WILLIAM H. SCOTT MEMORIAL CIVIC CENTER
P.O.
NEW ROADS, LA 70760
OFFICE: 225-638-3870
FAX:
225-618-2141
RENTAL CONTRACT
Revised on 4-25-08
CONTRACT COVER SHEET
Function
Date: _______________________________
Type Of
Function: _______________________________
Area(s)
Rented: _______________________________
Reservation/Damage
Deposit Amount: __________________
Amount
Paid: ______________ Check
Cash Money Order
Date
Paid: __________________ Office Personal Initials: _______
Hall
Rented: _______________________ Rental Rate:
_________
Optional
Set-up/Clean-up fees:__________ Other fees:__________
Amount
Due: _______________ Due Date: __________________
Amount
Paid: __________ Check#____
Cash Money Order
__________
Check#____ Cash Money Order
__________ Check#____ Cash
Money Order
LESSEE INFORMATION:
Contact
Name: _______________________________
LEASE AGREEMENT
The undersigned Lessor to
lease the
I.
That a deposit
of $200.00/$100.00 will be paid at the time the lease is signed, as both
reservation deposit and as a damage deposit for the space(s) designated on the
time and date(s) hereinafter stated.
II.
That any date of
cancellation made after this agreement is signed must be submitted to the
office as soon as possible in a letter form with signature. Cancellations made 60 or more days prior to
the contracted date will receive a full refund of all deposits. If cancellations are made less than 60 days
of date this will result in an automatic forfeit of the reservation/damage
deposit.
III.
That a check
returned as “N.S.F.” for deposit or the rental fee will automatically void this
rental agreement and a $30.00 fee will be charged, leaving the dated reserved
available for rent.
IV.
That the balance
of rental fees is due before 4PM (14) days before the contracted date. Monday thru Friday, except holidays. Failure to pay the balance of rental before
4PM on this date:_________________________ will be treated as a cancellation.
V.
That in the
event that the Lessee does not meet any of the terms and/or conditions set
forth in this agreement, the Lessee will forfeit all monies paid and will be
ejected from said premises.
The
Lessee agrees to lease the areas stated on the contract cover sheet for the
time, purpose, and for the amounts specified, and upon the following terms and
conditions to wit:
1.
That the area(s) reserved should be used only for the
purpose specified.
2.
If admission is charged, or if anything is sold or
served, the lessee is responsible for obtaining the proper permit/license(s)
required by both the State of
3.
Lessee also agrees that in the event liquor is sold
or served, the lessee is responsible for obtaining the proper permit/license(s)
required by both LA and City of
4.
The Lessee assumes full responsibility for the event
for which the property described on the cover sheet is being leased, and the
Lessor staff is not to be considered in any way connected with it as
co-partners.
5.
Lessor will furnish
electricity, tables, and chairs. If
kitchen is rented ice machine is available for use. Ice
is not guaranteed if function schedule is busy.
6.
Lessee shall not admit a larger number of persons
than the capacity thereof will accommodate or can safely or freely move about
in said area(s) and the decision of the Director which will be in accordance
with the fire laws and safety regulations by the State Fire Marshall is
final. Capacity is as follows:
AUDITORIUM
Seated
capacity: 300 auditorium only
(Includes
meetings, seminars, dances with tables & chairs)
Non-seated: 630 auditorium only
(Weddings,
Graduation parties, & other dances less tables & chairs)
MEETING
ROOM
Seated
capacity: 85 meeting room only
Non-seated: 125 meeting room only
7.
Any group or organization (civic, non-profit, or
religious) requires showing proof or insurance (liability policy in effect)
with a copy being attached to the contract.
Failure to do so no later than ten (10) working days prior to event will
render the contract void and result in the forfeiture of the damage/reservation
deposit.
8.
Any group that is non-profit status must show
a copy of their certificate from the Internal Revenue Service, and also give a
copy of their Federal Tax ID Number to the Lessor. Failure to do so will result in a
readjustment of fees to Private or Promo rates.
9.
Lessee assumes full responsibility for the character
acts and conduct of all persons admitted to said premises.
10. Lessor assumes no responsibility whatsoever for any
property placed in or on the leased premises and Lessor is hereby expressly
released and discharged from any and all loss, injury, or damage to such
property that may be sustained by reason of the occupancy of the leased
premises under this lease. Lessee
further agrees to indemnify Lessor from any and all such claims or losses.
