Banquet Hall Rental Contract

Lower Swatara Fire Department
Banquet Hall Rental Contract

1350 Fulling Mill Road, Middletown, PA 17057
(717) 986-9059
“Proud to be 100% Volunteer”

The individual signing this contract agrees to all provisions of this document specified below. The rental period includes the actual event and time allotted for decorating and or set up. For the purposes of this contract, the Lower Swatara Fire Department will be referred to as “FDLS”. The individual signing this contract will be referred to as the “Renter”.

Rental Information (please print clearly)

Date of Rental: Type of Event

Renter's Name:

Renter's Address:

Renter's Phone: Home Cell Wk

Renter's Email

Contact for Hall Rental: Kori Weikle (717) 586-1513, email klh102361@yahoo.com

Items covered in this contract include the rental rules, regulations & responsibilities of the renter, including but not limited to set up, day of rental, and clean up post event. Additional fees are covered in the “Additional Options” section of this contract. The Renter must comply with all provisions of this contract.

Rules and Responsibilities Regarding Set Up

• Set up for full day rentals – a consecutive 4 hour window will be scheduled the day of, or the day before the actual event. The set up date and time will be decided at the time of the booking.

• There is no set up time designated for hourly rentals.

Rules and Responsibilities Regarding Prohibited Items

• No Smoking is permitted in any part of the building

• Occupancy by more than 180 individuals is not permitted.

• Renter or guests are not permitted in the kitchen at any time.

• Decorations are not permitted to be attached to any wall with tape, tacks, or nails.

Rules and Responsibilities Regarding Alcohol Consumption

The purpose of the policy is to set forth the position of FDLS with regard to alcohol consumption. Our position is that if one chooses to consume alcohol, one should be guided by maturity, restraint, and regard for the well-being of others. These rules have been formulated for the safety of our guests. No outside alcohol is permitted with the exception of wine and beer. FDLS will provide kegorater.

• Absolutely no individual under the age of 21 is permitted to consume alcoholic beverages on these premises.

• Any individual under the age of 21 consuming alcoholic beverages will be removed from the premises with proper notification to the proper authorities.

• It is the policy of FDLS to discontinue any event in which individuals become intoxicated or unruly. Law enforcement agencies will be involved if necessary.

• Any individual choosing to consume alcohol must refrain from driving and designate a driver who has not consumed alcohol.

• Absolutely no alcohol is permitted outside of the banquet hall.

Rules and Responsibilities Regarding Liability and Damages

• The Renter is liable for all damages to the hall and its contents occurring during set up, actual event, and clean up.

• FDLS is not responsible for property loss or personal injury occurring during the period of this rental, including the actual event, set up and clean up.

• The Renter is liable for all damages exceeding the $300.00 liability fee.

Rules and Responsibilities Regarding Clean up and Post Event

• The Renter must remove all trash, table coverings and decorations. All trash must be removed from the cans located in the hall and placed in the dumpsters to the rear of the building. FDLS will provide trash cans and bags.

• All tables must be wiped down and put away so the hall is left the way the Renter found it.

• All spills that occur during set up, actual event, or clean up must be cleaned up. FDLS will provide a mop and bucket.

• The building must be vacated by 10 p.m.

Rental Fees for Hourly Smaller Groups

• Rental fee, maximum of 4 hours (ex. birthdays, baby showers) $200.00

(no set-up time included)

• Use of the fountain soda machine $ 50.00

• 50% Deposit required at time of booking

• Liability deposit (returned within 30 days after the event) $300.00

Rental Fees for Full Day Rentals

• Rental fee, includes set up time day before or morning of event $700.00

(ex. Weddings, Reunions, Large Groups of 51-180 people)

• Use of the fountain soda machine $100.00

• 50% Deposit required at time of booking

• Liability Deposit (returned within 30 days after the event) $300.00

• Cleaning Fee $200.00

*** Waives cleaning fee. Failure to adhere to the rules and responsibilities regarding clean-up will result in forfeiture of your liability deposit in full.

Rental Fees for Businesses

• Rental fee includes set up and clean up $100.00 per hour

(exceptions for non-profit organizations)

Additional Option

• Use of audio visual equipment $100.00

The requested date will be secured once a signed contract and deposit is received by FDLS. Checks should be made payable to Lower Swatara Fire Department. There will be a $50.00 fee assessed for any checks returned by the bank.

Cancellation Policy

Should the Renter decide to cancel this contract, the following forfeiture rates apply:

• Less than 60 days notice, full security deposit is forfeited.

• 61-90 days notice, 50% of security deposit is forfeited.

Important Notice!

The Lower Swatara Fire Department banquet hall is a designated emergency evacuation center and contracted with DCNR for forestry and search/rescue crews. In the unlikely event of a declared emergency, the necessity to house evacuees or crews in the building will take precedence over this rental agreement. We make every effort to work with the renter in this situation. If your event is interrupted by an emergency situation, you will be compensated accordingly, minus any part of the liability fee necessary to cover damage caused by the renter and his/her guests.

initials

Summary of Costs

Date of Rental:

• Hall rental fee full day ($700.00) $

• Cleaning fee for full day rentals ($200.00) $

*** Waives cleaning fee. Failure to adhere to the rules and responsibilities regarding clean-up will result in forfeiture of your liability deposit in full.

• Hall rental fee 50 people or less ($200.00) $

• Hall rental fee maximum of 180 people ($400.00) $

• Soda up to 50 people ($50.00) / up to 180 people ($100.00) $

• Audio/Visual $

• Full use of Kitchen by Outside, Licensed Caterer ($200.00) $

Liability deposit (returned within 30 days following the actual event) $

Use of Kitchen by Outside, Licensed Caterer $

Total Amount of Rental $

$50% Deposit due to secure date (check payable to Lower Swatara Fire Department) $

NO CASH PAYMENTS!

• Liability deposit (returned within 1 week following the actual event) $

**Payment in full must be received 30 days prior to the scheduled event.

Please mail checks to:
FDLS House Committee
C/O Kori Weikle
1264 Overlook Road
Middletown, PA 17057

DEPARTMENT USE ONLY

Department Representative:

Hall Reserved Confirmation (Date):

Deposit Received (Date):

Notes: