YWCA SPECIAL EVENT RENTAL
CONTRACT AND FACILITIES & GROUNDS POLICIES AND REGULATIONS
Rental Times and FeesThe YWCA is available for rental seven days a week. Chart below shows rental hours and fees.
On the day of the event, renters, their guests and service providers are allowed in the building during the following hours ONLY:
Day Rental Hours Rental Fee
Monday 00Thursday* 1:30 p.m. - 11:00 p.m. $ 700
Friday* 1:30 p.m. - 1:00 a.m. $1,500
Saturday noon - 1:00 a.m. $2,000
Sunday noon - midnight $1,200
*Monday - Friday events may begin after 6:00 p.m.; commercial kitchen available after 3:30 p.m. Monday 00Friday.
It is recommended that renter allow adequate time to decorate prior to event in order to provide a gracious and prepared occasion for you and your guests. Schedule the end of event (AT LEAST ONE HOUR) to allow for cleanup and departure from the YWCA by times listed. Departure after these hours (including all service providers) will result in forfeiture of renter00 damage deposit at the rate of $100 per half hour or portion thereof.
Conditions of RentalA signed and approved contract and 50% of the rental cost are required to reserve the YWCA facility. The balance of the rental fee and $500 (refundable) damage deposit are due one month prior to the rental date. Payment by check, cash or credit card (Visa or MasterCard) will be accepted. A $25 fee will be charged for returned checks.
Any individual or organization renting the Grand Ballroom and/or the Great Room of the YWCA must abide by and conform with all YWCA rules, policies and regulations. Failure to do so will result in forfeiture of the damage deposit. The renter shall be responsible to make guests, service providers (caterers, musicians, rental deliveries, etc.) and other concerned parties aware of and abide by YWCA policies and regulations. Rental fee includes use of specified room(s) and available chairs and tables; linens are not provided. Groups or individuals will be given equal opportunity regardless of race, creed, color, sex, religion or national origin.
Cancellation or Rescheduling of Rental DateIn the event of a cancellation, a $150 booking fee will be held if canceled at least six months prior to the event; balance of reservation fee will be returned to renter. If cancellation is made less than six months but more than 90 days prior to event,
ONE HALF of reservation fee will be refunded. NO REFUND will be made for a cancellation less than 90 days prior to event. Renter must give written notice of cancellation plans. Rescheduling an event is considered the same as cancellation and is subject to the above policy.
Damage DepositDamage deposit will be returned within ten business days of event if renter, guests of renter, service providers and anyone else associated with the event comply with YWCA Policies and Regulations. All or part of deposit will be held if any YWCA property is damaged or removed from premises or if any YWCA regulations are violated. All or part of deposit will be held if anyone associated with event remains in the building beyond listed rental times. (see Rental Times above)
Any individual or organization renting the YWCA facilities assumes all liability for damages or injuries to the premises as a result of usage. Following the rental period, a YWCA representative will check areas for damages and cleanliness. Charges for damaged items will be based on replacement costs. If repairs are more than the deposit, renter will be financially responsible for the cost of repairs not covered by the deposit. The final decision will be made by the YWCA.
Alcoholic BeveragesRenters and their service providers shall comply with state and local regulations regarding service of alcoholic beverages to their guests. Renters shall be responsible for providing transportation for the safety and well being of all guests. Renter assumes all liability for any damage suits filed in connection with alcoholic beverages served to an intoxicated guest or to a minor. Renters00 guests may not bring their own alcoholic beverages to an event. Kegs and margarita machines are not allowed on YWCA premises. YWCA does not allow storage of alcohol overnight.
ywcaspevcontract 12/11/07 p1
Smoking
The YWCA building is entirely non-smoking. This includes commercial and caterers00kitchens, restrooms, hallways and elevators. Renter is responsible for making guests and service providers aware of and in compliance with the no smoking policy. Part or all of damage deposit will be held if there is evidence of smoking in the building. Fog machines are not allowed.
