Full version:
Event Center Policy
Application and Agreement
Form
The City of Parkers Prairie is proud to be able
to provide meeting rooms for use by the public.
The purpose of this policy is to establish
guidelines regarding the use of the Prairie
Event Center. The City or its designee (herein
after “Management”) reserves the right to
determine the use of any of its meeting rooms.
General Rules:
Ø
Management will issue a permit to
use the Event Center only to persons who are at
least 18 years of age and are financially
responsible for the permit fees and other costs
associated with the use of the facilities.
Ø
An adult who can be reached prior
to the event and who will be attending the event
(but in the case of a wedding, is not a member
of a wedding party) must be designated by the
holder of the permit as a Contact Person to
interact with Management to ensure an enjoyable
event.
Ø
The permit may not be assigned,
transferred or sublet by the Permit Holder. The
intended use must be appropriate to the
facility. Misrepresentations are cause for
immediate cancellation.
Ø
Activities and events sponsored by
individuals, agencies, organizations or groups
shall not discriminate contrary to the laws of
the State of Minnesota, and, without limitation,
shall not discriminate against any person on the
basis of sex, race, creed, religion, color,
national origin, age, marital status, economic
status or disability.
Ø
Management shall deny the use of
any of the facilities to any individual, group
or organization that is not current with any
payments due the City of Parkers Prairie,
including utility payments.
Ø
Management reserves the right to
require the use of approved security at the
expense of the Permit Holder at any event where
alcohol is served or at any event where
Management feels it is appropriate.
Ø
The permit will designate which
area of the Event Center the permit holder may
use. All other areas of the Event Center are
off limits for use by the Permit Holder, the
Holder’s guests, agents and invitees.
Ø
The Permit Holder is responsible
for behavior of the Permit Holders guests,
agents and invitees and for any damage to
Prairie Event Center property.
Ø
Large items must be moved in and
out of the building with a wheeled device to
prevent damage to the floor.
Ø
Any damage or loss of facilities
or equipment must be reported, repaired or
replaced within 24 hours of the activity at the
permit holder’s expense.
Ø
The Prairie Event Center is a
smoke-free facility. Smoking
is not allowed within 25 feet of any
entrance. Smoking in any part of the facility
by any guest, agents and invitees will result in
the forfeiture of the Permit Holder’s Damage
Deposit and the exclusion of the smoker from the
Prairie Event Center for the remainder of the
Permit Holders event.
Ø
Management may require sound
levels for bands and audio equipment be
controlled.
Ø
No animals will be allowed in the
building except for bona-fide service animals.
Animals as part of entertainment may be allowed
and additional maintenance fees may be imposed.
Ø
Management assumes no liability
for loss, theft, damage, injury or illness
incurred by the users of the Prairie Event
Center.
Ø
No flammable or explosive
substances will be allowed to be used or stored
on the Prairie Event Center property except for
table top tea lights or votive candles in stable
glass containers.
Ø
Adequate adult supervision must be
provided when guests are primarily minors.
Application for Use
1.
Every use of the Prairie Event Center
must have an application/use permit on file.
2.
Community Groups that have regular
meetings may make an annual application and
obtain a permit covering the group’s use of the
Prairie Event Center for twelve months.
3.
The Application must be signed by an
authorized representative of the entity or by
the person in whose name the use permit will be
issued and will be responsible for payment.
4.
To reserve the Prairie Event Center:
a.
Contact the Parkers Prairie City Clerks
Office to check availability of the proposed
date, to make a tentative reservation and to
receive a rental packet or download the Prairie
Event Center Policy and Use Permit Agreement.
b.
Within 7 days of contacting the Clerk’s
Office to temporarily hold the date, return the
completed Application with the deposit OR
contact the Parkers Prairie City Clerk’s Office
to cancel the tentative reservation. The
tentative reservation will be canceled if the
application fee and form are not received within
7 working days. If the completed application is
returned to the City, the Application will be
processed and a signed copy returned to the
applicant.
c.
The permit holder must set up an
appointment to come in to meet with Parkers
Prairie City Clerk’s Office staff 30 to 45 days
prior to the event to make final arrangements
and pay any deposits and fees due. The permit
holder should state at this time how many people
are anticipated to attend the event and finalize
seating arrangements. A Permit for Use will be
issued at that time.
