HomeMy WebLinkAboutRiverside Stage Rental Application - Revised 8-23-16
Facility Description:
The Riverside Festival Stage is located in Lower City Park. It is a 472-seat outdoor theatre modeled after
the famous Globe Theatre in London. The Riverside Festival Stage is a Shakespearean-style, outdoor
theatre facility, complete with stage, two dressing rooms and a concession stand. The Riverside Festival
stage is available to rent for any appropriate purpose, from weddings to concerts.
The stage is available from 7 a.m. to 10:30 p.m. Set up and tear down are not allowed any time before 7
a.m. or any time after 10:30 p.m. The applicant, guests and all staff must exit the stage and the park by
10:30 p.m.
Wine & beer are only allowed if the applicant obtains permission from the City. Hard liquor is strictly
prohibited. Wine and beer (not liquor) may be sold through a cash bar if said sales are conducted by a
caterer or other provider fully licensed to do so. Additional deposit and insurance requirements apply.
In the event that an applicant is unable to secure the necessary insurance policy, the applicant may
apply for a “special event supplemental policy for tenant users” with the City’s insurance carrier.
Reservations can be made up to one year in advance, with the exception of weddings, which may be
made up to two years in advance. Please contact our Event Service Coordinator, Wittsle Paisley with
The Avacentre at 402-677-1821 or by email to EventFacilities@iowa-city.org for more information about
reserving this facility.
Rental Permit Requirements and Procedures:
Please contact our Event Coordinator, Wittsle Paisley, with The Avacentre at 402-677-1821 or
by email to EventFacilities@iowa-city.org for more information about reserving the facility.
$75/hr. for stage, seating and dressing rooms
Access limited to outdoor stage and area directly behind stage normally closed off, two
dressing rooms w/restroom in each, seating, and balcony - no access to concession building
$100/hr. for stage, dressing rooms and concession building
REFUNDABLE DEPOSIT
Deposits must be made with a credit card, and are refundable in accordance with the
Rental Procedures set forth below
Deposit: $250
If serving alcohol: $500
1. RENTAL TIME: The rental permit holder will be responsible for paying the rental fee listed above
from the “start time” to the “end time” listed on the Rental Permit Application, regardless of
whether you stay at the facility the entire time. No persons are allowed on the premises prior to the
“start time” and after the “end time”, so you must factor in your set-up and clean-up time when
completing the application. The City charges the full hourly rate regardless of actual time the facility
is used (i.e. the City will charge for a full 3 hours if an event is 2.5 hours). All decorations, special
equipment, rental furniture, etc. shall be removed from the facility by the “end time.”
2. RESERVATION CONFIRMATION: The facility is not considered reserved until the City has received a) a
complete Rental Permit Application; 2) the full damage deposit, 3) a signed Administrative Rules for
the Use of Alcohol; and 4) evidence of insurance for events with alcohol.
3. RENTAL FEE DUE: Rental fees must be paid in full no less than 60 days prior to the event.
4. The rental permit holder must be 18 years or older. Proof of age may be required.
5. ALCOHOL: Wine and beer may be served only in accordance with the ADMINISTRATIVE
REGULATIONS FOR THE USE OF ALCOHOL attached hereto and incorporated herein.
6. SPECIAL EQUIPMENT: No special equipment may be used without Parks and Recreation Department
approval.
7. PROPERTY DAMAGE: The rental permit holder is responsible to pay for all property damage to the
facility resulting directly or indirectly from the conduct of any group member or invitees, including
catering staff. Children must be supervised at all times.
8. SALE OF GOODS: No items or services may be sold without Parks and Recreation Department
approval.
9. EVENT SUPERVISOR: The City has contracted with Avacentre, an event services coordinating
company, to assist in the planning and supervision of events at the facility. Once a reservation is
confirmed, Avacentre will assist with all other services necessary leading up to and including the day
of the event. A representative from the City or Avacentre will be present at all times during the
event to monitor the event, and to inspect and secure the facility following the event. Please
contact Wittsle Paisley, Event Service Coordinator with The Avacentre at 402-677-1821 or by email
to EventFacilities@iowa-city.org for further assistance.
