*** RESERVATIONS FOR CIVIC CENTER ROOMS CAN BE MADE NO MORE THAN 1 YEAR
PRIOR TO YOUR DESIRED DATE ***
RENTAL CONTRACT FOR USE OF THE MIAMI TOWNSHIP CIVIC CENTER
It is the intent of the Miami Township Board of Trustees to make its facilities available to the community on a fair and equitable basis. The Miami Township Recreation Department has first priority in scheduling of facilities for programs and activities. The following procedures, guidelines, and fee structures will outline the rules and regulations regarding township facilities
GENERAL RULES AND NOTICES
This Contract is entered into by and between the Board of Trustees of Miami Township
(herein “Owner”) and (herein “Lessee”).
I. DATE: Lessee shall have possession of the premises from time and date specified below.
II. USE OF FACILITIES: During the stated date, Lessee and participants shall have the right to enter upon and use a room stated below at the Miami Township Civic Center for the purpose of holding a stated event and for no other purpose. The conduct of this event and the use of these facilities shall be in accordance with the terms of this contract. Lessee hereby acknowledges that he/she is familiar with the rules and regulations governing the use of the Miami Township Civic Center and agrees to be bound by all of the terms and conditions thereof. Lessee shall provide all materials necessary for hosting this event other than those specifically provided by the Owner. Lessee and all participants shall comply with all township rules and regulations and contracts pertaining to the use of this facility. The use of this facility may be terminated at any time and for any reason by the Owner without recourse from Lessee..
III. HOLD HARMLESS & INDEMNIFICATION: Lessee shall indemnify, hold harmless and defend the township, its officers, employees, agents against any and all liability, loss, costs, damages, expenses, claims or actions, including attorney's fees which the township, its officers or employees may hereafter sustain, incur or be required to pay, arising wholly or in part due to any act or omission or lessee, its agents, servants or employees, in the execution, performance or failure to perform lessee's obligations pursuant to this agreement.
VI. MISCELLANEOUS: This Contract shall be construed in accordance with the laws of the State of Ohio If any provision of this contract is rendered void or unenforceable by any decision of any Court, this shall not effect the validity of the remainder of the Contract. This Contract may not be assigned without the express written permission of the Board. This Contract shall not be construed as creating any rights in any person, including any mechanic lien rights, other that the use of this facility for the very specific purpose of hosting an event stated below. This Contract constitutes the entire agreement between the parties. No oral statement or representations survive the execution of this Contract.
MIAMI TOWNSHIP CIVIC CENTER RULES & REGULATIONS
The following rules and regulations apply to the use of the Civic Center. The Civic Center is a NON-SMOKING facility and is not a private rental hall, but a facility paid for with the use of tax dollars. An individual/organization that rents the Civic Center only has exclusive rental rights to the building and all entertainment and structured activities are to be conducted inside the facility.
RESERVATIONS: Residents of Miami Township may reserve the Civic Center up to three (3) months in advance with the exception of Miami Room A & B which can be reserved up to one (1) year in advance on weekends only based on availability as determined and approved by the Recreation Director. Non-residents may reserve the Civic Center up to one (1) month in advance. An individual/organization may rent the Civic Center five (5) times per month.
RESIDENT AND NON-RESIDENT STATUS: Applicants must show proof of residency to receive resident rates. Persons living in Miami Township or the owners of businesses located in Miami Township shall be considered “residents”. Miami Township residents may not serve as “agents” for functions primarily serving non-residents. The resident who rents any facility must be in attendance throughout the event.
CAPACITY: The Civic Center has various capacities based on the room requested. Please view our website for the latest capacity numbers, or call the Recreation Department at 248-3727 for information.
HOURS OF OPERATION: All indoor facilities are available for rental from 10:00 a.m. until midnight. Park Pavilions are available for rental from 10:00 a.m. to dusk. For Civic Center rentals in which an hourly rate applies, the hourly rate applies after 10:00 a.m Saturday, Sunday and select holidays.
