Hall Rental Information

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   West Gardiner Rod & Gun Club Rental Agreement

This Agreement is between the West Gardiner Rod & Gun Club, hereafter called “Club” and (Renter Name:)____________________________, hereafter called “Renter”. The attached General Rules and Safety Regulations are a part of this Agreement.

Date of Rental: _________________________________________

Renter Name: __________________________________________

Email address: __________________________ Phone: _________________________

Address: ___________________________________________

            Reservation and Rental cost (check the applicable line):
 

_____ Club Member (see Section 1.A. Definitions) rate is $50 for an Active Member.

_____ Club Member (see Section 1.A. Definitions) rate is $150 for an inactive Member. 

 Definitions
 

An Active Member is one who has:

1. Been a member of the Club for at least one year
    
2. Attended at least two business meetings in the previous 3 months
    
3. Participated in two work bees or committees during the past year
    
4. Presented the request for active-member rate at a business meeting and at which time the request was approved. Each member is limited to one such active-member rate per year.
    

_____ Non-club Member rate is $200.00 plus a security deposit of $50.00. The application and security deposit must be paid to secure the reservation. In the event of cancellation, security deposits are non-refundable if cancellation is made less than 2 weeks from the reserved date. Any cancellation must be made no later than three (3) days prior to a scheduled rental, or Renter will be responsible for fifty per cent (50%) of the rental cost.

1. Rental duration: The standard club rental will be from 10:00 am until 8:00 am on the following day.
    
2. Cleaning (check the applicable line)
    

A. _____ Member Renter (Active or Otherwise): Cleaning of the hall includes but is not limited to: general cleaning of the hall (cleaning supplies found under sink and in furnace room), sweep floors and wash with cold water, put all chairs in the racks, fold up tables and put along the walls, put rubbish outside in the receptacles within the enclosure bin, wash all dishes and put them away, lock all windows and doors. Cleaning is to be done by the end of the rental agreement. (8:00 am., Ref item 2. above.)

B. _____ Non-Member Renter: While thorough hall cleaning is not required for a non-club member. Renter’s trash and debris must be picked up and placed in trash bins, dishes washed, and decorations removed. No portion of the security deposit will be returned until the hall is inspected for damage and cleanliness by the rental coordinator or other designated Club members. If there is any damage to the Club the security deposit will be used to offset the costs. If such damage and/or costs exceed the deposit, the Renter will be liable for the balance.
 

1. General Information
    
2. Please limit the number of thumbtacks used on the walls. 

              DO NOT use scotch tape, nails, or other types of securing.

        4.  Rental capacity for the hall is limited to 235 people.
 

        5.   No smoking. Smoking of tobacco, nicotine vapes, or marijuana is prohibited on 

             the premises, including within the club building, the restrooms, and within 20 feet

             of the entrance and exit.
 

         6.  No one may rent the Club for a private fund-raising event.
 

         7.   The Club has the right to refuse the use of the hall at the discretion of at least 

               one-half of the officers or a majority of the vote of the members present at a 

               regular business meeting.
 

         8.  The key is to be picked up from, and returned to, Jessica Wakem,

             Jessica.Wakem@maine.edu or   207-441-7731.
 

         9.  Rental fees must be paid in full when the key is picked up. Cash or checks are 

              accepted. Please make checks payable to: West Gardiner Rod & Gun Club..
 

        10. If Renter wishes to decorate the hall the day before the rental, specific 

              arrangements must be made and approved, and all terms and conditions of this

              Agreement becomes effective at that time. There is no guarantee that the hall will

              be available to the Renter before the date of rental.

       11.  NO ONE UNDER THE AGE OF 21 YEARS IS ALLOWED TO CONSUME
            ALCOHOL ON THE PREMISES. THE RENTER IS RESPONSIBLE AND LIABLE

              FOR COMPLIANCE.

       12. Any designated member of the Club has the right to inspect the premises at any

             time and at any event occurring at the Club. Failure to adhere to this Agreement, 

             including the General Rules and Safety Regulations may result in cancellation or 

             termination of this Rental.

      13. Parking is limited to the parking lot area and along the club side of the road only

       .   Please do not park across the road from the Club.
   

      14. Flammable substances, such as gasoline, are not permitted in the clubhouse. 

            Use of candles must be monitored carefully to avoid fire damage.
 

      15. To use hot water, turn on the hot water circuit breaker (switch is marked on the left 

             column of the circuit breaker box near the front door).
 

       16. Please contact our facilities manager Brad Kalloch: 207-441-0083 if there is an

             urgent facilities emergency, if the club lacks essential supplies (toilet paper, paper

             towels, hand soap) or if the walkways need attention in cold weather.  
 

        Before leaving the hall, complete the following:
 

1. Turn off the circuit breaker for hot water heater (do not turn off any other circuit breakers)
    
2. Turn the furnace thermostat down to 50 degrees
    
3. Turn off the exhaust fans
    
4. Be sure there is no water running or faucets dripping in kitchen or bathrooms
    
5. Turn off all interior lights
    
6. Lock all doors
    

        By signing this agreement, the renter acknowledges:
 

1. Reading and understanding the attached general rules and Safety regulations.
    
2. Renter takes responsibility for use of the premises.
    
3. Renter takes responsibility for the conduct of all people on the premises.
    
4. West Gardiner Rod & Gun Club is in no way responsible for any loss, damage, injury or other costs incurred to or by persons or to property in, on or about the premises, or to the premises itself
    
5. Indemnification: Renter herein agrees to hold harmless, defend and indemnify from all present and future claims the West Gardiner Rod & Gun Club, its members, board of directors and officers, from and against any and all acts of negligence, claims, liabilities, costs, damages and/or expenses which may be brought or asserted, at any time, by any party or person, associated with any use of the facilities or premises belonging to the club, including but not limited to any and all guests, invitees or trespassers.
    

I have read and understand the above rules and safety regulations:  

(E-signature is acceptable):

. 

Renter Name (please print): _____________________________________________

Renter Signature: __________________________________________

Date: __________________________