Mitchell Park Community Center! Facility Rental Policies!

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1 Mitchell Park Community Center Facility Rental Policies Overview Mitchell Park Community Center is a beauty We are looking forward to providing a beautiful, functional, and sustainable place for the community to enjoy. Our goal is to keep the community center looking brand spanking new for as long as possible, and to help meet that goal, we have created policies and procedures that all renters are required to follow. This document is available on our website, in addition to other important documents, at: Rental Procedures 1. Complete, sign and return the Facility Use Application and Permit and Non-Profit Letter, if applicable, at least 30 working days prior to the first rental date. No exceptions. 2. Upon approval of your application, a Permit will be issued showing the rental dates, hours, fees, and fee schedule, for your review. 3. Submit first payment (Visa, MasterCard, Check or Cash) within one week of the Permit being issued. IF PAYMENT IS NOT RECEIVED BY THE DUE DATE, YOUR RESERVATION WILL BE CANCELLED. 4. Insurance, if required, must be received at least seven (7) days prior to your event. Please refer to the enclosed Insurance Flow Chart to determine whether or not your event will require insurance. If required, please refer to the Insurance section of this document for instructions. Facility Tours Facility tours can be booked on Tuesdays between 8am-12pm, and Thursdays between 3pm-7pm, starting on Tuesday, December 2nd. You may book your own tour online at mpcc.youcanbook.me. Tours are limited to fifteen minutes each, however, you may book extra time if it is available. Event Concierge A facility attendant (or what we like to call Event Concierge) will be on site for the duration of your event to help it run smoothly and oversee use of the facility. Please do not hesitate to ask your Concierge for any information or assistance. The Event Concierge will conduct a walk through of the facility before and after your event with a comprehensive checklist. Your Event Concierge will be happy to assist you with things like facility access, technology support, and lighting; however they will not be responsible for setting up tables, chairs, decorations, etc. It is the responsibility of the renter to set up and clean up for the event, and to leave the facility in the same condition that it was given. Before you leave, you must check out with your Event Concierge and sign the Walkthrough Checklist to verify that the facility was left in the appropriate condition. Failure to complete the Checklist with the Event Concierge will result in loss of the cleaning and damage deposit. Specific Job Duties include:

2 Let you into the facility at the scheduled time Ensure that the rooms you have rented and the bathrooms are tidy and ready for use Have available for use all pre-arranged facility amenities (i.e. tables, chairs, coffee pot, sound system, etc.) Enforce facility rules and regulations Remain on premises and available at all times Assist in any emergency situations requiring fire, police, or ambulance services Timing Your event must end, and facility walkthrough completed, by the scheduled event End Time. No exceptions If the event goes past the scheduled End Time, you will be charged the standard rental rates, which will be taken out of your deposit. This may include overtime pay for the Event Concierge. End Time is defined as the moment you successfully complete the facility walkthrough checklist with the Event Concierge. All rentals must end by midnight (12am) and be completely out of the facility by 1am. Point of Contact We understand that, especially for milestone events such as weddings, bar mitzvah s, and other important celebrations, there may be many cooks in the kitchen. However, to ensure the most efficient communication possible, we request that each facility rental identify ONE point of contact for the event. Our facility rental team will work with the identified point of contact, and no additional parties, to ensure that the event is a success. Storage & Equipment Due to the limited amount of storage facilities at the center, we will not allow any items to be stored before or after the event. Drop off may begin at the scheduled start time of the event, and no earlier, and pick up must be completed by the scheduled end time of the event. For events taking place in the El Palo Alto, access to the employee parking lot adjacent to El Palo Alto will be provided for easy equipment drop off and pickup. Insurance For all large scale events such as weddings, bar/bat mitzvahs, birthdays, and any event with alcohol, proof of general liability insurance in the amount of one million dollars and proof of coverage is due thirty (30) days before the first day of your event. For one-time, non-recurring rentals, City of Palo Alto can bill you for your special event coverage. If you plan to provide a certificate of liability, your carrier must be rated A VII or higher by the Best s Insurance Rating service and name the City of Palo Alto as the additional insured. The charges for coverage will be removed if the certificate is received in our office by the thirty (30) day deadline. Events with Alcohol The City of Palo Alto requires Host Liquor Liability Insurance to serve alcohol on the premises. Many catering companies are insured to serve alcohol or you may obtain your own policy. When purchasing a policy through the City of Palo Alto, host liquor liability is included. Whenever liquor is available for consumption and money is transacted in any form (i.e. for donation, for a ticket, for a meal, for entry to the event, for the beverage), then full liquor liability