10. SET-UP, DECORATIONS: No set-up is allowed prior to the “start time” listed on your Rental Permit
Application. Freestanding decorations are permitted. Use of the following items is strictly
prohibited: Chinese lanterns; tacks, nails, and staples; rice; birdseed; glitter; silly string; and real rose
pedals. Evidence that any of these items have been used may result in a deduction from the rental
deposit. All decorations must be removed from the facility upon completion of the event.
11. CLEAN-UP: A detailed cleaning checklist is attached hereto. The facility must be left in the same
condition it was in prior to the event. All cleaning must be complete prior to the “end time” listed on
your Rental Permit Application. You may clean the facility yourself or opt to hire Avacentre’s
cleaning service. Hiring a cleaning service does not relieve the rental permit holder from
responsibility or liability for the facilities.
12. RENTAL DEPOSIT: Use and Refund
o A damage deposit shall be required for each event in the amount set forth above. The rental
permit holder (Permittee) shall be personally responsible for any and all damages, including
those damages not covered by the damage deposit, caused by the rental permit holder or any
guests or agents, all in accordance with this Rental Permit.
o Where the Permittee has timely left the premises in a damage-free, clean condition, City shall
return the full deposit to the Permittee within 30 days after the event.
o Where the Permittee fails to complete the 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 Permittee within 30 days after the event, along with
a detailed accounting of the amounts deducted from the deposit.
o Where the cost to repair, replace, or clean the facility, equipment or other property lost or
damaged during the event is greater than the deposit, the Permittee shall be responsible for
paying the excess costs, as determined solely by the City, which will be charged to the
Permittee’s credit card. The City shall notify the Permittee of such expense prior to charging
the credit card.
o In the event that the Permittee fails to clean and exit the facility prior to the end time listed on
the Rental Permit Application, the Permittee will be charged for the additional time at the full
hourly rate, which shall be deducted from the rental deposit.
13. CANCELLATION POLICY: Cancellations should be made at the earliest possible date. The deposit will
be forfeited if a rental is cancelled within 30 days of the event date. The deposit and rental fees will
be forfeited if a rental is cancelled within 7 days of the event date. In the event of unforeseen
circumstances beyond the City’s control, the City reserves the right to reschedule and/or cancel the
building reservation. All deposits and payment made will be refunded in full to the applicant.
14. Permittee shall be responsible for all guests on the premises and shall assist the City in enforcing
rules and regulations.
CLOSING CHECKLIST
The following is a checklist for you to use. The premises will be inspected after
your rental and if the premises are not left in a clean and orderly condition or if
there is any damage, the entire security deposit will be forfeited.
TO BE COMPLETED PRIOR TO THE END OF YOUR RENTAL
______ All decorations removed, along with material used to secure
(ribbon, rope, etc.). Decorations must leave no marks or residue
when removed. REMINDER: The use of staples, nails or other
Item which puncture or mar the wood or structured is strictly
prohibited. Your security deposit will be forfeited if used.
______ Debris removed (boxes, paper, etc.)
______ Lights turned off
______ Restrooms/Dressings Rooms left in a clean condition.
______ Food and/or drinks removed and spills cleaned up.
______ Box office bulletin board cleared of all postings and staples.
______ Directional/Parking signs removed.
Return Application with Deposit to: By Mail to Iowa City Parks & Recreation, ATTN: Tammy Neumann
220 S. Gilbert St., Iowa City, IA 52240 or by email to our
Event Service Coordinator, Wittsle Paisley, at EventFacilities@iowa-city.org
Applicant Information
Individual/Organization (“Permittee”): ____________________________________________________
Contact Person: ________________________________________________ DOB__________________
Home Phone: _____________________ Work: _____________________ Cell: ____________________
Address: _____________________________________________________________________________
E-Mail Address: _______________________________________________________________________
Event Information
Type of Event: _________________________________________________________________________
Date of Use: ____________________ Start Time* ___________am/pm End Time** _________am/pm
*Include any time needed for set-up. No person may commence set-up prior to the start time listed
above.
