Mobile EVENT STAGE. Rental Information and Application. 61 North Green St., Brownsburg, IN 46112

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1 Mobile EVENT STAGE Rental Information and Application 61 North Green St., Brownsburg, IN

2 Mobile Stage Uses Ceremonies Concerts Gatherings Performances Special Events Who Can Rent Mobile Stage Businesses Individuals Organizations Requirements to Rent Mobile Stage 1. Complete and submit a Rental of Mobile Stage application to BPRD. Application must be received by Brownsburg Parks at Town Hall at least three (3) months in advance of proposed event date. 2. Fifty percent (50%) of Mobile Stage rental rate shall be paid as a deposit with the submitted application. 3. Renter is responsible for reserving the location where the Mobile Stage will be placed for proposed event. (Hendricks County locations only!) 4. Renter must visit proposed location, with a member of the BPRD staff, to determine mobile stage placement and create a map layout for proposed event. 5. Full payment must be received no less than thirty (30) days prior to date of event. 6. Renter must provide a Certificate of Insurance no less than two (2) weeks prior to event. Classification Rates Transportation/ Deposit Set-Up Category I Non-Profit Organizations Proof of 501c3 Status Required $750.00/day $350 $375 w/ additional stage platforms $1,000/day $500 $500 Category II For Profit Organizations $1,000/day $350 $500 w/ additional stage platforms $1,250/day $500 Optional Stage Platforms (2 platforms, 4 x 8 x 2 $250/day $125 2

3 Mobile Stage Rental Policy 1. This policy is only valid for a single day rental of the equipment. Multi-day rentals will be negotiable on a case by case basis as may be determined appropriate in the sole discretion of Brownsbug Parks. 2. The mobile stage will be made available for rent by community, business or private organizations for concerts, theatre, sporting and other special events. All renters must have an approved reservation form to rent the stage. 3. All reservations will be processed through Brownsburg Parks and Recreation (BPRD), and will be based on availability of: stage, transport staff and supervisory staff. 4. The mobile stage is only available for use within Hendricks County, IN. All stage set ups and locations must be approved, in advance, by the Parks and Recreation Department. 5. The mobile stage will be transported, leveled and prepared for use by Parks and Recreation, Operations personnel only and will not be moved once it is in place. The cost for transport and setup is included in the overall cost of the stage. 6. A Parks and Recreation supervisor will remain on site during the event while the stage is in operation. The fee for the site supervisor will be determined by event and staffing availability. 7. The BPRD site supervisor will monitor stage use as well as weather conditions and will have the authority to shut down the stage if conditions become adverse. Adverse conditions include winds over 25mph and use deemed inappropriate by department staff. If the stage is closed for reasons deemed necessary by the site supervisor a refund will not be issued. 8. All stage renters are required to pay, as a minimum, fifty percent (50%) of the total rental fee as a deposit at the time of initial reservation. The deposit is refundable provided damage has not occurred to rented facility during use. 9. All rental fees must be paid in full, no less than thirty (30) days prior to the date of the renter s scheduled use. If the full fee is not paid within thirty (30) days prior to use, Brownsburg Parks and Recreation reserves the right to cancel the reservation. 10. If you must cancel your reservation of the stage you must do so more than thirty (30) days prior to your scheduled event to receive a full refund, less a $100 administrative fee. If you cancel within thirty (30) days of your event you will either receive a fifty (50%) refund or the option to reschedule your reservation within one (1) year. 11. If BRPD is unable to provide the mobile stage because of a cause beyond BRPD s control, both the BRPD and the renting party will be excused from further performance for payment of the mobile stage, and BRPD will repay all amounts previously paid to BRPD by the renting party. Upon such repayment, BRPD shall have no other liability or obligation to the renting party. Except as provided in this paragraph, the renting party will not be excused from payment of the rental fee and all deposits because of renting party s failure for any reason to use the mobile stage as contemplated by this Policy. 12. Rental fees may be adjusted to reflect special staffing or equipment needs presented by the nature of the event and/or location. Such fee shall be paid by the user on or before the event date. 3