SECURITY DEPOSIT: A $200 refundable security deposit is required for ALL events. The deposit will be refunded within fourteen (14) days of the rental if Lessee is in compliance with all rules and regulations and the premises is left in the same condition as it was in before the event. Homeowner's Associations are exempt from paying the security deposit for their annual meeting (one meeting per year per HOA). The security deposit is due at the time the time the facility is reserved and must be in the form of a check or money order. No cash accepted. The deposit will be forfeited under the following circumstances: A) Failure to clean facility; B) Damage to facilities or furnishings; C) Possession or consumption of intoxicating beverages without proper permit; D) Failure to return tables and chairs to their original positions; E) Any other act of negligence; F) Breach of rules and regulations or rental contract. Lessee hereby warrants that he/she will be personally responsible for the cost of repair of any damage over and above that covered by the security deposit, as determined by the Township Administrator. Lessee recognizes that Miami Township is in no way responsible for lost, damaged or stolen items.
MT= Monday-Thursday MF= Monday-Friday FSSH=Fridays, Saturdays, Sundays & Holidays
Miami Room: (MT) $400; (FSSH) $550**
Mulberry Room: (MT) $150; (FSSH) $250.**
Mulberry Room (10am-4pm - Sat/Sun Only) $125
Clermont Room* (MF) $100
Clermont Room* (10am-4pm - Sat/Sun Only) $125
Video Conference Room* (MF) $50
Video Conference Room* (10am-4pm - Sat/Sun Only) $125
Conference Room* (MF) $50
Conference Room* (10am-4pm - Sat/Sun Only) $125
Trustee Meeting Room* (MF) $50
Trustee Meeting Room* (10am-4pm - Sat/Sun Only) $125
O'Bannon Room* (MF) $50
O'Bannon Room* (10am-4pm - Sat/Sun Only) $125
Miami Room: (MT) $800; (FSSH) $1,100**
Mulberry Room: (MT) $300; (FSSH) $500.**
Mulberry Room (10am-4pm - Sat/Sun Only) $250
Clermont Room* (MF) $200
Clermont Room* (10am-4pm - Sat/Sun Only) $250
Video Conference Room* (MF) $$100
Video Conference Room* (10am-4pm - Sat/Sun Only) $250
Conference Room* (MF) $$100
Conference Room* (10am-4pm - Sat/Sun Only) $250
Trustee Meeting Room* (MF) $$100
Trustee Meeting Room* (10am-4pm - Sat/Sun Only) $250
O'Bannon Room* (MF) $$100
O'Bannon Room* (10am-4pm - Sat/Sun Only) $250
* Food & Drinks Permitted / No Kitchen Access
** $15 per hour fee only applies when over the 10-hour rental period.
Hourly Rates Double on the Following Holidays: New Years Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Eve, Christmas Day, New Years Eve.
After hours rental of the Miami Township Civic Center will include a staff member on duty at all times to ensure proper security measures are in place. There is no need for the lessee to assume any special requirements for securing the facility
Refundable Security Deposit: $200
Set-Up Fee (optional): $100
Clean-Up Fee (optional): $100
Each facility has a set number of tables and chairs. Applicants are responsible for the set-up and tear-down of tables and chairs. Miami Township will provide set-up and tear down for a fee of $200.00. Requests for additional tables, chairs, or other equipment must be made on application and are subject to availability. Applicants are responsible for making arrangements for tables, chairs, or other equipment exceeding township inventory.
NON-PROFIT ORGANIZATIONS: Legally chartered non-profit groups who primarily serve Miami Township may reserve a room at the Civic Center for up to two (2) times per month with no rental fee for usage Monday through Thursday from 8 a.m. to 4:30 p.m. If the time is later than 4:30 p.m., then a $15 hourly surcharge may be applied. These reservations may not be made more than ninety (90) days in advance. Homeowner's Associations (HOA) may reserve a facility up to ninety (90) days in advance for their annual meeting (one meeting per year per HOA). The hourly fee will be waived for HOA annual meetings.
COMMERCIAL USE: Commercial use of the Civic Center is prohibited. Businesses may use the facility for training or other business related uses, but may not use the facility for the sale of any goods or services.
USE OF INTOXICATING BEVERAGES: The use of intoxicating beverages is permitted at the Civic Center by special permit.; Intoxicating beverages are not permitted in the following rooms at the Civic Center: Video Conference Room 1, Conference Room 1, Trustee Meeting Room. A separate application and permit is required for events in which intoxicating beverages will be consumed. The sale of intoxicating beverages is prohibited. Intoxicating beverages shall not be furnished to minors under the age of twenty-one (21). Intoxicating beverages shall not be furnished to intoxicated persons, habitual alcoholics or to whom the Liquor Control Department has prohibited the sale of intoxicating beverages. Furnishing of intoxicating beverages will cease at 12:00 am (midnight). Lessee is responsible for ensuring compliance with all Ohio laws pertaining to the use or consumption of intoxicating beverages.
CLEANING/SECURANCE OF FACILITY: Lessee is required to clean the facility after an event. The building is to be left in the same condition as it was found.
You must be 21 or older to rent a facility. One adult chaperone (over 21 years of age) must be provided for every 25 minors (under 18) in attendance. Gambling is not permitted. Smoking is not permitted in any Miami Township facilities. All functions conducted in Miami Township facilities must be in accordance with township standards and, therefore, not be in violation of any township regulations or resolutions as set forth in the rules providing for the issuance of permits for use of facilities. For functions at the Miami Township Civic Center, a Miami Township employee must be on duty during the entire activity at the expense of the applicant. If cancellation is necessary, Lessee must cancel at least 30 days in advance or one-half of the rental fee will be forfeited. Any changes in rental dates and times must be done in person or in writing. An employee of Miami Township shall have the right to enter said premises to determine if there are violations of rules and regulations or any state law. Lessee shall maintain a copy of the rental contract with him/her during the rental as evidence of the registration. Taping, tacking, or affixing anything to the walls, doors or ceiling of any facility is prohibited. The use of candles, other than those contained in glass and floating on water, is prohibited. Renters must only use the facility during their scheduled time according to their contract. The facility must be left in the condition you entered. Failure to comply will result in forfeiture of security deposit and future renting privileges. NO FOG OR SMOKE MACHINES OF ANY KIND ARE PERMITTED. Miami Township reserves the right to amend rules and fees at any time without advance notice to the public.
Miami Township Alcohol Permit Policy
1.0 Purpose: 1.1 The purpose of this policy is to establish the procedures for obtaining permission to consume any form of alcoholic beverage on township-owned property.
2.0 Scope and Definitions:
2.1 This policy applies to the issuance of alcohol permits at the Miami Township Civic Center, Leming House and all township park pavilions.
2.2 The Miami Township Administrator or designee has authority to grant permission to persons to consume alcoholic beverages on township-owned property.
2.3 For Civic Center permits, no alcohol can be consumed outside the room that is rented. For Leming House permits, no alcohol can be consumed outside the building with the exception of the exterior deck. For park shelter permits, no alcohol can be consumed 30' beyond the perimeter of the shelter.
3.1 Permit Holder. The permit holder must be an individual of at least 21 years of age.
3.2 Rules of Conduct: The permit holder shall be responsible for maintaining order at the reserved facility both inside any building and on the grounds. The permit holder shall remain on the premises at all times; Persons using the facilities are responsible for complying with State, County, and Township regulations, including Miami Township Park Bylaws and Facility Rental Rules and Regulations; There will be no loud noise or inappropriate conduct that would infringe on the reasonable privacy of individuals in the facilities; The permit holder shall be responsible for ensuring that the activities conducted in the facility are contained within the area which is reserved; Glass containers for alcoholic beverages are not allowed in any of the permitted areas; The reserved facility shall be left in a state of cleanliness and good repair; The sale of alcoholic beverages at reserved facilities is prohibited; The permit holder shall be responsible for ensuring that alcoholic beverages are not served to minors. The Miami Township Police Department may conduct periodic checks of reserved facilities to ensure compliance with state statutes governing the consumption of alcohol.
3.3 Miami Township retains the right to revoke, modify, or cancel the policy at any time and as it sees appropriate.
3.4 This policy shall become effective upon its adoption.
BY SUBMITTING THE INFORMATION BELOW TO MIAMI TOWNSHIP, YOU HEREBY AGREE TO ALL RULES AND REGULATIONS STATED ABOVE
* Information is required.
Check here to have email confirmation of this request sent.
* Information is required.
If you send us a message, you'll receive a Tracking Number allowing you to follow-up with your request, at your convenience.
By submitting this form, you will apply for the Civic Center reservation permit. You will receive an email reply. THIS IS NOT CONFIRMATION OF YOUR APPROVAL. Our staff will check to see if the Civic Center is available, and you will be emailed with approval or denial within 1-2 working days. If approved, a follow-up email will be sent to confirm your reservation. You will then have five (5) business days to print the confirmation email and mail it with the FULL RENTAL FEE to our offices. Failure to do so in the five (5) business days may result in the loss of your reservation. Questions? Please call 248-3727.
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