RENTAL POLICIES, RENTAL FORMS AND FEE

PA= LO PINTO COUNTY LIVESTOCK ASSOCIATION LIST OF OFFICERS

President: Arthur James

Ph: 940-659-8596

E-Mail: ajames@stvleaze.net

Vice President: Matt Pennington

Ph: 940-745-0974

E-Mail: mattpennington@peoplepc.com<= /u>

2^nd VP Scott Simonton

Ph: 940-452-2849

E-Mail: deputysimonton@yahoo.com

Secretary: Carolyn Lee

Ph: 940-452-1713

E-mail: cleerda@yahoo.com &nb= sp;

Treasure: Cindy Pennington

Ph: 940-445-0380

E-mail: cindytda@yahoo.com

Grounds Keeper & Rental Coordinator: Matt Pennington=

Ph: 940-745-0974

E-Mail: mattpenningt= on@peoplepc.com

<= /p>

Livestock Show Chairman: Ronnie Lee

Ph: 940-445-7211

E-Mail: cleerda@yahoo.com

Rodeo Chairman: Arthur James

Ph: 940-659-8596

E-Mail: ajames@stvleaze.net

Queens Chairman: Deborah Macleod

Ph: 940-445-7981

E-Mail: cowboy_lover= 76112@yahoo.com

Palo Pinto County<= /st1:PlaceType> Livestock Association

1300 FM 1821

P.O. Box= 281

Mineral Wells TX 76067

Answering Service# 940-327-4698

<= /p>

PALO PINTO COUNTY LIVESTOCK ASSOCIATION, INC.=

RENTAL POLICIES, RENTAL FORMS AND FEE<= /b>

EVENT POL= ICIES AND PROCEDURES

Any event held at the P= alo Pinto County Livestock Association must not impose a hardship on the Associ= ation’s property, premises, staff, visitors, or neighbors. The individual signing t= he contract is responsible for conforming to the following rules and regulatio= ns.

Any party seeking to us= e the Palo Pinto County Livestock Association for an event will assume full responsibi= lity for the conduct of all persons attending the event. The renter will be responsible for any damage to the premises caused by guests, attendees, caterers, or other independent contractors. The renter will also be require= d to conduct the event in an orderly manner in full compliance with all applicab= le laws, codes, rules, and regulations.

The Palo Pinto County Livestock Association reserves the right to exclude any activity, group, or individual deemed a risk to PPCLA property or interests. Groups or individu= als shall be given equal opportunity regardless of race, color, sex, religion or national origin.

The PPCLA reserves the = right to terminate a reservation during the activity if conditions so warrant. Any items left on the premises for thirty days become the property of the PPCLA= .

DAMAGE DEPOSIT AND CLEA= NING FEE

In order to secure a da= te, a completed and signed reservation form must be on file accompanied by a reservation/damage deposit of $500.00(CASH ONLY), and the person signing the contract must be 21 years of age or older. The deposit is a separate fee fr= om the rental fee.

Deposits will be refund= ed if the facility is left in the same condition as it was prior to the rental (in check form). (Allow up to two weeks to process return of deposit). Deposits will be kept if the facility has been left in an unacceptable manner as determined by Facility Coordinator. Any damage to PPCLA property or interes= ts that is assessed to be greater than the amount of the deposit will be charg= ed to the individual signing the contract.

CANCELLAT= IONS

When cancellations are received at least 30 days before the event, any paid rental fees will be returned, however, the reservation/damage deposit will not be refunded. If a cancellation is made less than 30 days before the event, the reservation/da= mage deposit and any paid rental fees will not be returned. Exceptions to this policy must be approved by the PPCLA Board of Officers.
LIMITATIONS =

Your event is limited t= o the exact space and time scheduled as specified by your contract. Event set up = will begin no earlier than the scheduled rental time and cleanup must be complet= ed by the end of rental time. This includes any setup or takedown provided by = the renter, guests, caterers or independent contractors. If additional time is required, appropriate fees will be assessed and are due before departing the premises.

