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Palm Valley Community Center Association, Inc. Room Rental AgreementName: Organization: Address: City: State: Zip: Fax: Home Phone: Cell: Work: Email Address: Are you 21 years of age or older? Yes / No Date of Birth: Rental date and time: Date: Day: Sunday Monday Tuesday Wednesday Thursday Friday Saturday Time (this must include your set up time and clean up time):
· Will this event be primarily attended by persons under the age of 18? Yes / No · Will the event be a surprise? Yes / No · Approximate Number of People: · Purpose of reservation (type of event): · Is your Rental Deposit Attached? (*Note* The rental deposit check/money is deposited and held until your event is over and then it can be refunded to you provided nothing must be withheld due to your event. Refund takes 2-3 weeks) · I understand that I must secure a Certificate of Insurance of at least $500,000 14-days prior to event. Initial Space rented: ¨ Full Ocotillo Multi-Purpose Room ¨ East Ocotillo Room ¨ West Ocotillo Room ¨ Cholla Meeting Room ¨ Patio ¨ Grass Area ¨ Kitchen PLEASE NOTE THAT ALL VENDORS MUST BE APPROVED IN ADVANCE AND PROVIDE REQUIRED INSURANCE. v Will there be entertainment and/or music? Yes / NoIf yes, describe/identify the type of entertainment and/or music Entertainment Provider: Telephone #:v Do you plan on having this event catered? Yes / NoCaterer: Telephone #: v Will alcohol be served? Yes / No Are you charging your guests for the alcohol? Yes / NoYou must provide a Certificate of Liability Insurance naming Palm Valley Community Center Association, Inc. as additional insured and a Hold Harmless/Indemnification Agreement. If your event has a Non-Host bar, liquor permits are required from the City of Goodyear. If you are serving any type of alcohol/liquor at your event, liquor liability coverage must be stated on your insurance certificate. No alcoholic beverages can be served to any minor in violation of Arizona Law. Alcoholic beverages will not be served in conjunction with the use of the Palm Valley Community Center Association, unless and until, the Renter has provided the Community Center Staff with proof of liquor liability insurance in the amount of at least $500,000. Please note that the Palm Valley Community Center REQUIRES that renters hire 2 off duty police officers with all Open Bar Events who must be present during the entire time alcohol is being served and consumed.
Palm Valley Community Center Rules & Regulations requires a responsible adult, age 21 or over, be in charge of events and be present at all times during rental period for activities involving minors. CANCELLATIONS The Community Center reserves the right to change/cancel any part of a rental agreement and the related scheduled activity. ¨ Cancellation of any event will result in a non-refundable cancellation fee of $75.00. ¨ Cancellations made with less than two weeks notice prior to the scheduled event will result in a non-refundable cancellation fee of $75.00 and 50% of the rental deposit. ¨ Cancellations made with less than 48-hours notice will result in the loss of your Full Rental Deposit. ¨ Renters who reserve multiple rooms will have cancellation fees that are based on each room which is rented. GUIDELINES· Check in with the Community Center Staff upon arrival and departure. Group leaders are responsible for cleaning the facility after the group’s usage. Please return the facility back to the pre-rental condition. · Group leaders must adhere to the starting and ending times, and use only those facilities/room(s) specified on the application. · Group leaders are responsible for the conduct of both participants and spectators. The renter must provide adequate supervision. · The renter may not sublet or transfer their rights or privileges to any individual, group or organization. · The applicant and/or organization must secure a certificate of insurance naming Palm Valley Community Center Association Inc. as additional insured; they must also provide the deposit and the rental fees. · Inclement weather, building emergency, or rescheduling of Palm Valley Community Center programs may necessitate a cancellation of this reservation. · The Palm Valley Community Center is a NON-SMOKING building. I agree to comply with the guidelines for reserving the facility at Palm Valley Community Center. I understand that my breaking of any of the attached/stated rules allows Palm Valley Community Center to keep a portion or all of my deposit. I further accept full responsibility for any damages or theft and agree to pay Palm Valley Community Center Association, Inc. for any replacement costs. I will not hold Palm Valley Community Center Association, Inc. their agents, employees, or directors responsible for any physical harm suffered or any property damages incurred from activities, and related cost to the event. All areas not rented for your event will remain open to Palm Valley Community Center Association Members during your scheduled event. Palm Valley Community Center holds the right to schedule concurrent use of areas by separate parties at the same time. Palm Valley Community Center cannot be held responsible for Acts of God. I hereby agree to follow all of the Palm Valley Community Center Association Rules & Regulations. I hereby acknowledge that if I cancel the Community Center rental a cancellation fee will be charged based on the rooms which were rented. I have read all the above and warrant that I am authorized to enter into this Agreement on behalf of said corporation-organization- association. / / Signature of Renter Date Please make checks payable to: Palm Valley Community Center Association Rental Rates:
Time Blocks: Business Hour Rates: Monday – Friday – 9:30 a.m. – 7:00 p.m. Saturday – 9:30 a.m. to 7:00 p.m. Sunday 11:00 a.m. to 6:00 p.m.