11. Lessee agrees to commit no waste, to maintain and to
return said premises in the condition received, reasonable wear and tear
expected. Lessee agrees to pay $200.00/$100.00
as a damage deposit to be retained by the Lessor should damages or theft occurs.
12.
Lessee
agrees that the set up for the area(s), including tables, chairs, decorations,
etc. are the FULL responsibility of the Lessee unless prior arrangements have
been made and the set-up/clean-up fee had been paid along with rent.
13.
Set-up/Clean-up:
a.
If the lessee opts to pay the $150 set-up/clean-up
fee, the lesee is only responsible for removing the decorations and picking up
the items that are on table tops or the floor such as plates, cups, napkins,
etc. and placing them in the trash cans
b.
If the lessee opts to set-up and clean-up on their own, all setting up
and taking down of tables and chairs before and after the function is the
lessees responsibility and should be placed in storage room where found. The lessee is also responsible for cleaning
any and all rooms of the
14. Lessee agrees that nothing will be painted, written,
glued, or taped to the walls, ceiling, floors, windows, doors, doorframes, or
furnishings. Lessee also agrees that tape is not allowed
on the concrete blocks; and that if tape is used on the windows, doors, floors,
etc., it must be masking tape. Staples
are only allowed on the molding, along with pins, tacks, etc. removed as part
of the cleanup by Lessee.
15. Lessee agrees that the term of this lease, for the
occupancy of the premises, shall not exceed ten (10) hours of use without the
consent of the Director, Administrative Assistant, or Building Manager, prior
to the event; and that any additional time granted is merely a courtesy. Lessee further agrees that the Lessor will
charge (4) times the hourly wage of the employee working which is $______ X
(4)= $________ per hour.
16. Lessee agrees that any and all equipment, etc. which
Lessee may place on said premises that is not removed within said time period,
for which the lessee does not have approval to leave, shall become the property
of Lessor or the Lessor may have equipment removed from premises at the
Lessee’s expense.
17. Lessee
agrees that, whereas the William H. Scott Memorial Civic Center has been
designated as both Civil Defense and American Red Cross Shelter, it is
understood by the Lessee that this contract becomes null and void, at no
expense or penalty to the PC Police Jury and City of New Roads, nor the
individual members, agents, employees, or representatives of these governing
bodies, for the cancellation of this contract by any of the governing bodies
listed above, or for the cancellation for the benefit, safety, and/or well
being of any residents of Pointe Coupee Parish due to any Civil emergency which
will require the use of the said Civic Center.
SECURITY:
18. Lessee
agrees to provide and pay at the minimum 2 security officers
to maintain order and protect the persons and property admitted to, or in place
on said premises. Please contact NRPD at
225-638-3271 for rates and more information and at least 7days prior to event
to make these arrangements. Failure to do so can result in
cancellation.
19. Keg beer is allowed in the concession area only.
20.Civic Center is a smoke free facility. Smoking areas are designated under the front and rear porches.
21.Glass containers are not allowed anywhere on the grounds/property.
22. Foul language, disruptive and/or threatening behavior
is not allowed anywhere on the grounds/property and will not be tolerated.
23. Finally, Lessee, as further consideration of this
lease, assumes responsibility for the condition of the premises herein leased
and Lessors, the City of New Roads and the Pointe Coupee Parish Police Jury
shall not be liable for any damages of injuries, including deaths, caused by
any vices of defects therein to Lessee, agents, employees, invitees, or any
other occupant of said property, or to anyone in or on said premises by license
of the Lessee.
ANY BREAK IN THIS CONTRACT WILL
RESULT IN FORFEITURE OF THE RESERVATION/DAMAGE DEPOSIT.
I, SAID
LESSEE, HAVE READ AND FULLY UNDERSTAND THE ENTIRE LEASE AGREEMENT AND AGREE TO
ABIDE BY ALL STATED HEREIN.
_______________________________________
PRINTED
LESSEE NAME
_______________________________________
SIGNATURE
LESSEE NAME
_______________________________________
PRINTED
LESSOR NAME
_______________________________________
SIGNATURE
LESSOR NAME