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HomeMy WebLinkAboutBOWERS MUSEUM (17)City of Santa Ana 1 Clerk of the Council cam OfficeUse Only ;ter ------------------ AGREEMENT TERMINATION FORM i Please complete this form in its entirety when the attached agreement and all j amendments (if any) are no longer in effect. C,' I 'r Note: If your agreement is grant related, please ensure that all grant retention requirements .Fl have been satisfied prior to signing the termination form. ✓ Is the agreement(s) a permanent record? Yes No ! Return form to the Clerk of the Council Office (M-30). Call 647-1520 if you have any questions. The agreement with �b')w4-s 4Aseurn No. N-2018-026 was completed on ? "11 ' 1 and final payment has been made. (List all amendments. Use space below if needed.) Department: Phone/Ext.: `�U50 T902o?-3 Signature: 1:XAV.W>Al Date: E-1 -1 Z' r Sg Revised: 10-18-16 WR 16 V$ BOWERS MUSEU.M N-20`18-026 y�i•~ Facility= Use Rental Agreement t" meg_` Museum The Sowers 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 Sowers Museum members at the Ninety Six Dollar ($W00) Family -level, or above, if not already members. A Facility Rental Agreement will be provided by the Sowers Museum for rental of Museum space. Patina Restaurant Group will provide a separate contract for catering of all food and beverages. Availability The Museum iseg nerally available for rental, Tuesday — Sunday between the hours of $:00 a.m. and 11:00 p.m. Monday rentals are billed a minimum of One Thousand Dollars ($+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 elate does not itself hold that elate 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. M tlu*i 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 1ttPel 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. S affill 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. I'tcji+cd: ,11111c 2017 1 Facltitc itontai Policies & GMdethics BOWERS MUSEUM Catering and Alcoholic Beveraves 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 -Up. 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 rniri"i charged. For Vendors such as Bands, DJ's, Photo Booths, etc. a certificate of insurance is required. -- Rules to follow: Nothing can be taped, stanled, 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 LzrioE 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 trust 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 1ntiaf 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. Break -Dawn 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 IY2 hours. Events that require a longer break down time will be charged an additional fee. ftcl is I r tud� :iil' Faei�i t. C�rut�.il t'ulicics �C Guidrlin�. 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 100 guests. Events containing more than 100 guests will be moved to appropriate indoor areas when available. Sectiri 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. & N-2018-026 BOWERS MUSEUM Facility Use Rental Santa Ana Police Department Etnplocee Recognition & ��lrud Cetemom' Ann: Karen Letde,1-I-3-43-8630IdctLie i c;anci-an2.o Date: W cclnesdac, April l I, 3018 Tune: 6:00 pm — 9:00 pm Location: Norma Kershaw Auditorium No Charge parking No Exhibitions Set tip ftom 4:00 pm Clean -un const he cmm"leted by in•2n o. , Invoice Total $1,380.0a - w _` ,;- At Discount �e=" k. Total Family Membership (I tear) $96.00 PAID be Ci of Santa \ria Damage Deposit (This can be held with a Vdid Credit Card) $3,000.00 Held $3,000.00 Norma Kershaw Auditorium $1,500.00 .00 Securin', Housekee ui , blauitenance AV — 3 hours $1,330.00 $.30 er horn '$1,230.00 $150.00 Invoice Total $1,380.0a - w Non -Refundable Rental Deposit $615.00 2/8/18 Damage Deposit: Hold with valid credit card $2,000.00 2/8/18 Balance Due: $765.00 3/11/18 Facility Reservation In Order to reserve an event dare, a deposit agwd to 50"" ufall quoted rental Fees must he paid upon signing of Facdtr L Rental Agrecmcnt. - Damage Deposit Geon execution of the 1�acility Use Rental :\grcnrr - renter shall provide to the museum a valid credit card to he held as a gencrxl damage deposit. Should damago occur to the premises, renter's credit card will be charged, and museum will forwarda detailed accounting of charges to tenter. It renter; card is cox valid, renmr will be bided for such damages, which will include an adeninisrairive service charge of ten percent j 10" y) of the total balance due. Should the premises be left in good condition, renmt s creditcard will not be charged. Should excessive damage occur, such items nvould be documented and unvoiced to renter Pavmenr of Such exccssiec damage is required within thirty !30) days. Should renter question such chargee, tier, should courier the Special Evcn s Departmentat711367-3613. Cancellation -Che rental deposit is non-refundable under all circumstances. the museum retains the right to cancel an event slionld the center fail to comply with am, of die provisions contained in dais Facility Rcnod Agreement and the "6acilit)' Reutal Policies & Guidelines", for Special Evcnrs,. receipt of which is acknowtedged by renter's signature below. Cancellation Fees: $fili.00 After. 2/8/16 The Facility renter ahnecs to hndemnib= and hold harrric s'I'lie Bowers iAIuseum ofCultural"--Art and it., directors, office, and employees Ecom and against no,and all Blairs, demands, costs,losses :cod expenses, including attoalev fees and expenses for the defense tnoreof, arising final or in any w n related r, the rental of tile Cacifiri,s bs the Facility ruitcr Renter herehv acknowledge, that rine renter had ecce need and read in copy of the 'Ft¢ility Rental policies & (sidelines" for the use act The Bowers Museum ofCulmral _Art, and accepts the conditions imposed and schedule of fees fisted abuse. Rumen -Agrees to pay upon receipt of untificadon anv additional charges for e:ecessivc wear, damage or extra dean- up services exceeding rine damage deposit. p BOWE I��'m.1i F'CCVI 4lgrtemrul �.� !date) Rr: TI:R rrrl.e: _---- God &;t,�em�. City Manager IV1A91AD.--iUIZAf2 N-2018-026 BOWERS MUSEUM Credit Card Authorization Agreement Name Billing Address City State Zip Code Contact Number []Cd Businces f{ome E -Mail Address For the Damage Deposit, Please Use My: Ames NlasterCard Visa Amount For Payment, Please Charge My: Ames MasterCard Visa Amount Can the same Credit Card be used for the balance due? Yes No Card Number Name as it appears on the card Cardholder's Signaft.ire. Expiration Date: CVC Security Code: Upon Completion, Please Return This Payment To: Bowers Museum Special Events 2002 North Main Street, Santa Ana, California 92706 ATTEST: MARIA D. HTJIZAR. Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney ITARO ` Assistant City Attorney RECOMMENDED FOR APPROVAL: p�FD LENTIN, Acting Chief of Police N-2018-026 CITY OF SANTA ANA atK l Godinez II S City Manager