Facility Rental Agreement

Transcription

1 street address: 3100 Cullen Blvd, Rm 201, Houston, TX mailing address: P.O. Box , Houston, TX phone: fax: Facility Rental Agreement Instructions Read this agreement carefully. Your initials in requested areas and signature on the last page signify that you have read, understood and will abide by, all UHAA policies and guidelines outlined herein. If the signed contract is not returned by the due date of 9, then UHAA reserved the right to release the space for others to use. If you have any questions, or need clarification of the terms of this agreement, please call the Office and Alumni Service Manager at Purpose of this Form This form is used by groups wishing to utilize space at the The University of Houston Alumni Association. It outlines the policies and procedures on room rental and seeks to clarify what is provided by the UHAA and what is required/expected of entities renting the facility. Modifications and exceptions to these policies may be made at any time it is considered appropriate by The University of Houston Alumni Association s Board of Directors. Who can rent the Facility? Any University of Houston (Main Campus) department or college, UH recognized student groups and UHAA chartered groups may rent the facility. Additional eligible users include the UH Board of Regents, UH President s Office and the UH Athletics Department. Use must be for purposes related to benefit the university. Non-related groups may rent the facility provided the event is sponsored by an eligible user (described above). The sponsor must participate in the event (e.g., provide a speaker for the program) and co-sign the last page of this document. The sponsor will be held liable for the actions of the sponsored group. This includes fiscal responsibilities for any and all damages to the building and its furnishings or fees incurred for overtime or extra cleaning. Individuals may not rent this facility under any circumstances. Use must clearly demonstrate benefit to the university. Hours of Operation The facility is available for use from 8:00 am to 10:00 pm, seven days a week during which the University is open. Events concluding after 10:00 pm, may be assessed an overtime fee of 15% of the agreed room rental fee. (Please Initial) The Alumni Center is NOT open during University Holidays. Scheduling Events in the Alumni Center Events should be scheduled in advance, with a four (4) week minimum notice preferred. 1

2 Conference space can be scheduled through the Coordinator of Reservations at the UHAA between the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday by calling Cancellations Cancellations must be made at least two (2) weeks in advance of your scheduled event. Failure to cancel will result in a Failure to cancel fee of 50% of the agreed rental fee. Future reservations will require a 50% deposit at the time the reservation is made. (Please Initial) What forms of Payment are Acceptable? UHAA can accept payment by cash, check or credit card (Visa, MasterCard and American Express). No SCR s accepted. What do the charges cover? Charges cover the room rental fee, set-up/re-setting of furniture (if applicable), basic cleaning services (i.e., vacuuming) and the services of a facility attendant (if applicable). (Please Initial) Do we need to pay in advance? Room rental fees must be received at least 2 weeks before the scheduled event (or at the time of booking of rental if it is less than 2 weeks away). UHAA reserves the right to cancel unpaid reservations without notice (if prior arrangements have not been made). (Please Initial) What does the facility attendant do? If your event takes place outside of regular working hours or on a weekend, UHAA will provide a facility attendant. This individual will be on hand to unlock the space you have rented minutes before your reserved time as well as answer any questions you may have about the use of space. The facility attendant will lock-up after your event and serves as a witness that you left the facility in a satisfactory condition. UHAA chartered groups can also request photocopies from the facility attendant. (Please Initial) We need the Great Hall set-up differently, what do we do? The Great Hall offers great flexibilty in furniture arrangement. You can use up to thirty (30) 72 round tables and three hundred (300) chairs. There are also a number of six foot (6ft) and eight foot (8ft) rectangular tables available. To request a particular set-up for the Great Hall, reserving parties must submit a diagram of what they need the room to look like, preferably two (2) weeks in advance of the event. If changes to the set-up must be made, they can be done provided they are submitted at least 96 hours before the event. Diagrams and changes can be submitted by fax to or by to kmphipps@central.uh.edu (Please Initial) Renter Guidelines Any group reserving the Alumni Center must be the same group that will utilize the facility for the originally stated purpose. 2

