The Flora Community Room Use Agreement Estacada Public Library  •  825 NW Wade •  Estacada, OR 97023 •  503-630-8273 Application Date __________________          Non-profit___  Individual ___ For-Profit ___ GroupName____________________________________________________________  Contact Person _______________________________Telephone ___________________ Address ________________________________________________________________ Date of Meeting/Event _________________ Hours (include set-up and clean-up) ____________ Type of Meeting/Event _________________________    Estimated # of Attendees _______ Cleaning deposit received ($50)?   Yes  ___        Key deposit received ($50)?  Yes __ N/A ___ Event Fee Amount: ____________________        Total Amount Received: __________________ Will refreshments be served?  Yes __ No __ OLCC license required?  Yes ___ No __   Obtained?  Yes __    Copy attached? Yes  __ Amplification, microphones or music required?       Yes  __ No  __ Approved by _________ Do you need to hang items on walls?                    Yes __ No__    Approved by _________ I have read and agree to comply with the Estacada Public Library Community Room Policy Rules. I understand that neither the Board of Trustees for the Estacada Public Library nor the City of Estacada shall be responsible for injury to persons or property that occur while the Community Room is being used. I am at least 18 years of age. The undersigned is authorized to execute this agreement on behalf of the Group.   ___________________________________________      ____________________             Signature of Contact Person                                                               Date   Clean-Up Check List At the end of your meeting and before leaving the building please fill out this check list and return this entire page to the front desk. If we are closed, please put it in the Adult Books drop. Trash taken to dumpster (located at north end of parking lot) ___ Tables wiped down (cleaning supplies in pantry) ___ Tables and chairs stacked neatly in  storage room ____ Equipment returned to storage room (if applicable) ___ Floor vacuumed if necessary (vacuum in closet) ___ Coffee maker cleaned and put away under sink (if applicable) ___ Pantry cleaned up (if applicable) ___ Key returned to box (if applicable)  ___    Storage closet and doors locked   ____                              ______________ Staff Initials  Fees:   $50.00 refundable cleaning and damage deposit (everyone)  $50.00 refundable key deposit for after-hours entry  $0.00 per hour for Non-Profit groups and Estacada City entities          $5.00 per hour for Individuals  $25.00 per hour for For-Profit*  $250.00 per day for party/wedding events  $500.00 refundable cleaning and damage deposit for party/wedding events *For-profit is defined as any medium/large business or corporation, and any small or home business that will charge $10 or more per attendee.  Availability: Meetings/events may begin Monday - Sunday - 8-8. If your meeting begins or ends while the Library is open, please let Library staff know you have arrived or are leaving.  Meetings that begin or conclude outside Library hours: Library doors are locked at closing time. You may exit through the main entrance but you will not be able to come back in. If the Library is closed when your meeting is scheduled to begin, you must get a code for the key lock box and alarm pad. When all meeting attendees have arrived please set the main entrance door to 1-way exit. Do not prop any doors open at any time.  When your event is over: ·        Please make sure the garden doors are closed securely. ·        For security reasons please be aware of who is exiting the building, and please do not allow non-meeting members to enter the building. ·        Remember to leave your clean-up check list ·        Use your code to set the alarm and set door lock to OFF. Return the key to the lock box. Lights will turn off automatically after you have left the building. Garden area: Please let a staff member show you how to use the large accordion door to the patio. Again, please make sure that door is securely shut when you leave. This means the single door is pulled tight and the accordion door is engaged in the track with the handles pointing down. Rules: ·        An agreement form must be signed and a deposit delivered to confirm the reservation. Please do this as soon as possible in order to secure the desired date. ·   There are a maximum of 12 parking spaces available for your group during Library hours; overflow must park on the street. Maximum capacity is 150 standing (with no furniture) or 60 seated. Applicant is responsible for ensuring this is not exceeded. Ten 6’x 3’ tables and 60 stacking chairs are provided. ·        Reservations may be made up to 6 months in advance. The group must give a minimum of five days notice of cancellation to the Library or your rental fee will not be returned. ·        Deposit will be returned upon receipt of key (if applicable), clean-up check list and after Library staff has checked the room. ·        The Library reserves the right to cancel a reservation with a five day notice to the group, except for weddings and large parties. ·        No smoking and no firearms are permitted at any time. ·        No alcohol is permitted unless a special event OLCC license is obtained. ·        All meeting and events must conclude by 11pm. ·        Food and drink may be served. There is a small pantry for preparation. Coffee making equipment is provided. ·        The Community Room must be left clean. All garbage must be removed from the premises. Tables and chairs must be returned to the storage room neatly. ·        Applicant is responsible for any damage to building, furniture or fixtures during his/her use of the Community Room. ·        You must receive Library approval to use amplification, microphones or music and comply with city sound ordinances. ·        You must receive Library approval to hang items on the walls. ·        Children must be supervised by Group members. ·        The Library is not responsible for lost or stolen items. ·        A free public phone is located in the lobby. ·        Fire extinguisher and fire pull alarm are located in the lobby. · You must lock the storage closet and room when you leave.