Hopkinton Recreation Department
Columbia Hall Reservation Form
Room(s) requested:___ Dining Room___Kitchen___Craft Room___Gym
___ Stage___ Other: _____________
Day/Date:__________________ ?Multi-Date Use Nature of Event: ___________________
AM AM Event open to public?___ yes___ no
Actual Building Use: ______ PM to _______PM Admission/Fee charged?___ yes___no
AM AM Is this a fundraiser? ___ yes___ no
Event Hours: ______ PM to _______PM Commercial Caterer used?___yes___no
Est. Attendance: Under 21 yrs _____ Over 21 yrs _____ Total: _____
Equipment needed (if available, some fees may apply):________________________________________________
____________________________________________________________________________________________
Special requests: ______________________________________________________________________________
____________________________________________________________________________________________
Organization: _______________________________ Address: ___________________________________
City: __________________ State: ___ Zip: _______
Phone: (Day) ____________ (Eve) ______________
Representative’s Name: ______________________
Address: ___________________________________
City: __________________ State: ___ Zip: _______
Phone: (Day) ____________ (Eve) ______________
Payment is due with reservation form
RESERVATION AGREEMENT: Applicant hereby agrees to release and hold harmless the Town of Hopkinton, its employees and agents from any liability or personal injury, or the loss or damage to personal property which may arise in any way by use or occupancy of Columbia Hall. I hereby certify that I have read the Rules and Regulations for Rental & Use of Columbia Hall and will see that my activity will abide by these rules. I understand that I am responsible for lost, stolen, and/or damaged equipment at Columbia Hall and the conduct of the reserving group. I understand that I
must abide by all rules, regulations, policies, and procedures as they apply to my reservation/rental. My signature further indicates that I have read this statement and all of the information contained herein is true.
APPLICANT:_________________________________________________________________________
(Signature) (Title) (Date)
Office Use Only: ___ Approve ___Deny _________________
Fees paid ___ yes ___ no (signature)
Special Equipment needed ___yes ___ no
Hopkinton Recreation Department
Columbia Hall Rules and Regulations
Payment of Fees & Deposit Returns
1. Non-profit groups may be exempt from the established user fees (as long as no fee is being charged/requested for participating in your activity), but will be subject to a returnable $100 security deposit.
2. Payment of all rental fees and deposits must be made with rental application
3. The security deposit may be refunded all or in part, depending upon the condition of the facility following the activity and any cleaning or damage fees incurred are deducted.
4. The length of rental period includes preparation, set-up, and tear-down/clean-up times. If a group uses a facility for a portion of an hour, they will be charged for the full hour.
5. The security deposit will be returned to the Organization/Representative within 7 days of the last date listed for the event, provided the user has not violated the rules set forth in this agreement and has returned all keys to the Recreation Department.
Insurance Requirements
The Organization/Representative shall obtain a policy, or policies, of general insurance in the state of New Hampshire that provides coverage for personal injury and property damage in the amount of at least $1,000,000 for each person, and $2,000,000 total for personal injuries or death suffered by any person or persons arising from the use of the facility or the services provided. The Organization/Representative shall name the Town of Hopkinton as named insured and the Organization/Representative shall provide notice to the Recreation Department of proof of insurance in the form of a certificate of insurance at least ten (10) days in advance of the event. Failure to obtain a certificate of insurance does not constitute a waiver of such insurance by the Town of Hopkinton. Failure of a group to provide the
Recreation Department with a certificate of insurance will result in the cancellation of the event and the Organization/Representative will be responsible for any fees incurred.
Building Setup & Cleanup
1. Cellophane tape, nails, screws, staples, etc. are not permitted in/on the walls, woodwork, or fixtures. Masking tape is recommended.
2. The user shall be responsible for set-up, breakdown, and clean-up of the area(s) used. Failure to leave the facility clean will result in the user forfeiting all or a portion of the security deposit to cover the costs of janitorial services or repair services.
Cancellation Policy
1. A full refund will be given if the Recreation Department receives a two-week notice that the event will not be taking place. A 25% fee (from the total registration amount) will be assessed if the Organization/Representative does not give two weeks notice. There will be no refund given if the event is cancelled within 7 days of the event.
2. The Recreation Department reserves the right to cancel your function at anytime, even when it is in progress, should you or any of your guests violate terms to this agreement.
3. This cancellation may be at the Recreation Director's sole discretion; this decision will be binding and final. ~In such cases, the Recreation Director shall retain all payments and shall not be liable for any charges or forfeited deposits imposed by your caterer, contracted equipment provider or other service providers.
Other
1. Chaperones are required for groups whose participants are below 18 years of age. All chaperones must be 21 years of age or older and are subject to the approval of the Recreation Director. The number of chaperones required will be vested solely with the Recreation Director who will exercise his judgment and experience in determination of the required number.
2. A key for Columbia Hall can be signed out at the Recreation Department the day of an event or the last working day prior to weekend or holiday use. Key must be returned the next working day to the Recreation Department. Security deposits will not be refunded until key is returned. A $25 fee will be assessed if key is not returned within three working days of event’s end.
3. Delivery of supplies or equipment will not be accepted in the facility prior to the indicated beginning time for the rental without prior approval from the Recreation Director.
