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HomeMy WebLinkAbout2024-IG053%'lullof ( II','11 ?. € Pels,,or" 11,,rir,,, Iddr, "' Dale(s) OJ Resen•alion. INTERGENERATIONAL RECREATION CENTER 1590 9th Street SW, Vero Beach, FL 32962 (772) 226-1780 iarWindisariver.am RESERVATION AGREEMENT Keystone Property Management Group Stephanie Lowery En,ai1 780 US Highway 1 Phone 1 umher Vero Beach, FL 32962 Friday, August 2, 2024 bull ling Load In 8/2/24 12:00pm-12:30pm Load (ht/ Late Time Date Dine Rt servation .4rearo. 131 C Brief Description of Ev"117 Evtinuued u o/ 40 Purticrpuntc. Staff Use On& Reference 1 AIti1,it R INDIAN LIVE■ Cot'NTV IN I LRGF.\LK-%I',O\AL RLCREA'110N CL\7 LR E V E N T V E. Pl l' E stephanie(Aevirc.com 772-569-7928 ext. 888 12:30pm-2:30pm 8/2/24 2:30pm-3:00pm Keystone Company Training: an annual mailings, meeting and elections with lunch. FACILITY / PROPERTY Reservation of. RESERVATION FEE: Room 112 A @ $75.00 per hour for 3 hours $225.00 AMENITIES / OTHER Reservation of: FEE: 4 tables @ $8.00 per table (5 tables included in reservation) 532.00 10 chairs @ $0.50 per chair (30 chairs included in reservation) $5.00 Crestron Media Wall, 112 A @ $150.00 (daily use) $150.00 Event Setup and Breakdown Fee $75.00 3.0% SALES TAX: 1$14.61 Reservation Agreement Sub -Total: $501.61 *RESERVATION *Required to Reserve Room/Area and due upon Agreement lignin, . DEPOSIT (25%): Events hooked less than 45 da_ s requires pgvinc' ull in it $125.40 cash or credit card. *DAMAGE DEPOSIT: *Fully refundable with no additional charges and no damaec. n/a for HOA TOTAL DUE: July 3. 2024 Resen-ation Agreement GRAND TOTAL: $501.61 Applicant Initials Intergenerational Cenler Reservation Agreement 1"I L'r I of -c1 3 G.c r s s RESERVATION AGREEMENT IltOIAN INTERGENERAnONAL RECREATION CENTER S T E N T V E N U E INTERGENERATIONAL RECREATION CENTER DAMAGE DEPOSIT To ensure that your Damage Deposit is returned, the following requirements must be met; 0% Removal of ALL party decorations from facility • Removal of ALL personal property from the facility at the end of your event • Place trash/debris in trash bins provided by staff • Do not incur any damage to room, furnishings or equipment in any room or area rented or belonging to Indian River County. Please note that failure to comply with any of these policies will result in the loss of your Damage Deposit. Occupying the building in excess of the times stated on the permit application will result in a charge of the hourly rate for the additional time or the loss or your deposit, whichever is greater. ****If it is determined that the deposit is to he refunded, it is not applied towards the Reservation fee. The deposit is mailed back to the Applicant within thirty (30) business days following the Event (unless your deposit was paid by check in which case the money will be sent to the person listed on the check). **** RESERVATION AGREEMENT TERMS 1. No room shall be considered "reserved" until a signed Agreement and 25% deposit are received. 2. A Damage Deposit will be required for some Reservations. The final payment, along with the damage deposit (if required) is due forty-five (30) prior to the Reservation. Reservations within the thirty (30) days will require full payment of all charges at Agreement signing. 3. No Agreement shall be valid unless it is signed by the designated Indian River County Parks, Recreation and Conservation Department approved staff member. 4. Agreements for groups composed of minors will be issued only to adults who accept responsibility for them and will supervise them throughout the period covered. 5. No tickets, for any event, shall be sold at the door and no admission charges shall be made except as authorized by the Agreement. The Applicant shall provide to the County information as to the total ticket sales at 30, 15, 7 and 3 days prior to the Event. The County reserves the right to cap ticket sales depending on the capacity of the Premises and the iG Center or because of law enforcement, sanitation, traffic control or due to other public safety issues. 6. Renter shall maintain the area rented in a safe, clean, and attractive condition and at the end of the event, the area shall be in substantially same condition as it was at the beginning of the event. 7. Renter shall not exceed the posted occupancy of the rented area. 8. CookinL, indoors is strictly prohibited. 9. Renter shall not make any alterations or improvements to the rented area, or any portion of the Intergenerational Recreation Center. This includes moving, and removing, chairs, tables, and any other equipment to any othera Intergenerational Center without approval of the Center staff. Applicant Initials Intergenerational Center Re ervation Agreement f' GZ z � e • • RESERVATION AGREEMENT IND,�w .wf. ^t` 1\T1.R(:,i \1 R � II(�\.tl ORI) R `CRE`.11O\tr1. TER it 10. Renter shat l remove all decorations at the end of the event. 11. Renter agrees to accept premises "as is" and acknowledges responsibility of conduct of each member attending the group's activity. Applicant conducts all events at their own risk, each member has the status of "permittee". 12. Agreements are non-transferrable. 13. A 30 -day notice must be given to reschedule or cancel, in order to receive a refund on the reservation deposit. If cancellation notice is not given before the 30 -day period, the reservation deposit will be forfeited. For all events booked within 30 days, or less, the 25% reservation deposit will become non-refundable. 14. Damage deposit payment must be paid in the form of cash or check (with appropriate ID). Credit cards are accepted for payment of the Damage Deposit and may be used to pay the facility Reservation fee. Indian River County accepts VISA, MasterCard and Discover as forms of credit card payment. 15. The serving and consumption of alcoholic beverages is strictly prohibited under this Reservation Aereement/Aereement and urounds for dismissal of the event including the loss of your Damage Deposit. 16. There shall be no uamhling on the premises. 17. Undisclosed or unpermitted activities or hours shall void this Agreement. The Event shall be used for no other purpose whatNoc\ er, unless prior written approval is requested in writing by Applicant and given by the County which approval shall be subject to availability but not be unreasonably withheld, conditioned, or delayed so long as such request is submitted at least 90 days prior to the beginning of the License Duration. 18. The Damage Deposit will be refunded upon stairs review of the condition of the rented area and will not be applied to the final balance of the Reservation. The Damage Deposit refund will be issued to the Renter, unless the Damage Deposit was paid by check, in which case, the check will be issued and mailed to the person who issued the check. The check will be mailed within thirty (30) business days. 19. Applicant's failure to make any of the payments required hereunder in a timely manner shall constitute a material breach and shall result in the immediate termination of this License Agreement. All fees, costs, and expenses, including, without limitation, attorney's fees, incurred by the County in the collection of any payment due hereunder shall be reimbursed by Applicant. 20. Applicant acknowledges that the County may immediately terminate the Event if the National Weather Service issues a severe weather warning, or imminent severe weather conditions develop in the area indicating a risk to public safety, or a state of emergency has been declared. Applicant hereby waives any rights and all claims for damages against the County that may result from the exercise of the rights reserved herein. 21. The County and its officers, agents and employees engaged in the operation and maintenance of the Premises reserve the right to enter upon and to have free access to the Premises at any and all times, which reservation is hereby acknowledged and agreed to by Applicant. 22. Any notice, request, instruction, demand, consent, or other communication required or permitted to be given under this Reservation Agreement shall be in writing and shall be given in writing and delivered by email to: kadams cl�i,indianriver.Qov 23. Applicant acknowledges receipt of and agrees to comply with the iG's Rules and Regulations which are attached hereto as Exhibit C and incorporated by reference. 24. Animals will not be permitted onto the iG Center property during an event unless they are considered a Service Animal. The Americans with Disabilities Act (ADA) 2010 Regulations define a service animal as "any dog that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. Other species of animals, whether wild or domestic, trained or untrained, are not service animals for the purposes of this definition." C.E.R. § 35.104 and § 36.104 (2010). This paragraph does not apply to organizations hosting Applicant Initials Intergenerational Cen r s rvation Agreement i'tL't: , (it ) s • RESERVATION AGREEMENT I'll, IAN ; �;;�„ � T, iog{O�' RECREATION C1. M I K E V 8 W T %, E\ 1 !, animal events (dog shows/horse shows). Indian River County Code of Ordinances also states: "Dogs prohibited. No dogs are allowed in any park or recreational facility unless specifically posted as allowable by the department. (205.3 paragraph 22). The Promoter/Organization/Renter is wholly responsible for any incidents that occur during the event that involve non -service animals that were allowed on the property during their event. 25. County and Applicant retain all television, film, recording and licensing rights as to any Event that takes place in or on the Premises, provided such is permitted within the Artist Agreement. County will coordinate such recordings with Applicant's marketing representative. In the event of artist recording restrictions, Applicant shall request the right to allow the County to take generic production and still photographs of the Event. Applicant Initials Intergenerational Ce ter eservation Agreement `vEft �o, e- 1910 • RESERVATION AGREEMENT-1VDIAN ■lvFM rorvrt \1ER( .\1 R I10\At �oR101' RFCREn"1 it �\t t \-FLR E V E W T , 1 \ 1- t TO INDIAN RIVER COUNTY: In consideration of the opportunity afforded to me and/or my group, 1, the undersigned participant, freely agree to and make the following contractual representations and agreements. I, the undersigned participant, do hereby knowingly, freely, and voluntarily assume all risk and liability for any damage or injury that may occur as a result of my and/or my group's use of the Intergenerational Recreation Center identified herein during the time period 1 and/or my group are using same and further agree to release, waive, discharge, and covenant not to sue Indian River County, its officers, agents, employees, and volunteers (all for the purposes herein referred to as "Releases") from any and all liability or claims that may be sustained by me or a third party directly or indirectly in connection with, or arising out of, the use of the Interreenerational Recreation Center as described herein, whether caused in whole or in part by the negligence of Indian River Count\ or the Releases. 1 further agree to indemnify and hold harmless the Releases with respect to any and all fees, costs, expenses, and attorney's fees arising out of or in connection with my and/or my group's use of the Intergenerational Recreation Center as described herein. I agree that I have read this form, fully understand its terms, and understand that I, or anyone who may claim to have rights on my behalf, have given up substantial rights by signing it and have signed it freely and without any inducement or assurance of any nature and intend it to be a complete and unconditional release of any and all liability to the greatest extent allowed by law and agree that, if any portion of this Agreement is held to be invalid, the balance notwithstanding shall continue in full legal force and effect. This acceptance is on behalf of all persons in the group with me. If the rules are violated this permit may be revoked and future permission may be refused. Permit holder is responsible for the conduct of all persons in the group. I agree that 1 am at least 21 years of age and will be present during the period stated on this permit. IN Wff NESS WHEREOF, the parties, by and through their authorized representatives' signatures below, do hereby execute this License Agreement. (� Applicant Printed Name: aml z'I �P%�I b (S �"Tflo Applicant Signature: 4UAV� 61 I' 71 U Date: - (12110/2�, -&2; Kevin Adams, Facilities Recreation Supervisor f aIL: Applicant Initials _ W Intergenerational Cenier Xesenation Agreement 135 RESERVATION AGREEMENT OUTDOOR WATER FEATURE 131-C 131-B 131 OUTDOOR tr WATER FEATURf Z (-'.YMNASIUM" 141 125 11 2-A Applicant Initials Intergenerational Center Reservation Agreement PIL'c h tit 1) INDIAN livrft COUNT1 INI%R( 'I■ M-RA110\ �1 RECKLAI 10% CEN I I R E v E N 7 V E N t L J MAIN ENTRANCE � 4 PREP, KITCHEN GUEST [CROP -OFF PARKING AREA oZ 3 � * * RESERVATION AGREEMENT 11401AN i\TFR(:f\{-R 11]0\k] "ZOtt�Or' RIJ RF �1 Fri\ I ] \I LR E E% r V I % l E Exhibit C Indian River County Parks & Recreation Department iG Center General Rules & Regulations 1. Scheduling is conducted on a first come, first serve basis for open dates. Reservation dates are only secured and guaranteed with a minimum 25% Deposit Fee and fully executed license agreement. Staff reserves the option to issue a placeholder agreement along with a minimum 25% Deposit Fee in lieu of a fully executed license agreement which will secure the date pending a due diligence review. Placeholder agreements shall automatically expire 90 days after the issued date and the reservation forfeited unless the Applicant enters into a license agreement. 2. Permits for groups composed of minors will be issued only to adults who accept responsibility for supervising them throughout the period of the permit. 3. Security Plan: A. If applicable, events shall present a security plan to the Indian River County Sheriffs Office, Division of Law Enforcement. Approval and sign off by the Division shall be a condition precedent of the issuance of the Permit/license agreement. B. Assigned Indian River County Sheriffs Deputy(s) must have arresting authority in Indian River County. C. Indian River County in consultation with the Indian River County Sheriffs Office will determine the level of security of sworn law enforcement and emergency services personnel. Indian River County will provide Applicants with the order forms for sworn Indian River County Sheriffs Office and Indian River County Emergency Service Personnel. D. Evidence of sworn law enforcement and emergency service personnel scheduling shall be provided to Indian River County 45 days prior to the Event by means of a paid receipt from said Indian River County Department and Division. 4. All indoor cooking is strictly prohibited. Outdoor cooking, grilling, etc. shall be approved in advance by the Indian River County Intergenerational Recreation Center & Event Venue Management Staff along with a Special Event Permit generated by the Indian River County Fire Department. Indian River County will provide Applicants with the order forms for Special Event Permit. Evidence of Special Event Permit Inspection scheduling shall be provided to Indian River County forty-five (45) days prior to the Event by means of a paid receipt from said Indian River County Department Fire Department. 