HomeMy WebLinkAboutSenior Center Rental Information and Application 1-5-2023Updated 1/5/2023
Senior Center Rental Information and Application
The Iowa City Senior Center is located at 28 S Linn St in downtown Iowa City. Built in 1904 and expanded
in 1932, the Senior Center was originally the Iowa City Post Office. The City of Iowa City purchased the
building in 1979 and renovated it to be the Senior Center, which opened in 1981. The lobby and grand
staircase were placed on the National Register of Historic Places in 1979 and on the local Historic
Register in 2019.
The Senior Center has a number of meeting and event spaces available for rent. The Senior Center is
attached via a skywalk to the Tower Place Parking Ramp for convenient parking.
Assembly Room
The Assembly Room has a maximum capacity of 225* people. Amenities include 4 (36”) round tables, 6
(2.5’x6’) tables rectangular tables, and 80 chairs. Audio visual equipment includes: mounted digital video
projector and large permanent screen, HDMI and VGA inputs for laptops, auxiliary audio port, wireless
lavalier microphones, a wireless hand-held microphone, and Blu-ray player. Additional tables and chairs
are available on request.
Room 302
Room 302 has a maximum capacity of 50* people. Amenities include 8 (3’x3’) square tables, 10 (2’x5’)
rectangular tables, and 50 chairs. Audio visual equipment includes: mounted digital video projector and
large permanent screen, HDMI and VGA inputs for laptops, auxiliary audio port, a wireless lavalier
microphone, a wireless hand-held microphone, and Blu-ray player.
Room 308
Room 308 has a maximum capacity of 25* people. Amenities include 5 (3’x3’) square tables, 8 (2’x5’)
rectangular tables, and 25 chairs. Audio visual equipment includes: mounted digital video projector and
large permanent screen, HDMI and VGA inputs for laptops, auxiliary audio port, a wireless lavalier
microphone, a wireless hand-held microphone, and Blu-ray player.
Rooms 305 and 309
Rooms 305 and 309 each have a maximum capacity of 15* people. Amenities include 6 (2’x5’)
rectangular tables and 15 chairs.
Rooms 103 and G13
Rooms 103 and G13 have hard wood floors ideal for fitness or dance practice. G13 has two mirrored
walls; 103 does not have mirrors. There are no food or drinks allowed in these rooms. Maximum
capacity 12-15* people.
*We encourage potential renters to come and take a look at the space to ensure the activity they will be
doing in the space will accommodate desired set up and/or physical distancing preferences.
Updated 1/5/2023
Rental Fees
Room Rental Cost Deposit
Rooms 302, 305,
308, and 309
$40/hour $125
Rooms G13 and
103
$60/hour
$125
Assembly Room Monday – Thursday: 8:00 a.m. to 12:00 a.m.
Friday: 8:00 a.m. to 5:00 p.m.
$60/hour; rentals >5 hours will be charged $375
Friday: 5:00 p.m. to 12:00 a.m.
Saturday and Sunday 8:00 a.m. to 12:00 a.m.
$120/hour; rentals >5 hours will be charged $750
$300; if serving
alcohol $500
Individuals and non-profit organizations (who are not requesting to sell items) are not charged a room
rental fee during business hours (8:00 a.m. to 5:00 p.m. Monday-Friday).
Non-profit organizations receive a 50% discount for evening and weekend rentals.
Rental Terms and Conditions
1. Rental Time: Renters will be responsible for paying the rental fee listed from the “start time” to
the “end time” on the Rental Application. Set-up and clean-up time should be factored in when
completing the application. The full hourly rate is charged regardless of the of actual time the
facility is used (i.e. hours are not prorated). Rentals are available Monday through Sunday from
8:00 a.m. to midnight.
2. Rental Space: Use of space outside of the rented area or use of equipment not approved is
prohibited.
3. Responsible Person: Each rental will have a named Responsible Person who will be present
during the rental. The Responsible Person agrees to the Actions Required of the Responsible
Person and Rental Terms and Conditions. The Responsible Person must be 18 years or older.
Proof of age may be required.
