Reservations will be confirmed and considered complete after MILL VALLEY SCOUT HALL has received a signed, complete copy of the CONTRACT, all required CONTRACT documents, and all applicable fees and deposit monies. No dates are guaranteed for any RENTER who has not submitted a signed, complete copy of the CONTRACT and required fees and deposit. All required CONTRACT documents and applicable fees and deposit may be mailed to MILL VALLEY SCOUT HALL c/o Laura Everage 60 Mono Way, Mill Valley, CA 94941, or hand-delivered to the Facility Manager at Mill Valley Scout Hall.

Fees and Deposits

Rental periods must include ALL the time needed for decorating, set-up, “event” and clean up. Extra time will be charged at the hourly rate shown on the Fee Schedule. If RENTER requests early delivery or late pickup of equipment, there will be an additional charge at the indicated hourly rate. THE HALL requires the Hall’s Facility Attendant be present during the rental period; Renter to pay the attendant directly following the event.

Rental and Security Deposit Fees Paid in cash or check, and must be paid in full no less than 30 days prior to the event.

Security Deposit is separate from rental fees, and must be paid in full at the time the facility is reserved. Funds will be returned (if no damages or violations occur) upon confirmation of no damage.

If RENTER incurs additional fees which exceed the Security Deposit, RENTER agrees to pay the additional amount within 30 days of being notified in writing by THE HALL. Facility inspections are conducted immediately following events by THE HALL to determine the condition of the facility.

Security Deposit Refunds

Security deposits will be refunded in full within four weeks of the rental if RENTER leaves THE HALL clean, undamaged, and in the condition in which RENTER found it, subject to the provisions found in the Rules and Regulations portion of this CONTRACT and the terms of Cancellations policy described below.

Security deposit will be used to pay additional fees if RENTER’s event caused the need for:

1.Cleaning beyond normal facility maintenance, including trash removal.

2.Repairs or replacement due to structural or equipment damage.

3.Fire or Police Department response.

A partial or total security deposit may be withheld if:

•The building is left dirty, including sticky spills.

•The kitchen is left dirty, food is left in the refrigerator. And trash is not disposed of.

•Trash bags or debris are left in the building, or do not fit in THE HALL's outside garbage bins. Trash must be improperly sorted in appropriate bins.

•There is theft, destruction or damage to any equipment or parts of the building.

•There is evidence of illegal substance use, inside or outside, before, during or after the event.

•Balloons are loose.

•Tables and chairs are not cleaned and put back in the storage closets.

•There are scratches, gouges, holes or tape on the walls or floor.

•There are messes in the restrooms, including floors, and toilets are not flushed.

If additional cleanup is necessary, a charge of $100.00 per hour will be assessed for the extra time involved and will be deducted from RENTER's security deposit.

Refunds will be made in the same form as the original payment.

Confirmed reservations that are cancelled may be subject to cancellation fees, determined by the amount of notice given prior to the scheduled event.

If cancellation is made more than 31 days before the event, 100% of the rental fee and 100% of the security deposit will be refunded.

If cancellation is made less than 31 days, but more than 2 weeks before the event, 100% of the rental fee will be refunded, but 50% of the security deposit is forfeited to THE HALL.

If cancellation is made less than 14-days before the event, 100% of the rental fee will be refunded, but 100% of the security deposit is forfeited to THE HALL.

Please choose reserved time carefully. There will be no refund for reserved time not used once the event starts.

Only the person signing the CONTRACT may cancel the reservation.

A certificate of insurance is required for any event where alcohol is served or participants are in excess of 100.

This certificate of insurance must name MILL VALLEY SCOUT HALL, INC. as an additional insured.

The levels of coverage required are:

•General Liability each occurrence $1,000,000;

•Damage to Rented Premises (ea. Occurrence) $1,000,000;

•Med. Exp. (one person) $5,000;

•Personal Injury $1,000,000;

•General Aggregate $2,000,000

RENTER is required to either purchase separate insurance or may add MILL VALLEY SCOUT HALL, INC., as an additional insured to her/his insurance. The original certificate of insurance and additional endorsement page must be received by MILL VALLEY SCOUT HALL no less than 30 days prior to the event. All certificates of insurance are to be received and approved by the Board to reserve THE HALL.