5. Deposits: A. All buildings and facilities shall be left in the same condition it was received in. An additional cleaning fee shall be deducted from the damage deposit to cover the cost of cleaning/restoring the facilities to their original condition. i. Any and all decorations must be approved prior to installation and removed completely at the conclusion of the event. ii. The Indian River County Intergenerational Recreation Center & Event Venue Management should be left in a broom swept condition and all garbage left in designated location. Client must check in with a staff member prior to departure regarding state of room upon completion of event. iii. Any damage to walls, including debris, dirt, scuff marks, food, etc. shall require a cleaning fee. iv. Any cWlerervation ill be deducted out of the Damage Deposit. Applicant Initials Intergenerational C Agreement Pzi„c 7 (it") G • s RESERVATION AGREEMENT 777 7 F 1\IFR(d �� R .Ilug;: �ZORIO* RI t R1 .i 1111\ 1 1 \1 I R {. l F. N I % 1 ♦ I E. Exhibit C B. A damage deposit depends on the number of areas rented and can range from $150.00 to $1,000.00 and is refundable. An inspection of the property is required for every event. Damage Deposit are increased at the sole discretion of Indian River County dependent upon number of attendees and events. 6. Any signage visible from the road in any county right of way requires a permit from the Indian River County Code Enforcement Division prior to placement. 7. No animals are allowed unless assisting the handicapped. 8. Alcohol is strictly prohibited except through the issuance of an Alcohol permit issued by the Parks & Recreation Division. 9. Under no circumstances shall any person remove any equipment or other items from the premises. 10. Facilities shall be restored to their original condition and all activities ceased by at the time referenced in the Agreement. For each quarter hour after the applicant will be charged a fee of $50.00 per quarter hour. 11. Control of all lights, thermostats and other equipment, and the locking and unlocking of doors is the responsibility of the Indian River County Intergenerational Recreation Center & Event Venue Management Staff. Staff should be notified of any special needs of the Applicant. 12. Applicant agrees to hold Indian River County, FL harmless from any and all claims for damages to persons or property resulting from their use of any facility. 13. Applicant agrees to accept facilities "as is." Applicant acknowledges responsibility for conduct of each member / guest attending event. Applicant conducts all events at their own risk. All attendees must abide by Indian River County policies. 14. Insurance: A. Insurance requirements shall be determined at the sole discretion of the Indian River County Risk Manager. B. Certificates of insurance designating "Indian River County, FL" as additional insured shall be presented to Indian River County no less than forty-five (45) days prior to the event. • If event is held at Indian River County Intergenerational Recreation Center & Event Venue Management and less than 30 days to the start of event date, certificates must present at the time of executing license agreement. 15. All activities shall be subject to inspection by Indian River County Offices of Fire Prevention, Health Department, Sheriffs Office, Risk Management, Traffic Control, Solid Waste Disposal District and Florida Department of Business and Professional Regulation. 16. The Event shall be used for no other purpose whatsoever as, unless prior written approval is requested in writing by Applicant and given by Indian River County. Approval shall be subject to availability but not be unreasonably withheld, conditioned, or delayed so long as such request is submitted at least thirty (30) days prior to the beginning of the License Duration. Such a change results in a modification of the insurance requirements. 17. Marketing: A. Publicity for an event shall NOT be distributed without an executed license agreement and a minimum of a 25% reservation deposit. B. All promotional pieces must be approved by an Indian River County, prior to distribution. Applicants assume all risk. 11 Applicant Initials Vy Intergenerational Cenfer-ReUrvation Agreement logo « « RESERVATION AGREEMENT ;N;ERN;1„x, 01 T1 �ORI�A RFt RLAI1ciX 1 1 X1 FR Exhibit C 18. Indian River County Intergenerational Recreation Center & Event Venue Management Staff is not responsible for deliveries for any event. Applicant must be present for deliveries and is responsible for securing those deliveries, unless prior written approval is requested in writing by Applicant and given by an Indian River County Intergenerational Recreation Center & Event Venue Management. 19. All motorized vehicles are required to nark in the designated parking areas only. which include the Main Parking or Joe Wiggins Field, if deemed necessary for your event. There will be no parking of motorized vehicles in or around the facility without prior approval from the Indian River County Intergenerational Recreation Center & Event Venue Management. • Motorized vehicles are limited to ten (10) minutes in the Drop Off Area, unless prior approval from the Indian River County Intergenerational Recreation Center & Fvent Venue Management. Applicant Initials Intergenerational CenARes alion Agreement