Hours
Facilities will be available at a mutually
agreed time, but no earlier than 8:00 A.M. the
date of the event. Users must be out of the
facility no later than 1:00 A.M. For every hour
or fraction thereof an additional charge of $100
will be assessed. Half day hours are 8:00 A.M.
to Noon, 1:00 P.M. to 5:00 P.M. and 6:00 P.M. to
10:00 P.M. Evening hours are from 7:00 P.M. to
10:00 P.M.
Beverages
Ø
The Prairie Event Center will be
the sole provider of alcoholic and non-alcoholic
beverages.
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Only 3.2 alcoholic beverages will
be available on Sundays.
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A Security Deposit will be
required for events where alcohol is served.
Security Deposit will be 50 percent of the Room
Fee
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Guests requesting and/or consuming
alcoholic beverages must be able to provide a
valid ID upon request. Bracelets or ink stamp
may be used to verify age after initial ID
check.
Ø
If guests provide minors with
alcoholic beverages, that guest and minor must
leave the premises immediately. Failure to do
so will result in the suspension of beverage
service and no refunds will be made.
Ø
Alcoholic beverages must stay
within the Prairie Event Center.
Ø
Users have the options of a Host
Bar, Cash Bar or a combination. Host tabs must
be paid prior to event
Host Bar: Prairie Event Center runs a tab
and Permit Holder pays for all beverages. All
tapped kegs will be charged to the Permit
Holder.
Cash Bar: All beverages are sold
individually.
Combination: Prairie Event Center runs a
tab up to a pre-paid amount after which
beverages will be sold individually.
Food
Caterers must be licensed by the State of
Minnesota and be on file with the Prairie Event
Center.
The kitchen is licensed to the Senior Meals
program and may be used as a staging area for
caterers. The kitchen is not available to
anyone else.
Food may be privately prepared off site and
served at the Prairie Event Center. The Permit
Holder assumes all responsibility for clean-up
and removal of dirty dishes.
Linen
White table cloths, and napkins in a choice of
colors, are available.
China
China place settings and
silverware are available as well as disposable
place settings. There is a $100 charge for the
first 100 place settings. Charges for
additional place settings will be determined
according to the attached Goods and Services Fee
Schedule.
Audio System, Projector and Screen
(Adley & combined room only)
An audio system, projector and screen are
available. The screen is mounted at the back of
the stage and the projector has a USB
connection.
Decorations
Decorations must be approved by Management.
Ceiling and wall hooks are provided. No
decorations may be taped, tacked, stapled, etc.
to any surface. Votive and tea lights in stable
glass containers are allowed. Candles, tapers,
open flames and similar devices are not
permitted. Tinsel, potpourri, colored petals,
rice or birdseed are not allowed. Confetti will
require an additional hourly cleanup fee.
Ceiling decorations may be installed only by
professional decorators and only after a written
plan has been approved. A certificate of
insurance naming the Prairie Event Center as
also insured must be presented before any
ceiling decorations are installed. Decorations
may be installed the day prior to the event at
an hourly rate of $25 up to 3 hours and the room
has not been previously booked.
The space may also be booked for decorating at the
four hour room charge. The Prairie Event Center
is not responsible for decorations.
Maintenance Fee
Permit Holders are responsible for removing
their own property immediately after their
event. Any decorations or other materials left
after an event will be disposed of by the
Custodian. All sweeping, mopping, vacuuming,
bathroom supplies, set up and tear down, etc
will be provided as required before and after
the event and included in the Maintenance Fee.
Security Deposit
A Security Deposit will be required for events
where alcohol is served. Security Deposit will
be 50 percent of the Room Fee. Damage beyond
fair wear and tear, as determined by Management,
will be charged at actual repair or replacement
costs. The Permit Holder will be responsible
for damage or replacement costs above Security
Deposit. A pre- and post-event walk through
with Management and the Permit Holder will
determine the condition of the facility and any
assessment of the Damage Deposit.
Refunds
Fees and other charges are completely refundable
if Management cancels the use of the Prairie
Event Center for any reason other than
violations by the Permit Holder.