RENTER agrees to hold MILL VALLEY SCOUT HALL Inc., harmless and indemnify MILL VALLEY SCOUT HALL Inc., from any and all liability for injury or damage to persons or property occurring as a result of RENTER’s use of THE HALL.

Publicity

THE HALL reserves the right to review and approve materials used to publicize events to be held at the facility. THE HALL is not to be listed as a contact for RENTER’s event.

Set Up

On the day of the event:

•At a prearranged time and place, the Facility Manager or Facility Attendant will open THE HALL for RENTER or RENTER's agent (e.g. caterer).

•At the discretion of the Facility Manager, RENTER or RENTER's agent may be given the code to the building’s burglar alarm.

Supervision

The person who signed this CONTRACT on behalf of the RENTER must be present at the facility during the time of the rental period. At least one adult must be on site at all times during the rental period. RENTER takes full responsibility for the rental and compliance with this CONTRACT.

* THE HALL's Facility Attendant will also be present during the rental period.

THE HALL may require, as a condition for approval of a rental application, that licensed security guards be present at a rental event. Security may be required for, but not limited to, the following:

•The honoree is under 21 years of age and attendance is over 50, under the discretion of the Board of Directors to ensure safety issues.

•The event is open to the public

Music

DJ’s and musicians must bring their own equipment and extension chords. Moderately amplified music is allowed inside the building only, and all exterior doors must be closed. No subwoofers may be used.

City Noise ordinance 07.16.010 applies at all times. The HALL is located in Commercial/Residential zone, thereby adheres to the following regulations as noted in Table A-2 of the City of Mill Valley Noise ordinance. Hours 7 am - 9 pm: 65 dBA; 10 pm - 7 am - 55 dBA. Note: If music is played after 10 pm, all doors and skylight must be closed, and music may not exceed 55 dBA. Musician Crews must adhere to break-down and departure by 12 am.

No Smoking

Smoking is not permitted anywhere at THE HALL, including inside and outside THE HALL, including near doors or windows.

Use of Alcohol

State law prohibits the serving of alcoholic beverages to minors or to anyone who is or appears to be under the influence of alcohol. Alcohol must be served by an adult, over 21, from a bar or staffed beverage table.

If alcoholic beverages are to be sold, the City of Mill Valley requires RENTER to obtain a permit from the State Alcoholic Beverage Control Department. A permit is required only if the renter is planning on selling alcohol. A copy of the permit shall be submitted to THE HALL at least 10 days prior to the event.

Events involving exchange of any type of monetary consideration (example: purchase of meal tickets with alcohol being served as part of that meal) requires the renter to obtain an ABC permit.

RENTER is responsible for any guests that bring alcohol into the facility without obtaining the proper insurance and complying with security requirements. Failure to comply with this condition will result in the immediate termination of the rental and forfeiture of all fees and deposits.

No Illegal Activity

No illegal activity of any kind (including physical altercations, the use, sale, distribution, or presence of illegal substances; or weapons) is allowed on the property, before, during or after the event. RENTER is responsible for any illegal act(s) of any kind, including without limitation guests who bring illegal substances or weapons into the facility. Failure to comply with this condition will result in the immediate termination of the rental and forfeiture of all fees and deposits.

Service of Food or Beverages

No food items shall be sold to the public without THE HALL prior consent. Events for longer than one day, which include serving or selling food, are required to obtain a “Temporary Food Facility Permit” from the Marin County Environmental Health Department. RENTER is responsible for complying with all applicable City and County ordinances in respect to food and beverage handling, preparation and sale.

Consideration of Neighbors

Out of consideration of our residential neighbors, outdoor noise must be kept to a minimum and outdoor activities must be reviewed by the Board of Directors and Facility Manager.

Parking

Parking may be limited, and THE HALL does not guarantee onsite parking. Evening rentals have access to small lots on either side of the Hall, approximately 12 spaces total. In no case may cars be illegally parked, double parked, parked so as to block driveways, or parked in neighboring business’ parking lots unless prior arrangements have been made with the respective business owners. For large events, RENTER may want to consider using a valet service or a shuttle between THE HALL and a public parking lot.

Any complaints by the neighbors and/or police presence should be referred to onsite Facility Attendant, and may result in immediate cancellation of the rental and forfeiture of all deposits and fees.

