rental.
Security deposits paid by cash, money order or check will be refunded by check.
Q When can i make reservations for the grass & plaza areas?
A The plaza and grass areas may be reserved one year in advance. Rental must accompany the rental of
the Point Elliott Room.
Plaza & Upper Lawn Rental Packet
Rosehill Community Center
304 Lincoln Ave
Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Oudoor Plaza, Outdoor Grassy Area\Individual Documents\2020 01 RHCC Grounds
Packet.doc Page 4 of 6
Q What hours are the outdoor grounds available for rental?
A Monday – Thursday 10:00 am – 8:00 pm
Friday 10:00 am – 9:00 pm
Saturday 10:00 am – 9:00 pm
Sunday 10:00 am – 9:00 pm
Q Who can rent at Rosehill Community Center venues?
A All rental applicants must be 21 years of age or older and must be present during the rental.
Q Who is responsible for the event?
A The person signing the Outdoor Grounds Application is the responsible party in case of
Damage
Theft
Disturbance
Q Will there be Rosehill Community Center staff available during my event?
A For your convenience and safety, there is ALWAYS a staff person on duty during your rental.
Q Do I need to hire security or have chaperones?
A Normally, no. Rosehill facility staff reserves the right to require chaperones and/or security.
Q Can we set up early?
A Set up can begin when your Point Elliott Room rental begins.
Q How can I figure out how many hours I need?
A The following should be taken into consideration
All hours booked must run consecutively.
Include enough time for delivery of equipment and supplies.
Include enough time for set up, decorating, and clean-up.
No next day clean-up is allowed
o Overtime charges for staff and facility use will be billed at twice the regular hourly rate with a
minimal charge of one (1) hour.
o You must confirm you rental hours 90 days prior to your event.
o Any changes to the hours or additional hours requested after 90 days is subject to staff
availability.
o No additional hours can be added the day of your event.
Q Can I bring in equipment?
A Equipment may be brought in for the event, for example, chairs, tables, carpet runner, canopies, arches,
sound system, etc.
Q Can I put use a tent?
A Yes, however, staking of equipment into the grass or landscaping beds is not permitted. Use of sandbags
or heavy blocks for tie-down may be used in lieu of staking.
Q Can I decorate by attaching things to the fence?
A Anything attached to the fence must be approved in advance.
Renters may attach balloons, garland, flowers or lights to the fence
Everything must be removed by the conclusion of your event
Do not use staples to attach items to the fence
Q Can we have a bouncy house?
A Bouncy house and inflatable toys are not allowed.
Plaza & Upper Lawn Rental Packet
Rosehill Community Center
304 Lincoln Ave
Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Oudoor Plaza, Outdoor Grassy Area\Individual Documents\2020 01 RHCC Grounds
Packet.doc Page 5 of 6
Q Do I have to give Rosehill Community Center staff anything before my rental?
A Yes – at least 30 days prior to your event
A full list of equipment to be used
Map outlining your event set-up
The City of Mukilteo staff reserves the right to disapprove equipment requests in whole or in part.
Q What can the flower girl do?
A The flower girl can
Throw fresh flower petals on the grass
Bubbles can be used on the grass or the plaza
Rice, birdseed, fake flower petals and confetti are not permitted
Q Can we have performers on the lawn?
A Yes. Performers’ conduct and performance content must be appropriate for families and general
audiences, whether live or recorded
Q Can we serve food or drinks on the lawn or plaza?
A No food or beverages (including alcohol) are allowed on the grass or plaza areas. Water is fine.
Q Can we have candles?
A You may have battery operated candles. Lit candles or torches are not allowed.
Q What happens if my property is damaged?
A The City of Mukilteo, Rosehill Community Center, is not responsible for damage of personal or rented
property.
Q Do you set up the chairs?
A It is up to the renter to set up and take down any equipment you are using.
Q Can I put up signs?
A No, you may not post signs, posters or any notice or device on fence, in grass or plaza area.
Q Can we have sparklers?
A Fireworks of any kind are illegal in the City of Mukilteo.
Q Can we have games on the grass?
A Yes, you cannot stake anything into the ground or use water balloons. You cannot climb on fences,
benches, railings, trees, or monuments. Chalk, spray paint or any other material that may mark the grass
or plaza are prohibited.
Q Do we have electrical power? Can we generate our own electricity?
