Northside Community Building Rental Agreement
Grainger County Parks and Recreation Department
P.O. Box 230, Rutledge, TN 37861  
 (865) 828-9900
graingercountyparksandrec@frontier.com
Hours of Operations: 8 a.m. to 10 p.m. (unless special arrangements are made)

This Agreement, made on  _______________________, 20___ , between Grainger County Parks and Recreation Department (GCPRD) and 

Name: _____________________________________ Organization Represented: __________________________

Mailing Address: _____________________________________________________________________________

Telephone: ____________________ Cell phone:___________________ Email: ___________________________

Who, from this point on, will be called “Lessee.” It is understood and agreed that the term “Lessee” will refer to the person representing the family, organization, or group that is renting the Northside Community Building. 
Event Information
Is your occasion a community service, birthday party, wedding or reception, reunion? (please specify)

Event Date: ____ / ____ / ________

__________________________________________________________________________________________

___________________________________________________________________________________________ 
(Specify event)
Total estimated number in group ___________ (Maximum 250 people)

Rental Information

•	Deposit             $50.00

•	Rental Fee        $50.00

•	TOTAL           $100.00

For Office Use Only
Date Rent Received:      	Rent Received: $	Payment method:	

Date Deposit Received:	Payment method:	Date Deposit Reimbursed:	
Reason, if Deposit was not reimbursed:	

												
______
Initial

Rules and Regulations
The person signing this agreement—the Lessee, as defined on Page 1 of this agreement—will be considered the group's agent and will ensure that the group, its members, and guests will comply with the terms of this contract and the rules as stated below: 
1)	Smoking, alcoholic beverages, drugs, fighting, gambling, excessively loud music or noise, loitering, weapons, and animals (except for service animals with their owners) are not allowed. 
2)	Items or posters may not be nailed or tacked to walls. Only tape may be used when hanging decorations.
3)	Defacing of the inside or outside of the building with graffiti, paint, markers, ink, or any permanent or semi-permanent material is prohibited and may result in charges for damage.
4)	The Lessee must provide their own security if they feel it is a necessity for an event.
5)	Tables, chairs, furniture, equipment, and items must stay in the facility at all times. Tables and chairs must be returned to their respective carts.
Further, the Lessee, by his or her signature on this contract:
•	Releases the Grainger County Parks and Recreation Department from all claims of damage or injury directly or indirectly arising from the group's use of the building and surrounding areas.
•	Understands that a GCPRD authorized representative may enter the building during any function, for any reason, at any time.
•	Agrees to ensure that, at the end of the contract, the premises are in a condition equal to that in which they were found. (The GCPRD Authorized Representative will conduct a post-rental inspection.)
•	Upon the discretion of GCPRD, cleanup and/or damage charges may be incurred if the building must be cleaned or repaired as a direct result of the Lessee’s use of the building.
•	If cleanup or repair costs exceed $50, the Lessee is liable for any extra costs. Furthermore, the Lessee and his or her group will not be able to rent the community building in the future.
To be completed by the group's agent/representative (Lessee).
I have read and understand the terms and conditions of this rental agreement. I agree that I will be solely responsible for the use and conduct of all of the individuals using the Northside Community Building and premises. I understand that I will be liable for any damages or misuse of the building, by me or any other individuals of the group. I have received, read, and understand the Rental Procedures and Fees section. Lessee: Please fill out and initial page 1 and sign page 2 before submitting contract.

________________________________________  _______________
Signature of Lessee                                                   Date

_______________________________________    _______________
Signature of GCPRD Authorized Representative     Date

Rental Procedures and Fees
All reservations can be made at the Grainger County Parks and Recreation office or by mail. All reservations will be on a first come, first served basis. Rentals are not finalized until payment is received and cleared. All rental fees must be received 10 days prior to the rental date, or the Grainger County Parks and Recreation Office will consider the reservation cancelled.
•	$50.00 per day rental fee.
•	$50.00 damage deposit required for ALL renters and users. Damage deposit can be held for recurring rentals.
Pre-approved community service and charitable groups using the building for community service purposes are not charged a rental fee but must have an initial “Rental Agreement” with GCPRD and submit a damage deposit.
Special charitable fundraising events—such as pie suppers, fire department dinners, or other community-centered benefit events—may not be charged a fee, at the discretion of GCPRD but must submit a damage deposit. Educational programs for the community, or health-related programs, may not be charged a fee, at the discretion of GCPRD. Organizations with a profit motive or commercial agenda will not be considered as service groups and will not have access to the community building.
If you have any questions, please call (865) 828-9900 or email: graingerparksandrec@frontier.com. There will be a $30 fee for any returned checks.
The Lessee must show a receipt that indicates that the rent and deposit have been paid before the building will be opened. 
Note: A GCPRD authorized representative may enter the building during any function, for any reason, at any time.
Payment and Cancellation Policy
Reservations will not be final until a signed contract with the minimum rental payment and the $50.00 damage deposit is received. Please make checks payable to: Grainger County Parks & Recreation Department. 
Damage deposit will be fully refunded if upon inspection of the premises the following conditions are met (please note that reimbursement of payments may take up to 30 days, depending upon the County's payment schedule):
•	The building and premises have been cleaned and tables and chairs returned to carts
•	All decorations and signage have been removed
•	No damage to the building or its contents has occurred
A payment will not be reimbursed if these conditions have not been met. If a person or organization violates any of the rules outlined in the Rules and Regulations section, or any other provisions outlined in this agreement, the organization will not be allowed to use the community building again and may be assessed damage charges for any misuse. Payment reimbursement in such cases will be considered on a case-by-case basis by the GCPRD. Damage fees may also be assessed, if applicable. 
A deposit will not be reimbursed if a cancellation is made less than two (2) weeks before a scheduled event. However, if the cancellation is due to unusual circumstances (for example, a death in the family), deposit reimbursement will be considered on a case-by-case basis by the GCPRD. 
Please fill out, initial, sign, and mail in pages 1 and 2 with payment. A receipt will be returned.