HomeMy WebLinkAboutEducation Center lease docxEnvironmental Education Center
at the
East Side Recycling Center
Usage Information
Facility Description
The Environmental Education Center is a 1,250 square-foot (25-foot wide x
50-foot long), all-season event venue that can accommodate up to 75 guests. The facility is the perfect size for a meeting, company gathering, family reunion, intimate wedding reception,
or other small function. The venue can accommodate up to 36 at the tables provided, up to 50 guests in classroom style seating, or up to 75 in an informal reception setting.
Twelve
8’-long rectangular tables and 50 chairs are provided. If additional tables and chairs are needed, it is the Renter’s responsibility to provide them. The upper outdoor patio is 700
square feet and the lower patio seating area is 400 square feet.
Food is allowed in the Education Center. A kitchenette with 24-cup coffee pot, sink and full-size refrigerator is
available. Coffee filters are provided; guests must bring their own coffee and service ware. No Styrofoam, please. Paper cups and plates may be used and can be recycled onsite or
put in the compost collection bin.
Trash bags and cleaning supplies are provided. Recycling bins and a compost collection bin are provided. Guests are encouraged to use durable or
compostable items for serving food.
The site includes a 1/3 acre stormwater bio-cell system planted with native Iowa flowers, grasses, and shrubs. Signage is provided to educate guests
about various stormwater management practices, alternative energy and other site features. Guests are invited to explore the plantings but must stay on the grass and designated walkways.
AV equipment:
Two video projectors and screens for simultaneous use are available.
A podium and ports for a laptop with audio, HDMI, Display Port and Auxiliary Audio (for iPad or
MP3 player) are provided.
There is capability to accommodate two presentations side by side (for example, one video from DVD and PowerPoint presentation from USB drive).
The Auxiliary
Audio port can be used by itself or with other AV features for background music.
A lapel microphone and hand-held microphone are available upon request.
Renters must provide their
own laptops. Building staff with work with you to provide the appropriate cables for equipment outputs.
Facility Considerations
Smoking: The entire East Side Recycling Center is a tobacco-free
facility.
Alcohol: Wine and beer are only allowed if the Renter obtains a permit from the City. Additional rental fees, deposit and insurance requirements apply. Kegs or hard liquor
are strictly prohibited. Sale of alcohol is also strictly prohibited. An umbrella or excess liability policy may satisfy this requirement. In the event that a renter is unable to secure
such a
policy, application for a special event supplemental policy for tenant users can be made with the City’s insurance carrier.
Decorations: Decorations, posters, signage, etc., may NOT
be placed on the white overhead display screen. Decorations may be placed throughout the rest the facility but must leave no marks or residue when removed. No decorations may be set
up prior to the rental period.
Non-Profit Facility Use: Reduced rental rates are available upon proof of non-profit status. A non-profit user may request that the City retain its deposit
for future events where repeated rental of the Facility is anticipated, however separate Rental Agreements are required for each event.
Reservations
The Education Center facility is
available for rentals daily from 7:00 am - midnight. Overnight rentals are not permitted.
Reservations are taken year round and must be made by calling 319-887-6108 or 319-887-6160.
Reservations can be made up to 12 months in advance and a minimum of 3 days prior to your event. Full rental fee and building deposit is due at the time of reservation.
Renters must
be 18 years or older. Proof of age may be required.
Deposit and Rental fees Effective March 2014
Event
Cost
Hourly Rate for non-alcohol events
$12.50
Hourly Rate for
alcohol events
$40
Hourly Rate for non-profit events*
$5
Damage deposit (credit card required)
$100
*Must provide a copy of 501c3 Status Certification for non-profit rate
Renters
must pay the full hourly rate regardless of actual rental time.
Rental Agreement
The City of Iowa City (hereinafter “City”) hereby grants _____________________ (hereinafter “Renter”) permission to use the East Side Recycling Center Education Center
(hereinafter “Facility”), subject to the terms and conditions of this Rental Agreement, and the Usage Information, attached hereto and incorporated herein.
Purpose of Use and Equipment
needed:
Estimated number of guests: _________
Food will / will not be served (circle one).
Alcohol will / will not be served (circle one).
A caterer will / will not be used (circle
one).