**Include the time necessary for cleaning up after the event. No one may remain on the premises
after the end time and in no event shall any person remain at the Facility past midnight.
Once set-up begins, the Permittee will be charged rent until the end time. Permittees must pay the
full hourly rate regardless of actual rental time.
Maximum Attendance: ________________
Event Location: I would like to reserve the stage only (access limited to outdoor stage and area
directly behind stage normally closed off-no access to dressing rooms, concession
building or balcony)
I would like to reserve the stage and dressing rooms (same access as listed above
plus two dressing rooms w/restroom in each and balcony (no access to the
concession building)
I would like to reserve the Stage, Dressings Rooms and the Concession Building
(same access as listed in the two above plus use of the concession building)
Event Features
Would you like permission to serve alcohol at the event? (Restrictions Apply. See Administrative
Regulations for the use of Alcohol attached.) _____ Yes _____ No
Will you be hiring a caterer for the event? _____ Yes _____ No
Company: ______________________________
In the event that you receive permission to serve alcohol, will the caterer be providing the alcohol?
_____ Yes _____ No (If yes, please provide a copy of the caterer’s liquor license)
Will you be renting furniture or equipment from a third party vendor? _____ Yes _____ No
Company: _____________________
Would you like permission to use outdoors sound amplification, live music or deejay, tents/canopies.
_____ Yes _____ No Explain: ________________________________________________________
Would you like permission to sell items or services during your event?
_____ Yes _____ No Explain:_________________________________________________________
Additional Requests: ___________________________________________________________________
The applicant and the applicant’s group shall indemnify, defend and hold harmless the City, its elected
and appointed officials, agents, employees and volunteers from all liabilities, claims, judgments,
demands and costs arising out of or resulting from applicant, applicant’s group or their invitees’ use of
The Park Lodge at Terry Trueblood Recreation Area. I agree to be solely and completely responsible for
the condition of the reserved facility and to leave it timely and in neat and clean condition without
damage. I agree to promptly reimburse the City for all damages. Any permitted special uses, including
sound amplification, may be revoked for cause with no reimbursement of fees.
By signing below, I am acknowledging that I have read the Rental Permit Procedures and Application,
and hereby agree to be bound by the terms stated therein.
Applicant Signature: __________________________________________ Date: ____________________
Please return your completed application and payment to
(If by mail) Iowa City Parks & Recreation
Attn: Tammy Neumann
220 S. Gilbert St, Iowa City, IA 52240
Or by email to our Event Service Coordinator, Wittsle Paisley, with the Avacentre at
EventFacilities@iowa-city.org
THIS INFORMATION SHALL BE SHREDED IMMEDIATELY UPON FINAL RECONCILIATION OF DEPOSIT DEDUCTIONS
Method of payment: Master Card/Visa/Discover/Am. Express
CC Number ________________________ Exp. Date: ____________ 3 digit authorization code: ____
FOR ADMINISTRATIVE USE ONLY:
Application Reviewed and Approved:
_____________________________________ ___________________
Signature, Title Date
Rental Fee: $ __________
Deposit:
Received by: _______________ Date: _______________
Returned to Permittee by: ____________ Date: _______________ Amount returned: $__________
Deductions from Deposit, if any:__________________________________________________________
Certificate of Insurance (required for alcohol events):
Received by: _______________ Date: _______________
Signed Administrative Rules (required for alcohol events):
Received by: _______________ Date:_________________
Caterer liquor license (required for alcohol events where caterer is providing the alcohol)
Received by: _______________ Date:_________________
Special Requests: The following special requests shown on the Application are hereby granted:
____ Use of alcohol _____ Use of outdoor sound amplification _____ Use of special equipment
____ Sale of items or services Additional: __________________________________________________