Outside Business Hour Rates: Monday – Friday – before 9:30 a.m. and after 7:00 p.m. Saturday – before 9:30 a.m. and after 7:00 p.m. Sunday – before 11:00 a.m. and after 6:00 p.m. Please note that the rental deposit is refundable after your event provided PVCC does not have to clean up after your event (i.e. vacuum, trash, carpet stains, kitchen, etc.) or repair any damage caused by your event. The refund of your full/partial deposit will be sent to you in the mail by our management company. You should receive your refund check within 3 weeks after the date of your event. I/We understand the Palm Valley Community Center requires that I provide the necessary documentation and deposit in order for my date and time to be reserved. I also understand that two weeks prior to the date of the scheduled event, all fees and required insurance certificates must be provided to Palm Valley Community Center in order to confirm the rental date. If the required forms, fees and insurance are not received in the specified time period, your reservation will be null and void and you will be charged the $75.00 cancellation fee. Your rental deposit will then be mailed back to you within three weeks. I further acknowledge that the completion of the form does not obligate the Palm Valley Community Center to hold this date on my behalf. I have read all of the above and warrant that I am authorized to enter into this Agreement on behalf of said corporation/organization/association. / / Signature of Renter Date
Palm Valley Community Center Association, Inc. Hold Harmless/Indemnification Agreement
Agreement made this________ day of ____________________,_________________, between Day Month Year ____________________________________, _____________________________________________ Name Address ___________________________________,______________________________,________________ City State Zip Code (Hereinafter referred to as “Renter”) and the Palm Valley Community Center Association, Inc. (hereinafter referred to as “Association”). In consideration for the use of the Palm Valley Community Center as permitted by the Palm Valley Community Center Association, Inc. by the undersigned, it is hereby agreed as follows: 1. Renter will not serve alcoholic beverages to any minor in violation of Arizona Law. Alcoholic beverages will not be served in conjunction with the use of the Palm Valley Community Center premises unless, and until, the Renter has provided the Association with certificate of liability insurance with host liquor coverage (see item 2), and either an approved application for Special Event with the City of Goodyear (no host bar) or verification of scheduling of two off-duty Goodyear police officers (host bar). 2. Renter will obtain a certificate of liability insurance in the amount of $500,000 naming Palm Valley Community Center Association, Inc. as additional insured. 3. The Renter agrees to indemnify and hold harmless the Association, its agents, and employees, officers, and directors from any and all claims, damages, losses, judgments, and expenses, including attorney fees arising from, during or in conjunction with its use of the Palm Valley Community Center Association premises. 4. The Renter agrees to indemnify and hold harmless the Association, its agents, and employees, officers, and directors from any and all claims, damages, losses, judgments, and expenses, including attorney fees, arising from the Renters service of alcoholic beverages on the Palm Valley Community Center premises during, or in conjunction with its use of the said Community Center. 5. The Renter further agrees to indemnify and reimburse the Association for any and all damages resulting to Palm Valley Community Center property from the Renter’s use of the property, normal wear and tear accepted. 6. The Renter agrees that their use of Association property as contemplated in this Agreement will be in compliance with all applicable City of Goodyear ordinances, State and Federal laws and regulations. 7. Should it become necessary for the Association or someone on their behalf to incur costs and expenses to retain the services of an attorney to enforce this Agreement or any portion hereof or to present a defense to claims arising from this situation identified above, the undersigned agrees to pay the Association all costs and attorney fees hereby expended or for which liability is incurred. 8. The Association reserves, and the Renter recognizes and accepts, the Association’s absolute right to terminate usage of any Association facility including, but not limited to the Palm Valley Community Center at any time if any violation of this Agreement or City rules and/or procedures for such use are violated. 9. In compliance with Arizona Code 4-203.02.Special Events Liquor License, the Renter agrees they will not serve alcoholic beverages in the Palm Valley Community Center, without first receiving a State of Arizona Liquor Permit. This law applies only if the renter is charging guests for the liquor at their event. The Renter further understands that the Palm Valley Community Center Association will not permit the selling of any alcoholic beverages until and unless the Palm Valley Community Center Association receives notification from the State of Arizona that a Liquor License has been approved. 10. The undersigned, signing on behalf of _____________________________(organization), is empowered by said entity and by the authority of its Board of Directors, if applicable, to bind said Renter to the terms and conditions of this Agreement. _______________________________ ____/_____/_____ ____________________________ _____/_____/____ Signature of Renter Date Approved By Date
