THE CIVIC CENTER BUILDING IS NOT TO BE OCCUPIED LATER …



HENDRY COUNTY BOARD OF COUNTY COMMISSIONERSHARLEM CIVIC CENTERFACILITY USE PROCEDURESMake arrangements with Judy McElhaney, Rental Coordinator, 640 S. Main St.,LaBelle, or 863-675-5246, to determine if the date needed is available. Packetsare available at the Clewiston Clerk’s Office. Make payments at the Clerk’s officewith completed and approved rental packet which consists of the following:1,2 of 12Facility Use Procedures3 of 12Facility Use Application4 of 12Fee Schedule5 of 12Teen Event Chaperone List (when applicable)6,7 of 12No Rap Concerts/Release of All Claims, Past, Present or Future 8 of 12Non-Alcohol Agreement (when applicable)9 of 12Alcohol Rules and Regulations from ABT10 of 12Deposit Reimbursement Request Form11 of 12Notice and instructions12 of 12Insurance requirementsKeep a copy of the packet and have with you during the plete application, have it sent to Rental Coordinator for approval of event. The Clewiston Clerk’s office can scan and email it to Rental Coordinator. Once approved, complete the rest of the packet and have it sent to Rental Coordinator, with copies of applicable forms, contracts, insurance certificate, tax exempt or 501?3 form,and she will call you with fees and the total amount due. Payment must be received AT LEAST fifteen (15) calendar days prior to the event. Photo ID is required, provide a copy with packet. Signature ____________________________________NO EVENTS WITH AN ADMISSION CHARGE are permitted at any County Facility, EXCEPT for charitable or community events where an admission fee is charged as a fundraiser. PROOF must be provided (501(C) 3 form, flyer, newspaper article, etc.) No Private Vendor may use County Facilities for a profit making business venture.Applicant must be on the premises at all times and in possession of rental documents.Failure of persons conducting themselves properly in this facility is sufficient grounds to end the event, clear the facility and refusal of future use. The decision of the Director in regard to improper conduct is final. No lewd and lascivious activities are permissible and shall be grounds for denying the application or ending the event. Any activity of a controversial nature may be referred to the Hendry County Board of County Commissioners.FACILITY USE PROCEDURES (CONTINUED) 6. A usage fee is required for any use of the facility, except for meetings held by organizations or individuals providing social services to the community. 7.The Civic Center building is not to be occupied later than 2:00 a.m. 8.If it is discovered that a fee was collected at a no-charge event, all deposits will be retained and a notice for no further use of the facilities will be issued to renter.9.No routine church services are permissible. 10. All fee waivers must be approved by the Board of County Commissioners.11. No pyrotechnics of any description are permissible, including fog machines. Inflatables (bounce houses, castles, slides, etc.) are not allowed on County property.12. It is required that a County Supervisor be present at all times during rehearsal, setup, cleaning and decorating. There is a charge. If applicable, include dates and details in rental packet application.13. No smoking permitted in the facilities or within 50 feet of an exit.14.The applicant is responsible for any injury or liability not directly related to the condition of the facility.15.Nothing is to be taped, hung, glued or tacked to walls or ceilings.16.Payment may be made by cash, money order, certified check or personal check.17. YOU ARE RESPONSIBLE FOR THE CONDUCT OF YOUR GUESTS.18. The Hendry County Board of County Commissioners reserves the right to cancel any scheduled event.HENDRY COUNTY BOARD OF COUNTY COMMISSIONERSHARLEM CIVIC CENTER USAGE APPLICATION/FEE SCHEDULEApplicant(s):Contact Name:Phone:Mailing Address:Physical Address:Email:Cell:Facility Requested:Number of Attendees:Capacity 252 people, per Fire MarshalDate of Event:Times for Event:Type of Event: (Give Exact Details):Non Profit: Yes: _____ No: _____ (Give Exact Details):______________________________________________________________________________Special Instructions:______________Applicants Signature:Date:The above mentioned individual or organization, its officers and members shall, through the signing of this document by an authorized party or agent, indemnify, hold harmless and defend Hendry County, its agents and employees from all suits and actions, including attorney’s fees and all costs of litigation and judgment of every name and description brought against Hendry County as a result of loss, damage, injury to persons or property by reason of occurrence at the event or activity or at the location during the date(s) described above.Rental Coordinator Signature: Date:Harlem Civic CenterFee ScheduleRESIDENT Price HoursCR Code TotalCivic