4. No alcoholic beverages are permitted in Columbia Hall or within the grounds.
5. Smoking is not permitted within Columbia Hall or within ten (10) feet of entrances and exits. The user must ensure a receptacle is available for any outdoor smoking and for taking away of any receptacle.
6. Use of areas within Columbia Hall not specified on the Columbia Hall Reservation Form will result in additional fees.
7. The Town of Hopkinton is not responsible for any lost, stolen, or damaged property belonging to members of rental groups utilizing Columbia Hall.
Policy Exceptions
Any exceptions to this policy will require the approval of the Recreation Director. Requests must be made in writing and accompany your Columbia Hall Reservation Form.
I hereby certify that I have read the Rules and Regulations for Rental & Use of Columbia Hall and will see that my activity will abide by these rules.
Signature: ___________________________Title: __________________ Date: ________
(Hopkinton Recreation Department Copy, sign and return with reservation form)
Hopkinton Recreation Department
Columbia Hall Rules and Regulations
Payment of Fees & Deposit Returns
1. Non-profit groups may be exempt from the established user fees (as long as no fee is being charged/requested for participating in your activity), but will be subject to a returnable $100 security deposit.
2. Payment of all rental fees and deposits must be made with rental application
3. The security deposit may be refunded all or in part, depending upon the condition of the facility following the activity and any cleaning or damage fees incurred are deducted.
4. The length of rental period includes preparation, set-up, and tear-down/clean-up times. If a group uses a facility for a portion of an hour, they will be charged for the full hour.
5. The security deposit will be returned to the Organization/Representative within 7 days of the last date listed for the event, provided the user has not violated the rules set forth in this agreement and has returned all keys to the Recreation Department.
Insurance Requirements
The Organization/Representative shall obtain a policy, or policies, of general insurance in the state of New Hampshire that provides coverage for personal injury and property damage in the amount of at least $1,000,000 for each person, and $2,000,000 total for personal injuries or death suffered by any person or persons arising from the use of the facility or the services provided. The Organization/Representative shall name the Town of Hopkinton as named insured and the Organization/Representative shall provide notice to the Recreation Department of proof of insurance in the form of a certificate of insurance at least ten (10) days in advance of the event. Failure to obtain a certificate of insurance does not constitute a waiver of such insurance by the Town of Hopkinton. Failure of a group to provide the
Recreation Department with a certificate of insurance will result in the cancellation of the event and the Organization/Representative will be responsible for any fees incurred.
Building Setup & Cleanup
1. Cellophane tape, nails, screws, staples, etc. are not permitted in/on the walls, woodwork, or fixtures. Masking tape is recommended.
2. The user shall be responsible for set-up, breakdown, and clean-up of the area(s) used. Failure to leave the facility clean will result in the user forfeiting all or a portion of the security deposit to cover the costs of janitorial services or repair services.
Cancellation Policy
1. A full refund will be given if the Recreation Department receives a two-week notice that the event will not be taking place. A 25% fee (from the total registration amount) will be assessed if the Organization/Representative does not give two weeks notice. There will be no refund given if the event is cancelled within 7 days of the event.
2. The Recreation Department reserves the right to cancel your function at anytime, even when it is in progress, should you or any of your guests violate terms to this agreement.
Hopkinton Recreation Department
Columbia Hall Rules and Regulations
3. ~This cancellation may be at the Recreation Director's sole discretion; this decision will be binding and final. ~In such cases, the Recreation Director shall retain all payments and shall not be liable for any charges or forfeited deposits imposed by your caterer, contracted equipment provider or other service providers.
Other
1. Chaperones are required for groups whose participants are below 18 years of age. All chaperones must be 21 years of age or older and are subject to the approval of the Recreation Director. The number of chaperones required will be vested solely with the Recreation Director who will exercise his judgment and experience in determination of the required number.
2. A key for Columbia Hall can be signed out at the Recreation Department the day of an event or the last working day prior to weekend or holiday use. Key must be returned the next working day to the Recreation Department. Security deposits will not be refunded until key is returned. A $25 fee will be assessed if key is not returned within three working days of event’s end.
3. Delivery of supplies or equipment will not be accepted in the facility prior to the indicated beginning time for the rental without prior approval from the Recreation Director.
4. No alcoholic beverages are permitted in Columbia Hall or within the grounds.
5. Smoking is not permitted within Columbia Hall or within ten (10) feet of entrances and exits. The user must ensure a receptacle is available for any outdoor smoking and for taking away of any receptacle.
6. Use of areas within Columbia Hall not specified on the Columbia Hall Reservation Form will result in additional fees.
7. The Town of Hopkinton is not responsible for any lost, stolen, or damaged property belonging to members of rental groups utilizing Columbia Hall.
Policy Exceptions
Any exceptions to this policy will require the approval of the Recreation Director. Requests must be made in writing and accompany your Columbia Hall Reservation Form.
I hereby certify that I have read the Rules and Regulations for Rental & Use of Columbia Hall and will see that my activity will abide by these rules.
Signature: ___________________________Title: __________________ Date: ________
(Customer Copy, please keep for your reference and records)
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