4. Rental Scheduling: Rental space is scheduled on a first come first served basis. Reservations can
be made up to 12 months in advance, with the exception of rental requests for the Assembly
Room, which may be made up to 24 months in advance. Room Use and Rental Applications must
be submitted at least 5 business days before the requested rental date.
5. Reservation Confirmation: The facility is not considered reserved until the Senior Center has
received:
a. A complete Room Use and Rental Application/Letter of Agreement that has been signed by
the responsible person and the Senior Center Coordinator
b. The full damage deposit
c. A signed Administrative Rules for the Use of Alcohol
d. Evidence of insurance for events with alcohol
Updated 1/5/2023
e. Rental Fee Due: Rental fees must be paid no less than 60 days prior to the rental or
immediately if rental is occurring in less than 60 days.
6. All activities held at the Senior Center must comply with Senior Center policies and City of Iowa
City Resolutions and ordinances.
7. Alcohol: Wine and beer may be served only in accordance with the Administrative Regulations
for the Use of Alcohol attached.
8. Refreshments: Arrangements can be made to serve refreshments in all rental spaces except
rooms 103 and G13.
9. Special Equipment: No special equipment may be used without Senior Center approval.
10. 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.
11. Publicity and Content: Publicity for all events is the responsibility of the renter and must not be
intrusive to participants or disrupt Senior Center programming or operations. The Senior Center
neither approves nor disapproves the content, ideas, or subject matter presented during a
rental. The Senior Center does not accept responsibility for ensuring accuracy or that all points
of view are represented.
12. Collection of funds: Fundraising, charging of admission, and/or sale of items or services are not
allowed without Senior Center coordinator approval. Additional fees may apply:
a. Individuals, community groups, and for-profit organizations and businesses collecting funds
will pay two times the established rental rate.
b. 501c3 non-profit organizations collecting funds will pay two times the non-profit rental rate.
c. Political candidates and political parties conducting for-profit activities will pay the established
rental rate.
d. Government Entities wanting to collect funds will work with the Senior Center on a case by
case basis.
13. Access to rental space: Access to the rental space is provided by a computerized door locking
system that is set to automatically open and close specific areas of the building in accordance
with the needs identified in the rental request.
14. Set- up, Decorations: No set-up is allowed prior to the “start time” listed on the Rental
Application/Letter of Agreement. Only freestanding decorations are permitted, although tape
and suction cups may be used on windows. Use of the following items are prohibited: candles,
Chinese lanterns, tacks, nails, staples, rice, birdseed, glitter, silly string, and real rose petals.
Evidence that any of these items have been used may result in deduction from the rental
deposit. All decorations must be removed from the facility upon completion of the event.
15. Rental Checklist: A rental checklist is attached. The checklist includes the following:
a. Emergency contact phone numbers
b. Electronic door locking information
c. List of additional items that the Senior Center will provide beyond standard equipment. (e.g.
Additional chairs or large trash barrel)
d. Rental Completion Checklist
Updated 1/5/2023
16. Rental Deposit: Use and Refund
a. A damage deposit is required for each rental in the amount set forth above. The renter shall
be responsible for any and all damages, including those damages not covered by the
damage deposit, caused by the renter or any guests or agents, all in accordance with these
Rental Terms and Conditions.
b. Where the renter has timely left the premises in a damage-free, clean condition, the City
shall return the full deposit to the renter within 30 days of the rental.
c. Where the renter fails to complete the Cleaning and Building Walk Through 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 the renter
within 30 days after the events, along with an accounting of the amounts deducted from the
deposit.
d. Where the cost to repair, replace, or clean the facility, equipment or other property lost or
damaged during the events is greater than the deposit, the 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. The City shall notify the renter of such expense prior to charging the
credit card.
e. If the renter fails to clean and exit the facility prior to the end time listed on the Rental
Terms and Conditions, the renter will be charged for the additional time at the full hourly
rate, which shall be deducted from the rental deposit.
17. Cancellation Policy: Cancellations should be made at the earliest possible date. The deposit will
be forfeited if a rental is cancelled within 5 business days of the rental date. The deposit and
rental fees will be forfeited if a rental is cancelled within 2 business days of the event date. To
cancel a rental the responsible person must speak directly with a Senior Center staff member. In
the event of unforeseen circumstances beyond the City’s control, the City reserves the right to
reschedule and/or cancel the building reservations. All deposits and payment made will be
refunded in full to the renter.