Number of tables needed: _______
Number of chairs needed: _______
Desired Room Configuration: (circle one or write in other seating requests)
Theatre (rows of chairs)
Classroom
(rows of tables and chairs)
Meeting (square or rectangular configuration of tables/chairs)
Other: ______________________________________
Audio Visual needs (See Usage Information for
available equipment):
Projectors / cables _____________________________________
Sound / microphones ______________________________________
Rental Term:
The rental shall commence
on ___________ [date] at __________ [time] and shall terminate at __________ [time] (hereinafter “Rental Term”).
All set up and tear down must occur during the Rental Term. The Facility
doors will be electronically set to open 15 minutes prior to commencement of the Rental term and will lock at the end of the Rental term. Renter shall be responsible for closing up the
Facility upon termination of the Rental Term.
All guests and support personnel (including catering staff) must exit the building and grounds by the end of the Rental Term, but no
later than midnight.
Payment of Rental Fees, Deposits:
Renter shall pay the rental fee and deposit at the time the reservation is made, in the amounts set forth in the attached Usage
Information. The deposit must be paid with a credit card. Renter hereby authorizes the City to keep the credit card information on file and to charge such credit card for any damage
caused by Renter, its employees, agents, and invitees, as set forth in this Agreement.
Conditions of Use:
Discrimination against users on the basis of that user’s age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex or sexual orientation is
prohibited.
All lights and AV equipment must be turned off and all doors must be closed upon leaving the premises. In the event that any door is found open upon the termination of
the Rental Term, the $100 deposit shall be forfeited.
Grills are allowed on the concrete patio but NOT permitted on the wooden deck on the west side of the building. Chairs and tables
are permitted on the deck and patio area but must be returned to the education center after the event.
Renter shall only to be on the premises during the Rental Term. Storage of materials
on the premises before or after the Rental Term is not permitted.
No nails, screws, tape, thumb tacks, staples, glue or other items are to be used on the white projection screen.
All decorations shall be removed from other surfaces with no sticky residue, nail or staple holes left behind.
Renter must properly maintain the premises for the Rental Term and
leave the premises in the same condition as received at commencement of the rental.
The Renter must perform the following Final Checklist actions prior to termination of the Rental
Term:
/
Deposits
Where Renter has left the premises in a damage-free, clean condition, City shall return the full deposit to Renter within 10 days after the Rental Term. (For Non-Profit Renters
intending to use the Facility on a repeated basis, the City may, upon request, retain the deposit and use it as a deposit on future rentals.)
Where Renter fails to complete the above
Final Checklist, the City reserves the right to retain all or a portion of the deposit to cover its costs in cleaning the Facility to its satisfaction. The City shall refund any remaining
deposit to Renter within 10 days after the Rental Term, along with a detailed accounting of the amounts deducted from the deposit.
Where the cost to repair or replace equipment or
other property lost or damaged during the Rental Term is greater than the deposit, Renter shall be responsible for paying the excess costs, as determined solely by the City, which will
be charged to the Renter’s credit card. Except for those items listed below, the City shall notify Renter of such expense prior to charging the credit card. For loss of or damage to
the following items, the City will charge the following amounts to Renter’s credit card without further notice:
Projection Screen: $1,000 Lapel microphone: $485
Hand-held microphone:
$485 Remote control: $75 each
Laser pointer/slide controller: $75 Connection Cable: $15 each
Cancellation; Refund
Cancellation of an event at the Environmental Education Center
must be made at least two working days in advance by calling 319-887-6108 or 319-887-6160. Deposits will be returned and full refunds will be given IF the cancellation is made at least
two days in advance. If the cancellation is made within two working days of the event, no refunds will be given but deposits will be returned.
Tobacco; Alcohol
Tobacco use is prohibited
in the Facility and adjacent City-owned property, including the parking lot.
Beer and wine may be served at the Facility only where Renter agrees to and signs the Administrative Regulations
for the Use of Alcohol, which shall be attached hereto and incorporated herein by this reference, and only upon proof of insurance in the amounts set forth in said Administrative Regulations.
The sale of alcohol is strictly prohibited. Renter agrees to abide by all state laws and local ordinances regarding the distribution, possession and consumption of alcohol. The City
will have a representative on-site during the Rental Term where alcohol is being provided for the sole purpose of protecting the City’s interests, as set forth in the Administrative
Rules.
Renter’s Liability
Renter shall indemnify, defend and hold harmless the City, its agents, elected or appointed officials, volunteers, and employees from all liabilities, claims,
judgments, demands and costs, including attorney fees, arising out of or resulting from Renter’s use of the Facility. Renter shall be liable for any and all property damage or loss incurred
during the Rental Term.
