1. Event Timing and Venue Availability
- Event Hours: All events must take place between 6:00 AM EST and 10:00 PM EST. This includes setup and teardown time.
- Available Facilities:
- Library
- Cafeteria
- Auditorium
- Stuart O. Holland Gymnasium
- Rental Rates: Each facility is available at a rate of $25 per hour.
2. Facility Usage Guidelines
- Permitted Areas: You're welcome to use the spaces you've rented. Access to the second floor, classrooms, and unauthorized areas is not permitted unless you have prior written permission from the administration.
- Supervision: Please ensure all event participants remain in the designated areas. It's important to respect the school property and maintain a safe environment.
- Prohibited Activities: Activities that could damage the facilities or disrupt school operations are not allowed.
3. Requirements for Large Events
- Insurance:
- For large events, we require you to provide a Certificate of Insurance naming Frank W. Cox High School as an additional insured party.
- The policy must have a minimum coverage of $1,000,000 per occurrence.
- This certificate must be submitted at least 14 days prior to your event.
- Security Services:
- Security personnel are required for large events to ensure the safety of all attendees.
- Security services are provided at a rate of $66 per hour.
- The number of security officers needed will be determined based on the size and nature of your event.
- Custodial Fees:
- Additional custodial services may be necessary, depending on your event.
- Any associated fees will be communicated to you in advance.
4. Payment Terms
- Deposit:
- A non-refundable deposit of 50% of the total rental fee is due upon signing this agreement.
- Final Payment:
- The remaining balance, including any additional fees (security, custodial, etc.), is due no later than 7 days before your event date.
- Cancellation Policy:
- If you need to cancel, please provide written notice at least 14 days prior to your event to avoid further charges.
5. General Policies
- Compliance with Laws and Regulations:
- All events must adhere to local, state, and federal laws, as well as school policies.
- Liability for Damages:
- You are responsible for any damages incurred during your event.
- Costs for repairs or replacements will be billed to you accordingly.
- Indemnification:
- You agree to indemnify and hold harmless Frank W. Cox High School, its officials, employees, and agents from any claims arising out of your event.
6. Additional Terms and Conditions
- Setup and Cleanup:
- You're responsible for all setup and cleanup activities.
- Please ensure the facilities are returned to their original condition.
- Equipment Usage:
- Need equipment like tables, chairs, or audio-visual gear? Let us know in advance. Additional fees may apply.
- Advertising and Signage:
- All promotional materials and signage must be approved by the school administration before distribution or display.
- Parking and Accessibility:
- Ample parking is available. Please ensure attendees use designated parking areas.
- Our facilities are accessible to individuals with disabilities.
- Food and Beverages:
- Serving food? Awesome! Just make sure all food service complies with health and safety regulations.
- Alcoholic beverages and smoking are strictly prohibited on school property.
- Noise Levels:
- Please be mindful of noise levels to avoid disrupting the surrounding community.
- Emergency Procedures:
- Familiarize yourself and your team with the school's emergency exits and procedures.
7. Contact Information
If you have any questions or need special accommodations, feel free to reach out!
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