3 At least one responsible person from the University/Alumni group must be present at the event from minutes prior to your reserved time, until the event is completed. This person is responsible for leaving the Center facilities in satisfactory condition. This individual must identify themselves to the facility attendant and inform the facility attendant when the event is completed. If the meeting room(s)/reception area(s) are not left in satisfactory condition, as determined by the Coordinator of Reservations, an additional clean-up charge or Physical Plant charge may be assessed. The University department/alumni group using or sponsoring a non-uh group s use of the facility is responsible for the actions of their guests. This responsibilty includes fiscal obligations for any and all damages to the building and its furnishings. Event guests must remain in the area(s) of the Alumni Center reserved for their event. Reserving parties are required to respect the times for which they have a reserved space. Once an event is completed and the space has been cleared, please vacate the premises so that our facility attendant can lock up and leave. You are free to use the open lobby area or terrace until the building closes at 10:00 pm. Parties not adhering to this request may be assessed an overtime fee of 15% of the agreed room rental fee. (Please Initial) Conditions of facility use The Life Member Room (100A) and the Melcher Board Room (100B) are rented as is. Furniture in these rooms may not be rearranged. (Please Initial) Appropriate standards of dress and behavior will be observed at all times for events held in the Alumni Center. No posters, charts, decorations, or other items are allowed to be attached (with tape, pushpins, etc.) to walls, doors, pillars, stairways, or hung from the ceilings or lighting fixtures. The throwing of rice, birdseed, or confetti is not permitted in any area of the Alumni Center, including the terrace. Animals are not allowed inside the Alumni Center except for those used to assist disabled individuals. A University-wide no smoking policy is in effect inside the Alumni Center; smoking is limited to the outside terrace. Also, candles are not allowed. (Please Initial) Sound amplication systems may not be used inside or outside the Alumni Center without approval from the Alumni Center Manager. No amplified music may be played in the Great Hall between the hours of 8:00 am and 5:00 pm. (Please Initial) Dances are not permitted in the Alumni Center. Firearms and concealed weapons are forbidden on the University of Houston campus; this includes the Athletics/Alumni Center. 3

4 UHAA does NOT provide any audio-visual equipment. Preferred Vendor for A/V Equipment: Robert Rosenfeld of Commercial Audio Visual, Tablecloths and napkins for drinks must be used, with the exception of the Blomstrom Conference Room (Room 206), on all UHAA tables where food/drinks will be served. Tablecloths can be plastic and can be provided by your caterer or belong to your group. UHAA does not provide tablecloths. (Please initial) UHAA reserves the right to relocate events/meetings as deemed necessary. Security, Parking and Traffic Control For any function of more than 200 people, a uniformed University of Houston Police Officer or Officers may be required based on the nature of the function. Arrangements of security may be made by contacting Lieutenant Malcolm Davis of the UH Police Department at (713) Visitor parking may not be available during UH athletic events or certain large UH events (e.g., Commencement). Limited parking in front of the Alumni Center and visitor parking around campus is available for $3 per vehicle. Those with valid UH/UHAA parking stickers/hangtags can park in the lots designated on the reverse side of their hangtags. Arrangements need to be made through the Office of Parking and Transportation at the time an event is arranged. Contact Mr. Clifford Kennedy, Field Enforcement Supervisor, at (713) (Please Initial) Liability The University of Houston Alumni Association does not accept responsibility for damage to, or loss of, any merchandise, equipment, or articles left in the Alumni Center prior to, during, or following an event. If valuable items must be left anywhere in the building, it is reccomended that a security firm be retained at the reserving party s expense. UHAA is not responsible for damages or injury to persons caused by renter s arrangement with caterers, florists, bands, musicians, rental agencies, or other outside contractors. The reserving party shall indemnify and hold harmless The University of Houston Alumni Associaton and the University of Houston System, and its component institutions, and their Regents, officers, employees, and agents from any claim for loss or damage arising out of the negligence or wrongful act or omission of the sponsoring organization, its agents, members or employees. Proof of insurance may be required. (Please Initail) Food and Beverage Guidelines An agreement made between the University department/alumni group and the caterer is separate and apart from the room reservation with UHAA. The following full service caterers, as described below, are available to provide linens, some decorations, tableware, breakfast, lunch, dinner and catering for receptions in the Alumni Center. 4

