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HomeMy WebLinkAboutBOWERS MUSEUM (21) INSURANCE NOT REQUIRED N-2024-382 WORK MAY PROCEED POWERS MUSEUM Cm CLERK orA e DEC 0 5 7.024 Facility Use Rental Agreement Museum The Bowers Museum offers a venue for a variety of events. These include wedding receptions, elegant dinners, corporate functions, school dances, charity galas, and holiday parties. All facility renters will receive a complimentary Bowers Museum family-level membership valued at $130. The Facility Use Rental Agreement ("Agreement") provides the terms under Bowers Museum rents the Museum space. Patina Restaurant Group will provide a separate contract for catering for all food and beverages. For all food and beverage needs,Patina Restaurant Group must be utilized. Availability The Bowers Museum is generally available for rental Tuesday through Sunday between 8:00 a.m. and 11:00 p.m. Monday rentals are billed a minimum of$1,000, in addition to the regular facility rental fees. Special events cannot be scheduled in some areas of the Museum during normal operating hours(Tuesday through Sunday, 10:00 a.m.to 4:00 p.m.). All events are scheduled within the Museum's sole discretion. Every reasonable effort will be made to accommodate requests. The selection of a date does not itself hold that date indefinitely. The Museum may hold the requested date up to two weeks from initial contact with the Special Events Department. To reserve an event date, a deposit of 50% of all quoted rentals must be paid, a credit card for the damage deposit must be provided, and the Agreement must be signed. Damage Deposit Upon execution of the Agreement, the Renter shall provide to the Museum a valid credit card to be held as a general damage deposit. Should damage occur to the Museum premises, the Renter's credit card will be charged, and the Museum will forward a detailed accounting of charges to the Renter. If the Renter's card is not valid, the Renter will be billed for such damages, which will include an administrative service charge of 10% of the total balance due. Should the premises be left in good condition acceptable to the Museum, in its sole discretion, the Renter's credit card will not be charged. Should excessive damage occur, such items will be documented and invoiced to the Renter. Payment for excessive damage is required within 15 days. Should the 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 Agreement. 74sAl (Renter's Initials) Revised: September 2024 n�_ !I BOWERS MUSEUM ,Public Relations All printed materials, media announcements, and other public relations communiqués relating to the event are subject to the advance approval of the Museum before they are in the final printing and/or distribution stages. Staffing Catering, decorating, audio-visual equipment, and coordination are not part of this Agreement and must be arranged directly with the provider of such services. As part of the facility rental fees, the Museum provides security (the Museum's entire building&courtyards)and custodial staff appropriate to the event. Catering and Alcoholic Beverages The Museum reserves the right to determine the specific areas where food and drink service is permitted. The Museum is exclusively contracted with Patina Restaurant Group for all catering needs, and Patina must provide all food and beverages. Buyout options are available. All catering costs are separate from Museum charges. For food and beverage, contact Patina Catering at 714-567-3630. Only catering professionals may 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 in any manner, will not be tolerated and will be dealt with by the Museum Security staff. Food and beverage are prohibited in the auditorium, art galleries, Green Room, and Hsu Gallery. Smoking is also prohibited on the Museum grounds. Setup.Decorations and Entertainment The Museum requires 48-hour notification of any event changes. On the day of the event, setup MUST be completed during the timeframe stated on the contract unless previously approved by the Special Events Department. All deliveries must be scheduled with the Special Events Department two weeks in advance. For events that take longer than two hours to setup (or three hours for school dances and weddings), an additional fee will be charged. Please ask vendors, staff, and/or assistants that need tables set up to place their decor to come at least 45 minutes after the contracted setup start time. Musical performances and other entertainment may take place only in certain areas. No entertainers may perform in the gallery areas without prior consent of the Special Events Department. Certificates of Insurance All third-party vendors and businesses, including those that are related to the Renter, must provide a certificate of insurance, preferably as soon as possible in case there are any errors and a new certificate must be requested, with the Bowers Museum made an additional insured in all instances, with minimum coverage of $1,000,000. The Museum will provide specific requirements for these certificates of insurance and any vendor that does not provide a valid certificate of insurance that meets these requirements prior to the event WILL NOT BE GRANTED ACCESS to Museum property. ( eater's Initials Revised:September 2024 J ;;,,;, BOWERS MUSEUM Rules to Follow Nothing can be taped, stapled, nailed, or attached to any part of the Museum property; only freestanding equipment or decorations may be used. All equipment must be itemized and a copy presented to the Special Events Department prior to the date of the event. Museum property, such as artworks and Visitor Service desks, may not be moved. Rose petals and bubbles may be used only for outdoor events. Candles must be enclosed in proper holders and unscented, and candles inside the Museum must be in the middle of the tables and not on the floors. The only space inside the Museum where real candles are permitted is the John M.Lee Court; all other indoor spaces must have fake candles. Confetti, sparklers (including cold sparklers), bird seeds, and rice are not allowed. Fog machines or balloons with helium or any gas that causes the balloons to float are not allowed in any indoor space. 