Facility Rental Agreement

Facility Rental Agreement

Step 1 of 3

Location
YWCA McLean County
1201 N. Hershey Road, Bloomington, IL 61704

Rental Information
Renter will be required to pay the total cost of the rental at the time of booking, along with the signed contract. Only with a signed contract and full payment are you guaranteed the requested rental space.

All rentals end at 10 p.m. and time allotted must include setup and tear down.

By submitting this form, you agree to all terms, conditions, and policies listed herein. A YWCA staff member will be in contact within 24-48 hours of submission.

If you have any questions while filling out this form, contact a customer service representative at (309) 662-0461.

Event Type*
Rental Type*

One Time

Weekly

Monthly
Date(s) of Rental (If weekly or monthly rental):
Time of Rental:*

Number of Participants:*

Name:*
First Last
Email:*

Phone:*
Business Phone:
Alternate Phone:
Fax:

If renting the community room, download the form from the previous page, edit it, and upload your edited attachment here.
Max. file size: 128 MB.

Rental Options

Enter the number of hours you would like to rent a space for in the leftmost box. This will calculate how much you will be charged in total. Please factor in the time it will take you to set up and take down. If you're unsure of how much time you'll need, leave this section blank. You can let someone know when you turn in your security deposit.
Gymnasium - 1 Court - $70 per hour: The gymnasium provides space for a variety of activities such as basketball, volleyball, large meetings, group sports, or cultural events. Choosing this will reserve you 1 of the 3 courts in the gym. The gymnasium has curtain partitions to section off 3 areas of 40 feet x 80 feet. Courts 1 and 2 have basketball hoops at both ends. The three partitions are capable of having volleyball equipment set up. There are tables and chairs available for meetings or events in which an audience will be present. Audio and visual equipment is available upon request. You also have the option of bringing your own rental equipment. Quantity
Price: $70.00
NON-PROFITS ONLY Gymnasium - 1 Court - $45 per hour: The gymnasium provides space for a variety of activities such as basketball, volleyball, large meetings, group sports, or cultural events. Choosing this option will reserve you 1 of the 3 courts in the gym. The gymnasium has curtain partitions to section off three areas of 40 feet x 80 feet. Courts #1 and #2 have basketball hoops at both ends. The three partitions are capable of having volleyball equipment set up on. There are tables and chairs available to set up for meetings or events in which an audience will be present. Audio and visual equipment is available upon request. You also have the option of bringing your own rental equipment. Quantity
Price: $45.00
Gymnasium - Entire Gym - $200 per hour: The gymnasium provides space for a variety of activities such as basketball, volleyball, large meetings, group sports, or cultural events. Choosing this option will reserve you all 3 courts in the gym. The gymnasium has curtain partitions to section off three areas of 40 feet x 80 feet. Courts #1 and #2 have basketball hoops at both ends. There are also basketball hoops at both ends of the gym, making it a regulation size court. The three partitions are capable of having volleyball equipment set up on. There are tables and chairs available to set up for meetings or events in which an audience will be present. Audio and visual equipment is available upon request. You also have the option of bringing your own rental equipment. Quantity
Price: $200.00
NON-PROFITS ONLY Gymnasium - Entire Gym - $120 per hour: The gymnasium provides space for a variety of activities such as basketball, volleyball, large meetings, group sports, or cultural events. Choosing this option will reserve you all 3 courts in the gym. The gymnasium has curtain partitions to section off three areas of 40 feet x 80 feet. Courts #1 and #2 have basketball hoops at both ends. There are also basketball hoops at both ends of the gym, making it a regulation size court. The three partitions are capable of having volleyball equipment set up on. There are tables and chairs available to set up for meetings or events in which an audience will be present. Audio and visual equipment is available upon request. You also have the option of bringing your own rental equipment. Quantity
Price: $120.00
Community Room - $50 per hour: The community room is a great space for group events such as birthday parties, baby showers, and meetings. There is access to a small kitchenette, tables, and chairs. Maximum capacity is 60 occupants. 47 x 33 feet with 12 tables and 60 chairs available upon request. Audio and visual equipment is available upon request as well. Included in the kitchenette is a microwave, a sink, a refrigerator, and an electric stove top. Quantity
Price: $50.00
NON-PROFITS ONLY Community Room - $40 per hour: The community room is a great space for group events such as birthday parties, baby showers, and meetings. There is access to a small kitchenette, tables, and chairs. Maximum capacity is 60 occupants. 47 x 33 feet with 12 tables and 60 chairs available upon request. Audio and visual equipment is available upon request as well. Included in the kitchenette is a microwave, a sink, a refrigerator, and an electric stove top. Quantity
Price: $40.00
Lower Conference Room - $40 per hour: The lower conference room offers space for formal meetings and training. Availability is limited. Maximum capacity is 25 occupants. 23 x 17 feet. This room is set up in a U shaped configuration with 5 tables and 25 chairs. Audio and visual equipment is available upon request. Quantity
Price: $40.00
NON-PROFITS ONLY Lower Conference Room - $32 per hour: The lower conference room offers space for formal meetings and training. Availability is limited. Maximum capacity is 25 occupants. 23 x 17 feet. This room is set up in a U shaped configuration with 5 tables and 25 chairs. Audio and visual equipment is available upon request. Quantity
Price: $32.00
Pavilion or Baseball Field - $50 per hour: Situated in the yard just south of the parking lot is the YWCA Pavilion. It is a great outdoor space for parties, picnics, and outdoor meetings. There is access to picnic tables, plenty of yard space, and shelter from the sun. Quantity
Price: $50.00
Bounce House - $30 per hour: Quantity
Price: $30.00
Total
$0.00