3 is required. Such coverage must be stated on your insurance certificate if you provide your own. When purchasing the City s insurance this coverage is available for an additional fee. If you plan to sell alcohol, a license from the Alcoholic Beverage Control is required. Contact the San Jose branch at for information. Proof of license must be received two weeks or 14 days prior to your event. Information When in doubt, check our website It has all the rental information we have available posted, such as insurance requirements, FAQ s, building specifications, payment schedules, application, pictures, equipment available, and much more. Policies In addition to the above information, please read and be familiar with the following: All tables and chairs must be broken down and placed in the carts and racks and the room must be returned to its original condition. Tables and chairs must be picked up, not dragged, across the hardwood floor. Spilled food and beverage must be cleaned up immediately. Decorations must be flame retardant and fastened in an appropriate manner: no duct tape, staples, nails, screws, tacks or packaging tape. Painters tape is allowed. All helium balloons must be removed from the facility before departing. All equipment, decorations, food, beverage and trash must be removed and properly disposed. The facility provides bin liners for all City-owned composting, recycling and garbage containers. Permittee must adhere to the City sound ordinance level of no louder than 80 decibels and the music must be lowered at 10:30 pm not to disturb the adjacent neighbors. Candles are allowed but must be away from combustibles and securely fastened in stable containers. Posted parking rules must be observed and authorized parking stalls used. All City facilities prohibit smoking inside and outside (within 20 feet of public entrance). Smoking in the courtyard is prohibited. It is not permitted to Throw rice, confetti, birdseed, glitter, or other substances in or around the facility Place food or beverages on the piano Move the piano off the wooden floor Dispose of ice or other beverage on any landscaped surface Use any office equipment Place drinks on the floor RENTAL PACKAGES & RATES (per hour) Exclusive Use Exclusive Use gives the customer access to all rentable spaces at the community center, including the Courtyard. Generally, no other events are taking place during an Exclusive Use event, although the library may be open. Resident (R): $473; Non Resident (NR): $709; Non Profit (NP): $237

4 Wedding Mitchell Park Community Center is a fantastic location for a wedding We want to ensure your event is the perfect, special, memorable occasion that you have always dreamed about and will work extra hard to make your visions become reality. Due to the high touch nature of wedding events, we have created a special package that includes Exclusive Access and Event Concierge. All weddings must purchase the Wedding Package. (R) $498; (NR) $747 El Palo Alto (East and West) El Palo Alto Room features hardwood floors and built-in audio-visual technology making this room ideal for dances, parties, and weddings. This large 4,000 square-foot room will accommodate 250 seated or 500 standing guests and is connected to a catering kitchen for your convenience (rented separately). (R) $208; (NR) $312; (NP) $104 If the El Palo Alto is too large for your event, you may wish to use half the room which can be separated by an attractive partition wall. Restrooms are located adjacent to El Palo Alto West as well as drinking fountains. We have thirty (30) round, 72 tables and chairs available for use at no additional cost. (R) $104; (NR) $156; (NP) $52 Kitchen The kitchen is available as an add-on (it may not be rented on its own) to the El Palo Alto - All rental and the El Palo Alto - East rental. Food may be warmed in the catering kitchen only; no preparing of food is allowed. (R) $60; (NR) $90; (NP) $30 Matadero Room The Adobe South and Matadero Meeting Rooms both measure over 900 square feet and will accommodate 45 seated guests, making it ideal for meetings or classes. Tables and chairs are included, and projectors are available for rent. (R) $82; (NR) $123; (NP) $41 Adobe (North) Tech Lab The Adobe North Tech Lab measures 835 square feet and features a built-in Smart Board, audio-visual technology, and 24 work stations with laptop computers, making it ideal for meetings or presentations. For larger groups, the Tech Lab may be combined with the Adobe South meeting room to accommodate 90 seated guests. (R) $104; (NR) $156; (NP) $52 Adobe (South) The Adobe South and Matadero Meeting Rooms both measure over 900 square feet and will accommodate 45 seated guests, making it ideal for meetings or classes. Tables and chairs are included, and projectors are available for rent. (R) $82; (NR) $123; (NP) $41 Courtyard The courtyard is available for some El Palo Alto rentals and all Exclusive Use rentals. Attendees are not permitted in the landscaped areas of the Courtyard, and renters must not block any access pathways with tables, chairs, or other items.

5 FAQ S What is the cancellation policy? No refunds will be issued for cancellations made within 30 days of the event date. All cancellations must be received in writing ( is sufficient). How will I gain access to the room I have rented? Your Event Concierge will open the door for you within 15 minutes of your start time. What about Parking? Parking is always free to the public in any of the non-designated parking spaces in front of the building and at Mitchell Park. Is there somewhere nearby to get food? Ada s Cafe is located onsite and serves an assortment of pastries, sandwiches, salads, coffee, and other beverages. If Ada s is not open, you may also go down Middlefield to the Charleston Shopping Center for a wide selection of food.

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