BOTHELL CITY HALL GENERAL RENTAL INFORMATION MEETING ROOM OPPORTUNITIES

Transcription

1 BOTHELL CITY HALL GENERAL RENTAL INFORMATION MEETING ROOM OPPORTUNITIES

2 THIS PAGE INTENTIONALLY LEFT BLANK October 2015 City Hall General Information Page 2 of 17

3 CITY OF BOTHELL CITY HALL GENERAL RENTAL INFORMATION CITY HALL IS A NON ALCOHOL FACILITY Welcome and thank you for your interest in reserving a meeting space in Bothell City Hall. We hope this information will be helpful as you make your venue selection. If you should have any questions, please don t hesitate to contact us at NOTE: City events can take priority and reservations can be cancelled if the City needs meeting space at City Hall. WHEN CAN YOU MAKE CITY HALL RESERVATIONS? City Hall can be reserved up to one year in advance. HOW MANY PEOPLE WILL CITY HALL ACCOMMODATE? Two spaces are available. City Council Chambers (maximum occupancy 314) and meeting rooms 107 and 108 (maximum occupancy 62). Keep in mind that rentals during regular business hours of 8:00 a.m. to 5:00 p.m., parking space will be more constrained due to City employees using the parking garage and that the lobby will be used and open to the public during business hours. HOURS OF OPERATIONS Bothell City Hall is open and staffed during the following hours: Monday - Friday 8 a.m. 5 p.m. Reservation Times (City of Bothell activities take priority): Monday Friday 8 a.m. 5 p.m. 2 hour minimum HOLIDAY CLOSURES City Hall is NOT available for rent on the following days: New Year s Day Martin Luther King, Jr. Day Presidents Day Easter Memorial Day Independence Day Labor Day Veteran s Day Thanksgiving Day Christmas Eve Christmas Day New Year s Eve October 2015 City Hall General Information Page 3 of 17

4 RENTAL POLICY HIGHLIGHTS Please plan ahead when scheduling your event. All hours booked must be consecutive. All applicants must be 18 years of age or older and must either be present during the entire use of the facility or designate a responsible person over 18 to oversee the clean-up and check out process. The person signing the City Hall Use Application and the Rental Contract will be considered the responsible party in case of damage, theft or disturbance, including conduct of guests, during rental facility use. The person signing the application form needs to pay, at a minimum, damage deposit and be listed on the certificate of insurance (if required) as the Insured. Only the time period specified on the Reservation Contract will be available for use on the day of your event. City of Bothell reserves the right to require chaperones and/or security. All minors must have adequate adult supervision at all times. Applications may be denied or revoked when the applicant has made a misrepresentation or failed to disclose any pertinent information in connection with the City Hall Use Application. The City of Bothell staff are not responsible for the loss of personal items during your rental. The City requests that no food or drink be brought to either the Council Chambers. Food and drink is approved for meeting rooms 107/108 with some limitations. The lobby can be considered on a case by case basis depending on the event or meeting. CITY HALL RENTAL FEES Council Chambers Free for Bothell residents Meeting room 107/108 Free for Bothell residents Deposit Damage Deposit $200 CITY HALL MEETING ROOM USE POLICIES & PROCEDURES PAYMENTS/DUE DATES Rental Fees: Damage Deposit: Certificate of Insurance (if required): N/A 30 days prior to rental date 30 days prior to rental date October 2015 City Hall General Information Page 4 of 17

5 CANCELLATIONS, REFUNDS, and CHANGES Cancellations and Refunds A full refund of deposit will be provided if your reservation is cancelled. All cancellations by the renter must be made in writing ( is acceptable) and reference contract number. Changes to Reservations All changes to reservations by user must be made in writing ( is acceptable) and reference contract number. Changes are subject to facility and staff availability and must be requested no less than seven (7) days prior to event. Date changes will be treated as a cancellation and new reservation. See cancellation and refund policy above. No changes are permitted day of the event. TABLES, CHAIRS AND EQUIPMENT Equipment available at no charge. To ensure availability, equipment must be requested as part of reservation. FACILITY USERS ARE RESPONSIBLE FOR ALL SET-UP AND CLEAN-UP, CITY HALL TABLES AND CHAIRS MUST BE RETURNED TO THEIR ORIGINAL CONFIGURATION. Tables Rooms 107 and 108 o (8 quantity, configured in two groups of four) 3 x 6 ft. tables Chairs Rooms 107 and 108 o (32 quantity) Chairs Tables- City Hall Council Chambers o (4 Quantity) 3 x 6 ft. tables Chairs City Hall Council Chambers o (approx. 150 Quantity) Chairs Miscellaneous Equipment o (1 quantity) white board rooms 107 and 108 o Podium in council chambers o TV screen in room 108 (City can provide use instructions) October 2015 City Hall General Information Page 5 of 17

6 o LCD Projector and screen in both rooms (City can provide use instructions) o Screen in both rooms (City can provide use instructions) All items including personal belongings must be removed at the end of the rental time. See City Hall Checklist. The City of Bothell strives to be green and encourages use of recyclable products at City Hall Events. DECORATIONS/OTHER No decorations may be affixed to any structures or walls PROHIBITED MATERIALS & ACTIVITIES Use of prohibited materials will result in loss of damage deposit and may result in immediate closing of the facility. Any alcoholic beverages. Candles and other open flames including birthday candles and sterno (battery or electric candles are permitted). Smoking inside the building or smoking within 25 of an entry or exit. Smoke and bubble machines. Rice, birdseed, wax, glitter and confetti inside or outside the facility. Sparklers or other pyrotechnic devices inside or outside the facility. Amplified sound shall not be audible over 75 feet from its source outside and not audible beyond the rented space inside. Nails, tacks, staples, scotch tape, duct tape or anything that penetrates walls, ceilings, or floors. Moving of ceiling tiles, pictures, and lobby furniture. Gas or charcoal barbeques not allowed in the building or on the plaza. INSURANCE REQUIRED FOR YOUR EVENT You may be required to carry general liability insurance naming the City of Bothell as an additional insured. Events that require insurance include but are not limited to: o Events deemed to be high risk o Events open to the public Obtaining insurance: o Your personal insurance agent may be able to provide you with the insurance that is needed. o You may obtain insurance through the City of Bothell s insurance broker. The cost of this insurance will vary depending on your event. October 2015 City Hall General Information Page 6 of 17

7 DAMAGE DEPOSIT All City Hall facility rentals are charged a damage deposit. Refer to the City Hall Fee Schedule for specific deposit amounts. Damage deposits are 100% refundable provided the following conditions are met: o Room and facility (including outside if applicable) are left in a clean and orderly condition per the Facility Use Checklist. Chairs and tables must be returned to their original positions. o Use of the area does not exceed the scheduled time. o Additional staff time is not required as part of the reservation or after the event. o All City Hall equipment is accounted for and undamaged. o Damage to the area or its contents has not occurred. o All rules and procedures governing the City Hall use are met. Please plan ahead when scheduling your event. If your event runs past the time on the reservation application that could impact other scheduled events. If the cost of cleaning and/or repair of the facility should exceed the amount of the security deposit, the user will be billed for those additional costs. A cleaning fee will be charged for the cleaning time. Needed repairs will be billed at the full cost incurred, including labor charges. Security deposits paid by credit card will be refunded to the credit card within five (5) business days after the rental. Security deposits paid by cash, money order or check will be refunded by check within three (3) weeks. EVENT PARKING Parking is available in the City Hall parking garage and on the street. LOADING ZONE Best access for loading and unloading is the parking garage using access to the elevator. NO VEHICLES PERMITTED ON THE PLAZA OR PARK WALKWAYS FOR ANY REASON! CHECK IN On the day of the event, the facility will be open at the time specified on the use permit. If the facility is not accessible at the time specified on your permit, please contact the City of Bothell at Monday Friday 8 a.m. to 5 p.m. The facility may be used by multiple groups on a particular date, so we ask that you not enter the facility until your designated rental time and you depart when scheduled, per your agreement. October 2015 City Hall General Information Page 7 of 17

8 Your reservation needs to include time required for set-up and clean-up. For your convenience and safety, the building is only reserved during regular business hours. A City Hall Checklist must be completed by the user and a City Hall staff person before and after the rental. This is helpful to note any pre-existing room conditions so that you are not held accountable for them. City Hall staff is here to assist you if problems with the facility should arise. City Hall Staff is not responsible for set-up or clean-up. CLEAN-UP and CHECK OUT: Clean-Up (See City Hall Checklist for more details). Your reservation needs to take into account the time it will take to clean the facility. We recommend you allow one (1 hour) for clean-up. The facility user is responsible for cleaning the rooms used during the rental time period in accordance with the City Hall Checklist. Clean-up must be done by the end of the facility rental time. Cleaning supplies and equipment are provided. Clean-up shall include: Removal of all trash and recycling and placing it in containers provided in the parking garage. Sweeping of floors, vacuum floors if necessary. Cleaning of tables and returning all tables and chairs to original configuration Check Out To help ensure the return of your security deposit, you and City Hall staff must complete a post-event check out sheet at the conclusion of the rental. Simply leave the room in the same shape you found it, clean and useable for the next guest. Any additional cleaning and/or repairs that require staff time and/or materials will result in additional fees and could also result in denial of future rental usage. Your reservation needs to take into account the time it will take to clean the facility. Staff is scheduled only for the period covering your event. You will be billed at the regular hourly rate with a minimum charge of one (1) hour plus forfeiture of your deposit for failure to leave at designated time. October 2015 City Hall General Information Page 8 of 17