5 Preferred Food and Beverage Vendor Contact: Catering on Cullen: Natayaa (Can provide tablecloths) Rosemarys Catering: Donia Edloe St Cafe: Charlie Dunn@ Which Wich: Angie Mandola s: Joseph Lola s Catering: Lisa Irma s Catering: Louis louisggalvan@yahoo.com James Coney Island: Michelle Marriott Hobby Airport: Parties wishing to use outside caterers may do so provided the selected caterer can provide UHAA with a certificate of liability before the event date. Caterers who do not provide proof of liability insurance will not be allowed to serve at the Alumni Center. (Please Initial) Reserving party s responsibilities: 1. See that all remaining food and beverages are removed from the facility. 2. See that all garbage (paper plates, plastic utensils, cups, soda cans, etc.) is discarded into garbage containers. 3. Caterers may NOT leave food or equipment overnight. It must be cleaned up and removed at the end of the event. 4. If additional cleaning services are deemed necessary by UHAA, the reserving party will be billed for the cost of said cleaning. 5. Facility must be left in satisfactory condition. 6. (Please Initial) Alcohol Service Policy The University of Houston Alumni Association does not hold a liquor license. 1. Alcohol may be distributed only through a caterer holding a valid liquor license permit and valid liquor liability insurance coverage. (Caterer must provide proof of coverage before event date). 2. Alcohol may be served only at private events. 3. No person under the age of 21 may consume alcohol in the Alumni Center. 4. The serving of alcohol will comply with the policies of the University of Houston s Board of Regents and the laws of the State of Texas and Harris County. 5. Additional security requirements may be imposed at the discretion of the Coordinator of Reservations when alcohol is served. 6. (Please Initial) 5

6 street address: 3100 Cullen Blvd, Rm 201, Houston, TX mailing address: P.O. Box , Houston, TX phone: fax: Alumni Center Reservation Form University/Alumni Group Name: Event Date(s): Building: Athletic Alumni Facility Time: Room(s): Function: (Actual Event Time: Expected Attendance: Contact Name: Phone Number: FAX: Room(s) Reserved: [ ] O Quinn Great Hall [ ] Life Member Conference Room (100A) [ ] Sam P. Douglass Library (100D) [ ] Melcher Board Room (100B) [ ] Lilie Conference Room (106) [ ] Blomstrom Conference Room (206) [ ] Terrace [ ] Lobby Catering: Alcoholic Beverages: yes no (If yes, certificate of insurance and proof of TABC permit is required) Beverage Service: yes no (UHAA Chartered Groups ONLY for evening meetings) Room Rental Fee: $ The above charges must be received at least 2 weeks prior to the event and covers UHAA facility staff, the cost for basic cleaning, and set-up/take-down by UH Physical Plant if required. Payment can be made with cash, credit card, (MC/VISA or AmEx), or make check payable to The University of Houston Alumni Association (UHAA). Space is being held for you on a tentative basis pending receipt of a signed copy of this reservation form as well as the sponsorship form (if required) and the pre-paid rental fee. If the signed contract is not returned by the due date of 9/27/10, then UHAA reserved the right to release the space for others to use. Cancellations must be received at least 2 weeks in advance of the scheduled event or the fee will not be refunded. The ONLY room allowing for furniture re-arrangement is the O'Quinn Great Hall The University/Alumni group agrees that in case of any loss or damage however caused, by fault or negligence of the University/Alumni group to premises, equipment, furniture and/or property of The University Houston Alumni Association or the University of Houston, the University/Alumni group will be held accountable for repair and/or replacement. Enclosed with this reservation form is a copy of the UHAA Facility Rental Agreement. Your signature below signifies that you have read and will abide by all UHAA Alumni Center Operating Guidelines. ACCEPTED: DATE: Authorized Signature CO-SPONSOR: DATE: Authorized Signature Please sign and return this page only to: The University of Houston Alumni Association kmphipps@central.uh.edu Ke Aundra M. Phipps Campus Mail: 6000 P. O. Box FAX: Houston, TX