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Rental of Facilities Information

Joseph T. Harris

American Legion Post 163

Special Event Rental Agreement

 

Instructions:

Please print a copy of this Rental Agreement, read completely, and print clearly. 

 

Make Payment Payable to: American Legion Post #163     Today’s Date: ________________________

 

Contact Information

Name (“RENTER”): ____________________________________________________________________

 

Email Address: ________________________________________________________________________

 

Home Phone: _____________________________ Mobile Phone: _________________________________

 

Address: ______________________________________________________________________________

 

City: ____________________________________ State: _____________ Zip Code:__________________

 

Purpose

Special Occasion:  Anniversary  Baby Shower  Birthday  Other: ____________________________

 

Conference/Meeting:  Describe: __________________________________________________

 

How many guests expected? _______________________________________________________

 

Space Accommodations

 

 _______ Tables        _________ Chairs          __________Kitchen Equipment   ______ Lounge Access

 

The above named has elected to host their event at Joseph T. Harris, American Legion Post 163, Inc. Statham, GA 30666

 

 on (date)_____________________ for the rental fee of  $250.00___________ between the hours of

 

______4_:_00__ (pm) and _____12:00____ (am/midnight), These hours include an hour for set-up and an hour for clean-up (included in the rental package). $50.00 an hour for each hour over allotted time

 

A Security/Cleaning deposit of $200.00_ has been collected:  Cash  Check #______

 

Other___________

 

1st Payment Amount _____________ Date Paid: ___________  Cash  Check #________

 

 Other__________

 

Balance Due  __________________ Date Paid: ___________  Cash  Check #_______

 

 Other___________

 

Special Event Rental Agreement

 

1. CONDITIONS AND RESPONSIBILITIES 

Please read the material below to make sure all parties understand the requirements of providing for everyone’s safety and keeping American Legion Post #163 a well maintained and safe location for future use.

 

2. RENTAL FEES

A security deposit, a 50% rental payment and signed agreement are all required to reserve the date and space. Payment may be made by cash, check, credit card or money order. All balances must be paid in full to American Legion Post #163, 48 hours prior to the event. The space may not be utilized until full payment is received.

 

3. SECURITY DEPOSIT AND DAMAGE(S)

A security deposit of $200.00 made payable to American Legion Post #163 is required and due at time of reservation. Please note that this security deposit is separate and different from the 50% payment to secure the date and space. The security deposit will be refunded within five (5) business days following the rental period provided the premises are left in the same condition as when rented, (i.e. space rental checklist must be followed) and satisfactory to American Legion Post #163 management. However, if any cleaning or repairs are deemed necessary beyond normal use, or if any violations are issued by Statham, Police Dept. your security deposit will not be returned. If the building or any or its historic contents, including furniture or artwork, is damaged during the event, renter will be solely responsible for such damage. If for any reason clean-up is not completed at the end of paid time the extra cost will be taken from the security deposit. A minimum of 1 base hour plus facilities costs will be charged for late departures. American Legion Post #163 will not mail out the refunded security deposit check. It is the renter’s responsibility to pick up the check after five (5) business days following the rental.

 

4. CAPACITY

Renter understands that the maximum standing capacity of the American Legion Post #163 rooms are as follows:

• Dining Room/Lounge capacity 100 People

 

5. SITE DECORATION

American Legion Post #163 wants to make every event here a special experience; therefore, every effort will be made to accommodate Renter’s creative decor. We ask that tables, chairs, and any furnishings be returned to their original places. No nails, screws, staples or penetrating items should be used on the walls or wood. Any tape or gummed backing materials must be properly removed; any wall damage will be deducted from the deposit.

 

6. CONDUCT

There is absolutely no drug use of any kind tolerated on premises. No weapons of any type allowed on premises. No outside alcohol is allowed on post property. All parties/events are by invitation only and are not open to the general public. The American Legion Post #163 outside entry can be used for smoking and light conversation, no smoking permitted inside event area except for lounge.  At no time should the temperature in the space be adjusted. Please speak to the Facilities Manager regarding any issues. Disparaging remarks, or any type of violence, will not be tolerated and will be cause for immediate expulsion. Renter and guests shall use the premises in a considerate manner at all times. Conduct deemed disorderly at the sole discretion of American Legion Post #163 staff shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases, NO refund of the rental fee shall be made.

 

 

Special Event Rental Agreement

 

7. NOISE

Renter acknowledges that the premises are located near residential units and therefore agrees to control the noise level at the event such that it does not disturb neighboring occupants. In the event that renter’s event creates a disturbance due to high noise volume, renter shall immediately reduce the volume. If repeated disturbances are created, at the discretion of The American Legion Post # 163, Renter may be expelled from the premises or the offending noise will be ended. In the event of disturbances to the point of expulsion, no portion of the rental fee will be refunded to renter. Note: Music must end by 10 p.m. during weeknights and by 11 p.m./ on weekends.