9 Bothell City Hall st Ave. N.E., Bothell Bothell City Hall Parking in Garage under building or on street around the building October 2015 City Hall General Information Page 9 of 17

10 DIRECTIONS City Hall st Ave NE Bothell, WA NORTH BOUND I-405 Take Exit 23A heading west on SR 522 Follow SR 522 into Bothell Turn right on Bothell Everett Hwy Turn right on NE 185 th St. City Hall is the large building on the right Entry to parking garage is on the right SOUTH BOUND I-405 Take Exit 23B heading west on SR 522 Follow SR 522 into Bothell Turn right on Bothell Everett Hwy Turn right on NE 185 th St. City Hall is the large building on the right Entry to parking garage is on the right WEST BOUND SR 522 Follow SR 522 into Bothell Turn right on Bothell Everett Hwy Turn right on NE 185 th St. City Hall is the large building on the right Entry to parking garage is on the right EAST BOUND SR 522 Follow SR 522 into Bothell Turn left on Bothell Everett Hwy Turn right on NE 185 th St. City Hall is the large building on the right Entry to parking garage is on the right CITY OF BOTHELL CITY HALL USE CHECK OUT Renter Time In: Renter Time Out: Staff Sign: Welcome to the Bothell City Hall. We appreciate your business and hope that your reservation is an enjoyable and stress-free experience. Please utilize this checkout sheet as a tool to ensure the success of today s event. Please remember that your set-up and clean up times are included in your reservation period. The facility must be clean and vacated by the designated end time as stated in your contract. October 2015 City Hall General Information Page 10 of 17

11 This checklist is to be completed by the user or responsible party during clean up and signed off by both the renter or responsible party and city staff. Failure to complete the items on this checklist will result in the forfeiture of all or part of the damage deposit. Damage deposit may also be forfeited if damage occurs to the facility or equipment or if building is vacated after your reserved time. TASKS Initial Completed Items CITY HALL MEETING ROOMS Renter Initials Staff Initials Tables and chairs cleaned Tables returned to original configuration Chairs neatly placed on racks and returned to closet Room floor cleaned All decorations removed All electronic equipment returned RESTROOMS Counters and sinks cleaned (if needed) Toilets cleaned (if needed) Floors swept and damp mopped (if needed) GENERAL All garbage and recycling removed from premises and placed in proper container and replace with new bags provided by City We agree that the facility was left in the same or better condition than when we arrived. Renter or Responsible Party Date City Representative Date I would rate the overall experience at the Bothell City Hall as: Excellent Good Fair Needs Improvement October 2015 City Hall General Information Page 11 of 17

12 (Please explain below) Please use this space to note any concerns or issues you may have had with the rental or to make suggestions. Renter/Responsible Party Comments: Staff Comments: October 2015 City Hall General Information Page 12 of 17

13 CITY OF BOTHELL BOTHELL CITY HALL USE APPLICATION TODAY S DATE: SPACE DESIRED: Council Chambers Meeting Room RENTAL APPLICANT S NAME: GROUP NAME: ADDRESS: CITY: STATE: ZIP: Name: Day Phone: Eve Phone: Cell Phone: PRIMARY CONTACT Name: Day Phone: Eve Phone: Cell Phone: DAY OF EVENT CONTACT* (if different form names listed above) SECONDARY CONTACT Name: Phone: * Person who is in charge of rental if the primary or secondary contacts arrive late or leave before end of rental. This person would then be responsible for check in and/or cleaning and completion of check out form. EVENT DATE: RENTAL START TIME: set-up & clean-up time) EXPECTED ATTENDANCE INCLUDING CHILDREN: RENTAL END TIME: (Include What time will your guests begin to arrive? (Revised 8/14) Page 13 of 17