The PPCLA is not respon= sible for any equipment; supplies or personal items brought onto the property or = left behind after an event. All rentals must end and cleanup must be concluded n= ot later than 12:00 AM Sunday-Friday and 1:00 AM Saturday. <= /p>
DECORATIONS<= /span>

Decorations, table sett= ings, and other such displays, if used, must be on a table or freestanding. Nothi= ng may be attached to the ceiling, walls, drapes, fixtures, windows, etc. No candles or other open flames are allowed in any area of the building. Howev= er, unity candles are permitted for weddings and candles on cakes are permitted= for birthdays. All decorations must be approved by the Facility Coordinator. Se= tup and removal of decorations are the responsibility of the renter.

PARKING

The PPCLA is not respon= sible for vehicles belonging to renter, their guests, invitees, caterers or other independent contractors either during the event or left on the parking lot after the event has ended. Any vehicle left on the PPCLA property, after the time of renting has expired, = will be towed at owner’s expense.

ALCOHOL

Alcohol may be served to guests; however, under no circumstances can it be sold, redeemed for ticket= s, etc. (ABSOLUTELY NO GLASS BOTTL= ES) The renter must accept responsibility for monitoring alcohol consumption of guests and must obey all state laws and regulations PPCLA will not be responsible or liable for any incidents, accidents or damages of any type i= nvolving or brought about by the consumption of alcohol.

If alcohol is present, one security officer is required per ea= ch 100 guests. Mike McAllister chief of police for Mineral Wells Police Department must be contacted no la= ter than two weeks in advance. The officer will be paid the amount set per hour in cash upon arrival. If your guests exceed the amount initially stated, the security officer has the right to call in extra officers. In the event t= hat renter refuse pay the extra officer(s) the officer(s) that are on du= ty have the right to shut the event down. In the event that the renter refu= ses to pay extra officer there will be no refunds AT ALL.=

Approval for alcohol consumption is given by the PPCLA Board of Officers upon scheduling the ren= tal.

The renter agrees to indemnify and hold the PPCLA blameless for any damages resulting to any per= son or property due to consumption of alcohol by renter, their guests, attendee= s, caterers or other persons on the property due in whole or part from renter’s use of the PPCLA property.

SOUND

If renter intends to pr= ovide music during the rental period, a sound system test must occur no later than two hours before the event and be approved by the Facility Coordinator. Live music or music provided by a disc jockey is permitted. Please discuss this = with the Facility Coordinator. All music must end by 11:30 pm Sunday-Friday and = 12:30 am Saturday.

CATERING

While the caterer, if a= ny, must leave the catering kitchen and serving areas in the same condition in which they were found, the ultimate responsibility for cleanup of all the rented areas rests with the renter. Catering kitchen may be used for the warming of food only and may not be used for cooking of any type by renter = or caterer. The large kitchen may not be used by renter and is to remain locke= d at all times.

SCHEDULING YOUR EVENT

The PPCLA recommends bo= oking an event at least three to six months in advance. For information or to make reservations, please call Matt Pennington at 940-745-0974        =

RIGHT OF REFUSAL=

The Palo Pinto County Livestock Association = staff and board reserve the right to refuse rental of the building or any reason.

FACILITY RENTAL RESTRIC= TIONS

* No smoking. The PPCLA= kitchen, bathrooms, & offices are all nonsmoking.

* The renter, their inv= itees and guests shall not sell or distribute anything of value without the prior consent of the PPCLA. This includes raffles, silent auctions, etc.

* No renter will be all= owed to print any information, including programs and invitations, containing th= e PPCLA image or logo without prior approval of the PPCLA. All printed material associated wit= h the event must be submitted to the PPCLA for approval.

* No signage or any oth= er material shall be attached to any surface of the building either inside or outside.

WEDDINGS & GENERAL POLICIES

* NO BIRDSEED, RICE, BALLOONS, BUBBLES, ROSE PETALS OR ANY KIND OF CONFETII OR FOG MACHINES are allowed to be used or dispersed inside the building.

