Who may complete this rental application?

Any authorized representative of the hosting organization or an individual applicant may submit the Intervale Center Event Facility Rental Application. If an agent files on behalf of an organization, attach written authorization. The facility may require proof of affiliation or ID upon submission.

Are digital or electronic signatures accepted?

Yes. Electronic signatures executed with intent are generally legally enforceable under the ESIGN Act and UETA where applicable. For certain consumer-facing or legal exceptions, provide consumer disclosures and obtain explicit consent. Notarization or RON may still be required for specific documents.

What insurance must be provided with the application?

Applicants typically submit a certificate of liability insurance showing commercial general liability limits meeting venue minimums and naming Intervale Center as additional insured if requested. Coverage and limits vary by event type; consult facility guidelines and attach certificates at least 14 days prior to event.

What are the application review timelines?

Standard review times vary with event complexity and documentation completeness. Simple, complete applications often receive initial responses within 7–14 calendar days; complex or high-risk events requiring permits or insurance adjustments may take 30 days or more. Submit early to avoid scheduling conflicts.

Can applicants modify the application after submission?

Modifications may be accepted subject to facility approval and availability. Significant changes to date, attendance, setup, or vendors can trigger re-review, additional fees, or loss of reservation. Notify the facility immediately of changes and follow the provided amendment procedures.

Where should I send attachments and supporting documents?

Attach files through the online portal, or email them to the designated facility address with the application reference number. For in-person submissions, bring hard copies to the administrative office. Confirm receipt with facility staff and retain proof of submission.

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Intervale Center Event Facility Rental Application

Intervale Center Event Facility Rental Application

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Intervale Center Event Facility Rental Application

Please email this completed form to Lena Molinari at Lena@intervale.org to apply for your requested event. Questions? Call 802-660-0440 x103

Status:

Individual/Family For profit Non-profit

Contact Information:

Contact Person(s):

Address:

Phone:

Email:

Event Details:

Requested Rental Dates/Times:

Weekend: to

*Other - to

*Please include set-up and clean-up time. Your space rental will include only the dates and times listed above and you will not have access to the space beyond this timeframe. Any rentals (chairs, tables, equipment, tents, etc) must be delivered and picked up during the time frame for which you have rented this space. All other times not applied for and approved by the Intervale Center in this application will require an additional application & additional payment. For instance, if you’re planning an event for a Tuesday evening, please consider carefully the time you will need for rental deliveries and pick-ups as well as set-up and breakdown.

Actual Date/Time of Event: to

*Please include all events within your rental period. For example, if you are renting for the weekend, include all applicable events including rehearsal dinner, wedding, reception, brunch, etc.

Purpose of event:

Number of guests:

Caterer:

Alcohol served by (licensed caterer required):

Music:

Number of parking spaces needed:

Questions/Comments:

The Intervale Center will be in touch within 2-3 business days of application receipt about date availability. Intervale Center approval, signed event facility rental contract and 50% non-refundable deposit required to confirm rental date.

Rental Application Timeline:

Intervale Center (IC) event staff receives event application (including contract) via email.
IC event staff approves date if available & has site visit with interested parties.
Interested parties submit non-refundable 50% deposit to confirm their event, date and time. Date is not confirmed until 50% deposit has been received.
Event insurance or certificate listing Intervale Center as additionally insured is due within two weeks of event for any event serving food and alcohol and for all private events. IC event staff will remind users once if proof of insurance has not been received three weeks before the event. Event will be canceled if insurance is not provided within two weeks of event.
In-person pre-event site visit required with IC event staff two weeks before the event. At this time, final instructions for opening/closing the space will be given.
Final payment is due at the time of the event.

Rates:

Community Barn rental:

Private party (Weekend) (Friday 1PM to Monday 7AM) - $6,000 for current Vermont residents, $7,000 for non-residents* *At least one of the two people getting married must be a legal Vermont resident to qualify for discount

Private party (non-weekend) - $600

Business meeting - $400

Business party/celebration - $600

Non-profit meeting - $200*

Non-profit party/celebration - $400 *

Comp requested*

* includes Intervale Center sponsorship. Our logo and name should be included in all promotional materials

