Facility Use Request and Rental Agreement

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USAGE PRIORITY/SECURITY/SAFETY -- User Agrees To The Following
1.  AYP has first Priority.  
a.User acknowledges that AYP may cancel this reservation and agreement, if an AYP program or event conflicts, with a 14 day advance warning to the User.

2.  Security/Safety
a. Renters will be advised that safety lockdown procedures will be followed, should they be invoked by local law enforcement
b. Refer to Appendix A:  Lockdown Secure Mode.

Waiver
Liability Insurance - select one of the following:
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Organizational Users: User promises and warrants that is carries liability insurance with a minimum occurrence limit of $1,000,000. The User will prove a certificate of insurance to the AYP Office, at least seven days prior to the date upon which User begins to use the premises.  The certificate of insurance will indicate that the User has made AYP an “additional insured” on User’s policy with respect to the use by the User of the above-described premises.  In addition, the organization is responsible to have completed background checks, at own expense, for all instructors, volunteers, etc., that will be working with youth during the agreement timeframe.  With the expectation that copies will be provided to AYP, if requested for validation.  Also, it will be the user’s responsibility to handle any complaints and legal expenses.

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Sports: User promises and warrants that User will obtain signed Activity Participation Agreements for any sports activities; provided by AYP and attached to this request from each participant in the activity.  If the participants are minors, the User will obtain the signature of at least one parent or legal guardian on each Activity Participation Agreement. 

Events/Party: User promises and warrants that carry liability insurance with a minimum occurrence limit of $1,000,000. The User will prove a certificate of insurance to the AYP Office, at least seven days prior to the date upon which User begins to use the premises.
User Agrees To The Following:

Agrees to hold harmless, indemnify and defend AYP (including AYP’s agents, employees, and representatives) from any and all liability for injury or damage including by way of example and not limitation, bodily injury, personal injury, emotional injury, or property damage which may result from any person using the above described premises, its entrances and exits, and surrounding areas, for User’s purposes.



To be responsible to interface with the community and volunteers for this event.  Examples include phone calls, set up / tear down, and advertising. However, all advertisements need to be reviewed by the AYP Executive Director prior to publicizing the event.

To follow the AYP cleanup checklist after leaving the event and/or the Kitchen clean-up checklist (if applicable) and reports any damages.  A copy of the applicable checklists will be attached to the approved agreement when completed.

AYP and User agree that any disputes arising under this agreement will be resolved via a mutually acceptable alternative dispute resolution process.  If AYP and User cannot mutually agree upon such a process, the dispute will be submitted to a three-member arbitration panel of the American Arbitration Association for final resolution.

I further acknowledge that failure to comply with this agreement could result in additional fees or loss of future use of the AYP facilities. This agreement may be canceled unilaterally by either party with 7 days' written notice to the other party.  If AYP must cancel this agreement, the User will be entitled to any deposit user has paid.  However, in no event will AYP be liable to User for any lost profits or incidental, indirect, special, or consequential damages arising out of User’s inability to use the above-described premises, even if AYP has been advised of the possibility of such damages.
Fee and Non-Fee Agreement
In Consideration of the benefit of using the AYP facilities, the user agrees to abide by all the terms and conditions described in this agreement.

In signing this contract, the User agrees to the following:


That it will not use the premises for any unlawful purposes and will obey all laws, rules, and regulations of all governmental authorities while using the above-described facilities.

That it will not use the premises for any purpose that is contrary to the mission, purpose, or belief of AYP, as it aligns the programming with Christian principles.

If the kitchen is used, to comply with Commercial Kitchen Health Department Requirements.  The user agrees to comply with Health Department event licensing and follow food safety and sanitation requirements, such as ServSafe.  In addition, if a caterer is used, proof of Licenses Caterer and proof of liability will be provided to the office prior to the event.  If there is use of alcohol at the event must be served by a Licensed Bartender and proof of liability insurance provided to the AYP Office prior to the event.

