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HomeMy WebLinkAboutBOWERS MUSEUM (25) INSHAr,CE NOT REWIRED N-2026-026 WORK MAY PROCEED CITY CLERIC BOWERS MUSEUM DACE:FEB 10 2026 0_f A l Facility Use Rental Agreement RAMI YLLWipVeo{Pl) 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 which Bowers Museum rents the Museum space. Constellation Culinary Group will provide a separate contract for catering for all food and beverages. For all food and beverage needs, Constellation Culinary 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 resulting from the Renter's use of 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 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. (Renter's Initials) Revised:.October2025 Facility l se [rental .1<,reement POWERS MUSEUM Public Relations All printed materials, media announcements, and other public relations communications 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 Beveraizes The Museum reserves the right to determine the specific areas where food and drink service is permitted. The Museum is exclusively contracted with Constellation Culinary Group for all catering needs, and Constellation must provide all food and beverages. All catering costs are separate from Museum charges. For food and beverage, contact Constellation Culinary Group. 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. SetuV, 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. Vendors and Renter must bring any items they need to setup or takedown with them (ex. extension cords and ladders). The Museum's equipment may not be used. - 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 Museurn 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. _Z_X_1 (Renter's Initials Revised;October2025 Facilltl t 3c Rental AL"reenient 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 and balloons with helium or any gas that causes the balloons to float are not allowed in any indoor space. Doorways may not be blocked. Hot items may not be laid on the astroturf(ex. lighting). All items must be at least three feet away from the Museum artifacts and screens. 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 from 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 Constellation Culinary 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. Securi 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 lofts. (X1. ials) Revised:October2025 F icilitr t ;e I ent:�1 .1�=rc�mesit POWERS M USE UM Facility Use Rental Agreement Com-Link Annual Awards '26 r ACME: Attn:Lizbhet Reyes Irey-es5,,santa-ana.org,—657.640.9302 Date:Thursday,June 251h,2026 Guest count: 300 Event time: 6:00pm-8:00pm Parking: North Lot(Bowers Museum&Main St.) -Guests must know to ignore all posted QR codes asking for payment ahead of time to receive free parking .Setup no earlier than: 4:00 m Strike complete bv: 9:30 m At Discount Total Damage Deposit $5,000 HOLD $5,000 his can be held with a valid credit card) Family Membership $130 Complimentary $0 John M. Lee Court $4,950 Com limenta $0 Audio-Visual Services x3hrs $60 per hour $180 4K LCD Screens $500 50%off $250 Security x4guards x6hrs--includes setup &strike $40 per hour $1,200 Housekeeping x6hrs $40 per hour $240 Utilities x6hrs $40 2er hour, $240 Invoice Total $2,110 Payment Schedule Amount: Due: Non-Refundablel Rental Deposit: $1,055 TO BOOK Dama a Deposit: Hold with Valid Credit Card $5,000 HOLD Remaining Balance: $1,055 5/25/26 Facility Reservation: In order to reserve an event date,a deposit equal to 50%o f 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 resulting from the Renter's unc of the prcmi+es,the Renters 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 ivluseum 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 Fee: S1,055 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,an ccepts the can s imposed and schedule of fees listed above. The Renter agrees to pay upon receipt of notification any additional charges o cessive m or extra clean-up services exceeding the damage deposit. REINTER:_ 130 (zi,�manrcr—must hr sit;u•d,nix ip,z•ti a (date) REINTER TITLE: All [angel,Speca�l Evenu&Facility Rrnnl Revised:October2025 Facilil 1:se Pi!iWtl krt•enlcnt 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 SA PIA ANA JENN HA L ALVARO NUN'EZ , City Cler City Manager APPROVED AS TO FORM SONIA R. CARVALHO City Attorney B A- &a MELISSA M. CROSTHWAITE Senior Assistant City Attorney RECOMMENDED FOR APPROVAL ALI PEZESHKPOUR Executive Director Planning and Building Agency Rivera, Jacqueline From: Reyes, Lizbhet Sent: Wednesday, December 17, 2025 8:51 AM To: Villareal, Francine Subject: FW: Insurance Request: Bowers Museum (Facility Rental) From: RMD Sent:Tuesday, December 2, 2025 5:18 PM To: Reyes, Lizbhet<Ireyes@santa-ana.or8> Subject: RE: Insurance Request: Bowers Museum (Facility Rental) Hello Lizbhet, No insurance is required for this agreement. Kindest regards, Lv.4wNcyerwE Acting Risk Manager City of Santa Ana I Human Resources Department ++ 20 Civic Center Plaza I Santa Ana, CA 92701 iv Office: 714-647-6959 • o 0 Email: lna'era santa-ana.or City Hall hours are 8 a.m.to 5 p.m.Monday through Thursday,and 8:00 a.m,to 5:00 p.m.every other Friday. Click here for a list of observed holidays and Friday closure dates. The mySantaAna mobile app puts the power of the Santa Ana city government in the palm of your hand?The free app allows residents to quickly and easily report issues to the City, access City services, and find news and events. It is available to download from the Apple App Store and on Goople Play. Click here to report an issue directly from the City website. From: Reyes, Lizbhet<Ireyes@santa-ana.org> Sent:Thursday, November 20, 2025 11:19 AM To: RMD<rmd@santa-ana.org> Subject: Insurance Request: Bowers Museum (Facility Rental) Submission Directions: 1. Subject line must be read: Insurance Request: Contractor/Insured Name or Request for COI Review (Enter Insureds Name F 2. Complete email template and attach the following documents: a. Draft agreement; or b. Scope of services; or c. PO, RFP, and any other documents which describe services to be provided 3. Send to Risk. Management Division at RMD@santa-ana.org 4. RMD will respond within 7-business days 5. If you have any questions, please call Risk Management at x5470. 1 Request Type (check only one): ❑ Standard COI Review-- Rink Management will review and approve insurance documents submitted. This applies to PO, Event. Permit, and Agreements. ❑ Renewal COI Review- Risk Management will review and approve renewal insurance documents submitted. This applies to PC Reservations, Permit, and Agreements. Please attach insurance requirements and previously approved COI(s). ® Request 1'nsurance Requirements - Risk Management will provide insurance requirements for agreements and: RFPs. ❑ Review Agreement/RFP Language - Risk Management will review Insurance, Indemnification/Hold Harmless, Limitation of Lie of agreements and RFPs. All fields required to advance the process--do not delete or modify. City Contact Department: Planning and Building Agency Project Manager Name: Lizbhet Reyes Project Manager Email: LReyes Ccr santa-ana.orq Contract Details: Business Name: Bowers Museum Agreement Number and Agreement New Facility Use Rental Agreement Link: am preparing a Bowers Museum Facility Use Rental Agreement to be submitted to the City Attorney's office for preparation and review. Please review and reply if there are any City/RMD Insurance Requirements. Communication Linkage Forum Annual Awards Event on June 25, 2025 Invoice/Fee Total: $2,110 Brief description of services: Similar Facility Use Agreements with Bowers: N-2025-031 - Bowers Museum Facility Use Rental Agreement Communication Linkage Forum Annual Awards on 06/26/2025 Agreement Processed by CMO's office (Gaston) N-2024-371 Bowers Museum Facility Use Rental Agreement PBA Community Meeting Event (Transit Zoning Code Update) on 11/21/2024 Agreement Processed by PBA Contractor/f nsured Contact Contact Name: Sean Zairemmi --- -- _� Contact Email Address: SZarembaQbowers.org (714) 567-3617 Contact Phone; Insurance Contact (may be found at � _ top right of the ACORD form) 2