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 in advance by the Special Events Department. Should any special electrical needs be required, the Museum must be notified at least two weeks in advance. Electrical circuits are limited and special equipment requires prior approval of the Special Events Department or Maintenance Office. Breakdown and Cleanup All decor and/or equipment must be picked up during the breakdown timeframe stated on the contract unless advance special arrangements are made with the Special Events Department. The Renter and the Patina Group will ensure thorough cleanup, including depositing all trash in the correct containers or carrying it away. In the event of non-compliance, the Museum will reserve the right to remove these materials at the Renter's cost and liability. At the end of the event, breakdown must be completed within the contracted breakdown time. 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 outdoors, guests will be moved inside to the appropriate area(s). The Museum will make every reasonable effort to accommodate events being moved indoors,but in the event that space is not available,the Renter is responsible for planning ahead to either postpone with no penalty fee or source and pay for protection from the weather i.e.: tenting, etc. Security Museum security applies to the Museum's entire building and 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 Museum is not responsible for any damage or loss to any automobile that is parked in any of the Museum's parking lots. This information should be shared with event guests and vendors. Renter's Initials) Revised: September 2024 Facilitt t so: Rental .t”iecricn� BOWERS MUSEUM Facility Use Rental Agreement City Council Installation Reception ACME: Attn:Tina Do Lee flee@santa-ana.org—714.313.6947 Date:Tuesday,December 10th,2024 Guest count: 250-300 Event time: 5:00pm-9:00pm Parking:North lot Setup to start no earlier than: 3:00pm Strike must be complete by: 10:30pm At Discount Total Damage Deposit HOLD $ (This can be held with a valid credit card) Family Membership $130 Complimentary $0 John M.Lee Court $4950 At Cost $0 Utilities x7hrs $60 per hour $420 Audio-Visual Services x5hrs $60 per hour $50 per hour via $200 Thuy Housekeeping x7hrs $40 per hour $280 Security x4 guards x7hrs $50 per hour per $1,400 guard 4K LCD Screens $500, Complimentary $0 Invoice Total $2,300 Payment Schedule Amount: Non-Refundable)Rental Deposit: $1,150 Immediately Damage Deposit: Hold with Valid Credit Card $2,000 HOLD Balance Due: $1,150 11/10/24 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,the Renter shall provide to the Museum a valid credit card to be held as a general damage deposit. Should damage occur to the premises,the Renter's credit card will be charged,and the Museum will forward a detailed accounting of charges to the Renter. If the Renter's card is not valid,the Renter will be billed for such damages,which will include an administrative service charge of 10%of the total balance due. Should the premises be left in good condition,the Renter's credit card will not be charged. Should excessive damage occur,such items would be documented and invoiced to the Renter. Payment of such excessive damage is required within 30 days. Should the Renter question such charges,they should contact the Special Events Department at 714-567-3617. 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 Use Rental Agreement for Special Events,receipt of which is acknowledged by the Renter's signature below. Cancellation Fees: $1,150 The Renter hereby acknowledges that the Renter had received and read a copy of the"Facility Use Rental Agreement"for the use of The Bowers Museum of Cultural Art,and accepts the conditions imposed and schedule of fees listed above. The 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 signature page BOWERS MUSEUM (signantrc—must be signed,not typed in) (date) RENTER Till LE: Special Events.&Facility Rental Revised: September 2024 [ Facility Use Rental Agreement BOWERS MUSEUM Credit Card Authorization Agreement Name Billing address City State Zip code Contact number nCell n Business Home 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 remaining balance due? Yes No Card number Expiration date: CVC security code: Name as it appears on the card Cardholder's signature (must be signed,not typed in) Upon completion, please return this payment to: Bowers Museum Special Events 2002 North Main Street,Santa Ana, California 92706 Revised:September2024 t ;rciliry [ ,c Rentnul \greement SIGNATURE PAGE FOR FACILITY USE RENTAL AGREEMENT IN WITNESS WHEREOF,the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA.611111111111 *41i: ZI41°.U. L IFE41 '31 '' VARO NUNEZ City Cler. City Manager APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: MELISSA M. CROSTHWAITE Senior Assistant City Attorney MAYOR 0 N T-I CITY MANAGER Valerie Amezcua ..^r'41• -, Alvaro Nunez MAYOR PRO TEM eL s .' CITY ATTORNEY Thai Viet Phan Sonia R.Carvalho COUNCILMEMBERS CITY CLERK Phil Bacerra tiw — Jennifer L.Hall Johnathan Ryan Hemandez Jessie Lopez ! , David Penaloza Benjamin Vazquez CITY OF SANTA ANA HUMAN RESOURCES DEPARTMENT 20 Civic Center Plaza•P.O.Box 1988 Santa Ana,California 92702 Www.santa-ana.orq November 25, 2024 Bowers Museum - Special Events 2002 North Main Street Santa Ana,CA 92706 Re:City of Santa Ana Insurance Program To Whom It May Concern: The City of Santa Ana("City") is self-insured for claims up to$2 Million.City is a member of Independent Cities Risk Management Authority (ICRMA) and purchases excess coverage from $2 million upwards through ICRMA,excess insurers and re-insurers,which includes auto liability coverage. The City is permissively self-insured for workers' compensation up to $2 Million. The City, through ICRMA,purchases excess statutory coverage through Safety National above$2 million. The City is also a member of ICRMA's Property Insurance Program. Current property insurance is $250 million per occurrence for"All Risk"coverage. Should you have any questions concerning the City of Santa Ana's insurance program, please contact the Risk Management Division at (714) 647-5470. Sincerely, Aarti Kaushal Risk Manager SANTA ANA CITY COUNCIL Valerie Amezcua Thai Viet Phan Benjamin Vazquez Jessie Lopez Phil Bacerra Johnalhan Ryan Hemandez David Penaloza Mayor Mayor Pro Tem,Ward 1 Ward 2 Ward 3 Ward 4 Ward 5 Ward 6 vamezcuaelsanla-ana.org Iphanldrsanta-ana.orq hvazquezWsanta-ana.orq jessielopeziasanta-ana.orq pbacerraisanta-ana.orq jrvanhemandezisanla-ana.orq dpenalozaisanla-ana.oro