Pre-Rental Room Inspection Form Renter:Rental date and time: Date: Time: (Start to Finish) Day: Sunday Monday Tuesday Wednesday Thursday Friday Saturday Space rented: ¨ Full Ocotillo Room ¨ Ocotillo East ¨ Ocotillo West ¨ Cholla Meeting Room ¨ Patio ¨ Grass Area ¨ Kitchen
This area is to make notes on the pre-rental condition of the rented areas. Renter should initial each line to acknowledge status of facility prior to setting up for their event. Initials: _______ Floors _______ Appliances (oven, microwave, stove, warming ovens cannot be used) _______ Walls and Windows _______ Tables & Chairs (do not drag tables and chairs across carpet, please lift them) _______ Restrooms _______ Parking Lots _______ Garbage/Trash Containers _______ Outside Ashtrays
Cleaning supplies provided by PVCC include: Vacuum, Paper Towels, Disinfectant Spray, Trash Bags, Toilet Paper, C-fold towels for restrooms, cleaning towels and mop. If you have any questions or need assistance during your event, please ask the PVCC staff member working at the time of the event. It is the renter’s responsibility to return the Palm Valley Community Center Association facilities to pre-rental condition immediately following your event. If the building is not returned to proper condition, a cleaning fee of $40.00 per hour will be charged for each hour it takes PVCC to return the building to pre-rental condition. Failure to meet the terms of the rental agreement and clean up checklist will result in the full or partial loss of your deposit. If the renter or their guest’s damage, vandalize or destroy any property in the Community Center, fees will be charged to the renter. We thank you for your cooperation. ___/___/___ ___/___/___ Renter’s Signature of Completion Date Palm Valley Association Staff Date
Rental Room Clean-Up Checklist Renter:Rental date and time: Date: Time: (Start to Finish) Day: Sunday Monday Tuesday Wednesday Thursday Friday Saturday Space rented: ¨ Full Ocotillo Room ¨ Ocotillo East ¨ Ocotillo West ¨ Cholla Meeting Room ¨ Patio ¨ Grass Area ¨ Kitchen
Clean up responsibilities for Renter should be acknowledged by initialing the below items once they have been completed prior to leaving their event. Initial: _____ Tables and chairs must be wiped/cleaned off and then placed back in the storage racks the way they were found. _____ All decorations or rented equipment must be removed from facility. _____ Trash is to be removed from all areas used at the facility, including restrooms. A Dumpster is located in the east parking lot. Trash bags are to be replaced in all trash containers. _____ All floor and/or carpet areas used during event are to be swept and/or mopped as needed. Please use the utility sink in the rear utility closet for filling and emptying buckets needed for mopping. _____ Kitchen must be cleaned if used. Make sure all food belonging to you has been removed from the refrigerator. Please wipe off all counters and be sure the sinks are drained and cleaned. _____ Bathrooms should have all trash/debris picked up and put in the trash containers, which should then be emptied into the outside Dumpster. All countertops and sinks must be cleaned and wiped down. All toilets and urinals must be flushed and cleaned if necessary. _____ The front entrance and foyer should be cleaned of any debris, swept/mopped as needed. _____ Ashtrays must be emptied of all cigarettes if used. _____ Outside areas and parking lot should have all trash left from the event picked up and emptied into the outside dumpster
It is the renter’s responsibility to return the Palm Valley Community Center Association facilities to pre-rental condition immediately following your event. If the building is not returned to proper condition, a cleaning fee of $40.00 per hour will be charged for each hour it takes PVCC to return the building to pre-rental condition. Failure to meet the terms of the rental agreement and clean up checklist will result in the full or partial loss of your deposit. If the renter or their guest’s damage, vandalize or destroy any property in the Community Center, fees will be charged to the renter. We thank you for your cooperation.
___/___/___ ___/___/___ Renter’s Signature of Completion Date Palm Valley Association Staff Date
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