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Board Room Rental- Contract

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    ENTERTAINGING AT THE AMERICAN LUNG ASSOCIATION  –   JACKSONVILLE   American Lung Association invites you or your organization to host an event at out office. For size and availability, please contact Karen Hughes at 904-520-7117 . General Information  Cooperate entertaining fees include facilities fee which covers after hours HVAC, security, overtime, etc. For a list of general charges please see attached. One or more members of the American Lung Association staff must be present during your event. All events must be sponsored and attended by an American Lung Association member. All event host(s) must be present until final cleanup has been completed. For approved outside groups, there is an additional fee for the rental or special equipment. Technical specifications are available upon request. The following information will be needed at the time of request for use of the facilities. 1.    Name of Business of Organization 2.    Name of sponsoring ALA Member. 3.   Type of Event 4.    Name of contact person, title, and phone number 5.   Phone number of business or organization 6.   Physical address of business or organization 7.   Mailing address of business or organization 8.   Do you intend to use any of American Lung Association’s AV equipment?  9.   Will you be playing any videos, CD’s or DVD’s?  10.   Are there any special presentation aids you will be using? 11.   Certification of insurance for business or organization and certificate of insurance for all vendors (if used), naming American Lung Association Reserves the Right To:    Deny usage to any group or for any  program    Cancel any event up to and including the day of the event if the person/organization and/or suppliers do not comply with rules and regulations    Approve ALL event advertising prior to distribution and publication    Have an ALA member(s) present at all times. American Lung Association Hospitality Rules and Regulations    All details must be finalized within 48 hours of your event.    Any revision(s) to events may necessitate additional facility fees.    Guests using the space must schedule a walk through with a project manager and/or ALA member no less than thirty (30) days  before the event to finalize all event details. Failure to do so will result in automatic cancellation of your event and loss of deposit.    All appointments held at the American Lung Association with suppliers or venders must be scheduled through our project manager.    Appointments to show space will need to  be rescheduled if the appointments are not kept within 30 minutes of scheduled time.    Failure to properly plan for additional attendees may result in the organization’s failure to accommodate your request.    Your reservation for one of the listed spaces will be guaranteed by our Executive Director, upon receiving signed event contract and payment, if applicable.    Suppliers and caterers may access the kitchen three hours prior to the event starting time.    Outside set up cannot begin in the Public Areas of the organization before 5:00 PM (Some exceptions made on Saturday or Sunday events).    An invitation to your event must be on file with our Executive Director.       At the end of all events, all decorations, flowers, catering, and event generated trash must be removed from the organization, the day or evening of the event, unless prior arrangements have been made. Preparation areas should be cleaned and mopped.    If the event requires that furniture is to be removed, the host is responsible for  providing volunteers to assist with this, under our supervision , or hire a preferred mover.    The organization will close at midnight to guests and suppliers unless prior arrangements are made.    The event host is responsible for renting all linens for the event, including those to be used at the registration table.    ALA can only provide 46 chairs for our  boardroom.    Free standing decorations must be approved  by American Lung Association.    Cut floral arrangements or other decorations must be approved by our Executive Director prior to the event.    Dancing and live music must be approved  by American Lung Association prior to the event.     No attachments may be made to the walls in any fashion. The following are PROHIBITED:    Events charging entrance fees    Alcoholic beverages    Cooking of foods on the premises    Candles, helium, glitter, confetti, rice,  birdseed, flower petals, or other similar materials as decoration    Blocking the American Lung Association signage    Food and beverages consumed at the entrance or service entrance of the building    Smoking anywhere inside the building We require that caterers:    Submit any set-up changes made, after walk through, to our Executive Director at least one week prior to the event.    Set up and break down all tables, chairs, and other equipment not belonging to ALA. Set ups for all deliveries must be coordinated with the Executive Director and set ups for meeting should not occur  prior to six hours before event.    Caterers are required to bring all their own catering equipment. ALA does not provide any catering/kitchen equipment.    Dispose of all event garbage in sealed bags as provided by American Lung Association at dumpster located outside on the right side of the building. There is an additional charge if the garbage is not disposed of  properly in the proper receptacle.    Clean and mop all preparations areas at event end.    The Hospitality kitchen dish washer is off limits to all caterers.    Set ups for all deliveries must be coordinated with the Executive Director.    All rentals should be picked up after the event ends. Following day pickups are not allowed unless priory discussed. We requite that all Musicians/DJs:      Provide electrical and space requirements to our Executive Director 30 days prior to event.    Set up and break down all equipment and tables used.    Provide covering for electrical cords, meeting safety regulations.    Provide linens to cover equipment tables.    Monitor volume levels throughout event, not to exceed regulations.     NO property is to be left inside the building for pickup at a later time without prior approval of the Executive Director.    Regarding Transportation and Parking:    Public parking is available at no additional cost.  American Lung Association    Is responsible for floor cleaning in the  public spaces      Is not responsible for event staffing, gift check, coat check       Is not responsible for any items misplaced or damaged      Should this event be cancelled due to an Act of God, both parties are relieved of responsibility and a refund of deposit will  be made to the renting/reserving party.      By signing the attached contract, the renting/reserving party agrees to indemnify, hold harmless and defend ALA from and against any and all claims, demands, damages, judgments, or liabilities of any kind whatsoever and any costs incurred in defending against the same.      The responsible party shall reimburse the organization for any damages of an kind whatsoever to the organization or any  property contained therein resulting from or arising out of this event, to the extent renting party, its guests, agents or suppliers cause such damage.   ________________________________ American Lung Association Representative  _______________________________ Organization Designee      EVENT CONTRACT 1.    _____________________________________________________________  Name of Business or Organization 2.    _____________________________________________________________  Name of Sponsoring ALA Member    3.    ____________________________________ /_______________ /_________ Type Event Date Time   4.    ________________________ /____________ /________________________  Name of Contact Person Title Email    5.    ___________________________________________ /__________________  Physical address of Business or Organization Phone Number    6.    _____________________________________________________________  Mailing address of Business or Organization   7.    _________________________________________ /____________________ Caterer Phone Number    8.   Do you intend to use any of the American Lung Association’s  AV Equipment? Yes No a.   If yes, describe how _____________________________________________ 9.   Will you have anyone speaking that will need a podium or microphone? Yes No 10.   Will you be playing any videos, CD’s. or DVD’s?  Yes No 11.   Are there any special presentation aids you will be using? Yes No 12.   Do you need Internet access? Yes No 13.   Do you have a prepared presentation to be displayed? Yes No a.   If yes, what format is it in?  _____________________________________________________ 14.   List any special requests  ____________________________________________________________________
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