Party Rental Agreement

Party Rental Agreement

Facility and outdoor field rentals are scheduled on a first-come basis and are subject to availability. All events are approved and scheduled by High Hopes Sports & Afterschool Administrative Staff. We require a $150.00 security deposit down to reserve your space. 25% of the security deposit will be forfeited for canceled events. The security deposit of $150.00 will be refunded in the form it was paid the following business day after the conclusion of the event. All parties & events must be paid in full two weeks prior to the event date. There is a $100.00 clean up fee for parties exceeding 50 guests.

Event Information

Space needed for Event:

Your invitation’s start time (when do you expect guest to arrive):

Time required for setup and cleanup:

Please note we allow 30 minutes at the conclusion of your party for clean up. Parties that have not left the building by the designated time are charged $5 per minute. There is a $100 clean up fee for events with more than 50 guests.

Event Policies

1. This is a children’s center and therefore family oriented in nature. We ask for your cooperation in using our facility for events that project a wholesome atmosphere to the community.

2. By renting a private facility for your personal use, you become the responsible party for any damages or accidents that occur while the facility is in your use. Any incidences of violation of city ordinance become your responsibility regardless if you or your guest violates established laws. This includes but is not limited to the City of Cedar Park noise ordinance as well as the serving of alcoholic beverages.

3. Any event where admission is being charged or is organized by a corporation/company will require liability policy where High Hopes Sports & Afterschool is named as second insured.

4. No smoking is permitted within the building. Smokers are asked to properly dispose of cigarette butts.

5. There is NO consumption of alcohol on the premises of High Hopes Sports & Afterschool for any event. No exceptions.

6. No outside noise is permitted for evening parties – in particular by leaving the gym doors open or having guests linger in the parking lot. Please keep your party inside the building. Our neighbors will appreciate it.

7. All DJ or amplified music must be turned down at 10:00 pm. This is a city ordinance.

8. Adult supervision of children is required at all times. At least one adult must be present with children in all parts of the building. If you are reserving both the gym and the multipurpose area, an adult must be in the gym and an adult must be in the multipurpose area.

9. If the fire alarm is pulled without due cause there will be $300.00 fee assessed to reset the alarm system.

10. NO tacks, nails, staples, cellophane tape, duct tape or other fastening method to any of our walls is permitted. Please bring free standing decorations only.

11. At the discretion of High Hopes Sports & Afterschool, your event may be required to hire additional security for supervision of the building and outside area.

12. High Hopes Sports & Afterschool reserves the right to collect all profits or a portion of the profits for sold concessions that occur on our property during an event you have scheduled at our facility.

13. The facility and the areas used by the party must be restored to their original condition. Please review the attached information regarding Cleaning and Security Deposit.

14. High Hopes Sports & Afterschool staff and/or owners may be present during your event for supervision and building monitoring.

Refund Policy

High Hopes Sports & Afterschool typically books events 2-3 months in advance. Any cancellation less than 2 weeks prior to the event will result in forfeiture of 25% of your deposit.

In the event our facility is unavailable due to acts of Mother Nature or some other unforeseen circumstance, every reasonable effort that can be made, will be made to accommodate scheduled events. All options will be discussed with you if such an issue should occur.

Clean-up upon completion of your party even if cleaning charge has been added:

1. Please be sure you leave time in your schedule to allow for removal of all items you brought into the facility. As a courtesy, we do not charge for the 30 minutes prior to or the 30 minutes following your rental to allow for setup and clean up. If your cleanup will require additional time, please notify High Hopes Sports & Afterschool. Additional rental fees will be assessed at a rate of $5 per minute.

2. Clean the area you used and return the rooms to their original set up.

3. Clean up all trash from tables and floors and deposit into one of the large trash cans. Extra bags are provided for your use. Empty contents of indoor trash cans in outdoor dumpsters located in the rear of the parking lot.

4. Sweep or wet mop any spills as needed. Check the restrooms and leave them neat.

5. Leave a note if there were any spills or damage which you were unable to take care of.

6. Report all damage to the building such as broken windows, doors, plumbing, etc. If you notice any damages to the building as you arrive, please contact us immediately.

7. Clean all table tops and chairs. Return them to where you found them.

8. Check for lost or left items.

9. Turn off lights as needed.

High Hopes Sports & Afterschool staff members may either be present or may periodically stop by the building and check on user groups. High Hopes Sports Center has zero tolerance for vandalism and your group will be financially responsible for it. Please keep all participants and guests in your rental area and assign an adult to watch children.

Cleaning Charges: Cleaning charges are added to parties of 50 or more or parties that are held Friday, Saturday or Sunday evening. These cleaning charges are used to sanitize the bathrooms and provide a larger scale cleaning to the gym and multipurpose floors. Your party is expected to remove all celebration items such as catering boxes or balloons tied to the chairs, etc.

We will deduct from your security deposit, at an hourly rate, the total amount required to pay our staff to return the building back to its’ original state. Please understand you are still required to pick up and put the building back in the order in which you found it.

I, the undersigned, have read the above information and take full responsibility for the actions of this group, which I am representing. I understand the fees and terms which apply to this contract and which may apply if all the terms are not met to the satisfaction of High Hopes Sports & Afterschool Center.

I will be physically present at all times while my group is in the building and will restore the building to its original condition.

Required Security Deposit

A Security Deposit is required for all parties. This deposit is to ensure that our building and grounds have been restored to an acceptable level and defray the cost of any damages to the facility, its’ contents, or for any extra expenses incurred by High Hopes Sports & Afterschool arising from use of the facility by the renting party. Extra expenses include, but are not limited to, additional use fee for not terminating party at agreed upon time, fees associated with staff time to ensure conclusion of party and/ or to guarantee facility is restored to acceptable order.

TO GUARANTEE RETURN OF FULL DEPOSIT, FACILITY MUST BE LEFT THE WAY YOU FOUND IT.

VIOLATION OF RULES FOR USE OF HIGH HOPES SPORTS & AFTERSCHOOL CENTER WILL RESULT IN FORFEITURE OF THE SECURITY DEPOSIT.

Payment for costs to High Hopes Sports & Afterschool in excess of the security deposit will be due 10 days from date of billing.

I, the undersigned, have read the above information and take full responsibility for the actions of this group or private party, which I am representing. I understand the fees and terms which apply to the security deposit and what may apply if all the terms are not met to the satisfaction of High Hopes Sports & Afterschool Center.

Security deposit can be in the form of a credit/debit card or cash and is due prior to the party. The deposit will be returned to the renter after inspection of the facility and consultation of High Hopes Sports & Afterschool supervising and closing staff. Deposit is returned the next business day.

Afternoon Parties - Security Deposit $150

Large Events & Evening Parties – Security Deposit $300

High Hopes Sports & Afterschool reserves the right to assess larger or smaller Security Deposits based on the type of event being held. The amount of the Security Deposit is determined at the time of the rental.