8. ENTRY AND EXIT

Renter agrees that American Legion Post #163 representative may enter and exit premises during the course of the event. The representative will check periodically with the responsible parties to ensure everything is going smoothly and that the party is conducted according to American Legion Post #163 rules. We will also be checking the bathroom, the overall premises, replenishing hand towels and toilet paper, and will be available for questions or to respond to issues that may arise.

 

9. CATERING, CLEANING, TRASH AND EQUIPMENT REMOVAL

There is no open flame or outside cooking allowed on site.  Use of the stove or oven is permitted if a part of agreement (see page 1). American Legion Post #163 will be in a clean condition prior to your event. Within one (1) hour following the event, you are required to return the space to the same clean condition in which it was found. Any spills in the event space should be cleaned with a mop (which will be provided by American Legion Post # 163) and water/cleaning solution.  Renters to remove all trash. Renter will be provided with black bags for trash. All trash must be collected, properly bagged and removed by the Renter to the dumpster where garbage is stored for pick-up. All liquids should be emptied prior to disposal.

 

10. ACTS BEYOND CONTROL OF THE AMERICAN LEGION POST # 163

Prior to event, if the rental space or any part thereof is damaged or destroyed by fire or any other cause, or if any casualty or unforeseen occurrence shall render the American Legion Post #163’s fulfillment of this Agreement impossible, then this Agreement shall terminate, and American Legion Post #163 shall return the rental charge and the security deposit to the renter. The return of the these items shall be the renter’s sole and exclusive remedy for the termination of this Agreement, and the Renting Party hereby expressly waives any claims for damages or compensation arising from or related to the termination of this Agreement under this paragraph.

 

11. SUBLETTING

The renter may not do any of the following: 

  1. Sublet all or any part of the rental space, or
  2. Permit any other person or business to use the rental space.
  3. Rent space for events open to the public, such as when tickets are sold at the door.

 

12. Cancellation

Renter may cancel the Event by notifying JOSEPH T. HARRIS POST NO. 163 Inc, by providing notice five (5)

days or more before the Event Date. In such an event, the JOSEPH T. HARRIS POST NO. 163 Inc shall refund to Renter the full amount of the Rental Fee. In the event if the Event is cancelled within five (5) days of the Event Date, JOSEPH T. HARRIS POST NO. 163 Inc shall have the right to retain 20% of Deposit, but will return the Rental Fee of the Space.

 

 

 

Special Event Rental Agreement

 

13. Indemnification

Renter hereby indemnifies and holds harmless JOSEPH T. HARRIS POST NO. 163 Inc, from any damages,

actions, suits, claims, or other costs (including reasonable attorneys’ fees) arising out of or in connection with any damage to any property or any injury caused to any person (including death) caused by Renter’s use of the Space, including any acts or omissions on the part of Renter, its employees, officers, directors, independent contractors, or other agents. Renter shall notify the JOSEPH T. HARRIS POST NO. 163 Inc, of any damage or injury of which it has knowledge in, to, or near the Space, regardless of the cause of such damage or injury.

 

14. Governing Law

This Agreement shall be construed in accordance with, and governed in all respects by, the laws of the State of Georgia, without regard to conflicts of law principles.

 

15. Entire Agreement

This Agreement constitutes the entire agreement between Renter and the JOSEPH T. HARRIS POST NO. 163 Inc, and supersedes any prior understanding or representation of any kind preceding the date of this Agreement.

 

 

 

______________________________________ _________________

Events Coordinator Signature/ Date

 

 

 

______________________________________ _________________

Renter Signature/ Date

 

Renter’s onsite contact at the American Legion Post #163 for this event: Robert Wilson   (Events Coordinator)

(770) 725-7048, 1633 Atlanta Hwy, Statham, GA 30666

 

 

                                                   Special Event Rental Agreement

 

 

RENTER’S CHECKLIST

Please refer to the checklist below to assist with the clean-up process. The Renter is responsible for completing the tasks below that will return the space to its pre-rental condition. The Renter is responsible only for the space(s) that are rented or used. Staff will do a brief walk-through to ensure the space is in good condition. Non-compliance will result in forfeiture of security deposit.

 

____TASK________________________________________________________________DONE__________________

Clean tables                                                                                                      _____ 

    Return tables and chairs to their original positions                                              _____

 

    Sweep floor and pick up trash and mop up any sticky areas of the floor                     _____                                                                               

 

If applicable, move speakers and/or other equipment back to original positions           _____                           

 

Remove any non-Legion kitchen equipment                                                             _____                                            

 

   Clean any Legion kitchen utensils, equipment or glassware used for event                     _____                                                                                                                       

 

    Clean kitchen counters                                                                                      ______

    Sweep bathroom floor and/or mop up any sticky areas on the floor                              _____                                                                                                                                  

 

     Sweep lobby/entrance floor and/or mop up any sticky areas                                   _____                       

 

Remove decorations from inside event space and front of the building outside                _____

 

Empty trash and recycling bins, replace bags, and take to the dumpster                        _____                                                                               

 

                                          

      Final walk-thru by Facilities Manager to verify condition of rental area is acceptable      _____                      

 

 

 

 


 


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