Dovercourt Community Hall
Dovercourt Community Hall Rental Agreement
--LSD SW 18-37-6W5
Box 30 Site 2 RR#3, 65080 (Blue Sign #)
Rocky Mountain House, Alberta T4T 2A3
Renter’s Name:______________________________________________________________________
Address:_____________________________________________________________________
Phone ____--______---_____________ Fax_____---_________----__________________
Email__________________________________
Event__________________________________Date__________________________________
Term of Rental: Renter agrees and understands that they must be available and present at all times during the function. The renter desires to rent from the owner, Dovercourt Community Hall, and agrees to respect and abide by quiet times for outside activities of 12(midnight) or as confirmed by bylaw officers.
Type of Booking:
Gift, meeting, funerals, showers etc. (up to 3 hours) $150+GST __________
(No Kitchen use, if require use of the kitchen $100.00 + GST, This does not include any facility staple supplies of any kind) ________
Kitchen (only) Rental is $200+gst/day of use. (This does not include any facility staple supplies of any kind). _________
Half Day Rental (up to 6 hours, includes kitchen, this does not include any facility staple supplies of any kind) $275+GST __________
Day Rental (8 hours, includes kitchen, this does not include any facility staple supplies of any kind) $350+GST __________
Wedding (includes kitchen, this does not include any facility staple supplies of any kind):________
Approximately how many people will be attending_______?
Upon booking the hall, the renter will be required to pay the following to Dovercourt Hall, a $100 non-refundable booking fee, a $200 damage deposit and a holding fee, which is also half of the rent ($325 + $16.25 gst); a total of $641.25. On or before the event date the remainder of the rent ($325 + $16.25 GST) is due.
The damage deposit of $200 will be refunded 45 days after your event if no damage is found, no items are missing and the renter’s cheque has cleared the bank. If the renter cancels the booking 90 days or less from the event date, the damage deposit of $200 is returned. If the hall can be re-rented for that date, you will be refunded $325.00+GST; if it is not rebooked, the holding fee ($325.00+GST) is retained by the hall.
The cost to rent the hall:
Non Refundable Booking Fee $ 100.00
Damage Deposit $ 200.00
Holding Fee $ 325.00
Rent $ 325.00
GST $ 32.50
Total $ 982.50
Refundable Damage Deposit -$ 200.00
$ 782.50 Total
-Projector available for hall use for an additional $75.00 + GST per event ________
-Friday the Renter, if decorating, will be given six hours 12:00 pm entry (unless otherwise agreed upon). Unless Friday was already previously rented. This must not result in any damage to the facility. There is to be no tacks, tape, nails etc. used on the walls. There is to be nothing attached to ceiling tiles. Absolutely no confetti or similar material is to be used in the facility.
-There shall be NO USE of wicked candles, FLAME LESS CANDLES ONLY.
-Saturday 8:00 am entry (unless otherwise agreed upon) All persons must be out by 2:00 am. Decorations, possessions, food, alcohol, and gifts may be cleaned up Sunday 8:00 am to 10:30 am unless it conflicts with another event that has been previously booked(unless otherwise agreed upon). (If another event has been booked then decorations, possessions, food, alcohol, and gifts must be out by 2:00 am)
-Sunday the renter at the time of booking may pay an additional fee for a gift opening/breakfast for 3 hours, entry time 8:00 am exit time 1:30 pm if no conflicting previous event has been booked (This must be booked the day the contract is signed). $150.00+ GST ________
-The Renter may use the yard for vehicle parking. Trailers or Motor Homes may be parked in the ball diamond. Camping is permitted, but no open fires are permitted unless contained in the fire ring supplied. Dogs are allowed on premises with the exception of the hall, unless it is a medical dog. If dogs are in camping area it is your responsibility to clean up after them.
Smoking Policy: There is no smoking of tobacco or cannabis products inside any buildings on the property. Smoking is only allowed in designated areas, at least 5 metres from a doorway, window or air intake. It is the responsibility of the Renter to ensure that this is complied with.
Renters must return the hall to the bingo table format of table and chairs unless other agreement has been made. The kitchen must be put back to how it was and the outside area must be picked up of garbage.
If you are having Fireworks a permit must be obtained and a copy given to the hall.
If No alcohol will be present at your event: Please sign initial and date here:
Renter:______________________________________Date:________________
Witness:_____________________________________Date:________________
If Alcohol will be present at this Event the following rules will apply:
Dovercourt Community Hall will supply workers for the bar (but it is your responsibility to pay them prior to service). Minimum of 2 up to 200 persons over 200 guests you need 3 bartenders. The bar workers reserve the right to request ID of any individual(s) and if not presented will refuse to serve the individual(s). No one is allowed to give liquor to minors and if caught doing so will be asked to leave. If you are having a toonie bar the individual selling tickets must be 18 years of age or older. The Renter is responsible for the entire bar supplies and liquor license. The liquor license must be posted prior to any liquor being sold. NO liquor will be served past 1:00 am and all drinks must be consumed by 2 am. No exceptions. Bartenders are not responsible for floats, handling of money or ticket sales. Bartenders to be paid separately @ $125/each prior to function (8 hours 6:00 pm - Bar set up, Bar service 6:30 pm - 1:00 am for last call, Hall closure 2:00 am. If Service is required earlier an additional $15.00 per hour per bartender must be paid)
Mandatory Insurance coverage: If there will be liquor at your function, the County of Clearwater requires that you obtain Party Alcohol Liability (P.A.L) Insurance. Naming the County of Clearwater and the Dovercourt Community Hall as additionally insured. YOU MUST provide the Dovercourt Community Hall with a copy of this insurance. Minimum 2,000,000.00 Liability Coverage is necessary.
The Renter will indemnify and save harmless Dovercourt Community Hall from and against any and all action, claims demands, suits, proceedings, damage costs(including without restrictions, legal costs on a solicitor and his own client full indemnity basis) and expenses what so ever may be brought, made or incurred, by or against Dovercourt Community Hall by reason of arising out of, or in any way related to the use of the facility or license area by the Renter, its agents,
employees, invites or contractors.
Please email this contract to rental.dovercourthall@gmail.com
THE RENTER WILL, AT ALL TIMES, OBEY ALL LAWS, BY-LAWS, REGULATIONS AND POLICIES OF THE LOCAL AUTHORITY WITHIN WHICH THE FACILITY IS LOCATED, AS THEY MAY EXIST FROM TIME TO TIME.
IN WITNESS THEREFORE, THE PARTIES HERE HAVE EXECUTED THIS AGREEMENT
This______________Day of____________________________________________20________
Dovercourt Community Hall representative___________________________________________
Renter_______________________________________________________________(Please Print)
Signature_______________________________________________________________________
Summary/Checklist
_____Deposit ________ Date Paid___________
_____Balance $__________________.______to be paid on or one week before event________________(YYMMDD)
_____Copy of P.A.L insurance
_____Other Rental Balance Owing_________
_____Events Calendar Update
_____ **Kitchen is part of this agreement**