4 13. The renting party shall not use and/or permit the use of the mobile stage in any manner constituting a violation of any ordinance, statute, regulation, or order of any governmental authority. Furthermore, the renting party shall not permit any nuisance to occur or exist on the mobile stage. If such activity occurs, the renting party waives all rights to use of the mobile stage and shall vacate immediately upon request of BPRD. 14. The renting party is in charge and responsible for the conduct of all persons in attendance during the use of the stage. The renting party will leave the mobile stage in a condition as good as when the renting party first used it. The renter and/or his/her organization will be held financially liable for any resulting damages to the mobile stage and/or property. Any damage charges will be based on equipment replacement and administrative costs, and may exceed the amount of the damage deposit. Renters are strongly encouraged to inspect the mobile stage at the time of its delivery and communicate any concerns or information about pre-existing damage to the on-site facility supervisor at that time. 15. No furnishings shall be removed from the stage. Nothing may be fixed (temporary or permanent) to the stage in any way, without consent prior to the day of the event from Brownsburg Parks and Recreation. This includes banners, poster, signs or other materials. No tape, glue or adhesive materials may be used on stage walls, floors, ceiling or any other part of the stage. Any failure to comply with this provision may result in loss of deposit and possible additional repair charges. 16. The renting party hereby indemnifies and holds harmless BPRD and the Town of Brownsburg, Indiana, their employees, agents, elected and appointed officials (collectively, the Indemnities ) from and against all damages, claims and liabilities, arising from or connected with the renting party s use of the mobile stage, including without limitation any damage or injury to person or property and any claims by the renting party and/or any third party. The indemnification provided for herein shall include the Indemnities legal costs and attorney fees in connection with any such claim, action or proceeding. The renting party hereby releases the Indemnities from all liability for any accident, damage or injury caused to person or property related to use of the mobile stage. 17. The renting party shall provide a Certificate of Insurance to the Town of Brownsburg with the following information: General Liability Each Occurrence $1,000,000 General Aggregate $2,000,000 Description of Operations/Locations/Vehicles/Special Items: To Be Named As Additional Insured for All Coverages: Town of Brownsburg Parks and Recreation Department The Town of Brownsburg, Indiana Certificate Holder: Town of Brownsburg Parks & Recreation Department Town of Brownsburg, IN 61 North Green Street Brownsburg, IN

5 The required Certificate of Insurance shall provide that written notice of any cancellation of the policy must be given by the insurer to BPRD within ten (10) days of any insurance cancellation. In addition, the renter shall immediately notify BPRD within one (1) day of any insurance cancellation. 18. The Department Director may request the use of an approved security officer(s). The cost of the security officer(s) will be assumed by the renter/group. 19. The renting party may not assign or transfer any rights under the terms of this Policy. 20. Rental of the Mobile Stage must not be for political, offensive, discriminatory, or immoral uses or purposes. BPRD reserves the right to refuse any rental application that is not in the best interest of the BPRD as determined in its sole discretion. 21. Renters utilizing any of the Brownsburg Parks locations for their proposed event must also complete an Events in the Park form and submit with application 22. Requirements for the electrical system of the stage and the theater lighting package are: ELECTRICAL SYSTEM: The stage is equipped with a 125 Amp./220/110V load center with three (3) 20 Amp. breakers and 50 10/3 W power entry cord with 15 Amp. U-ground plug connector. The stage also includes the following: Main Breaker and ten (10) additional circuit breakers in panel. Sixteen (16) receptacles mounted in canopy front over eight (8) circuits. Two (2) Duplex receptacles mounted in canopy rear over two (2) circuits. Power cord, upgrade to 50 6/4 W. Under no circumstances are any of the cables provided to be disassembled for temporary conversion. It is the renter s responsibility to ensure that electrical installations are done safely and to code. No modifications may be made by the renter to any portion of the Mobile Stage, the Mobile Stage system or any of the facilities without prior written approval by the BPRD. 23. All renters, regardless of affiliation with Brownsburg Parks & Recreation, are required to adhere to the above policies. BPRD reserves the right to cancel reservation if renter fails to comply with rules/regulations. 24. Renter is obligated to ensure performers have all power needs if more power than stage provides is needed. 5

6 Frequently Asked Questions How do I submit a request for use of the Mobile Stage? Complete an Application for Rental of Mobile Event Stage in it s entirety. Application is included in the back of this brochure. Applications must be submitted at least three (3) months in advance of the proposed event date. Fifty percent deposit of Mobile Stage rental rate is required at time of application. Who Can Use the Mobile Stage? The Mobile Stage will be made available to community, businesses, individuals and organizations. All renters must have an approved reservation form to rent the stage. Rental must not be for political, offensive, discriminatory, or immoral uses or purposes. BPRD reserves the right to refuse any rental application that is not in the best interest of the BPRD as determined in its sole discretion. How does my organization get approved for use of the Mobile Stage? The BPRD Director and events committee will meet and review the application to discuss compliance with rules and the established Mobile Stage Policy. Approval or denial will be determined in a timely manner. Upon approval, remaining balance will be due within thirty (30) days of date of event to secure reservation. Reservation approval is based on availability of state, transport staff, and supervisory staff. Who is responsible for transporting and setting up the Mobile Stage? Brownsburg Parks & Recreation will transport the Mobile Stage to the event and set up. The BPRD site supervisor will monitor the use and weather conditions and will have the authority to shut down the Mobile Stage if conditions become adverse. In the case of cancellation will a refund be sent? The deposit is refundable less a $ administrative fee, provided damage has not occurred to the Mobile Stage. Cancellations with thirty (30) days advance notice will receive a full refund, less $ administrative fee. Cancellations within thirty (30) days will either receive a fifty percent (50%) refund or the option to reschedule the event within one year. If BPRD is forced to cancel due to renter s failure to comply with rules/regulations, a full refund less $ administrative fee will apply. Refunds may take up to thirty (30) days to process. Notes: 6