Rental Policies
1. Renter and all participants will be responsible for acting in accordance with YWCA organizational and safety policies.
2. Renter shall indemnify and hold harmless YWCA McLean County, its directors, officers, agents, and employees, from and against any and all suits, actions, proceedings, claims, demands, assessments, judgments, costs, losses, liabilities, including defense costs, and recoveries for injuries or death to any person including guests and invitees of Client and for damage to property arising from or occurring before, during, or after Renter's use of the facilities, including hallways, entryways, parking lots, sidewalks or yards owned by the YWCA.
3. No smoking, consuming alcohol, animals (except certified service animals), or use of inappropriate/derogatory language is allowed on YWCA property by Renter or event participants.
4. Renter and all event participants will be responsible for all personal property; YWCA will not be held accountable for any lost, stolen, or missing items.
5. Renter and all event participants will refrain from any activities or behavior that may cause safety hazards to other participants or YWCA staff.
6. Renter and all event participants will refrain from any activities or behaviors that may violate local, state, or federal laws and regulations. Should law enforcement be contacted, YWCA retains the right to discontinue the rental and no refund will be issued.
7. Renter and all event participants will respect YWCA property and staff. Damage to YWCA equipment or failure to meet the time limits requested will be considered a violation of this agreement.
8. YWCA McLean County staff must be on site during all rental events, no exceptions. Any event held without YWCA knowledge or staff present will result in a violation of this agreement.
9. No contract will exceed three months in length. All Renters will be responsible for renewing their agreement at least two weeks prior to rental end date. YWCA McLean County retains the right to fill any rental space on a first come first serve basis should a Renter now renew their agreement within the required time.
10. All weekday rentals must be requested and booked at least one week prior to the rental start date. All weekend rentals must be requested and booked at least two weeks prior to the rental start date.
11. Renter will be responsible for providing at least two days notice for any cancellation or changes made to the agreement. Changes or cancellation notifications of less than 48 hours will result in the Renter's loss of security deposit.
12. The Facility Rental Agreement is subject to immediate cancellation by the YWCA for a violation of the terms of this agreement without prior notice.
13. The Facility Rental Agreement is subject to cancellation without cause with 14 days notice to Renter.
14. Should the YWCA be required to take legal action to enforce any obligations or covenants of the Renter hereunder, Renter will be responsible for paying YWCA's reasonable attorney fees and court costs incurred.
15. Severability. In the event any provision of this agreement is determined to be invalid by a court of competent jurisdiction, such determination shall in no way affect the validity or enforceability of any other provision herein.
16. Waiver. The Waiver by either party or breach or violation of any provision of this agreement shall not operate or be construed as a waiver of any subsequent breach of such position.

