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Home My WebLink AboutBOWERS MUSEUM (19) INSURANCE NOT REQUIRED N-2024-311 CORK MAY ITY C ERKPROCEED BOWERS MUSEUM DATE: SEP 1 2 2021 Facility Use Rental Agreement ty.cbr-00) C Sow r1rotlel St i Museum The Bowers Museum is a venue for a variety of special events such as wedding receptions, elegant dinners, corporate cocktail parties, proms, charity galas, and holiday parties. All facility renters must become Bowers Museum members at the One-Hundred-and-Thirty Dollar($130.00) Family-level, or above, if not already members. A Facility Rental Agreement will be provided by the Bowers Museum for rental of Museum space. Patina Restaurant Group will provide a separate contract for catering of all food and beverages. Availability The Museum is generally available for rental, Tuesday — Sunday between the hours of 8:00 a.m. and 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 must be paid and the Facility Rental Agreement must be signed. Initial Damage Deposit 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 Mil renter question such charges, they should contact the Special Events Department at 714-567-3617. Animals Animals are not permitted at the Bowers Museum. The only exception is for service animals on a leash and under their owner's control as authorized by applicable law. Cancellations 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. hc�i;e!I: Ncpremin•r '_0:11 ' I arilit I2 n! !I !' lirir� f;!!i!I�li!!c, BOWERS MUSEUM Public Relations All printed materials, media announcements and other public relations communiqués 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. 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 mow areas of the facility is prohibited. Food and beverage is prohibited in the Auditorium, art galleries, Green Room, and Hsu Gallery. Smoking is also prohibited on the Museum grounds. Set-Up.Decorations and Entertainment 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 (or 3 hours for proms and weddings), an additional fee will be charged. For Vendors such as Bands, DJ's, Photo Booths, etc. a certificate of insurance is required. Please ask Vendors that need tables set up to place their decor to come at least 45 minutes after the setup start time. Initial 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 4 DEPARTMENT IN ADVANCE. Museum property, such as artworks, plants, and pots may not be moved. Rose Petals and Bubbles may be used at events. Candles must be enclosed in proper holders and unscented. CONFETTI, SPARKLERS, BIRD SEEDS, or RICE are NOT allowed. NO Initial FOG MACHINES or BALLOONS with helium or any gas that floats are allowed indoors. Doorways may not be blocked. All items must be at least three 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 circuits are limited and special equipment requires prior approval of the Special Events Department or Re isLW tielrremhcr.020 I Rental Pnlirics & ( uirlclin•. BOWERS MUSEUM 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-Up 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 right Initial 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 breakdown time will be charged an additional fee. 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 small events consisting of less than 100 guests. Events containing more than 100 guests will be moved to appropriate indoor areas when available. Security 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 loss to any automobile that is parked in any of the Bowers' parking lots. This information should be shared with all event guests. kr•.i,r•1' `,c1,(0nih1 r ?II'ii ( I•❑ HIi l;r11;!1 i'oIiH . (;ir!I•:fi!ic BOWERS MUSEUM Facility Use Rental Agreement Vietnamese Business Forum ACME: Attn: City of Santa Ana tlee a,santa-ana.org&sspicer a,santa-ana.org Date:Wednesday,October 23rd,2024 Guest count: 100 Event time: 10:00am-2:00pm Parking: Free parking in the south lot Setup start time: 8:00am Cleanup must be completed by: 3:30pm At Discount Total Damage Deposit $2,000.00 I-IOLD $2,000.00 (This can be held with a valid credit card) Family-Level Membership $130.00 Complimentary $0.00 John M. Lee Court $4,950.00 Complimentary $0.00 4K LCD Screens $500.00 Complimentary $0.00 Security x4hrs $50.00 per hour $200.00 Housekeeping x4hrs $40.00 per hour $160.00 AV Technician x4hrs $60.00 per hour $240.00 Utilities x4hrs $40.00 per hour $160.00 Invoice Total $760.00 Payment Schedule Amount: _ Non-Refundable Rental Deposit: $380.00 Immediately Damage Deposit: Hold with Valid Credit Card $2,000.00 HOLD Balance Due: $380.00 9/23/24 Facility Reservation:In order to reserve an event date,a deposit equal to 50%of all quoted rental fees must be paid upon signing of Facility Use Rental Agreement. Damage Deposit: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 renters 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: $380.00 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 attorney's 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: BOWERS attached signature pageBOWERS MUSEUM (signature) (date) RENTER TITLE: Special Events&Facility Rental 'In 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. lte i,ed: & ( uit.lclini; BOWERS MUSEUM Credit Card Authorization Agreement Name Billing address City State Zip code Contact number Cell ❑ Business Di Lome E-mail address For the damage deposit,please use my: Amex MasterCard Visa Amount For payment,please charge my: Amex MasterCard Visa Amount Can the same credit card be used for the balance due? Yes No Card number Expiration date: CVC security code: Name as it appears on the card Cardholder's signature. Upon completion, please return this payment to: Bowers Museum Special Events 2002 North Main Street,Santa Ana,California 92706 Rex i,r11: ticptcinhcr _021I ' (;uiciciinc, IN WITNESS WHEREOF,the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY 0 SANTA A all Alvaro Nunez City Manager APPROVED AS TO FORM: SONIA R. CARVALHO RECOMMENDED FOR APPROVAL: City Attorney � G�.c� e `�G ��u�t By�r� "4 --/''�� Andrea Garcia-Miller Michael L. Garcia Assistant City Attorney Executive Director Community Development Agency #398790v1 Cramer, Gabriela Subject: RE: Request for COI Review (Bowers Museum) From: akaushal@santa-ana.org<akaushal@santa-ana.org> Sent: Friday, September 6, 2024 2:48 PM To:Spicer, Savannah <sspicer@santa-ana.org> Cc: Morley, Marc<MMorley@santa-ana.org> Subject: RE: Request for COI Review (Bowers Museum) Hi Savannah, No insurance will be required from the museum. If there is a separate agreement with Patina Catering,they will be required to providence evidence of insurance. Let me know if you need insurance requirements for catering service. Thank you, Aarti Aarti Kaushal I Risk Manager City of Santa Ana - Human Resources Department 20 Civic Center Plaza I Santa Ana, CA 92701 SANTA ANA Office: (714) 647-5472 Cell: (714) 604-6090 Email: akaushal(c�santa-ana.orq santa-ana.org I Linkedln I Instaciram City Hall is closed every other Friday. Click here for dates From: RMD<rmd@santa-ana.org> Sent: Friday, September 6, 2024 8:34 AM To: Kaushal, Aarti<akaushal@santa-ana.org> Subject: FW: Request for COI Review(Bowers Museum) From:Spicer, Savannah <sspicer@santa-ana.org> Sent:Wednesday, September 4, 2024 1:58 PM To: RMD <rmd@santa-ana.org> Cc: Morley, Marc<MMorley@santa-ana.org> Subject: Request for COI Review(Bowers Museum) Please review attached agreement for upcoming event at Bowers Museum. Is insurance required? 1 City Contact Department: Community Development Agency Project Manager Name: Savannah Spicer Project Manager Email: sspicer(n7santa-ana.org Contractor/Insured Contact Business Name: Bowers Museum Agreement Number and Agreement Link: Vendor Contact Name: Sean Zaremba Vendor Contact Phone: (714) 567-3600 Vendor Email Address: SZarembanbowers.org Insurance Contact (may be found at top right of ACORD form) Contact Name: Contact Phone: Contact Email Address: All fields required to advance the process—do not delete or modify. 2