* All deliveries and se= tup must be coordinated with the Facility Coordinator.

* Bridal portrait date = and time must be coordinated by the Facility Coordinator.

* For scheduled wedding= s, the PPCLA building may be rented for the rehearsal dinner.
* Renters are responsib= le for setup and cleanup of event and this must take place within the scheduled re= ntal fee period.

FOOD AND BEVERAGE =

* The caterer is respon= sible for cleanup and removal of all food, equipment, and garbage from the buildi= ng upon completion of the event.

* Catering kitchen may = not be used by renter or caterer for cooking and may only be used for the warming = of food.

EQUIPMENT

·      =        The building has tables and chairs available for the client's = use.

Arrangements for their = use should be made in advance of the event.         =             &nb= sp;            =             &nb= sp;

·      =        ·      =        ·      =        6’ X 30” tables

·      =        8’ X 30” tables

PALO PINTO COUNTY LIVESTOCK ASSOCIATION, Inc. RENTAL= FEES

RESERVATION/DAMAGE DEPOSIT………………………̷= 0;……………...$500.00

EXPO BUILDING RENTAL FEE…………………………&#= 8230;…………………$300.00

ARENA RENTAL FEE…………………………&#= 8230;…………………………= …. $300.00

GROUNDS ONLY RENTAL FEE (NO ELECTRICITY)………….………= 230;……... $200.00

ADDITIONAL HOURS……………&#= 8230;…………………………= ………………..$100.00
*          Sunday through Friday rentals begin at 8:00 am. And end at 12:00 am.

*    &= nbsp;      Saturday rentals begin at 8:00 am and end at 1:00 am

*    &= nbsp;      Any client going over the rental time will pay an hourly rate of $100.00= for each additional hour, including clean up time. Additional rental fees are due and must be paid prior to renter leaving the premises.

*    &= nbsp;      Setup for the event must be performed within the scheduled rental period. This includes any rental equipment from another vendor.

* &n= bsp;     A reservation/damage deposit of $<= /u>5= 00.00 CASH is required for all events due at signing = and will be deposited. The reservation/damage deposit holds the date requested.=

*     &nbs= p; Fifty percent of the rental fee is du= e 30 days prior to the event and the other fifty percent is due ten days before = the event. If there is to be an overtime charge, it must be paid prior to the e= nd of the event and before departing the premises.

*    &= nbsp;      A copy of the renters insurance must be turned in before the keys are given to them no exceptions.

*    &= nbsp;      Renter must have a minimum of $500,000.00 amount = of coverage on there insurance policy.

INSURED INDAVIDUAL________________________________________= ________________

INSURANCE CO._____________________________________________________________

POLICY #__________________________________________________________________-

PALO PINTO COUNTY LIVESTOCK ASSOCIATION RESERVATION AGREEMENT

Organization/renter: ________________________________= ______

Contact         =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =      Person:        &= nbsp;    ____________________________________________

Address: ____________________________________________= ______________________________

__________________________= _______________________________________________________

Email: ______________________________________________= _____________________________

        =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;      Telephone:        =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =     Home: __________________________Cell:______________________

Day/Date/Time Event         =             &nb= sp;            =              =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            = begins: ___________________________________________________________

Facility to be used: (Grounds) (Arena) (Expo Building)        =                =             &nb= sp;            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;

Attendance estimate: ________________________________= ________________________________

Purpose of rental: __________________________________= ____________________________________

Is meeting open to the public? Yes _________________________No___= _________________________

Is admission to be charged? Yes _____________________= _____No______________________________

Admission amount: ___________________________________= _______________________________

Will alcohol be served? Yes________________________________No_____________________________

If you answered "yes" to the previous question, are you aware = that security officers will be needed? Yes_____________________No_______________= ________________________

Wh= at items listed can the PPCLA provide for your event?

Ch= airs: ________________________________________________________-=

Ta= bles: _______________________________________________________
Ot= her: __________________________________________________________