FurnitureTo simplify your planning process and to help defray expenses, the YWCA provides sufficient tables and chairs for your event. An oak bar is available for use in the Ballroom. YWCA will set tables and chairs in the Great Room and the Ballroom for event, as designated on room charts; YWCA will provide seating for up to 175 guests in the Great Room and up to 175 guests in the Ballroom. Linens are not provided by the YWCA. The use of tables and chairs from caterers, rental companies, etc. is prohibited.
YWCA furniture and equipment can be used ONLY in rooms for which they are designated by the YWCA. Moving furniture between floors is prohibited. Fire Marshall prohibits additional furniture placement in the second floor hallway.
DecorationsRenters may decorate the Great Room, the Ballroom and the staircase banisters. Renters may not attach tape, florist clay, tacks, screws or nails to any indoor or outdoor YWCA property, including Ballroom or Great Room floors. Decorations may be attached to the staircase banister with either ribbon or covered floral wire. Crepe paper decorations and flammable items are not allowed. Do not attach decorations to antique furniture, ceiling fixtures, draperies, walls or doors. Do not remove anything from walls or shelves in any area of the YWCA.
Only votive candles and hurricane lamps are allowed in the Grand Ballroom and Great Room; caterers may not use candles with exposed flames on food service tables. Renters must place protective drip plates under candles placed on mantel or tables. NO candles on windowsills in Great Room or Ballroom.
Note: The Great Room and the porch and stair railings of the YWCA will be decorated for Christmas between the Monday following Thanksgiving and the first business day following New Year00 Day. Do not move or remove any decorations.
Service ProvidersRenter or representative of renter must be on premises when service providers are in the building and must be available to accept deliveries. All service providers (caterer, rental company, florist, musicians, etc.) are the responsibility of the renter.
Equipment of service providers shall have and be rolled on dollies with rubber casters; metal casters are not allowed. Musicians and DJs must move equipment through stage door; they may not roll equipment across Ballroom floor. Deliveries of equipment and catering supplies must be carried on service elevator and may not be carried on historic guest elevator. The floor must be protected from liquid with a plastic and absorbent overlay under all beverage containers such as ice chests.
CleanupEach renter and renter00 service providers will be responsible for cleanup. All decorations must be removed prior to departure. All trash must be placed in the dumpster located outside the building. Any glass breakage is to be swept up and removed from premises. Rental items must be removed upon departure or stored in the area designated by YWCA for pick-up the following business day. No rental items are to be left in either kitchen or in the public areas of the ground, first or second floors. The YWCA is not responsible for the delivery or storage of any property, items or material goods left in the facility.
Caterers00and commercial kitchens must be cleaned as indicated on RENTAL CLEAN-UP CHECKLIST. Kitchen floors must be swept and scrubbed; brooms and mops are provided. The YWCA furnishes plastic trash containers and trash bags. The YWCA does not provide any other kitchen or cleaning item. YWCA staff will inspect the facility after rental event. Failure to comply with any cleanup rules will result in forfeiture of all or part of deposit.
Safety and Welfare of GuestsRenter hereby assumes all responsibility for the safety and welfare of guests. Renter agrees to indemnify and hold harmless the YWCA, its officers, employees, directors, agents and representatives, for any and all injuries, property damage or loss sustained by renter or renter00 guests during rental of the YWCA facility. Such indemnification includes, but is not limited to, all claims arising out of or asserted to have been caused by the YWCA00 negligence, or the negligence of any officer, employee, director, agent or representative of the YWCA. Carrying of firearms or concealed weapons of any type is prohibited on premises of YWCA. Tampering with the fire system is a violation of YWCA policy and Fort Worth City Ordinance. Violators shall be subject to prosecution and fine by the YWCA and City authorities. No illegal activities of any kind shall be tolerated on the YWCA premises.
ywcaspevcontract 12/11/07 p2
Compliance with State and Local RegulationsIndividuals and/or organizations renting the YWCA shall comply with all laws - federal, state and local - including all ordinances of the City of Fort Worth. All rules, regulations and requirements of the police and fire departments shall be observed.