= Rental Fee Total

Conditions

The User shall abide by all rules, regulations and guidelines relating to the use of the facilities, and the facilities shall not be used in any unsafe or unlawful manner or in any manner which adversely affects or detracts from the use and enjoyment of any other property or facilities at the Intervale Center. The Intervale Center will not be held responsible for any damage to the facility, theft or any misuse of personal property placed in the facility. The Intervale Center is not responsible for injury to any occupant who enters the premises whether there by invitation, permission or not. The Intervale Center reserves the right to revoke this agreement at any time.
For any event serving food or alcohol and all private events, the User must provide a certificate of insurance naming the Intervale Center as an additional insured, and demonstrating that the User has general liability insurance totaling a minimum of $300,000. Failure to provide certificate of insurance two weeks before the event will result in a cancellation of event.
Rental fee includes use of included amenities as well as the back lawn out to the frog pond and the side lawn up to the tree line with Gardener’s Supply Co. property. User shall use, maintain and return the facilities to the Intervale Center in the same condition as received, reasonable wear-and-tear excepted. The user shall make no modifications to the facilities without the written consent of the Intervale Center. The User understands that the Intervale Center’s land and buildings are multi-use facilities which support a variety of ongoing programs and agricultural, educational, cultural and recreational activities which may be occurring at the same time as a special event.
The rental will include only the dates and times listed approved by the Intervale Center and the user will not have access to the space beyond this timeframe. Any rentals (chairs, tables, equipment, tents, etc) must be delivered and picked up during the approved rental time frame. All other times not applied for and approved by the Intervale Center in the initial event application will require an additional application & additional payment.
To reserve the space, a non-refundable 50% deposit is required. The User will be billed for all actual cost of repairs and/or damages. All deposits will be deducted from the final bill. The balance of any fees is due within 30 days following the event. Unpaid balances will be subject to a finance charge of 1.5% per month.
All alcohol served at the event must be purchased and served by a caterer possessing a valid liquor license.
The Intervale Center is a smoke-free environment. There is no smoking in the barn or on the grounds.
The maximum occupancy of the barn at any one time is 128 people.
No open flames are allowed in the barn or within 20 feet of any structure.
No grilling is allowed in the barn at any time. Any grills must be at least 10 feet away from structures.
Cars must be parked in such a way that a clear path remains for emergency vehicles to reach the barn, should an emergency arise.
If any trash, garbage, or debris remains in the barn after the event, the renter will be billed for cleanup and removal at an additional $200/hr.
The user is responsible for locking the Community Barn when leaving the premises. Failure to do so will result in an additional $100 fee.
Payment: all deposits will be deducted from the final bill. Final payment is due at the time of the event. Payment is accepted in the form of cash, personal or business check.

**The User must initial next to conditions 2, 4, 6 and 12 above in addition to signing below.

Initials for condition 2:

Initials for condition 4:

Initials for condition 6:

Initials for condition 12:

Name:

Signature:

Date:

Thank you for choosing the Intervale Center for your special event! 100% of proceeds go directly to our work strengthening the community food system – a great way to make sure that your event reflects your values.

What the Intervale Center Event Facility Rental Application Is

The Intervale Center Event Facility Rental Application is a standardized form organizations use to request use of event spaces at the Intervale Center. It collects applicant contact details, event description, attendance estimates, preferred dates and times, equipment and setup needs, insurance and liability information, requested services, and payment or deposit terms. The application establishes responsibilities, clarifies facility rules, and initiates scheduling and billing workflows. Agencies use it to verify eligibility, assess capacity and safety requirements, and record approvals; accurate, complete submissions speed processing and reduce scheduling conflicts.

Why a Completed Application Matters

Using the Intervale Center Event Facility Rental Application centralizes event requests, documents insurance and liability information, and creates an auditable record for approvals and billing. A clear application reduces scheduling errors, clarifies responsibilities, and supports consistent enforcement of facility policies.

Who Typically Completes This Application

Community groups, nonprofits, private hosts, catering companies, and municipal departments commonly complete this rental application.

Nonprofit event organizers submitting public benefit or fundraising events requiring tables, chairs, and AV support.
Private individuals booking ceremonies, receptions, or rehearsals with guest counts and security plans.
Corporate or educational programs seeking classroom or conference spaces with specific AV and seating needs.

Signers typically include permitted organizers, authorized agents, or facility managers authorized to accept terms and arrange insurance.

Step-by-Step: Submitting Your Rental Application

Follow these sequential steps to complete and submit the Intervale Center Event Facility Rental Application online or in hard copy.

01

Prepare Details: Gather contact, event, attendance, and insurance details before starting.
02

Complete Form: Enter all fields accurately; use MM/DD/YYYY for dates.
03

Attach Documents: Upload certificates, diagrams, vendor proofs, and proof of payment.
04

Submit & Confirm: Submit application and retain confirmation or receipt number.

How Submission and Routing Work

This section explains routing and submission options for the Intervale Center Event Facility Rental Application.

Online Portal: Submit via the center’s application portal for fastest processing.
Email Submission: Send completed PDF with attachments to the facility’s application email.
In-Person: Deliver printed form and attachments to the administrative office during business hours.
Third-Party: Authorized agents may submit on behalf of applicants with written consent.

Configuring an Online Intake Workflow

Configure online workflow fields and notifications for streamlined intake and automated approvals and reminders to stakeholders.