18. Maximum Attendance: Each rental space in the Senior Center has a maximum capacity. The
Responsible Person is responsible for all guests on the premises and shall assist the Senior
Center in enforcing this limitation. In the event that the Senior Center believes that the
maximum capacities (listed below) have been exceeded, guests will be asked to leave or may be
refused entrance. The maximum capacity for the rental spaces in the building are as follows:
- Assembly Room: 225; Room 302: 50; Room 305: 15; Room 308: 25; Room 309: 15; Room
103: 15; Room G13: 15
Updated 1/5/2023
Rental Application
Applicant Name: ____________________________________________________________
Is this a 501c3 non-profit organization? Yes _____ No _____
Address: ___________________________________________________________________
Phone Number: _________________________ Email Address:_________________________
Information for Responsible Person who will be present:
Name: _____________________________________________________________________
Address: ___________________________________________________________________
Primary Phone Number: ___________________ Secondary Phone Number: ______________
Email Address: ________________________________________ Birthdate: _______________
Event Name: _______________________________________________________________
Date of Use: ____________________________________________________________
Rental Start Time: __________AM/PM Rental End Time: __________AM/PM
Total Hours Requested: _________
Room Requested: ___________________
Estimated Attendance: _______________
Will food and/or non-alcoholic drinks be served? Yes _____ No _____
Would you like permission to serve alcohol during the rental? (Restrictions apply. See
Administrative Regulations for the Use of Alcohol attached) Yes _____ No _____
Will you be hiring a caterer for the event? Yes _____ No _____
Catering 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)
Is Audio/Visual equipment needed? Yes _____ No _____
If yes, please list equipment needs: _______________________________________________
Would you like permission to fundraise, charge admission, and/or sell items or services
during your event? Yes _____ No _____
Explain_______________________________________________________________
Will you be renting special equipment from a third-party vendor? Yes _____ No _____
Explain_______________________________________________________________
Updated 1/5/2023
Actions Required of Responsible Person This Letter of Agreement designates the responsible person(s) who accept(s) the following responsibilities. The responsible person:
1. Must be 18 years of age or older or 21 years of age or older if alcohol is being served;
2. Reads and agrees to the Terms and Conditions for Rentals (included below);
3. Oversees security and safety in the approved area(s) of the building for the duration of
the rental;
4. Takes a leadership role in any emergency occurring while the space is being used and
reports emergencies to staff;
5. Participates in required room use training;
6. Monitors and secures the facility after the program ends;
7. Operates audiovisual equipment;
8. Manages the set-up and clean-up of the rented space;
9. Reports cancelations.
Agreement and Indemnification Signatures
1. (Only applicable if the applicant is not an individual.) I acknowledge that I have the
authority to act on behalf of the group making the application.
2. Applicant agrees that the responsible person identified above has received and will
abide by the rules, policies, and conditions for use of the room, which are included in
this application.
3. Applicant waives, releases, and discharges the City and its officers, agents, and
employees from any and all claims for damages for personal injury, death, property
damage, any claim in tort, or any other claim, regardless of legal theory, that may accrue
as a result of the use of the room. This waiver includes but is not limited to any
negligent acts or omission of the City. In no event shall the City or its officers, employees
or agents, be responsible or liable for any direct, indirect, special, incidental, or
consequential damages; lost profits; or any other economic or physical loss or damage
to any individual regardless of legal theory resulting from participation in the use of the
room.
Applicant agrees to indemnify and defend, at Applicant’s own cost, the City of Iowa City
and its directors, officers, employees and agents from any claims, demands, damages,
rights of action or causes of action present or future whether the same be known or
unknown, anticipated or unanticipated, brought against any or all such persons or
entities based on the Applicant’s use of the room.
By approving this application, Applicant acknowledges and agrees that the City of Iowa
City is not waiving any immunity.
