HomeMy WebLinkAboutEducation Center Lease 20231
Rental Agreement for the
Environmental Education Center
at the East Side Recycling Center
2401 Scott Boulevard SE
Iowa City, IA 52240
319-356-5151
Usage Information and Facility Description www.icgov.org/esrc
esrc@iowa-city.org
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 50 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 50 guests with the chairs and tables provided. It is the Renter’s
responsibility to set up tables and chairs as needed. Sixteen 6’-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.
(above: graphic of facility layout)
Food is allowed in the Education Center. A kitchenette with 12-cup coffee pot, small sink and full-size
refrigerator is available. Coffee filters are provided; guests must bring their own coffee and service ware.
Styrofoam, glitter and balloons are NOT ALLOWED. Paper cups and plates may be used and can be
recycled onsite or put in the compost collection bin.
East Side Recycling Center Environmental Education Center. Updated 7-1-23.
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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. Styrofoam is not allowed.
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:
• A projector and a large permanent screen are available.
• A podium and ports for a laptop with audio, HDMI, Display Port and Auxiliary Audio (for iPad or MP3
player) are provided.
• The Auxiliary Audio port can be used by itself or with other AV features for backgrou nd music.
• A lapel microphone and hand-held microphone are available.
• A desktop computer is provided.
• Renters may provide their own laptop. Building staff can work with you to provide the appropriate
cables for equipment outputs. If you would like to test your equipment in the facility, please let us
know at least three (3) days prior to your event.
Facility Considerations
• Parking: Please note that parking is very limited, especially on Saturdays, since several organizations
share the overall site. Encourage your guests to carpool and use alternative transportation. Two
bicycle racks are available on site, one near the entrance to the education center. Bus routes and
schedules are available at http://www.icgov.org/apps/transitMap/.
• Tobacco use: The entire East Side Recycling Center is a tobacco-free facility.
• Alcohol: Wine and beer are only allowed if the Renter obtains permission from the City via this
contract. 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 un able to secure such a policy, application for
a special event supplemental policy for tenant users can be made with the City’s insurance carrier.
• Firearms: firearms are not allowed on City property.
• 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. Glitter and balloons
are not allowed. Any tape remaining on any surfaces or any evidence of glitter will cause forfeiture
the $100 refundable deposit.
• 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.
East Side Recycling Center Environmental Education Center. Updated 7-1-23.
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Reservations
The Education Center facility is available for rentals daily between the hours of 7:00 am and 10 pm.
• Overnight rentals are not permitted.
• Renters must be 18 years or older. Proof of age may be required.
• Reservations are taken year-round and must be made by calling 319-356-5151 or emailing
esrc@iowa-city.org.
• Reservations can be made up to 12 months in advance and a minimum of three (3) days prior
to your event.
• Full rental fee and building deposit is due at the time of reservation.
Deposit and Rental fees
Event Cost
Hourly Rate for non-profit events (with no alcohol)* $ 10
Hourly Rate for events without alcohol $ 25
Hourly Rate for any event with alcohol $ 50
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.
East Side Recycling Center Environmental Education Center. Updated 7-1-23.
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Rental Agreement
I hereby acknowledge and agree that I have read and do fully understand and will follow all stipulations
described below. 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 Street address
Organization,
if applicable City, state, zip
Email Telephone #
Signature Date
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.
i) Purpose of Use and Equipment needed:
1. Estimated number of guests: _________
2. Food will / will not be served (circle one).
3. Alcohol will / will not be served (circle one).
4. A caterer will / will not be used (circle one).
5. Please note it is the renter’s responsibility to set up the room and return tables and chairs
to storage configuration after the event. Sixteen tables (2’x 6’) and fifty chairs will be
available in the space when you arrive.
ii) Rental Term:
The rental shall commence on ___________ [date] at __________ [time] and shall terminate at
__________ [time] (hereinafter “Rental Term”).
[ If you are not serving alcohol, only this page needs to be returned. If you are serving alcohol, please
sign and include the last page of the lease, the Administrative Regulations for the Use of Alcohol. ]
East Side Recycling Center Environmental Education Center. Updated 7-1-23.
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It is the renter’s responsibility to set up the room and return tables and chairs to storage
configuration after the event. 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 .
iii) Payment of Rental Fees, Deposits:
Renter shall pay the deposit and rental fee with a credit card at the time the reservation is made,
in the amounts set forth in the attached Usage Information. 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.
iv) Conditions of Use:
1. 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.
2. 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.
3. 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.
4. 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.
5. No nails, screws, tape, thumb tacks, staples, glue or other items are to be used on the
projection screen. All decorations shall be removed from other s urfaces with no sticky
residue, nail or staple holes left behind. Glitter and balloons are not allowed.
6. 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.
East Side Recycling Center Environmental Education Center. Updated 7-1-23.
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7. The Renter must perform the following Final Checklist actions prior to termination of the
Rental Term:
Kitchen:
o Turn off coffee pot and clean coffee carafe.
o Remove all private food from refrigerator.
o Wipe down counter and sink.
o Make sure recycling containers are properly sorted; if recycling bins are full, remove bags and
take contents to large recycling dumpsters in parking lot.
o Sweep and mop up any messes (materials for doing so are located under the sink).
o If full, remove trash bag from bin and set outside by garage door in red shed nearest education
center.
o If full, remove compostable bag from bin and set outside with trash.
General:
o Replace and turn off all AV equipment.
o Remove all decorations put up by Renter, including any tape.
o Wipe down tables, chairs, podium.
o Turn off light switches (Note: Kitchen lights will remain lit).
o Close all interior and exterior doors, including door between bathrooms and kitchen.
iv) Deposits
1. Where Renter has left the premises in a damage-free, clean condition, City shall return the
full deposit to Renter within 30 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.)
2. 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.
3. 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
East Side Recycling Center Environmental Education Center. Updated 7-1-23.
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v) Cancellation; Refund
Cancellation of an event at the Environmental Education Center must be made at least two
working days in advance by calling 319-356-5151. 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.
vi) Tobacco
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 t he 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.
vii) 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.
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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:
1. 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.
2. 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.
3. 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.
4. Renter must be 21 years of age or older, and provide proof thereof via a government-issued photo I.D. upon
request.
5. No person under the legal drinking age may possess or consume alcoholic beverages.
6. All alcoholic beverages must be consumed within the building. No possession or consumption of alcohol is allowed
anywhere else on City property.
7. 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.
8. 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.
9. 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.
10. 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