Agrees to be responsible for preparing for use and returning to the pre-use condition all areas of the premises which User will use, including entrances and exits, and set-up/take down of tables and chairs, etc., shoveling entrance/exit/ etc. 

Agrees that it is solely responsible to implement supervision procedures to protect guests/participants attending User’s function at the above-described facilities. 


Agrees to No use of cigarettes, illegal drugs, or controlled substances outside or inside the Armory Youth Project premise.
 


Agrees to communicate with the community and volunteers for this event, if needed.   Examples include phone calls, set/tear down, and advertising. AYP does not advertise events for renters.  User agrees to not use the AYP logo, nor imply that AYP is sponsoring the event, without prior approval from the Executive Director or the AYP Board of Directors.



The user has been advised of the specific requirement for the use of the AYP Commercial Licensed kitchen.  If the kitchen is part of the rental, the User agrees to comply with Health Department event licensing and follow food safety and sanitation requirements.  In addition, proof of Licensed Caterer engagement, if applicable, will be provided to the office prior to the event.  The Caterer is held accountable to follow the same requirements indicated above. 

If alcohol is to be served at the event, it must be served by a Licensed Bartender, and proof of liability insurance provided to the AYP office prior to the event.

If the fenced blacktop area is utilized, the User is responsible to engage and pay for an AYP contractor for snow removal (AYP snow removal in the back is only to allow for garbage pickup, not the entire fenced area).

Agrees to be present inside the AYP building prior to the arrival of the first guest/participant and to remain at the AYP until the final guest/participant leaves.  If this is not possible, guests/participants will need to remain outside or in the AYP vestibule until the User arrives.  If guests/participants are students and would like to attend SYP events after the User’s event, the User agrees to have them transfer liability.



Before leaving the building after each use, the User will ensure that:


* tables, chairs, and other items used are put away in their original area.
* areas utilized are clean (i.e. sanitized, vacuumed, and/or swept, etc.)
* Bathrooms have been checked and will notify AYP if there are any problems.
* If the kitchen is utilized:  1.   the Kitchen Clean Up checklist is followed; 2. fans, appliances, and lights are turned off when finished
* Trash/garbage has been taken care of properly.


* When leaving the building the lights have been turned off, and the doors have been locked using the security bar.  



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TO BE COMPLETED BY THE ARMORY YOUTH PROJECT OFFICE
DO NOT WRITE BELOW THIS LINE - OFFICE WILL COMPLETE

 Fee Agreement:  User agrees to pay AYP ($ Amount) for the use of the premises, per cost breakout:


 


Room Fee(s): __________________________________________________________________


AV Fee:  ______________________________________________________________________


Kitchen Coordinator Fee: _________________________________________________________


Cleaning Fee: __________________________________________________________________


Person on site:  _________________________________________________________________


Deposit (10%)__________________________________________________________________


Key Fob Deposit $50.00 if applicable_____________________


Key Fob Deposit $50.00.   If the event will occur during timeframes when the AYP Office is not open, a Key Fob will be assigned and the responsible person must attend a building closing training.  When the Fob is returned a refund check will be sent to the User within 30 days.


 


Final payment is due 10 days prior to the event, checks payable to Armory Youth Project (AYP), or submitted electronically via Breeze. If not received one week prior to the event, the reservation is canceled. User agrees to the rental fee and/or deposit.



For events occurring over several months, payments are due on the 1st of the month payable to AYP. A late fee of $25.00 will be accessed if not received before the 5th of the month. For one-time events, fees are due with the signed agreement.


 


Total Due:  $_________________


 


 

This document contains the entire agreement of the parties and supersedes all prior written or oral agreements relating to the subject matter.

This Facility Use Request/Use Agreement does not constitute an approved agreement.


Once signed by the requester and AYP, this request becomes the Use Agreement.


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SIGNATURES

 


Requesting Party:



                                                                            _________


 Signature                        Print Name/Title                        Date                                                                                                  


 


Armory Youth Project:


                                                                             
Signature                        Print Name/Title                   Date                                                                                                                                                                                                                                                                                                              


Description

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