No Animals

There are no animals permitted within THE HALL other than licensed service animals. Failure to comply with this condition may result in the immediate termination of the rental and forfeiture of all fees and deposits.

Tables, Chairs, and Equipment

THE HALL provides 250 chairs, 10 rectangle tables (seats 8); 13 round tables (seats 8) for use by RENTER. If RENTER chooses to provide his/her own tables and chairs, THE HALL is not responsible for damaged, lost or stolen items belonging, to or rented by, RENTER and will not be responsible for any items delivered before or left after an event. Nothing may be stored on site without prior approval of THE HALL.

Exits

RENTER is responsible for making sure all exit doors are kept clear at all times. At no time can exits be covered or obstructed by tables, chairs or equipment. Fire code requires 3 ft. clearance to be maintained around all exit doors throughout the time of the event. Failure to comply with this condition will result in the immediate termination of the rental and forfeiture of all fees and deposits.

Catering and Kitchen Use

RENTER may provide his/her own food and beverages or may utilize professional caterers for his/her event. RENTER is responsible for arranging his/her own catering, linens, dishes and catering supplies. Any equipment or decorations brought on site must be delivered and picked up within RENTER’s reserved time. If using the kitchen in any manner, RENTER must make arrangements to discuss procedures for use of the kitchen with the current kitchen lessee, no less than 2 weeks prior to the event. For specifics on Day Use/Shared Use procedures, inquire with the Facility Manager.

RENTER is responsible for the condition of the kitchen and for the caterer in charge of the event. Failure to comply with kitchen regulations will result in a deduction or forfeiture of the deposit.

RENTER is responsible for complying with all applicable food safety and handling regulations.

No barbecuing is allowed.

Decorations

•No smoke machines of any type are permitted

•No candles, oil lamps, or open flames of any kind are permitted

•No tacks, pins, tape or nails may be used to put up decorations, with the exception of painter's tape, or similar no-damage tape.

•No dry rice, birdseed, flower petals, loose glitter and confetti (both inside and outside the facility)

•Helium balloons are not allowed

•Any plants or shrubs brought into the building must be in a waterproof container. When setting up the plants on the wood flooring, there must be something underneath the container to protect the floor.

•Exits, exit signs and fire extinguishers must not be covered or obstructed at any time

•RENTER is responsible for any damage caused by RENTER’s decorations

THE HALL is to be left in the same condition in which it was rented.

RENTER is responsible for removing all decorations and other items brought to THE HALL.

If RENTER uses the kitchen, RENTER must clean the counters, sinks, appliances, and floors thoroughly after use, or RENTER will incur additional charges.

If RENTER is cleaning the Hall, The Loft meeting room, or the Kitchen themselves, this must occur immediately after the party, and the rental time indicated on the contract must include clean-up. Evening cleanup time must conclude by 12 a.m.

Garbage

It is expected that daytime and evening RENTER either:

1.Remove all garbage from premises, or

2.Notify Facility Manager at least 1 week prior to the event, for the need of additional bins and pickup, at a cost of $50/bin.

RENTER may also incur additional cleaning charges due to unusual spills, scuffmarks, scratches, etc. which occur during the rental and which RENTER does not clean up.

Checklist before leaving the premises

•Remove all decorations and equipment

•Clean, stack and return tables and chairs to the storage closets

•Sweep floors (equipment is in the Janitor’s closet between the restrooms)

•Clean up any spills on floors

•Clean the kitchen counters, sinks, and appliances (supplies are in the Janitor’s closet)

•Remove any of RENTER's items from refrigerator

•Restrooms are clean, toilets flushed, floors mopped and sinks wiped down.

•Sign the Facility Attendant's Checklist acknowledging condition of the premises and time of departure

•Garbage is properly disposed of.

Main Hall and Kitchen rentals are subject to a $1,000 security deposit, upstairs Meeting Room $500 security deposit, refundable per the terms described in the Rental Agreement. In addition, all rentals will have a Facility Attendant present during the rental period, at a charge of $25 per hour.

Upstairs Meeting Room

No charge for one event per year for non-profit youth organizations located in the greater Mill Valley community in accordance with a signed Usage & Rental Agreement for Non Profit Youth Groups. Otherwise, above Private Youth Event rates apply.

Contact Facility Manager for day or evening weekly/monthly recurring rental fees (ex: club or board meetings)