Field	Configuration
Routing	Auto-assign to facility manager after submission
Notifications	Email and SMS reminders to applicant and staff
Attachments	Require PDF insurance certificate and floor plan
Authentication	Optional SMS code or ID upload for high-risk events

File Formats, Integrations, and Authentication

The application supports PDF and DOCX uploads, mobile-friendly forms, and common authentication methods to accommodate desktop and mobile users.

File Formats: PDF, DOCX, and image files accepted
Integrations: Supports Google Drive, Box, and CRM connectors
Authentication: Email link, SMS code, or ID upload

eSignature Vendor Comparison for Processing Rental Applications

Comparison of common eSignature vendors and core plan-level differences relevant to the Intervale Center Event Facility Rental Application.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and Compliance Highlights for Application Records

Encryption: TLS 1.2/1.3; AES-256 at rest

Certifications: ISO 27001 and SOC 2 Type II

HIPAA: BAA available for protected health information

Auditing: Detailed audit trail with timestamps and IPs

Access Controls: SSO and two-factor authentication supported

Retention: Configurable retention and exportable records

Penalties and Risks of an Incomplete or Incorrect Application

Incomplete Application: Processing delays or denial

Missing Insurance: Event may be canceled

Incorrect Dates: Double booking risk

False Attendee Count: Capacity violations potential

Late Payment: Loss of reservation

Unauthorized Signer: Agreement may be voided

Common Mistakes to Avoid

Failing to include the correct insurance certificate or naming the Intervale Center as additional insured often causes last-minute cancellations or requests for corrected documentation.
Submitting incomplete setup requirements or incorrect equipment dimensions leads to on-site conflicts, extra charges, and potential safety concerns during load-in and event setup.
Using an unauthorized agent to sign without written consent can invalidate the reservation and expose organizers to unexpected liabilities and denied access.
Waiting until the last minute to request permits, alcohol authorization, or vendor approvals increases the likelihood of denial and limits available service options.

Key Deadlines and Timing Expectations

Key submission and payment deadlines for reservations, deposits, permits, and insurance certificates are summarized below to set expectations.

Application Lead Time:

Submit at least 30 days before event date

Deposit Due:

Deposit required within 14 days of approval

Insurance Certificate:

Provide certificate 14 days before event

Final Payment:

Final balance due 7 days before event

Cancellation Window:

Full refund if canceled 30+ days prior

Milestones from Application to Event Day

Sequential milestones from application to event day outline responsibilities and deadlines for each stage below.

01

Application Submitted

Application received and logged; initial review begins

02

Insurance Verified

Certificate reviewed and additional insured status confirmed

03

Final Walkthrough

Site inspection and final setup confirmation with vendors

04

Event Day

Staff onsite, occupancy and noise limits enforced

Real-World Use Cases

Representative use cases show how the Intervale Center Event Facility Rental Application supports varied event types and organizational needs.

Nonprofit Fundraiser

A local nonprofit completed the rental application to reserve the main hall for an evening fundraiser with catering and silent auction.

Required insurance and floor plan streamlined review.
Because details were complete and the certificate of insurance named the Intervale Center as additional insured, the organization received approval within two weeks, secured preferred vendors, and avoided late fees. Clear documentation simplified coordination with staff and emergency planning.

Wedding Reception

A couple used the application to schedule a weekend reception in the pavilion with outdoor lighting and a DJ.

Included vendor load-in times and noise restrictions.
Providing a detailed timeline, vendor insurance, and a seating diagram allowed staff to approve the event, reserve security personnel, and coordinate parking logistics. The organizers avoided last-minute changes and received final confirmation ten days before the date.

Best Practices for Accurate, Efficient Applications

Adopt these practices to improve application accuracy, accelerate approvals, and reduce on-site issues for events at the Intervale Center.

Complete documentation and required attachments

Attach a current certificate of insurance naming the facility as additional insured when required, include a detailed floor plan showing staging and emergency egress, and provide vendor contact information to enable rapid approvals and coordinated site access during load-in.

Confirm insurance coverage limits and endorsements

Verify that liability limits meet venue minimums and that policies include required endorsements. If a third-party vendor provides coverage, ensure certificates specifically list Intervale Center as additional insured and confirm effective dates cover the entire event period including setup and teardown.

Provide accurate final and maximum attendance estimates

Give realistic attendee numbers, accounting for vendors, staff, and volunteers. Overstating or understating attendance can affect required staffing, insurance underwriting, and fire code compliance; final counts should be confirmed by the applicant at least seven days before the event.

Schedule early and communicate any changes promptly

Submit the application with preferred and alternate dates to provide scheduling flexibility. Communicate vendor or layout changes as soon as they occur to avoid rework; last-minute adjustments often incur additional fees and may require re-approval by facility staff.

FAQs — Common Questions and Practical Answers

Answers to frequently asked questions address eligibility, signatures, insurance, deposits, timeline expectations, and digital submission options for the Intervale Center rental application.

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