If requested by the YWCA, any permit, license or tax required for any activity shall be purchased by the renter and made available to the YWCA. It is also the responsibility of the renter to determine which laws and ordinances apply to the activity of the renter and to ensure compliance with same. Should any violation be found to exist, renter hereby assumes all responsibility for correcting or removing such violation.
Conflict/ExclusionThe Executive Director and/or the YWCA Board of Directors may cancel any function scheduled should the activities planned be in conflict with the stated rules or the YWCA00 special activities, or if they detract from the public image of the YWCA. The YWCA reserves the right to exclude any group or individuals it deems unacceptable or inappropriate. The YWCA reserves the right to exclude any group or individual deemed to be inimical to or a risk to the YWCA property or interests. Social clubs with established behavior of damaging or littering property would constitute a risk justifying exclusion.
Other:
YWCA staff on duty during an event has complete authority to enforce all YWCA rules and regulations. Reception desk is staffed at all times. The reception desk can be reached by calling (817) 332-6191. Children are to be under adult supervision during entire rental time; the YWCA does not provide a room for childcare or baby-sitting. Children and adults attending events may not enter YWCA accredited and licensed childcare playground. Commercial and publicity photography, films and television must be granted prior approval by YWCA personnel. Any photographs featuring the YWCA building that are published must include identification as the YWCA of Fort Worth and Tarrant County. YWCA reserves the right to require renter to hire security guards for any event. Animals are not allowed within the building during an event (except those aiding the visually impaired).These rules are made for the protection of the guests attending your special event and for the preservation of the YWCA.
We appreciate your cooperation. Failure to abide by any of these rules will result in forfeiture of the damage deposit.
The YWCA reserves the right to amend, revise, add to or change any of the above policies and regulations as deemed necessary by its Board of Directors and/or Executive Director.
*************************Please complete information below and on reverse side of this page*********************************
I, _______________________________________ ____________________________________ ___________________
(print name of person responsible for rental) (Signature) (today00 date)
have read and understand the terms of this RENTAL CONTRACT and shall comply with all Policies and Regulations of the YWCA Fort Worth & Tarrant County located at 512 West 4th Street, Fort Worth, Texas 76102.
Date of Event ________________________________________ Day of Week __________________________________
A RESERVATION IS NOT CONFIRMED UNTIL ONE-HALF OF THE RENTAL FEE IS RECEIVED
AND THIS CONTRACT IS APPROVED BY YWCA REPRESENTATIVE
Rental request has been approved by ____________________________________ ________________________________
(Signature of YWCA Representative) (Date)
**************************************Please complete information on reverse side of this page**********************************.
Ywcaspevcontract 12/11/07 p3
YWCA SPECIAL EVENT RENTAL INFORMATIONEvent Date ___________________________________ Day of Week____________________________________
Circle event(s) to be held at YWCA: Reception Party Meeting Other_______________
Time YWCA Event will begin_______________________Number of guests expected_________________________
Ballroom seating capacity: 175; Standing reception capacity : 250
Great Room seating capacity: 175; Standing reception capacity: 225
Person responsible for arrangements _________________________________
(indicates person YWCA representative is to contact about event plans)
Name of Company (if applicable) _____________________________________
Work Phone (______)_____________________ Home Phone (______)_____________________
Address__________________________________________________________________________________________
mailing address city state zip
+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
Rental Fee ______________
Reservation fee (1/2 rental fee) ______________ Date Received __________ Receipt # ________
Rental Balance ______________
+ Damage Deposit _____$500_____
TOTAL due by ___/___/___ ______________ Date Received __________ Receipt # ________
++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
Following successful rental, return damage deposit to: Please be sure YWCA has correct address to mail refund.
Name ___________________________________________
Address__________________________________________________________________________________________ mailing address city state zip
Ywcaspevcontract12/11/07 p4