7 Application for Rental of Mobile Stage Name of Person or Group Reserving Mobile Stage Address City State Zip Daytime Phone Cell Phone Evening Phone Event Being Reserved For: Location Set-Up: Date Requested For Set-Up: Set-Up Time: am pm I hereby affirm that the information I have provided is true and correct to the best of my knowledge, and that I will comply with all of the Brownsburg Parks and Recreation Department rules, regulations and policies for the portable stage including, but not limited to the Mobile Stage Rental Policy. I agree to pay for any and all damages or missing equipment that occurs during the reservation of the mobile stage. The portable stage reservation includes set-up and tear-down by BPRD staff. I acknowledge that the maximum allowable weight for the stage is 200 lbs. per square foot and agree to not to exceed the maximum allowable weight. Deposit in the amount of $375.00, is due at the time the reservation is made for Non-Profit Organizations and $500 for For Profit Organizations. The reservation fee in the amount of $, for each day, is due in full prior to reservation date. I understand that my deposit in the amount of $375/$500 will be held for inspection of the mobile stage. The mobile stage must be as it was when it was delivered and set-up. Upon inspection, if the mobile stage is in good condition and nothing is damaged or missing, the deposit will be returned in full to the customer. If it does not pass inspection, the customer will relinquish the deposit. Rules and Regulations for use of stage: All organizations are required to pay for any damage to the equipment that occurs during the periods of use. Assessed damage costs may exceed the amount of the damage deposit. The mobile stage can only be transported by Parks and Recreation, Operations personnel and cannot be moved once it is in place. Transportation fees are included in total cost of the stage. Those reserving equipment are responsible for reserving the location where equipment is to be placed. Also, those reserving equipment agree to meet Brownsburg Parks and Recreation staff at the desired location to assure proper placement of equipment. No posters, banners, signs or other materials can be adhered to the stage without approval prior to the day fo the event from Brownsburg Parks and Recreation. No tape, glue or adhesive material may be used on stage walls, floors, ceiling or any other part of the stage. Any failure to comply with this provision could result in loss of deposit and possible additional repair charge. A Brownsburg Parks and Recreation site supervisor will remain on site while the stage is in operation. The fee for the site supervisor will be determined by event and staffing availability. The site supervisor will monitor stage use as well as weather conditions, and will have the right to shut down the stage if conditions become adverse. Examples of reasons to shut down the stage include, but are not limited to, winds over 25 mph, lightning, or inappropriate use of the stage. If the stage is closed for reasons deemed necessary by the site supervisor, a refund will not be issued. Full payment (plus deposit) must be received thirty days prior to rental date. 7

8 Waiver & Release In the event of any medical emergency, the renting party authorizes the Brownsburg Parks officials to secure from any licensed hospital, physician and/or medical personnel any treatment deemed necessary on behalf of the renting party, and agrees that it will be responsible for payment of any and all medical services rendered. The undersigned, on behalf of the renting party read this Application and all other related materials and acknowledges, understands and agrees that: (1) they have not relied upon representations of BPRD; (2) the renting party is fully advised of the potential dangers of the above-mentioned activity/event; (3) the undersigned is signing this document voluntarily and with full knowledge of their actions and has legal authority to sign this Application on behalf of the renting party; and (4) that the renting party agrees to abide by the terms and conditions contained herein, including but not limited to, the Mobile Stage Rental Policy. IN ADDITION, THE UNDERSIGNED ON BEHALF OF THE RENTING PARTY HEREBY REPRESENTS AND WARRANTS THAT THE UNDERSIGNED HAS READ THIS DOCUMENT AND UNDERSTANDS THE RULES AND REGULATIONS. The Renting Party: By: Date: (Printed Name and Title) *****************Do not write below, for staff use only************************ Application taken by: Date: Deposit: $375/$500 Paid: Check # Cash Total Reservation Fee (Including Transportation Fee and Staff): $ Paid: Check #: Cash Date Paid in Full: Condition of Equipment When Returned: Staff person(s) in charge of set-up and tear-down: Time Stage is reserved for: 8

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