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HomeMy WebLinkAboutBOWERS MUSEUM (18)INSURANCE NOT REQUIRED N-2024-172 WORK MAY CITY CLEPROCEED RKBOWERS MUSEUM DATE: MAY 15 1014 Facility Use Rental Agreement o.(,Noce) CD. aaJ •--" Museu The Bowers Museum is a venue for a variety of special events such as wedding receptions, elegant dinners, corporate cocktail parties, charity galas, and holiday parties. All facility renters must become Bowers Museum members at the Ninety -Six Dollar ($96.00) Family -level, or above, if not already members. A Facility Rental Agreement will be provided by the Bowers Museum for rental of Museum space. Patina Restaurant Group will provide a separate contract for catering of all food and beverages. Availability The Museum is general ly available for rental, Tuesday — Sunday between the hours of 8:00 a.m. and I1:00 p.m. Monday rentals are billed a minimum of One Thousand Dollars ($1,000.00) in addition to the regular facility rental fees. Special events cannot be scheduled in some areas of the Museum during normal operating hours (Tuesday — Sunday, 10:00 a.m. to 4:00 p.m.). All events are scheduled within the discretion of the Museum. Every effort will be made to accommodate requests. The selection of a date does not itself hold that date indefinitely. The Museum may hold requested date up to two weeks from initial contact with the Special Events Department. In order to reserve an event date, a deposit equal to fifty percent (50%) of all quoted rental fees plus membership, if applicable, must be paid — and the Facility Rental Agreement must be signed. Damase Deuosit Upon execution of the Facility Use Rental Agreement, renter shall provide to the museum a valid credit card to be held as a general damage deposit. Should damage occur to the premises, renter's credit card will be charged, and museum will forward a detailed accounting of charges to renter. If renter's card is not valid, renter will be billed for such damages, which will include an administrative service charge of ten percent (10%) of the total balance due. Should the premises be left in good condition, renter's credit card will not be charged. Should excessive damage occur, such items would be documented and invoiced to renter. Payment of such excessive damage is required within thirty (30) days. Should renter question such charges, they should contact the Special Events Department at 714-567-3623. Cancellations The 50% Rental Deposit is non-refundable except as specified herein. The Museum retains the option to cancel an event should the renter fail to comply with any of the provisions contained in this "Facility Rental Policies & Guidelines" for Special Events. In the sole case of the Museum being unavailable for renter's use on the agreed -upon date due to government orders related to the COVID-19 pandemic, renter will be refunded the 50% Rental Deposit if a mutually agreeable alternate date cannot be chosen. In all other instances, the 50% Rental Deposit is non-refundable and will be kept by the Museum. Revised: September 2020 Facility Rental Policies & Guidelines BOWERS MUSEUM Public Relations All printed materials, media announcements and other public relations communiqu6s relating to the event are subject to the approval of the Museum before they are in the final printing and/or distribution stages. If materials such as facility maps are requested with advance notice the Museum will endeavor to provide such material as is available. taffin Catering, decorating, audio/visual equipment and coordination are not part of the basic Facility Rental Agreement and must be arranged directly with the provider of such services and paid in accordance with their policies. As part of the facilities rental fees, the Museum provides security (Museum's entire building & Courtyard) and custodial staff appropriate to the event. For groups larger than 300, an additional security cost will be added. Catering and Alcoholic Beverages The Museum reserves the right to determine the areas where food and drink service is permitted. All food and alcoholic beverages will be made available to the renter via the Museum's restaurateur, Tangata, and catering staff. All catering costs are separate from Museum charges. For Food and Beverage please call Patina Catering, at 714-567-3630. Catering professionals only provide service of alcoholic beverages. Alcoholic beverages may not be served to minors. The general sobriety of guests is the responsibility of the renter. Public intoxication or other disorderly conduct, which jeopardizes the Museum, will not be tolerated and will be dealt with by the Museum Security staff. The service of red wine and grape juice at any event in carpeted areas of the facility is prohibited. Smoking is also prohibited on the Museum grounds. Set -Up. Decorations and Entertainment For large events utilizing certain areas of the facility, a walk-through with all involved parties (Caterer, Rental Company, Florist, AN, and Special Events Department) is required, and must be scheduled at least one (1) week in advance of the event. The Museum requires 48-hour notification of any event changes. On the day of the event, set-up must begin no earlier than 4:00 p.m., unless previously approved by the Museum. All deliveries must be scheduled with the Special Events Department two (2) weeks in advance. For Events that take longer than (2) hours to set-up, an additional fee will be 7' charged. For Vendors such as Bands, DJ's, Photo Booths, etc. a certificate of insurance is required. Rules to follow: No in can be tined, stapled, nailed or attached to any part of Museum property, only freestanding equipment or decorations may be used. This equipment must be itemized and a copy presented to the Special Events Department prior to the date of the event. ALL DECOR AND/OR EQUIPMENT MUST BE PICKED UP THE NIGHT OF THE EVENT UNLESS SPECIAL ARRANGEMENTS ARE MADE WITH THE SPECIAL EVENTS DEPARTMENT IN ADVANCE. Museum property, such as artworks, plants, and pots may not be moved. Rose Petals, Butterflies and Bubbles may be used at events. Candles must be enclosed in proper holders and