Facility Rental Application

RENTAL OF FACILITIES TO OUTSIDE GROUPS

Boys & Girls Clubs of the Coastal Bend
3902 Greenwood Drive
Corpus Christi, TX 78416
(361) 853-2505 | info@bgccb.org

OUR MISSION AND VISION
Since 1957, it has been Boys & Girls Clubs of the Coastal Bend’s mission to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. Our vision is to provide a world-class Club experience that assures success is within reach of every young person who enters our doors, with all members on track to graduate from high school with a plan for the future, demonstrating good character & citizenship, and living a healthy lifestyle.

STANDARDS OF CONDUCT
All conduct detrimental to the purpose of the Boys & Girls Clubs of the Coastal Bend, such as, but not limited to, profane language or fighting, is prohibited. Use or possession of any tobacco products, drugs, or alcohol (except Hall Rental) is not allowed within the confines of the Boys & Girls Clubs of the Coastal Bend facilities or on the property. (If requesting use of alcohol for the hall rental, must have extra insurance and a certified TABC Server(s). Visit with the Director of Operations for process.)

The Boys & Girls Clubs of the Coastal Bend assumes no responsibility for loss of valuables or personal property. The user assumes all responsibility for security during use of facilities.

USE OF THE BOYS & GIRLS CLUBS OF THE COASTAL BEND NAME
Use of the Boys & Girls Clubs of the Coastal Bend facilities is not endorsement or sponsorship of the event or the group by the Boys & Girls Clubs of the Coastal Bend. Publicity will be designed in such a way that no suggestion of endorsement or sponsorship is implied. All publicity and public mention of the Boys & Girls Clubs of the Coastal Bend must be cleared in advance by the Boys & Girls Clubs of the Coastal Bend Chief Executive Officer or designated representative.

SUPERVISION
Each Renter will provide a person 21 years of age or older who is responsible for the enforcement of the standards of conduct expected by the Boys & Girls Clubs of the Coastal Bend. Youth Groups must have at least one such person for each 15 youths unless prior approval is obtained from the Chief Executive Officer of the Boys & Girls Clubs of the Coastal Bend in writing. Co-ed groups, under the age of 18, require a minimum of 1 male and 1 female supervisor.

The using group is responsible for preservation of the condition of all areas of the facility with which they come in contact, including the parking areas and the rest rooms. The Boys & Girls Clubs of the Coastal Bend reserves the right to have one of its staff attend any meeting held at the Boys & Girls Clubs of the Coastal Bend. The Boys & Girls Clubs of the Coastal Bend does not assume responsibility for taking messages for participants or giving information prior to rental. All accidents/incidents must be reported to the Director of Operations or Chief Executive Officer immediately and in writing within 24 hours. Any time the Club facilities are closed because of weather, all activities will be cancelled with no additional charges to rescheduling.

PARTICIPANTS WHO ARE MINORS
If the Renters’ use of the property will involve any participants who are minors (including minor children of participants), then the Renter warrants that he/she has exercised a high degree of care in conducting background investigations of all persons who will have access to one, or more minors, to determine their suitability for working with, or being present with minors during the renter’s use of the property under the terms of this agreement. The Renter further warrants that he/she will use a high degree of care in supervising all activities involving minors during the use of the property under the terms of this agreement.

DECORATION
It is the responsibility of the Renter to schedule a designated time to meet with Director of Operations before 48 hours prior to the event. A time to decorate will be arranged between the Director of Operations and the Renter. All decorations must meet local fire department regulations and be approved by the Director of Operations of the facility being rented. Renter must not damage walls, curtains, woodwork, blinds, etc. Use of nails, screws, tacks, or tape is prohibited. All decorations and the attachments must be removed completely and immediately after the event.

Food and drinks must be served in the designated appropriate areas. (These are not allowed in the gym.)

HALL/FIELD/GYM/ROOM ARRANGEMENTS
At the end of the rental, facilities are to be returned to the condition they were in before the rental. Renters are expected to clean-up and return furniture and/or equipment to original location. Special setups and clean-ups are available at an extra cost. Costs of extra clean-up/setup and or damage to the Boys & Girls Clubs of the Coastal Bend is the sole responsibility of the renter. Only prepared food is allowed in the Hall. The kitchen is not included in this contract and is not to be used by renter.

Use of computers, copy equipment and other office supplies are not available for outside use.

MEDIA
If you are planning to have media coverage of your event, please provide media press release to Boys & Girls Clubs of the Coastal Bend no later than 1 week before the event. If media coverage occurs during the event, please notify the Director of Operations immediately.