________________________________ _________________
Signature of Applicant Date
Updated 1/5/2023
Iowa City Senior Center Rental Check List
Senior Center Address: 28 S Linn St, Iowa City, IA 52240
Applicant Name/Event Name:_________________________ Room being rented:___________________
Senior Center Emergency Phone Numbers: _________________________________________________
____________________________________________________________________________________
Exterior Doors
Washington St (ground floor) door
Linn St (1st floor) door
North Ramp (1st floor) door
Skywalk (2nd floor) door
Propping open doors is prohibited under any circumstances due to fire code.
Interior Spaces
Ground Floor
1st Floor
2nd Floor
List of items that will be made available for the rental:
Rental Completion Checklist
Place all garbage in trash can, tie garbage bag, leave in the rental space
Place tables and chairs in original positions
Wipe off tables with provided towels and spray bottle
Remove all decorations, special equipment, or other items brought on-site
Check restrooms and hallways to confirm they are empty, turn off lights
Turn off lights and audiovisual equipment in rental space
Confirm all exterior doors are locked and latched at the end of the rental period
Report any emergencies that occurred to staff
IMPORTANT: The doors are on a scheduled electronic door system. Do not leave the facility before
all exterior doors are locked. You must confirm all people who attended your program have exited the
building after the doors have locked. You must confirm all of the exterior doors have latched.
Updated 1/5/2023
Iowa City Senior Center Rental Emergency Information
1. The “Responsible Person” identified in the Senior Center’s Rental Application:
A. Takes a leadership role during emergencies
B. Is only responsible for areas of the building being rented and for the people participating in
the rental activity
C. Reports emergencies to staff
2. Emergencies that should be reported to staff include, but are not limited to:
A. Serious injury or medical emergencies
B. Damage done to the building due to severe weather
C. Fires
D. Chemical Spills
E. Power loss
3. Emergency Supplies (first aid, radio, flashlight) and AED are available in the following areas:
A. Ground floor at the north end of the hallway near the stairwell.
B. 1st floor at the south end of the building near the elevator lobby area.
C. 2nd floor at the north end of the building near the stairwell.
D. 3rd floor at the north end of the hallway near the stairwell.
4. Emergency phones are located in the following locations. Dial “9” to get an outside line:
A. Ground floor near elevator
B. 1st floor at the south end of the lobby on the counter
C. 3rd floor hallway between room 307 and 308
5. When a City-wide severe weather siren is sounded instruct people to move to “safe areas”. If
there is adequate time, move to the ground floor “safe areas”. Safe areas include:
A. Ground Floor: Instruct people to move away from exterior windows and doors and go to the
north end of the hallway near room G06 or the ground floor restrooms.
B. First floor: Instruct people to move away from exterior windows and doors and go to the
southeast corner of the Assembly Room, or the 1st floor restrooms.
C. 2nd floor: Instruct people to move away from exterior windows and doors and go to the 2nd
floor restrooms.
D. 3rd floor: Instruct people to move away from exterior windows and doors and move into the
southeast or northeast hallways (indentations leading to rooms 302 and 311.
6. The Responsible Person will declare a “Weather Event has been extended/canceled/expired”
based upon current weather information. Weather information can be obtained via:
A. Local radio reports
B. Weather update obtained by calling the Iowa City Emergency Dispatch (319-356-5275).
Updated 1/5/2023
THIS INFORMATION SHALL BE SHREDED IMMEDIATELY UPON FINAL RECONCILIATION OF DEPOSIT
DEDUCTIONS
CC Number:____________________________ Exp. Date:_______________
Authorization code:__________
Updated 1/5/2023
FOR ADMINISTRATIVE USE ONLY
Application Reviewed and Approved:
__________________________________________ ________________________
Coordinator Signature Date
Special Requests: The following special requests shown on the Application are hereby granted:
_____Use of alcohol _____Fundraise, charge admission, and/or sell items, or services
_____Use of special equipment
Additional: _______________________________________________________________
Room Rental Fee: ___________________
Received by: _________________________ Date:________________
Deposit Amount: _________________
Received by: _________________________ Date:________________
Returned to renter by: __________________ Date: ________________
Amount returned: $________________
Deductions from Deposit, if any:________________________________________________________
Signed Administrative Regulations for the Use of Alcohol (required for events with alcohol):
Received by: _________________________ Date:________________
Caterer liquor license (required for alcohol events where caterer is providing the alcohol)
Received by: _________________________ Date:________________