A 110 outlet power/20 amp circuits are available in certain locations outdoors. It is limited and you must
schedule time to preview your set up and power needs. Staff will assist you when plugging anything in
outdoors. No generators or tanks are allowed on Rosehill Community Center grounds.
Q How many chairs are there?
A There are 140 white chairs available at Rosehill Community Center for use outside. If more chairs are
needed the renter must supply them. These chairs cannot be used inside. The chairs used inside the
rooms may not be used outside.
Q Can someone else sign in or out for me?
A The contract holder must sign the at check-in and at check-out unless a proxy form is filled out. The Point
Elliott Room Coordinator has the Proxy Form which you can fill out at your planning meeting.
Q Can I leave my decorations overnight?
A Any equipment must fit inside your designated area in the Props Room. It can be delivered early and
remain overnight. Pre-arrange delivery and pick-up with the Point Elliott Room Coordinator. It cannot
contain fresh flowers, live plants, alcohol, or food.
Plaza & Upper Lawn Rental Packet
Rosehill Community Center
304 Lincoln Ave
Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Oudoor Plaza, Outdoor Grassy Area\Individual Documents\2020 01 RHCC Grounds
Packet.doc Page 6 of 6
INSURANCE
Proof of insurance must be delivered to the City of Mukilteo Recreation Office no later than 30 days before the
event. General liability insurance must have an amendatory endorsement naming the City of Mukilteo as an
“additional insured”.
EVENTS THAT REQUIRE INSURANCE - INCLUDE (BUT ARE NOT LIMITED TO)
Events open to the general public
Weddings
Events deemed to be high risk
Events bringing equipment into the grass area or plaza
OBTAINING INSURANCE
LIABILITY INSURANCE FOR EVENTS
Liability Insurance must include the following, if you purchase through your own insurance
company
Limits of no less than $2,000,000 general aggregate and $1,000,000 per person/per incident
City of Mukilteo must be listed as “additionally insured”
Date, time, and location of the event
Endorsement that the renter’s insurance coverage shall be primary insurance as respects to
the City of Mukilteo and provide the endorsement
Insurance must be in the renter/contract holders name
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
Access the site at www.onebeaconentertainment.com
Click choose Industry
Click Tulip Event Insurance
Scroll down and click on “Get a Quote”
This will take you to a screen where you will need to enter a facility code and answer
questions. The facility code:
o Rosehill Community Center/Lighthouse Park: ID Code 0465-107 or you
can search venue by putting Rosehill/Lighthouse Park
The Renter answers questions about the event.
The Renter then clicks on “Quick Quote” for the cost of the insurance.
o If the Renter elects to purchase the insurance it must be in the renter/contract
holder's name, we will ask for the name to be changed if it isn’t in the renter’s
name.
The transaction is completed with credit card payment. Visa and MasterCard are accepted
for payment.
After payment an insurance certificate will be emailed to the Renter and to the Rosehill
Community Center (WCIA member).
Plaza & Upper Lawn Rental Packet
Rosehill Community Center
304 Lincoln Ave
Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Oudoor Plaza, Outdoor Grassy Area\Individual Documents\RHCC Grounds Application - Fillable.doc Page 1 of 2
City of Mukilteo
Rosehill Community Center
Outdoor Grounds Rental Application
Phone: 425.263.8180
recreation@mukilteowa.gov
Use this application for ceremonies only held on the
Plaza or Upper Lawn at the Rosehill Community Center
1. Applicant Name
2. Name of Responsible Party
3. Mailing Address of
Responsible Party
Address:
City:
State: Zip:
4. Phone of Responsible Party
Day:
Evening:
6. Name and Type of Event
(Wedding, ceremony)
9. Event Set-up Time:
Actual Event Start & End Time:
P.A. System
Electricity/generator
Trellis
Amplified Music
Live Music
Tables/Chairs
Gazebo
Stage
Helium Tank
Tents/Canopies
Other
Plaza & Upper Lawn Rental Packet
Rosehill Community Center
304 Lincoln Ave
Mukilteo, WA 98275
425-263-8180 recreation@mukilteowa.gov
R:\Rental Packets\Oudoor Plaza, Outdoor Grassy Area\Individual Documents\RHCC Grounds Application - Fillable.doc Page 2 of 2
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Upper Lawn Plaza Packet With Application (City of Mukilteo)

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Completed 4 August 2020

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