Facility Spaces
1. The use of the facilities by the Renter is limited to the hours enumerated in this agreement. Renter shall have no right or privilege to use the facilities except during such hours.
2. Any rental that exceeds the maximum capacity limit will be relocated to another space more suited for the number of participants involved. Exceeding capacity limits is a safety hazard. The relocation of any rental due to exceeding capacity limits will be considered a violation of this agreement.
3. Renter will be responsible for leaving the facility in the same condition it was found and for cleaning up the requested space after use. This includes sweeping the floor, clearing and wiping counters and tables, removing trash to the dumpster from the YwCA facilities, and putting away any used equipment.
4. For select activities in the gym, Renter will be required to provide a Certificate of Liability Insurance OR sign a liability waiver provided by the YWCA McLean County.
5. Food or food products cannot be sold at any event held at YWCA McLean County without written permit from the McLean County Health Department. This permit must be submitted to the YWCA McLean County two days prior to the event date. Noncompliance will result in cancellation of the event.
6. Renter must furnish protection for any material that would stain or permanently damage the facilities. 7. YWCA will provide tables and chairs for events with less than 40 participants, however due to limited resources, Renter may be asked to provide their own tables and chairs in the event of multiple bookings. In this case, availability of YWCA tables and chairs will be based on the order in which the rentals were booked.
8. All events that exceed 40 participants will be required to provide their own tables and chairs. YWCA does not have the means to provide theses arrangements for large events.
9. Renter shall provide, at its own expense, all equipment not included in this agreement for use by Renter. Under no circumstances shall Renter be liable for any damage to Renter's equipment or other property.
10. In case of emergency or questions, Renter shall contact YWCA facility staff on duty and if not immediately available, will contact Linda Moreno at (309) 585-3630. This is an obligation of the Renter only. Renter understands that by contacting YWCA staff under this provision, YWCA assumes no liability for the damage or injury to persons or property assumed by Renter under this agreement.

Set Up
1. YWCA may provide room set-up for Community Room rentals, but only upon request.
2. Renter will be responsible for providing YWCA with the specific set-up needed at the time of booking. Any changes to the set-up after booking must be made in person and made no later than two days prior to the event. Any set-up changes made with less than two days notice will be the responsibility of the Renter.

Deposit
1. Renter agrees to be responsible for any damages caused by its use of the property under this agreement. Renter will be required to pay a security deposit of 25% of the total rental cost. This payment must be in check form and is in addition to the total cost of the rental. The security deposit will reserve the space and time requested, and will not be cashed unless it is to cover damages.
2. If the Renter fails to uphold ALL policies and stipulations of the rental contract, not limited to but including punctual arrival and departure and appropriate use of YWCA facilities and equipment, the security deposit will not be returned.
3. The security deposit must be paid at the time of booking if in person, or within 7 days of booking if online arrangements are made, along with a signed contract. Only with a signed contract and deposit payment are you guaranteed the requested rental space. Renter must bring in or mail their security deposit check to YWCA McLean County.
4. In addition to the deposit, Renter may be responsible for the cost of repair or replacement of damaged YWCA equipment, if cost of repair/replacement exceeds that of deposit.
5. YWCA will return the security deposit check to the address listed on the check. It is the Renter's responsibility to provide an alternate address, if the one listed is incorrect.

Payment
1. Renter will be required to pay the total cost of the rental on the day of the rental.
2. Non-profit Renter will be entitled to a 20% discount, but must provide proof of non-profit status.

We, YWCA McLean County, approve of this rental, and shall hold YWCA staff, renter, and event participants to these policies. We retain the right to hold the security deposit until after the rental is complete to determine if additional charges are necessary, and agree to return the check to the renter, via US Postal Service, should no violations occur.

By submitting this form, Renter has acknowledged that they have read and agreed to the policies regarding their rental with YWCA McLean County. Should they or any of their event participants violate this agreement, they understand that their security deposit will not be returned.
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Facility Rental Agreement

Facility Rental Agreement

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