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Home My WebLink AboutBOWERS MUSEUM (2) -2015O Cinu ie� B O W E R S M U S E U M N- 2015 -025 F -0 1 8 2015 Facility Use Rental Agreement Museum 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 Dollar ($90.00) 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 generally available for rental, Tuesday — Sunday between the hours of 8:00 a.m. and 11:00 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. Damaee 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. Cancellations The 50% Rental Deposit is non - refundable under all circumstances. 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. ]Public Relations All printed materials, media announcements and other public relations communiques 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. Staffing 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. t! ., Initial Initial POWERS MUSEUM 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. Initial Set-U11, Decorations and Entertainment For large events utilizing certain areas of the facility, a walk - through with all involved parties (Caterer, Rental Company, Florist, A/V, 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 charged. Rules to follow: Nothing can be tared, staLlIed, i e 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 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 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. M Initial Initial Break -Down and Clean -Ull 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 C jYC to remove these materials at the renter's cost and liability. At the end of the event, break down Initial must be completed within 1% hours. Events that require a longer break down time will be ..- .. - -_ -.. charged an additional fee. ::cvisa�d h�.irEt�ot�Fye¢ d, 20 t3� �' tau€ �iyd8ettfa ➢ &bolte�es�.C7giie@elines BOWERS MUSEUM ]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 200 guests. Events containing more than 200 guests will be moved to appropriate indoor areas when available. Se cu 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. Ii, awd:5,uI) tem her 4 ; €!C.? ..x- �.,..,�.�._. >.�..,� ..,�.,,._..�..,....�...�...m„ yc��Hd3z.-n 9'i.losirs fl;aEi.tc.Eieacs IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: -� MARIA D. HUIZAR Clerk of the Council CITY OF SANTA ANA of ,� DAVID CAVA OS City Manager Z OVED AS TO FORlvz Laura A. Rossini Assistant City Attorney BOWERS MUSEUM Facility Use Rental Agreement Attn: Tina Homer Email: THorner @santa- ana.org Date: Wednesday, April 22, 2015 Event: SAPD Annual Employee Awards & Recognition Ceremony (200) Time: 4:00 pm — 8:00 pm Location: Norma Kershaw Auditorium & John Lee Court No Exhibits: No Charge Parking Set-up only starts at 3:00 pro Clean-up must be completed by 9:30 pm *There is no tax Invoice Total $40000 latayment Schedule At Discount Total Family Level Membership - One (1) Year $90.00 $165 Paid- City of Santa Ana Damage Deposit (Held w/ a valid credit card) $2,000.00 $2,000.00 Not Applicable Flat Rate $235 $330.00 AV Assistant — Hourly 2 hours $35.00 per hour $70.00 *There is no tax Invoice Total $40000 latayment Schedule Amount: Non - Refundable Rental deposit $165 1/27/15 Damage De osit: Hold with valid credit card $2,000.00 Not Applicable Balance Due: $235 3/22/15 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 De posit: 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 9/6) 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 714567 -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: 1 $ 165 1 After 1 1/27/15 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 attorney's fees and expenses for the defense thereof, arising from of in any way related to the rental of the facilities by the facility renter. Renter hereby acknowledges that the renter bad received and read a copy of the "Facility Rental Policies & Guidelines' for the use of The Bowers Museum of Cultural Art, and accepts the conditions imposed and schedule of fees listed above. Renter A e to ay up n x eipt of notification any additional charges for excessive wear, damage or extra clean- up services exceeding the damage depos't� RENTER: /! /! `--�' ' BOWERS MUSEUM si [uve RENDER TITLE: l�ll, �,�1IX i° ldaLel��'I'77,VI \-KMer.,nf Discmvd�e��',venv� �� Credit Card Authorization Agreement CITY ATTORNEY'S OFFICE M29 Checklist For Standard Consultant Agreement * *A COMPLETE CHECKLIST INCLUDES ALL INFORMATION CONTAINED ON THIS SHEET AND A COPY OF ALL EXHIBITS ** The following items should be provided in requesting preparation of agreements for the City: • AGREEMENT NUMBER A- • PROJECT MANAGER, MAIL STATION and EXT: TINA HORNER EXT. 8650 • CITY AGENCY: POLICE DEPT DIVISION: COMMUNICATIONS • COMMENCEMENT DATE OF CONTRACT OR CITY COUNCIL APPROVAL DATE • NAME & LEGAL CAPACITY OF CONSULTANT: Provide the full, correct name and the type of entity of the Other Party, e.g. a Delaware Corporation, a California General Partnership, an individual doing business as, etc. Name of Contracting Party: JUDY MERS, DIRECTOR OF GALA & SPECIAL EVENTS FOR BOWERS MUSEUM Legal Capacity of Contracting Party: INDIVIDUAL • SCOPE OF WORK/PROPOSALS: provide a short description of the work the consultant will be doing. E.g., "XYZ Co. is skilled in elevator repair services," or "provide the City with after - school training in square dancing." FACILITY & USE AGREEMENT FOR BOWERS MUSEUM ON APRIL 22ND, 2015 A 6- 8:30PM FOR S.A.P.D. ANNUAL EMPLOYEE AWARDS & RECOGNITION CEREMONY • TERM OF AGREEMENT: Provide ending dates or duration of contract from effective date. If renewals are provided for, what are the terms and conditions of the renewals? Please note: In general the City cannot contract for more than a single fiscal year without having, set aside the entire contract amount in the current fiscal year. Term: End of Fiscal Year End of Calendar Year x other (please provide) APRIL 22ND, 2015 6-8 PM • INSURANCE: Consultant will be required to carry City's standard insurance requirements and Additional Insured Endorsement (Exhibit B to standard agreement). Will professional errors and omissions coverage be needed? Professional Liability (E &0) Coverage Yes No • COMPENSATION: Is this a flat -fee contract or time and materials? What rates apply? Are expenses included or billed separately? What expenses are reimbursable? What is the maximum contract amount for services? What is the maximum amount for reimbursable expenses? FLAT ROOM RATE $330.00. Audio/Visual ASSISTANT $35.00 per hour, FOR 2 HOURS TOTAL FEES: $400.00 • PAYMENT SCHEDULE: Will there be milestones and progress payments? If so, what are the milestones, and what percent of the total contract amount is each progress payment? NO • NOTICES: To what address shall notices be sent to the consultant? Contact Person? FAX number? 2002 N MAIN ST. SANTA ANA, CA 92706 714/567 -3603 Fax number 71.4/567 -3623 Phone number JNlcr0a�bowers.orjL _ Emai] address • SIGNATORIES: What is the name and title of the individual(s) who will sign on behalf of the Other Party? If the Other Party is a corporation and the signatory is not a president, vice president or CEO evidence of the signatory's authority must be provided, either in the form of a resolution of the Board of Directors, attested by the corporate secretary, or in the form of a letter signed by the corporation's president, vice president, chief executive officer or corporate secretary. If the Other Parry is a partnership, the signature must be a general partner. Name THUY NGUYEN Its V.P. ADMINISTRATION /CHIEF FINANCIAL OFFICER (e.g., President, Chief Executive Officer, General Partner) • SPECIAL PROVISIONS: (ownership of work product, Please state any special provisions you want included in the contract. • DOES CONSULTANT HAVE ANY OTHER OPEN AGREEMENTS WITH THE CITY? If so, please list each contract and the amount: • ADDITIONAL REMARKS: