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Last edited 01/19/2016 City of Evanston Facility Rental Agreement The City of Evanston is grateful to the many volunteers for their time and funds in providing these public facilities. Please take care of these public buildings in order that others may be able to enjoy their use. Name of Applicant: Phone: Address of Applicant: Type of Event: Is this a For Profit Sporting Event? If yes please see Sporting Event form. Facility Reserved: Date(s) Reserved: Time you plan to use the facility: From to: Will you be using a Decorator? Yes No if yes, please see next section on form Will you be using a Food Caterer? Yes No if yes, please see next section on form Will you be using an Alcohol Caterer? Yes No if yes, please see next section on form Will you need microphones or sound system equipment? Yes No if yes, please see equipment check out form. Name of Person Responsible for Event: Phone: Copy of current US Driver’s License or US State Government issued photo ID is required YOU MUST BE 18 YEARS OF AGE OR OLDER TO RENT THE FACILITIES. Name on reservation is responsible for the facility, no sub-leasing is permitted I have read and agree to all the rules and terms of the rental agreement: Signature Date: (Person Responsible for Event) City Use Only Rental Fee Amount: Date Paid: Cash$ Check CC Cleaning & Damage Deposit: Date Paid: Cash$ Check CC___ Cleaning & Deposit Returned: Yes No Date Returned: Key checkout: Facility Key Date: Date returned: ---PAGE BREAK--- Last edited 01/19/2016 In consideration of reserving the facilities owned by the City of Evanston, the Renter agrees to the following considerations: Buildings will be available for use at 7:30 AM. Your event must be shut down by midnight and everyone vacated by 6:00 AM the morning following the event. All food and drinks must be removed before leaving the facility. The building must be cleaned by 6:00 AM the morning following the event. All personal belongings and equipment must be removed from the building at this time including all trailers and vehicles related to the event. MOTORIZED VEHICLES OR TRAILERS OF ANY TYPE ARE NOT ALLOWED IN BUILDINGS WITHOUT PREAPPROVAL. IF VEHICLE OR TRAILER IS DESIRED FOR DISPLAY OR DECORATION PURPOSES, PRE-APPROVAL MUST BE OBTAINED TO ENSURE APPROPRIATE SURFACE AND FLOOR PROTECTION. PRE-APPROVAL WILL NEED TO BE DONE 5 DAYS IN ADVANCE OF EVENT AND BE SIGNED OFF BY THE FACILITY MAINTENANCE MANAGER. IF VEHICLES OR TRAILERS ARE IN THE BUILDINGS WITHOUT PRE-APPROVAL, 50% OF YOUR CLEANING AND DAMAGE DEPOSIT WILL BE COLLECTED. If weather conditions present snow and ice, the City of Evanston has provided ice melt and shovels and it is the renter’s responsibility to make sure paths are clear and ice free for the safety of patrons. Multiple reservations are limited to four reservations at one time. City and Urban Renewal Agency Events are exempt from multiple reservation restriction. Please be respectful of other renters’ privacy. Please use the facilities with consideration! Facility must be thoroughly cleaned and left in a condition suitable for the next renter. Cleaning supplies are available. Renters are responsible for all cleanup of the buildings. A cleaning list will be provided when the keys are picked up. Grounds at all building sites must be left in perfect condition. Please keep children off train cars and out of old buildings for their own safety. No food preparation or serving in the Portland Rose Room and the carpeted areas of the mezzanine. No tape, fun tack, or adhesives of any kind may be used on paintings. Exit areas must remain clear and exit signs not blocked or covered by decorations. Return all microphones, and sound equipment at the end of your rental. Keys must be returned within 24 hours of facility use and may be returned at the City Hall drop box on weekends. No Pets except for service dogs. Smoking is prohibited under City Ordinance 06-17. E-cigarettes and similar devices are not allowed in the facilities. Fireworks are not allowed without a permit issued by the Fire Department. No open flame or propane bottles allowed in the buildings without a permit issued by the Fire Department. Refund of deposits will be available no sooner than twenty-four hours following a weekday event and the following Friday after weekend rentals. The City of Evanston has the right to deny all or part of deposit refunds if the facility was not properly cleaned and/or cleared by 6:00 AM following the event or if damage to property occurred during the event. Any damage that exceeds the amount of deposit will be billed to renter. If you are in the building the day before or the day after your scheduled event that has not been scheduled and paid for, 50% of the rental fee will be taken out of your deposit. CANCELLATION POLICY: In order to receive your full refund, you must cancel within one week for rentals Monday through Thursday. For Friday through Sunday rentals, these must be canceled one month prior to the event. Renter agrees to indemnify and hold the City of Evanston harmless from any claims, damages, law suits, liabilities, expenses, costs, costs of defense including but not limited to reasonable attorney fees, of whatever nature or kind arising out of or in any way related to the use and or occupancy of the city facility by the Renter pursuant to the Facility Rental Agreement. I have read and agree to all the rules and terms of this rental agreement: Renters Signature Date: ---PAGE BREAK--- Last edited 01/19/2016 Equipment Check Out Machine Shop Cordless Microphone: Yes No Date: Date Returned: Corded Microphone: Yes No Date: Date Returned: Lapel Microphone: Yes No Date: Date Returned: Sound System Connection Box: Yes No Date: Date Returned: Roundhouse Corded Microphones: Yes No How Many? Date: Date Returned: Wireless Microphones: Yes No How Many? Date: Date Returned: Wireless Headset Microphones: Yes No How Many? Date: Date Returned: Microphone Stands: Yes No How Many? Date: Date Returned: Microphone Cables: Yes No How Many? Date: Date Returned: Sound System Connection Box: Yes No Date: Date Returned: Hearing Receivers: Yes No How Many? Date: Date Returned: MOTORIZED VEHICLES OR TRAILERS OF ANY TYPE ARE NOT ALLOWED IN THE BUILDINGS WITHOUT PRE-APPROVAL. IF VEHICLE OR TRAILER IS DESIRED FOR DISPLAY OR DECORATION PURPOSES, PRE-APPROVAL MUST BE OBTAINED TO ENSURE APPROPRIATE SURFACE AND FLOOR PROTECTION. PRE-APPROVAL WILL NEED TO BE DONE 5 DAYS IN ADVANCE OF EVENT AND BE SIGNED OFF BY THE FACILITY MAINTENANCE MANAGER. IF VEHICLES OR TRAILERS ARE IN THE BUILDINGS WITHOUT PREAPPROVAL, 50% OF YOUR CLEANING AND DAMAGE DEPOSIT WILL BE COLLECTED. City Use Only Type of Decoration or Required Surface and Floor Protection: Approval: YES NO Signature: Date: (FACILITY MAINTENANCE MANAGER)