unscented. CONFETTI, SPARKLERS, BIRD SEEDS, or RICE are NOT W1, allowed. NO BALLOONS in the John M. Lee Court. Doorways may not be blocked. All items must be at least five feet away from the museum artifacts. Special lighting and audio/visual equipment: No lighting can be installed unless installed by a professional lighting company authorized by the Special Events Department. Should any special electrical needs be required, the Museum must be notified at least two (2) weeks in advance. Electrical Revised: September 2020 1 Facility Rental Policies & Guidelines BOWERS MUSEUM circuits are limited and special equipment requires prior approval of the Special Events Department or Maintenance Office. Musical performances and other entertainment may take place only in certain areas of the Museum. No entertainers may perform in the gallery areas without prior consent of the Special Events Department. Break -Down and Clean-Un Breakdown must occur immediately after the event and all rental and decoration items must be removed. Renter and Caterer will ensure thorough clean up, including depositing all trash in the correct containers or carrying it away. In the event of non-compliance, the Museum will reserve the right to remove these materials at the renter's cost and liability. At the end of the event, break down must be completed within hours. Events that require a longer breakdown time will be charged an additional fee. Inclement Weather Plan Should rain, wind or other inclement weather occur on the day of an event being held outside in the Cleo Key Courtyard, Huang Sculpture Garden, or on the upper and/or lower patios of the Tangata Restaurant, guests will be moved inside to the Tangata Restaurant dining area. This applies to small events consisting of less than 100 guests. Events containing more than 100 guests will be moved to appropriate indoor areas when available. Security Museum security applies to the Museum's entire building & courtyard areas. The Museum does nOt provide security for its parking lots. All patrons assume the risk of any loss when they choose to park in any of the Bowers Museum parking lots. The Bowers is not responsible for any damage or loss to any automobile that is parked in any of the Bowers' parking lots. This information should be shared with all event guests. Revised: September 2020 1 Facility Rental Policies & Guidelines BOWERS MUSEUM Use Rental Al ecognition Awards Attn: Margarita Macedonio mmacedonio@santa-ana.org — 714.667.2288 Date: Thursday, June 27, 2024 Guest count: 300 Event time: 6:00pm-8:00pm Parking: North lot Setup start time: 3:30pm Cleanup must be completed bv: 9:30om At Discount Total Damage deposit his can be held with a valid credit card $5,000.00 HOLD $5,000.00 Family membership $96.00 Com limenta $0.00 John M. Lee Court 34,500.00 Complimentary $0.00 4K LCD screens $500.00 Complimentary $0.00 A/V technician x3hrs $50.00 per hour $150.00 Secur axd x4 x6brs $160.00 er hour $960.00 Housekee in x6hrs $30.00 er hour $180.00 Utilities x6hrs $70.00 per hour $420.00 Invoice Total $1,710.00 Payment Schedule Amount: Non -Refundable' Rental Deposit: $855.00 Immediatel Damage Deposit: Hold with Valid Credit Card $5,000.00 HOLD Balance Due: $855.00 5/27/24 Facility Reservation: In order to reserve an event date, a deposit equal to 50% of all quoted rental fees must be paid upon signing of Facility Use Rental Agreement. Damage Deposit: Upon execution of the Facility Use Rental Agreement, renter shall provide to the museum a valid credit card to be held as a general damage deposit. Should damage occur to the premises, renter's credit card will be charged, and museum will forward a detailed accounting of charges to renter. If renter's card is not valid, renter will be billed for such damages, which will include an administrative service charge of ten percent (10%) of the total balance due. Should the premises be left in good condition, renter's credit card will not be charged. Should excessive damage occur, such items would be documented and invoiced to renter. Payment of such excessive damage is required within thirty (30) days. Should renter question such charges, they should contact the Special Events Department at 714-567-3623. Cancellation: The rental deposit is non-refundable under all circumstances. The museum retains the right to cancel an event should the renter fail to comply with any of the provisions contained in this Facility Rental Agreement and the "Facility Rental Policies & Guidelines", for Special Events, receipt of which is acknowledged by renter's signature below. Cancellation Fees: $855.00 After: N/A The facility renter agrees to indemnify and hold harmless The Bowers Museum of Cultural Art and its directors, officers and employees from and against any and all claims, demands, costs, losses and expenses, including attorneys fees and expenses for the defense thereof, arising from or in any way related to the rental of the facilities by the facility renter. Renter hereby acknowledges that the renter had received and read a copy of the "Facility Rental Policies & Guidelines" for the use of The Bowers Museum of Cultural Art, an d accepts the conditions imposed and schedule of fees listed above. Renter Agrees to pay upon receipt of notification any additional charges for excessive wear, damage or extra clean- up services exceeding the damage deposit. RENTER: See attached SIgnatudre pa g BOWERSMUSEUM (,ig—) RENTER TITLE: 'In the event the museum is unavailable for renter's use on the agreed -upon date due to government orders related to the COVID-19 pandemic, renter will be refunded the 50% rental deposit. In all other instances, the 50% rental deposit is non-refundable and will be kept by the museum. Revised: September 2020 1 Facility Rental Policies & Guidelines N-2024-172 SIGNATURE PAGE FOR FACILITY USE RENTAL AGREEMENT IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: nathan T. Martinez Assistant City Attorney CITY OF SANTA ANA A� Alvaro Nunez Acting City Manager ma m f o N) \ o \J D _ CDR ) m / E $ n CD CL 2 > CD = } $ CD \ | a § o \ > _ m G R ■ \ CD § k ° - ) ( 3 \ (D $ E E § �F..=0 ƒ !D r] \ (` 0 §