Oxbow Center Rental Packet

Facility Rate Schedule

The Oxbow Center convocation areas are available for meetings, banquets, receptions, etc. We can accommodate small groups and large gatherings, both public and private. Rental space includes tables and chairs. In addition to rented space, renters have use of patio areas, common lobby and restrooms. *Renters are not permitted access to playground equipment, the kitchen, nor the areas beyond the lobby.

Weekend/After Hours Rental Fees

• One Room (up to 41 people) $ 60
• Two Rooms (up to 82 people) $120
• Three Rooms (up to 123 people) $150
• Conference Room (up to 15 people) $25

Building Usage Fee

• All agencies using the building during business hours (8:00 am - 4:30 pm M-F) will be assessed a $50.00 building usage fee per room rented and have the option of purchasing setup/cleanup services at $25 per room.
• Renters using the building on weekends/after hours will be assessed a $60 building usage fee per room rented and Weekend/after hours rental fees are based on rental time up to four (4) hours.
• The assessment of an additional $30.00/hour/room will be assessed for each hour beyond 4:30 pm during business hours and for each hour over the four (4) hour allotment on weekends/after hours. The assessment of additional fees will be broken down into increments of 15 minute blocks, equaling $7.50 per every 15 minutes of overage.

Security Deposit

When required, security deposit will be equal to the amount of the rental. A separate payment must be submitted for the security deposit. In the event of damaged, destroyed or missing property, equipment, furnishings, etc., the individual or group reserving or using the facility will be expected to make restitution for repairs/replacements in addition to the assessed deposit. If damages have not been incurred, the deposit fee will be refunded via postal mail within 10 business days of rental. Please do not come to the Oxbow Center to pick up your deposit! It will be mailed to you.

Organizations, agencies and businesses in good standing may choose to have fees billed to them. For others, fees are due as follows:

(Your initials confirm your knowledge and acceptance of each)

• Security Deposit due at the time of reservation of the facility.
• Rental Fees and Setup/Cleanup Fees due at the time of reservation of the facility.
• Failure to cancel your reservation at least one (1) calendar week prior to the scheduled activity will result in the forfeiture of your security deposit.
• Upon completion of rental of the facility, inspection of the area used will be conducted. If the area is in good condition, your security deposit will be returned to you within 10 business days of the scheduled activity.

*Renters found in violation of rental access will be barred from future rental use.

Rental Guidelines & Policies

1. Scheduling priority will be on a first-come - first-served basis; however, Oxbow programs, activities and events take priority over rental usage.
2. All fees, including damage/security deposits and rental fees, are due upon reservation - exceptions to this policy will not be honored. As a courtesy, reservations may be tentatively scheduled for one (1) business day until said fees have been paid. Reservations will not be confirmed until all fees are paid in full.
3. TOBACCO USE WILL NOT BE PERMITTED INSIDE THE CENTER. Designated smoking areas are available at the rear of the Oxbow Center, ten (10) feet from the facility. Smokers must extinguish all smoking materials in the urns provided. All smokeless tobacco products are to be disposed of in the appropriate receptacles prior to entering the Oxbow Center.
4. All groups/individuals must have a signed, approved rental usage agreement on file prior to use of the facility.
5. Groups/individuals choosing to do their own set-up and clean-up must remove all refuse from the center and see that the facility is left in the same condition in which it was found (See accompanying Checklist for Rental Usage form).
6. Groups/individuals using the facility will be liable for any damage, destruction or repairs associated with their use of the facility.
7. Any group/individual renting the center for an activity which, by its nature, would exclude others from renting space in the center during the same time will be required to pay the full rental charge for all rooms of the center.
8. The Facility Director, or a designee, may at their discretion require groups or individuals to submit a certificate of insurance for activities or events for which are deemed a high risk rental activity or event. Additional fees may also apply.
9. Use of the center for profit-making functions, or for events for which an admission fee will be assessed, will require special consideration.
10. Long-term scheduling is generally discouraged.
11. On-site food preparation by renters is prohibited. A microwave oven may be made available upon request at no additional cost. Use of the Oxbow Kitchen by renters is strictly prohibited.
12. The facility is rented on an "AS-IS" basis. Renters are prohibited from attaching anything to the walls or ceilings of the center by any means whatsoever. Holiday decorations are not to be moved or removed without the approval of the Facility Director.
13. Renters are encouraged to recycle their aluminum cans and plastic bottles in the available receptacles.
14. CANCELLATION POLICY: Cancellation of reservations must be made within one (1) calendar week of the scheduled event. Failure to properly cancel your reservation as specified will result in the forfeiture of your security deposit or rental fees. Cancellation of an activity made within the time specified shall receive a full refund of the rental/security fees paid. Refunds will not be honored for cancellations received less than one (1) week prior to the scheduled event. When these specifications are met, all refunds will be issued by Oxbow Corporation to the original payer within 30 calendar days of the cancellation.

Request For Use Of Community Room

Use of the Oxbow Center is first-come, first-served. Return this form and submit it below. You must notify Oxbow Center of cancellation within 48 hours of scheduled event or you will be charged for the room(s) rental.

Billing Information

RENTAL GUIDELINES AND PROCEDURES USAGE AGREEMENT

THIS agreement entered into on this the day of , 20 by and between The Oxbow Corporation, and , hereafter referred to as "Renter".

WHEREAS, the Oxbow Center is owned by the Oxbow Corporation.

WHEREAS, Renter desires to use the designated community space of the center periodically on a scheduled basis.

NOW, therefore, the parties do mutually agree as follows:

1. A refundable damage deposit may be required. Should damage occur to the facility related to the renter's use, renter agrees to pay the full amount to repair such damages or replace damaged items.
2. A rental fee may be charged by the Oxbow Corporation. Renter may also be asked to provide a certificate of insurance.
3. A setup/cleanup fee may be charged by the Oxbow Corporation. If no fee is charged, renter is responsible for setup and cleanup. The Oxbow Center staff reserves the right to charge renters for setup/cleanup fees and will refund those fees after use of the facility if cleanup is done to specifications of the Oxbow Center.
4. Renter shall indemnify and hold harmless the Oxbow Corporation against any suit, claims, actions, or liabilities arising out of the use of these premises.
5. By submitting this agreement, renter acknowledges that he/she has read and understands "Oxbow Center Rental Guidelines and Procedures" and agrees to abide by said guidelines. Renter understands that failure to do so may result in immediate cancellation of this agreement.

The Oxbow Corporation, and the Renter, or their designees, have executed this agreement.

By: Date:
(Renter or designee)

By: Oxbow Center Inc. Date: 05-19-2012
(Renter or designee)

CHECKLIST FOR CLEANUP FOR OXBOW COMMUNITY ROOMS

• Remove all trash (dumpster at end of building).
• Place clean trash bags in all trash containers.
• Clean all tables.
• Sweep and mop floors in all rooms used.
• Ensure that all commodes are flushed.
• Ensure sinks in the restrooms are wiped off and nothing is left on the floors.
• All supplies will be provided, just ask Oxbow Staff on duty.
• Ask Oxbow staff if tables should be placed in their original location (dependent upon the event following your event.)

Price List

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