RESERVATION
The facilities are not considered reserved until a signed copy of this agreement is filed with the Boys & Girls Clubs of the Coastal Bend, approval is made by the Director of Operations and a required deposit paid. The Boys & Girls Clubs of the Coastal Bend reserves the right to cancel a reservation at any time. Club programming and space needs will always take precedent.

DEPOSIT
No facilities are reserved until the deposit is received. The balance of payment is required, at least 5 business days before use, unless other arrangements are made. Damages during a rental will result in a loss of deposit, and additional charges may occur based on the fair market value of the equipment or facility damage. Deposits made to hold the rental will be forfeited for. Cancellations made less than 48 hours before the event will result in a forfeited deposit.

CONTROL NOT EXERCISED OR RETAINED
The Boys & Girls Clubs of the Coastal Bend shall continue to exercise control over the property during the use thereof by the Renter. The Renter assumes full responsibility for the safety, security, and supervision of the property, and all activities occurring thereon, during its use under the terms of this agreement. If the Boys & Girls Clubs of the Coastal Bend identifies improper conduct and use of the facility, the Renter and all guests will be asked to leave the facility and grounds immediately and there will be no refund of fees or the deposit.

INDEMNIFICATION
In consideration of the contract granted by this agreement, the renter shall not claim any damages from the Boys & Girls Clubs of the Coastal Bend in connection with or on account of any injuries or damages arising in or on the property while being used by the renter and its members, guests, or participants, including students, employees, agents, and representatives and the renter further agrees to indemnify and hold harmless the Boys & Girls Clubs of the Coastal Bend and its officers, agents, and employees from any and all claims or damages in connection with the use of the property by the renter and its members, guests, or participants including students, employees, agents, and representatives.

ASSIGNMENT
The renter may not assign any right or interest under this agreement without the prior written consent of the Boys & Girls Clubs of the Coastal Bend.

NO LANDLORD-TENANT RELATIONSHIP
It is expressly agreed and understood that this agreement shall not operate or be construed to create the relationship of landlord and tenant between the Boys & Girls Clubs of the Coastal Bend and renter under any circumstances whatsoever.

INSURANCE
The renter warrants that it carries liability, medical, and property insurance (and worker’s compensation, as required) in an amount sufficient to cover risks and exposures resulting from its use of the property pursuant to the terms of this agreement. Renter’s Insurance Coverage must include all participants for the rental period, as well as the decided upon decorating period.

NO WARRANTY REGARDING PREMISES
The Boys & Girls Clubs of the Coastal Bend does not warrant or represent that the property is safe or suitable for the purposes for which it is permitted to be used under the terms of this agreement. The renter, for itself and on behalf of all its members, guests, or participants who will be using the property, acknowledge that the Boys & Girls Clubs of the Coastal Bend is providing the property and any approved use of appliances on an “as is” basis.

CERTIFICATES OF INSURANCE
Non-Boys & Girls Clubs of the Coastal Bend groups using the Clubs must show proof of insurance by having a certificate of insurance sent to the Boys & Girls Clubs of the Coastal Bend 5 business days prior to the scheduled event. The minimum coverage for general liability insurance is a $2,000,000 per occurrence. Such coverage shall apply to bodily injury and property damage. To serve alcohol, additional liability insurance must be included. Individuals serving alcohol must be TABC certified. The Boys & Girls Clubs of the Coastal Bend assumes no liability regarding use of its facilities. The Boys & Girls Clubs of the Coastal Bend reserves the right to decline any request. The renter further agrees to have the Boys & Girls Clubs of the Coastal Bend named as an additional insured, on a primary basis, and will provide a certificate of insurance showing the Boys & Girls Clubs of the Coastal Bend as an additional insured, on a primary basis.

TABC certifications may be obtained on www.tabc.com

See attached for Sample Insurance Certification for General Liability. Suggested insurance companies are ACORD, Progressive, & Geico or 24hr Insurance-Insure Me Today www.insuremetoday.com/, Insurance Provider: www.eventhelper.com

Any exceptions to the above policy may be submitted in writing to the Boys & Girls Clubs of the Coastal Bend’s Chief Executive Officer for review.

RENTAL AGREEMENT

* Indicates required field

Name/purpose of group/rental *

Date(s) of rental *

Driver's License # *

Name of unit to be rented *

Setup Time *

Take Down Time *

Area(s) to be rented (select all that apply): *

Banquet Hall Athletic Fields Gym/Room Area

Number of male adults (21+) anticipated *

Number of female adults (21+) anticipated *

Number of male minors anticipated *

Number of female minors anticipated *

Please provide an anticipated number of youth at each age listed below
(Enter zero (0) for the ages that do not apply to your rental)

Under 5 boy *

Under 5 girl *

5 boy *

5 girl *

6 boy *

6 girl *

7 boy *

7 girl *

8 boy *

8 girl *

9 boy *

9 girl *

10 boy *

10 girl *

11 boy *

11 girl *

12 boy *

12 girl *

13 boy *

13 girl *

14 boy *

14 girl *

15 boy *

15 girl *

16 boy *

16 girl *

17 boy *

17 girl *

18 boy *

19 boy *

19 girl *

20 boy *

20 girl *

Total boys *

Total girls *

Is alcohol planned to be provided? *

If yes, provide the name(s) of individual(s) planning to serve alcohol. If no, enter N/A *

If, yes, security is mandatory. Please provide the name of the security company to be used. If no, enter N/A *

Name of Renter *

First

Last

Address *

Line 1

Line 2

City

State

Zip Code

Country

Phone Number *

Certificate of Insurance (liability) on file? *

Special Arrangements? If no, enter N/A *

SPECIAL EVENT INDEMNITY AGREEMENT for the use of the (name of area) for (name of event) sponsored by (known as “Renter”) on (date and time) .

Name of Area *

Name of event *

Name of individual known as "Renter" *

First

Last

Date and time *

Renter agrees that it will indemnify and hold and save the Boys & Girls Clubs of the Coastal Bend (known as “BGCCB”) whole and harmless of, from and against all claims, demands, actions, damages, loss, cost, liabilities, expenses and judgments recovered from or asserted against BGCCB on account of injury or damage to person or property to the extent that any such damage or injury may be incident to, arise out of, or be caused, either proximately or remotely, wholly or in party, by an act, omission, negligence or misconduct on the part of Renter, the BGCCB or any of their respective agents, employees, contractors, patrons, guests, licensees, or invitees, or of any other person entering in or upon the property of BGCCB on (date and time) for the purpose of (name of event) with the express or implied invitation or permission of Renter, or when any such injury or damage is the result, proximate or remote, of the violation by Renter, the BGCCB and or any of their respective agents, servants, employees, contractors, patrons, guests, licensees or invitees of any law, ordinance or governmental order of any kind, or when any such injury or damage may in any other way arise from or out of the occupancy or use by Renter, its agents, employees, contractors, patrons, guests, licensees or invitees. Renter covenants and agrees that in case BGCCB shall be made a party to any litigation against Renter or in any litigation commenced by any party, then Renter shall and will pay all costs and expenses, including reasonable attorney’s fees and court costs, incurred by, or imposed upon BGCCB by virtue of any such litigation. These terms of indemnification shall be effective unless such damage or injury may result from the gross negligence or willful misconduct of BGCCB.

The signature of Renter’s representative hereon indicates that (renter's representative) is the authorized agent of Renter and has the authority to bind Renter by his or her signature upon this Indemnity Agreement.

Date and time *

Name of event *

Name of renter's representative, if applicable *

First

Last

Electronic Signature (Renter or Renter's Representative) *

Date Approved by BGCCB *

Signature of Director of Operaions for BGCCB *

FACILITY RENTAL FEES

Banquet Hall
$250.00 for a minimum of 4 hours to rent the Hall; additional $125 per hour after 4 hours minimum. A certified security guard must be used for groups of 75 people or more (ratio: one security guard per 75 people) and/or whenever alcohol is served regardless of the number of people-$50 per hour per guard.

Athletic Fields
$25.00 per hour for one field or $40 per hour for two fields based on a monthly calendar of projected use, by the first of each month. There will be no refunds based on non-use by Renter.

Gym/Room Area
$50 per hour during BGCCB regular operating hours (if club is closed additional $20.00 per hour for staff)’

Deposits
A refundable deposit of $300.00 for the Banquet Hall, a $150.00 refundable deposit for the Gym, and a $100.00 refundable deposit for the Fields is required at the time of application.

Set up
$75.00 per hour

Which area of the facility would you like to rent? Choose All That Apply *

Banquet Hall Athletic Fields Gym/Room Area Set up

***TERMS OF CONTRACT AND PRICES SUBJECT TO CHANGE WITH 30 DAYS NOICE
***THERE WILL BE A CHARGE OF $35.00 FOR ANY RETURNED CHECKS.

(please proceed to the bottom of this application to submit rental agreement)

INTERNAL OFFICE USE ONLY

Rental date *

Area/rooms to be used *

Hours used *

Fees *