CenterWeddings and Family functions Fee for 6 hour block of time$ 300.00 _______ 2I001-0018-347.30-00$ 6.7% Tax O3$_____________ O3$Cleaning Charge ** $100.00 Supervisor (Supervisor Fee Included in block of time) $20.00 per hour if need more than the 2 hrs with 6 hr block of timeDeposit$_200.00_________ K3001-0000.220-00-00$____________ Grand Total$ORNON -RESIDENT Price HoursCR Code TotalCivic CenterWeddings and Family Functions Fee for 6 hour block of time$800.00 ________ 2I001-0018-347.30-00$ 6.7% Tax O3$ Cleaning Charge **$100.00Supervisor (Supervisor Fee Included in block of time) $20.00/hr if more than 2 hrs. needed.Deposit$_500.00___ K3001-0000.220-00-00$ 500.00 Grand Total$No Charge EventBOCC Approved: $0.00Applicants Signature:Date:THE CIVIC CENTER BUILDING IS NOT TO BE OCCUPIED LATER THAN 2:00 A.M.** Cleaning Charge – If trash is not properly disposed of or if there are excessive spills and/or the building is not cleaned properly, part ($100.00) or up to all of the security deposit may be withheld.Rental Coordinator Signature:Date: HENDRY COUNTY BOARD OF COUNTY COMMISSIONERSTEEN CHAPERONE LISTMust have ONE adult chaperone for every 25 juveniles. Juveniles are to be chaperoned by adults renting the facility both inside the building, as well as in the parking areas and surrounding grounds. Name AddressTelephone1.??2.??3.??4.??5.??6.??7.??8.??9.??10.??11.??12.??13.??14.??15.??16.??17.??18.??19.??20.??Hendry County Sheriff’s Office “Schedule for Security Detail” and payment receipt attached.RELEASETHIS AGREEMENT between Hendry County, hereinafter called “County” and the person whose name and authorized signature appears below, herein call “Releasor”.Releasor___________________________Date:_____________________Printed Name___________________________Address___________________________City and State___________________________Home Telephone Number___________________________Business Telephone NumberThis Agreement is for the use of Hendry County facilities whereby Rap music will be played by a disc jockey or performed by an individual(s). “NO RAP CONCERTS”. It is understood that said Rap would not include profanity, disrespectful suggestions or violent lyrics. Further, it is understood that if this occurs, the event will be shut down immediately, with no refunds due.RELEASE OF ALL CLAIMS, PAST, PRESENT OR FUTUREFOR AND IN CONSIDERATION of being permitted to play/perform (No Concerts) Rap music in Hendry County facilities, not including profanity, disrespectful suggestions or violent lyrics, I, _____________________________________________________________________ Printed name for myself, my personal representatives, heirs, and assigns, do hereby release, discharge and covenant not to sue County, its officers, directors, employees, agents and assigns (all hereinafter referred to as County) from all liability to me for all injury, including death, loss or damage, and any claim or damage therefore, on account of loss, theft, damage, accident, to myself or any personal property, whether caused by the negligence of County or Releasor or otherwise, while I am using facilities of County.Releasor hereby assumes full responsibility for and risk of loss of property due to the negligence of County or Releasor or otherwise while using facilities of County.Releasor expressly agrees that this Release is intended to be as broad and inclusive as permitted by the laws of the State of Florida, and that if any portion of this Release is held invalid, it is agreed that the balance of this Release shall continue in full force and effect.Releasor, being of lawful age, in consideration of being permitted to play/perform (No Concerts) Rap music in Hendry County facilities, not including profanity, disrespectful suggestions or violent lyrics, does, for himself/herself, his/her personal representatives, heirs and assigned hereby release and fully and forever discharge County, its commissioners, employees, agents and assigns of and from any and all claims, demands, actions or rights of action, of whatsoever kind or nature, either in law or equity, arising from or by reason of any death, damages, injury, loss, theft or otherwise, which may occur as a result of Releasors use of the facilities of County.Releasor further states that he/she has carefully read the above Release and knows and understands the contents of the Release and the consequences thereof and signs this Release as his/her own free act.The Releasor agrees that he/she has received no promises or inducements to execute this Release other than as set forth herein.Dated this ______ day of __________________, 20_____.Witnesses:______________________________________________________________________________________________________________________Printed name of WitnessPrinted Name of ReleasorDate:_________________________________________________________________________________Printed