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REGIONS PARK BANQUET ROOM RENTAL AGREEMENT Event date: Circle One: Corporate Social Arrival time: Departure time: Number of attendees: Event Description: Contact name: Organization: Phone: E-mail: Address: City/State/ZIP: Caterer: Caterer Phone: The undersigned Group/Individual (“User”) utilizing the area known as the Regions Park Banquet Room at Regions Park, owned by the Public Park and Recreation Board of the City of Hoover (“Board”), agrees to the conditions under which use of the facility is granted as follows: 1. The User agrees to pay to the Board $1,200.00 for the use of the Banquet Room for a period of six hours (“Rental Time”) on the Event Date specified below. The Rental Time is inclusive for set up, function and clean up. Persons entering this facility prior to or leaving after their allotted time will forfeit their security deposit. Rental fee must be paid 14 days prior to event date. 2. A security deposit of $300.00 is required to be paid by the User in advance in order to confirm a reservation for use of the Banquet Room. Two weeks written notice of any reservation cancellation is required. Any cancellation made less than two weeks prior to event date will forfeit deposit. Deposit must be provided when submitting rental request. 3. The board will provide tables and chairs for up to 300 persons, if requested. The User will be responsible for any special set up of such tables and chairs. 4. If the organization is a non-profit, LLC or incorporated, an insurance certificate must be provided when submitting the rental agreement showing proof of general liability insurance in the amount of $300,000. If the organization owns, rents or hires vehicles, evidence of automobile liability should be included. If the organization has employees, the insurance certificate must also include worker's compensation coverage. 5. The User may have food catered in the Banquet Room, at User’s expense by one of the City’s approved caterers. 6. No alcoholic beverages, in any form, are allowed in the Banquet Room. Regions Park is a smoke-free facility. 7. Neither the User nor its invited guests shall use the Banquet Room for any unlawful purposes. The User agrees to comply with all laws pertaining to the use of the Banquet Room, including maximum occupancy limitations. 8. At the conclusion of the Rental Time, User shall return the Banquet Room clean and without damage. After each function, an inspection will be made of the complete facility by a representative of the Board. If the facility is not properly cleaned, the security deposit will be forfeited. Alternatively, the User can choose to not clean the facility and apply the security deposit to such cleaning. In the event of any damage to the Banquet Room, its furniture or fixtures, or to Regions Park caused by the User or its guests, the security deposit shall be forfeited and the Board shall be entitled to repair such damage and to bill User for its costs, in excess of the security deposit, and in so doing the User shall forthwith pay the amount of the invoice. ---PAGE BREAK--- 9. User and its guests shall indemnify and hold the Board, the City of Hoover, and their employees, agents, officers and elected officials harmless against any claims, costs, expenses or liabilities arising out of the use of the Banquet Room by User and its guests. The undersigned acknowledges the foregoing terms under which usage of the Michael Jordan Room is granted, and assumes the responsibility for compliance with them. Signed on the day of 2012. User Signature User Name (please print) Official Use Only: Approval Date: Approval Date: Approval Date: Submitted Rental Documents: Post-Event Details: Agreement Facility Inspection Deposit Cleaning Company Notified Rental Payment Deposit Returned Insurance Certificate Cleaning - Renter OR City Caterer Approval Assigned Staff: Date Confirmed: Set-Up Requirements: