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Home My WebLink AboutBOWERS MUSEUM (16)N-2023-026-01 INSURANCE N07 REQUIRED WORK MAY PROCEeJ3 0 W E R S MUSEUM CLERK OP Tftt c()tttSIGII Facility Use Rental Agreement 6 DATE - The Bowers Museum is a venue for a variety of special events such a$ wedding receptions, elegant dinners, corporate cocktail parties, charity galas, and holiday parties. All rcility renters must become Bowers Museum members at the Ninety Six Dollar ($96.00) Family -level, or above, if not (J". already members. '8 ,4aro- A Facility Rental Agreement will be provided. by the Bowers Museum for rental of Museum space. o) U1 Patina Restaurant Group will provide a separate contract for catering of all food and beverages. AXOWAft ena The Museum is geLierally available for rental, Tuesday — Sunday between the hours of 8:00 a.m. and o 11;00 p,m. Monday rentals are billed a minimum of One Thousand Dollars ($1,000.00) in addition to the regular facility rental fees. Special events cannot be scheduled in some areas of the Museum during normal operating hours (Tuesday — Sunday, 10:00 a.m, to 4:00 p.m.), All events are scheduled within the discretion of the Museum. Every effort will be made to accommodate requests. The selection of a date does not itself hold that date indefinitely. The Museum may hold requested date up to two weeks from initial contact with the Special Events Department. In order to reserve an event date, a deposit equal to fifty percent (50%) of all quoted rental fees plus membership, if applicable, must be paid, --- renter must sign the COVID-19 Assumption of Risk and Waiver of Liability Agreement, and the 11 Facility Rental Agreement must be signed. -- Damage Denovit Upon execution of the Facility Use Rental Agreement, renter shall provide to the museum a valid credit card to be held as a general damage deposit. Should damage occur to the premises, renter's credit card will be charged, and museum will forward a detailed accounting of charges to renter. If renter's card is not valid, renter will be billed for such damages, which will include an administrative service charge of ten percent (l0%) of the total balance due. Should the premises be left in good condition, renter's credit card will not be charged. Should excessive damage occur, such items would be documented and ��jj��, invoiced to renter. Payment of such excessive damage is required within thirty (30) days. ShouldAww renter question such charges, they should contact the Special Events Department at 714-567-3623. Caucellatious The 50% Rental Deposit is non-refundable except as specified herein. The Museum retains the option to cancel an event should the renter fail to comply with any of the provisions contained in this "Facility Rental Policies & Guidelines" for Special Events. In the sole case of the Museum being unavailable for renter's use on the agreed -upon date due to government orders related to the COVID-19 pandemic, renter will be refunded the 50% Rental Deposit if a mutually agreeable alternate date cannot be chosen. In all other instances, the 50% Rental Deposit is non-refundable and will be kept by the Museum. Ra., i.m 217II — I:.icihn Rvwal Poliuc+&l Guidelines BOWERS MUSEUM Public Relations All printed materials. media announcements and other public relations communiques relating to the event are subject to the approval of the Museum before they are in the final printing and/or distribution stages. If materials such as facility maps are requested with advance notice the Museum will endeavor to provide such material as is available. Staffing Catering, decorating, audio/visual equipment and coordination are not part of the basic Facility Rental Agreement and must be arranged directly with the provider of such services and paid in accordance with their policies. As part of the facilities rental fees, the Museum provides security (Museum's entire building & Courtyard) and custodial staff appropriate to the event. For groups larger than 300, an additional security cost will be added. Catering and Alcoholic Beverages The Museum reserves the right to determine the areas where food and drink service is permitted. All food and alcoholic beverages will be made available to the renter via the Museum's restaurateur, Tangata, and catering staff. All catering costs are separate from Museum charges. For Food and Beverage please call Patina Catering, at 714-567-3630. Catering professionals only provide service of alcoholic beverages. Alcoholic beverages may not be served to minors. The general sobriety of guests is the responsibility of the renter. Public intoxication or other disorderly conduct, which jeopardizes the Museum, will not be tolerated and will be dealt with by the Museum Security staff. The service of red wine and grape juice at any event in carpeted iAl areas of the facility is prohibited. Smoking is also prohibited on the Museum grounds. Set -Up. Decorations and Entertainment For large events utilizing certain areas of the facility, a walk-through with all involved parties (Caterer, Rental Company, Florist, A/V, and Special Events Department) is required, and must be scheduled at least one (1) week in advance of the event. The Museum requires 48-hour notification of any event changes. On the day of the event, set-up must begin no earlier than 4:00 p.m., unless previously approved by the Museum. All deliveries must be scheduled with the Special Events Department two — (2) weeks in advance. For Events that take longer than (2) hours to set-up, an additional fee will be charged. For Vendors such as Bands, DFs, Photo Booths, etc. a certificate of insurance is required. — Rules to follow: Nothing can be taped, stapled, nailed or attached to any part of Museum property, only freestanding equipment or decorations may be used. This equipment must be itemized and a copy presented to the Special Events Department prior to the date of the event. ALL DECOR AND/OR EQUIPMENT MUST BE PICKED UP THE NIGHT OF THE EVENT UNLESS SPECIAL ARRANGEMENTS ARE MADE WITH THE SPECIAL EVENTS DEPARTMENT IN ADVANCE. Museum property, such as artworks, plants, and pots may not be moved. Rose Petals, Butterflies and Bubbles may be used at events. Candles must be enclosed in proper holders and unscented. CONFETTI, SPARKLERS, BIRD SEEDS, or RICE are NOTMM allowed. NO BALLOONS in the John M. Lee Court. Doorways may not be blocked. All items must — be at least five feet away from the museum artifacts. Special lighting and audio/visual equipment: No lighting can be installed unless installed by a professional lighting company authorized by the Special Events Department. Should any special electrical needs be required, the Museum must be notified at least two (2) weeks in advance. Electrical Ih" rcd: �epb:ni;,." 'n_n I Fdcilil� litn c,l P�Leic. fi Luidclinr. BOWERS MUSEUM circuits are limited and special equipment requires prior approval of the Special Events Department or Maintenance Office. Musical performances and other entertainment may take place only in certain areas of the Museum. No entertainers may perform in the gallery areas without prior consent of the Special Events Department, Break -Down and Clean-thi Breakdown must occur immediately after the event and all rental and decoration items must be removed. Renter and Caterer will ensure thorough clean up, including depositing all trash in the correct containers or carrying it away. In the event of non-compliance, the Museum will reserve the righ to remove these materials at the renter's cost and liability. At the end of the event, break down must be completed within hours. Events that require a longer break down time will be charged an --— additional roe. Inclement Weather Plan Should rain, wind or other inclement weather occur on the day of an event being held outside in the Cleo Key Courtyard, Huang Sculpture Garden, or on the upper and/or lower patios of the Tangata Restaurant, guests will be moved inside to the Tangata Restaurant dining area. This applies to ncd events consisting of less than 100 guests. Events containing more than 100 guests will be moved to appropriate indoor areas when available. SecurijX Museum security applies to the Museum's entire building & courtyard areas. The Museum does not.provide security for its parking lots. All patrons assume the risk of any loss when they choose to park in any of the Bowers Museum parking lots, The Bowers is not responsible for any damage or Joss to any automobile that is parked in any of the Bowers' parking lots. This information should be shared with all event guests. tte�iscd: tielNeedicr 30?e Farilih Rental Policies &. Gnldeun-ess BOWERS MUSEUM Facility Use Rental Agreement Arm:Jennifer Mendoza f�Lendoz152@sama-ana x 714 245-8650 Date: Wednesday, 3/29/2023 Time: 6:00 P6I — 10 PM Guest Count: 100 No Charge Parking in north lot No Exhibits Set up from 4:00 PM Clean UD must be cote leted be 11:30 PM Fhrrulc Membership (t Year) I $96.00 Discouni COaYIP Santa Ana Police Dept Damage Deposit $2,000.00 HOLD $2,000.00 his can be held u-ith a Valid Credit Card Norma Kershaw Auditorium & John Lee Court $205 per hour (Bois $1 127 50 includes 2 hr set up and 1.5 In break down A/V Assistance x 2 Hrs $50.00 Per hour $100.00 Invoice Total $1,227.50 Payment Schedule - Anaitmt: Non -Refundable' Rental Deposit $613.75 Immediately Damage Deposit: Hold with valid credit card $2,000.00 HOLD Balance Due: $613,75 03/22/2023 F 'rty R i In (Wer ru reserve an evenr, data a deposit equal to 50" b of all quoted rental fees must be paid upon signing of faacilin, Use Rental lgreement. Damage Deposit Upon execution of (he hacilirr Use Rental Agreement, renter shall provide to the museum u valid credit cant n, be held ea general damage deposit. Should damage occur m the premises, renn•r.. cnvllr mrd rvill be charged, and museum will forward a demailcd acc omuing of charges to renter. If renters cards nor valid, renter will be billed for such damages, which will include an administrative service charge of rca percent (10 %) of the total balance due. Should the premises be left in good condition, renter'; credit card will nor be charged. Should excessive damage occur, such items would be documented and invoiced n) renter. Payment of such excessive damage is required within [him (30) days. Shaul) renter such charges, they should contact the Special Feenn Department at 71 i-i67-3623. Cancellation: The rental deposit is non-refundable under all cirnimstanee, ne museum retains the right to cancel an evau should the renter fad m comply with an.y of the provisions contained in this I•acility Rental Agecement and the "Facility Rental Policies & Guidelines", for Special hvents, receipt fit which is acknowledged by renter's signature below. Cancellation Fees: 5613.75 ARer. N/A The hacilin' renter agrees to indemnity and (told Iwrmlese'I'lie Bowen Nluscuna of Culmral An an,[,,, directors, officers and empluve s from and aw.ainst anY and all claims, demand.,, costs, losses and expenses, including -ano mi's fives and expenses fit the defense thereof, arising from or in any wav related to the renml of the hrcililics by the farther renter. Renter hereby acknowledges that the renter had received and read a cope of the "I•acilim Rental Policies & Guideline:' tar the use of llae Bowers M.,,eum of Culmral Art, and accept, the eondinons imposed and schedule of fees listed above. RenterAgrees topay upon receipt of nori[icanon ,,i additional charges for excessive wear, damage or extra clean- up sen ices exceeding the damage deposit. Rt;n'rt;R: See attached mature page 130% RS NIUSI:UNI Rb:\"fHit I I11.li_ ` r'-'M' :uuc 11cdKI Rouv6 & S,".l Il rnr, Ian the event the Museum is unavailable for renter's Else on the agreed -upon date due to government orders related to the COVID-19 pandemic. renter will he refunded the 50 % Rental Deposit. In all other instances. the 30 % Rental Deposit is non-refundable and will be kept by the Museum. lien isrd: '+.,torte Ler'_ICII Fnrilin Rental PuOwie�S f,nidcline. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: JA/4 ORMA OROZCO Acting Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney CITY OF SANTA ANA KRRISTII�RIDGE City Manager RECOMMENDED FOR APPROVAL: By: TAffARA HOGOSIAN �1 ALENTIN Senior Assistant City Attorney Chief of Police BOWERS Amended MUSEUM Use Rental Attn: Jennifer Mendoza] JMendoza52(o)santa-an" 714 245-8650 Date: Wednesday, 3/29/2023 Time: 6:00 PM —10 PM Guest Count: 100 No Charge Parking in north lot No Exhibits Set up from 4:00 PM Clean Up must be corn leted by 11:30 PM At Discount Total Family Membership (1 Year) $96.00 COMP Santa Ana Police Dept Damage Deposit $2,000.00 HOLD $2,000.00 his can be held with a Valid Credit Card Norma Kershaw Auditorium & John Lee Court $205 per hour (This $1,127.50 includes 2 hr set up and 1.5 hr break down A/V Assistance x 2 Hrs $50.00 per hour $100.00 ohn Lee Court Screens $500.00 50% $250.00 Invoice Total $1,477.50 Payment Schedule Amount: Non -Refundable[ Rental Deposit $613.75 Paid Damage Deposit: Hold with valid credit card $2,000.00 HOLD Balance Paid $613.75 Paid Balance Due $250.00 DUE Facilitv Reservation: In Order to reserve an event date, a deposit equal to 500/ of all quoted rental fees must be paid upon signing of Facility Use Rental Agreement. Damage Depasit, Upon execution of the Facility Use Rental Agreement, renter shall provide, to the museum a valid credit card to be held as a general damage deposit. Should damage occur to the premises, renter's credit card will be charged, and museum will Forward a detailed accounting of charges to renter. If renter's card is not valid, renter will be billed for such damages, which will include an administrative service charge of ten percent (10%) of the total balance due. Should the premises be left in good condition, renter's credit card will not be charged. Should excessive damage occur, such items would be documented and invoiced to renter. Payment of such excessive damage is required within thirty (30) days. Should renter question such charges, they should contact the Special Events Department at 714-567-3623. Cancellation: The rental deposit is non-refundable under all circumstances. The museum retains the right to cancel an event should the renter fail to comply with any of the provisions contained in this Facility Rental Agreement and the "Facility Rental Policies & Guidelines", for Special Events, receipt of which is acknowledged by renter's signature below. Cancellation Fees: 1 $613.75 1 N/A The facility renter agrees to indemnify and hold harmless The Bowers Museum of Cultural Art and its directors, officers and employees from and against any and all claims, demands, costs, losses and expenses, including attorneys fees and expenses for the defense thereof, arising from or in any way related to the rental of the facilities by the facility renter. Renter hereby acknowledges that the renter had received and read a copy of the "Facility Rental Policies & Guidelines" for the use of The Bowers Museum of Cultural Art, and accepts the conditions imposed and schedule of fees listed above. Renter Agrees to pay upon receipt of notification any additional charges for excessive wear, damage or extra clean- up services exceeding the damage deposit. RENTER: See Attached SignaMPsgc BOWERS MUSEUM (:i�mamrq (daa) RENTER tin the event the Museum is unavailable for renter's use on the agreed -upon date due to government orders related to the COVID-19 pandemic, renter will be refunded the 50% Rental Deposit In all other instances, the 50% Rental Deposit is non-refundable and will be kept by the Museum. Recited: Sepmuher 2020 1 I acilitc Rent:d Policies & Cuidclinec IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: LL er of the Cd\iAcil APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: TAMARA BOG SIAN Senior Assistant City Attorney CITY OF SANTA ANA KRISTINE RIDGE City Manager RECOMMENDED FOR APPROVAL: �7 VALENT Chief of Police