14 TYPE OF EVENT (party, auction, wedding, reunion, memorial, etc.): Is your event open to the public? Yes No If yes, liability insurance is required. Are you advertising to the public? Yes No If yes, liability insurance is required. Will you be charging admission? Yes No If yes, liability insurance is required. Are you hiring a third party vendor such as a presenter, DJ, entertainer? Yes No If yes, provide a list of names of third party vendors: _ It is your responsibility to make third party vendors aware of all rental policies. Will there be music? Yes No If yes, how is the music provided? Stereo/IPod/CDs Disc Jockey (DJ) Live Music Describe decorations: NOTE: No decorations on the wall Equipment: Are you renting equipment? Yes No Items being rented: Rental Company Contact Name and Phone: City Hall Equipment to be used: (Note: You are responsible for actual set-up and take down. Indicate number of each you intend to use.) # rectangle tables (Revised 8/14) Page 14 of 17

15 # chairs Audio/Video Needs: LCD Projector YES NO TV/DVD/VCR Player YES NO Screen YES NO White Board (3 x 2 ) YES NO You must be 18 years or older to submit an application. The information given in this application is said to be true under penalty of perjury by the laws of the State of Washington and regulations of the City of Bothell. I understand the City of Bothell reserves the right to deny use, change, or cancel any part of this application and any related scheduled activities. There is no legal or binding commitment between the User and the City of Bothell until after the Contract is signed by both parties. Indemnification/Hold Harmless User shall defend, indemnify and hold harmless the City, it s officers, officials, employees and volunteers from and against any and all claims, suits, actions, or liabilities for injury or death of any person, or for loss of damage to property, which arises out of the use of Premises, except only such injury or damage as shall have been occasioned by the soled negligence of the City. User Acknowledgement/Agreement I hereby assume full responsibility for the facility s use and agree to comply with all rules and regulations of the City of Bothell. The information given in this application is said to be true under the penalty of perjury by the Laws of the State of Washington and regulations of the City of Bothell. I understand the City of Bothell reserves the right to deny use, change, or cancel any part of this facility rental application and any related scheduled activities. Signature of Rental Applicant: Date: (User must also complete City Hall Application Checklist) Payment/Due Dates Rental Fees: N/A Damage Deposit: Due 30 days prior to rental date Certificate of Insurance (if required): Due 30 days prior to rental date (Revised 8/14) Page 15 of 17

16 CITY HALL APPLICATION CHECKLIST Please read and initial I understand that as the applicant I must be on site for the duration of the rental or designate a responsible person, and I am responsible for any and all damage deposits, certificate of insurance, and/or other permits that are required. I have read all the City Hall Use Policies and Procedures and agree to abide by all policies including the refund policy. I am aware I must not exceed the reservation end time indicated on my contract. I agree to vacate City Hall at the time indicated on this application. The City Hall staff reserves the right to contact the City of Bothell Police Department if user does not vacate the building at the time indicated on the contract. If user stays past the time on the contract, user will automatically lose their damage deposit and will be charged the hourly rate. Partial hours are treated as whole hours. I am aware that I am responsible for set-up and clean-up and I have reserved sufficient time for these tasks to be completed. I am aware that the City of Bothell is unable to provide storage or accept deliveries for my event. I understand that all requests are on a first-come, first-serve basis and no date will be held until a City Hall Use Application is completed and submitted, and fees have been collected. I understand that all fees must be paid and insurance and any permits submitted on or before the due dates or there is a risk of losing the reserved space. I understand that the City is not responsible for reminding me of these due dates. I understand and will abide by the clean-up guidelines on the City Hall Checkout Form. I agree to obey the rules regarding the prohibition of food and alcohol as set forth in the City Hall Facility Use Policies and Procedures. The City of Bothell staff reserves the right to contact the City of Bothell Police Department if we do not obey these rules. Unauthorized food and /or alcohol automatically forfeits users damage deposits and loss of rental time and fees. I have received a copy of the City Hall Check-Out Form. I understand that parking could be limited depending on the size, scope and time of an event of more than 100 people, I must provide a parking plan 30 days in advance of my event. I understand that it is my responsibility as the renter to ensure that children are supervised at all times. Children shall not be allowed to run in building or jump on furniture. STAFF REVIEW: DATE: SUBMITTALS DUE AT TIME OF BOOKING: City Hall Use Application City Hall Application Checklist Rental Fees: Date Paid: Receipt #: THE FOLLOWING ITEMS ARE DUE 30 DAYS PRIOR TO EVENT (Revised 8/14) Page 16 of 17

17 Rec d Date Received DAMAGE DEPOSIT _ APPLICABLE PERMIT/SPECIAL OCCASION LICENSE CERTIFICATE OF INSURANCE PARKING PLAN (Revised 8/14) Page 17 of 17