If the permit holder requests cancellation
ninety (90) calendar days or more before the
event:
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A 50 percent refund of the room
deposit will be made.
Ø
If the cancelled room re-books, a
full refund of the room deposit will be made.
If the permit holder requests cancellation
eighty-nine (89) calendar days or less before
the event:
Ø
No refund of the room fee will be
made.
Ø
If the cancelled room re-books, a
full refund of the room fee will be made.
Ø
A full refund for Maintenance,
Security, Host bar, Dishes, etc will be made.
If linens have been delivered a restocking fee
may be charged.
ASSUMPTION OF RISK: Permit Holder for itself
and for each of its members, agents, employees,
invitees and all other persons who will use the
facility under or through Permit Holder, accepts
and assumes all risks of property damage or
personal injury associated with Permit Holder’s
use of the facilities including but not limited
to property damage or personal injury to Permit
Holder; Permit Holder’s employees, agents and
invitees; the City; the City’s employees,
officers and agents and any other person using
the facilities during the term of this Facility
Rental Agreement.
INDEMNIFICATION AND HOLD HARMLESS AGREEMENT:
Permit Holder for itself, its members, agents
and employees using the facilities under this
Permit Use Agreement hereby releases and agrees
to hold harmless and indemnify the City, its
officers, agents and employees from every claim,
liability or demand of any kind for property
damage or personal injuries sustained by Permit
Holder; Permit Holder’s employees, agents and
invitees; the City; the City’s employees,
officers and agents and any other person using
the facilities during the term of this Facility
Rental Agreement.
SUPERVISION: Permit Holder agrees to provide
adequate supervision of all persons using the
facility under and through Permit Holder.
CERTIFICATE OF INSURANCE: The City and Permit
Holder, Permit Holder herby agrees to furnish a
Certificate of Insurance covering this event,
Certificate to be on file with this contract no
later than 30 days before the event, in the
minimum amount of $1,000,000 naming Permit
Holder as Insured and City as Additional
Insured. Certificate of Insurance is required
for events where alcohol is served.
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GOODS AND SERVICES FEE SCHEDULE |
The cost of Goods and Services offered by the
Prairie Event Center are variable. Those costs
will be locked in when the final arrangements
are made 30 to 45 days before the event. For
planning purposes the following cost ranges are
provided.
Beverages
Mixed Drinks $3.50 to $4.50
12oz Draft Beer $2.50 to $3.00
Bottled Beer $2.75 to $3.25
Coolers $2.50 to $3.00
Kegs $240 to $260
Soda $1.00
Water
$.25 per Carafe, no charge for refills
Coffee $1.50 per
Carafe
Wine Franzia or Corbet
Canyon By the glass $2.00
Sutter Home White Zinfandel, White
Merlot
By the glass $2.50
Glen Ellen White
Zinfandel
By the Bottle $9.00
Sutter Home Merlot, Chardonnay
By the glass $3.00
Glenn Ellen Merlot,
Chardonnay
By the Bottle $10.00
Jacobs Creek
Riesling
By the glass $3.25
By the Bottle $13.50
Kendall-Jackson
Chardonnay
By the Glass $4.00
By the Bottle $23.00
China
Includes: Wht Dinner plate, Wht Salad plate, 2
Forks,
Spoon, Butter knife, Water
glass, and Coffee cup
Dishwashing is included in
price.
1 to 100 place settings minimum of $100
101 to 400 places settings $1.00 each
401 place settings and up $2.00 each
Punch Bowl $5.00
Audio System
Deposit $25.00
Rental $25.00
Projector and Screen
Located in Adley room only
Deposit $100.00
Rental $25.00
to $35.00
Portable Screen $5.00
Table
Linens
8’ Long Table $1.25 to
$1.50 each
60” Round Table
$0.90 to $1.15 each
Napkins (variety of colors) $0.15 to $0.25
each
Table skirts 13’ $4.00 each
17 ½’ $5.00
each Skirting around head tables for weddings
are free of charge.
21 ½’ $6.00
each
Bus Boy Service
Rate is $7.50/hr. Fees due following event
after
the hours worked have been calculated.