name of WitnessNON-ALCOHOL AGREEMENTI, , agree that alcohol will not be served or consumed on the premises of the during the event that is scheduled to take place on , between the hours of and . I understand thatif alcohol is found on the premises at any time during the event, the event will be shut down immediatelyand deposit will not be refunded.Signed Date LesseeSTATE OF FLORIDACOUNTY OF HENDRYThe foregoing instrument was acknowledged before me this day of , 20__, by , who ( ) is personally known to me, or ( ) produced as identification.My commission expires: NOTARY PUBLIC, STATE OF FLORIDAToni WrightHendry County Special Districts3300 Utility Drive, LaBelle, FL 33935863-675-5252 Office863-674-4018 FaxOctober 14, 2011Alcohol may not be served or sold and mixers may not be provided. If alcohol is present (BYOB), liquor liability insurance coverage is required. Sale of alcohol or mixers requires proof of a liquor permit (from the Beverage Department 561-682-0077). No alcohol may be served to anyone under 21 years of age.From: Lieutenant Aaron Angell Sent: Friday, October 07, 2011 12:29 PMTo: Toni WrightSubject: RE: Alcohol Sales @ Civic CenterI spoke with the ABT agents who work this area. They advised that no one can sell alcohol at the civic center without a license. In addition to that he also advised me that charging a cover charge and then serving alcohol is the same as selling alcohol and they are also not permitted to do this without a license. The only exception to this is a licensed caterer who holds a license. He did tell me though that a person can obtain an event specific permit from ABT that would allow them to sell alcohol only during a specified time and only after approval from ABT. There is a charge associated with this. He also told me to let you know that if you have any other licensing questions or need to validate a temporary permit you can call Mary Sammons at 239-344-0885. If you need anything else let me know.WHENEVER ALCOHOL IS APPROVED TO BE IN THE CIVIC CENTER DURING A RENTAL EVENT, SHERIFF’S DEPUTIES MUST BE PRESENT. THE RENTER WILL BE RESPONSIBLE TO CONTRACT DIRECTLY WITH THE SHERIFF’S OFFICE IN CLEWISTON AND MAKE PAYMENT TO THEM.TURN IN A COPY OF APPROVED SHERIFF’S CONTRACT AND RECEIPT TO RENTAL COORDINATOR AT LEAST FIFTEEN DAYS PRIOR TO EVENT AS WELL, IF APPLICABLE.(SHERIFF’S OFFICE REQUIRES ONE MONTH NOTICE.)HENDRY COUNTY BOARD OF COUNTY COMMISSIONERSDEPOSIT/FEE REIMBURSEMENT REQUEST FORMI, of (NAME)(ORGANIZATION)(ADDRESS)Do hereby request reimbursement of $ paid. I understand that this reimbursement is subject to inspection of the facility, its contents and the grounds for cleanliness, damages or losses.Event: Event Date: Event Location: Reason for Reimbursement Request: Lessee or Participant SignatureDateOK to reimburse $ Deposit (K3 001-0000-220.00-00)Retain $ because $ of the deposit to be deposited into revenue account Rental CoordinatorDateNOTICECOMPLETE EVERY BLANK ON EACH FORM. IF NOT APPLICABLE, DRAW A LINE THROUGH BLANKS. DO NOT LEAVE ANY BLANKS UNMARKED.ALL ORIGINALS AND PAYMENT MUST BE COMPLETED AND TURNED IN AT LEAST FIFTEEN DAYS PRIOR TO THE EVENT.READ AND RETAIN FACILITY USAGE PROCEDURES. IT IS YOUR RESPONSIBILITY TO KNOW AND FOLLOW ALL PROCEDURES.KEEP ALL REIMBURSEMENT REQUESTS & CANCELLATION FORMS UNTIL APPLICABLE.PAYMENT MAY BE MONEY ORDER, CASHIER’S CHECK, CASH OR PERSONAL CHECK. ALL CHECKS/MONEY ORDERS/CASHIER’S CHECKS MUST BE MADE PAYABLE TO: HENDRY COUNTY BOARD OF COUNTY COMMISSIONERS.PAYMENT MUST BE MADE AT THE CLERK’S OFFICE IN CLEWISTON OR THE CLERK’S OFFICE IN LABELLE.HENDRY COUNTYFACILITY USE INSURANCE REQUIREMENTSRequired liability coverage recommended by Hendry County’s insurance carrier (Public Risk Management/World Risk Management).All groups or individuals are required to obtain liability coverage for their specific activities to be conducted on County property at a minimum of $300,000 per person per occurrence for bodily injury liability and property damage liability coverage, property damage liability (including premises and operations), combined single limit, $100,000 for fire damage liability and $50,000 for damage to premises rented, on an a per occurrence basis. The policy must show Hendry County as an additional insured. Events where alcohol will be consumed must provide host liquor liability.Policies can be obtained at the insurance company or agency of the individual’s or group’s choice. Most local insurance agencies and online agencies can provide the policy. Policy must list the Additional Insured as:HENDRY COUNTY BOCCPO BOX 2340LABELLE, FL 33975The physical address of the Harlem Civic Center is:2000 7th StClewiston, FL 33440HENDRY COUNTY DOES NOT ENDORSE ANY PARTICULAR INSURANCE COMPANY, NOR DOES IT REQUIRE YOU TO USE A SPECIFIC COMPANY. THE CHOICE IS YOURS. ................
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