I hereby acknowledge and agree that I have read and do fully understand and will follow all stipulations described above. I agree to be solely and completely
responsible for the condition of the reserved Facility, and to leave it in a neat and clean condition without damage. If Renter is a
corporate entity or organization, I acknowledge that by signing below, I am representing that I have the authority to bind such entity.
RENTER:
Name, Title
Address
Email
Telephone #
Signature
Date
CITY:
Agreement Reviewed and Approved:
_____________________________________ ___________________
_______________
Signature Title Date
Deposit:
Received by: _______________ Date: _______________
Returned to Renter by: ____________ Date: _______________
Amount returned to
Renter: $__________
Deductions from Deposit, if any:__________________________________________________________
___________________________________________________________________________________
C
ertificate of Insurance (required for alcohol events):
Received by: _______________ Date: _______________
Signed Administrative Rules (required for alcohol events):
Received by:
_______________ Date:_________________
Room Set Up and Final Inspection:
Staff member to set up: _______________ Date: _____________Time: _____________
Final Inspection by: ____________ Date:
_____________Time: _______________
Final cleanup satisfactory: YES / NO
If “NO” describe deficiency and cost to resolve:
__________________________________________________________________
__________________
____________________________________________________________________________________
Designated City Representative (required for alcohol events):
Name: _______________ _______
____Contact:______________________________________
ADMINISTRATIVE REGULATIONS FOR THE USE OF ALCOHOL
at the Eastside Recycling Center Education Facility
Approved February 21, 2014
The following Administrative Rules regarding the use
of alcohol are adopted pursuant to Iowa City Code 4-5-3, and approved by the Iowa City Public Works Director, and the City Manager of Iowa City.
The Iowa City Public Works Director,
or designee, is authorized to enter into a Facility Rental Agreement allowing the possession and use of alcohol in the Education Center of the East Side Recycling Center pursuant to
these administrative rules. The following rules apply:
The City will have a designee present for the duration of the event whose presence shall be for the sole purpose of protecting
the City’s interests and not for managing or coordinating Renter’s event.
A damage deposit shall be required for each event. The Renter shall be personally responsible for any and
all damages caused by Renter or any guests, including those damages not covered by the damage deposit, all in accordance with the Rental Agreement.
Renter shall obtain general liability
insurance in the amount of $1 million per occurrence covering personal injury, bodily injury, and property damage. No deletion or modification to Host Liquor Liability is allowed. An
umbrella or excess liability policy in these amounts may be sufficient to meet this requirement. The City of Iowa City must be included as an Additional Insured on the policy, unless
otherwise agreed upon by the Director of Public Works. Renter shall provide a certificate of such insurance to the City upon entering into the Rental Agreement. Such policy shall remain
in full force and effect for the duration of the Rental Term. Where Renter is using the services of a caterer, proof of the caterer’s insurance meeting these requirements is sufficient.
Renter
must be 21 years of age or older, and provide proof thereof via a government-issued photo I.D. upon request.
No person under the legal drinking age may possess or consume alcoholic beverages.
All
alcoholic beverages must be consumed within the building. No possession or consumption of alcohol is allowed anywhere else on City property.
The City representative reserves the right
to cut off any person from further possession or consumption of alcohol, should the person’s behavior, in the opinion of the City representative, warrant it. Failure of the Renter or
guests to act responsibly and maintain order, as determined by the City or its designee, may result in removal of the person(s) from the premises, intervention by law enforcement, or
termination of the event.
No liquor shall be permitted. If catering services are utilized, any and all wine and beer possessed or consumed must be provided by the caterer. Renters
may bring their own wine or beer only if catering services are not utilized.
Only hosted wine and beer is permitted. No sales, cup sales, “suggested” or “free-will” donations, and/or
tickets are allowed. If there is evidence that alcohol has been sold to individuals, other than the sale from the caterer to the Renter, the event will be terminated immediately, and
law enforcement will be notified.
Renter agrees to indemnify, defend, and hold harmless the City against any and all claims related in any way whatsoever to the Renter or any of Renter’s
guests consuming alcoholic beverages, or any behavior that resulted from the Renter or guest consuming alcoholic beverages.
I HAVE CAREFULLY READ AND UNDERSTAND THIS DOCUMENT, AND AGREE
TO ALL TERMS CONTAINED HEREIN. I AM SIGNING THIS FREELY AND WITHOUT RESERVATION OR CONDITION.
______________________________ ______________________________________
Name Date