Rental of Facilities Information
Rental Cooridinator: Sheila Byrd (615) 944-8441 Email: foodthatcomfortsbodyandsoul@gmail.com
American Legion Post 45
2730 Hwy 41S
Greenbrier, TN 37073
Website: talpost45tn.org Email: talpost45tn@proton.me Post Phone#: (615) 619-2308 **Leave Message**
RENTAL AGREEMENT
This agreement between The American Legion Post 45, of Greenbrier, Tennessee and NAME_______________________________________
ADDRESS_______________________________________________________________________________________________________________________________
Do hereby and herein agree to the following terms for the leasing of the American Legion Post 45 building, located at 2730 Hwy 41, Greenbrier, TN, hereby referred to as the Post.
GENERAL
I (We) are responsible for the conduct of my/our guests. With the exception of typical wear and tear, I understand that I/We are liable for any damage to the facility, equipment, or property as the result of my/our event. I/We also understand that failure to meet all rental conditions will
void my/our rental agreement and that the AMERICAN LEGION POST 45 may reschedule and use the Banquet Hall on my/our scheduled event date.
I/We agree that we have rented the hall for: ____________________________________________________________________________________________________________
I/We understand that I/We are responsible for the cleanup of all decorations. No nails, staples or permanent adhesives can be used to decorate the hall. The hall must be returned to the same condition as when it was taken.
ALCOHOLIC BEVERAGES/ILLEGAL DRUGS (Conditions apply towards the private consumption of alcohol.) They are as follows:
⮚ STRICTLY PROHIBITED INSIDE OR OUTSIDE OF FACILITY
The Lessee agrees and shall hold harmless for any accident, or injury sustained on or within the property of the Post, including vehicles and personal property. Furthermore, any such accident or injury shall be the sole responsibility of the Lessee, and the Lessee shall release the Post from
all responsibility and liability regarding any such accident or injury on Post property. ____________________________ initials
The Lessee and all event attendees shall have no animals (except service animals, which are registered and certified) within the Post
at any time.
I understand that if a member of AMERICAN LEGION POST 45 finds the undersigned in violation of any of these terms, said affair will be terminated immediately and all monies will be forfeited.
RESERVATION DEPOSIT
A security/key deposit of $200.00 is required to guarantee the Hall reservation. Holds room for the desired date and is not used towards balance of rental. Event dates are first come, first serve. (Deposit is refundable after the event). My/our request date is not held for my/our use until
AMERICAN LEGION POST 45 receives the deposit. This deposit is NOT transferable to another date. At the discretion of AMERICAN LEGION POST 45, this amount may be partially or fully refunded due to unusual circumstances. The total amount of the Hall rental is due prior to the day of the rental
before you use the hall. The cost of any and all repairs and replacements caused by my/our guests will be added to your final bill.
⮚ Rental Reservations for most events need to be made (1) one month prior to the activity.
Reservations can be made one (1) year prior to the activity. Each reservation is regarded as a
separate rental charge.
HALL RENTAL FEE/DEPOSITS
The fee for the use of the Hall is due prior to the start of my/our event. The entire deposit is required at the time of the reservation. The remaining balance must be paid one (1) month prior to the rental date. Non – payment of the balance will result in forfeiture of rental date.
Weekday Weekend (6 hour rental)
Resident $100 - 1st Hr / $50 each add'l Hr $350.00
Commercial/Non-Resident Non-Profit-Local $125 - 1st Hr / $75 each add'l Hr $500.00
Non-Profit-Local $50 Hr $200.00
Non-Profit-Non Local $75 Hr $350.00
Security/Key Deposit $200 Refundable (Restrictions)
SUNDAY- THURSDAY - 8:00 AM to Midnight
FRIDAY 11:00 AM to 1:00 AM No event to go past 1:00am (this includes clean up)
SATURDAY 8:00 AM to 1:00 AM No event to go past 1:00am (this includes clean up)
Allotted time for hall rentals may be increased for $50.00 for each additional hour if the Legion agrees to the extended time requested in this contract.
(Rental not available during regularly scheduled Post Meetings and Events)
NOTE to Hall-Renter: This agreement allows (on weekend rentals) 4 hours for hall rental and 1 hour before and after for set up and cleaning (6 hours total). An extension to the allotted 6 hours at a cost of $50.00 for each additional hour may be requested on the date and time of the event. However,
approval of this request is at the discretion of the Legion.
RENTAL ATTENDANT & CLEANING RESPONSIBILITES
The rental attendant provides instructions’ regarding the renter’s cleaning responsibilities.
WALK-THROUGH OF THE FACILITY
⮚ A walk-through of the facility with the rental attendant is required. The walk-through takes approximately 20-30 minutes. The renter is required to be present for the walk-through. The walk-through will be arranged before the event.
⮚ The renter must meet all the responsibilities before the rental attendant signs the inspection report after the event. The renter must speak or have person with them that is English speaking.
⮚ Use of the facility prior to the rental period is not permitted. The renter may enter the facility the night before the scheduled event to decorate if prior permission is obtained and no other functions are scheduled. The renter will be charged one-half of the full rental rate (if the
facility is available) for early entry.
⮚ The renter or a designated, responsible individual is to be at the facility during the entire event. The rental attendant is to be informed of the responsible party’s identity in the event he/she leaves the function.
⮚ Doors are to be kept unlocked during the use of the American Legion Building. All doors will remain closed during the entire time of the event. This is to insure that noise is kept at a minimal level and that the heating & cooling is kept in efficient and cost effective manner.
**The Post has a number of American Legion pictures on the walls and collectibles. Many of these photos and collectibles are irreplaceable. Please pay careful attention that renters/guests do not attach decorations to these photos or disturb them in any way.
RENTER’S CLEANING RESPONSIBILITIES
o Clean up of all decorations is required after the event has ended.
o Wiping down tables and chairs and returning them to their proper locations.
o Removal of all products, unwanted decoration, trash, and any other unnecessary items from the Post location. This includes all trash from the parking lot, lawn, and ashtrays.
o All cooking utensils, dishes, catering equipment, and personal belongings must be removed from the kitchen after the event.
o Use the can liners to ensure the cans are kept clean.
o The renters are required to set up and take down their own tables and chairs. The tables and chairs must be washed with a clean cloth.
o Dragging tables/chairs across the tile floor can permanently scratch the surface.
DECORATIONS
Decorations may only be hung with easy to remove tape. Absolutely NO spray crazy-string, confetti, real fruit or any type of glitter may be used. Tacks, pins, and nails are not allowed on the walls, ceiling or light fixtures. No open flames (candles, etc.) are allowed. Confetti is not allowed in the building. If confetti is found you will lose your deposit.
SEATING
Tables and chairs will be provided for seating in the hall up to (and not above)_70 persons.
EQUIPMENT USE
The property and equipment within the building shall not be removed from the premises except by special written permission from the American Legion Post 45 Executive Committee. Violators may be prosecuted for theft and charged a replacement fee.
o KITCHEN – this facility is not designed for food preparation but is intended for the warming and serving of previously prepared dishes. The kitchen is to be left in the same clean condition in which it was found. Failure to clean the stovetop, oven, refrigerator, and other appliances shall
result in withholding the deposit. All personal items must be removed from the refrigerator, counters, stove, and oven.
THE POST IS NOT RESPONSIBLE FOR ANY ITEMS LEFT IN THE BUILDING AFTER AN EVENT
Any rules or regulations not specified in any one section will be left to the discretion and interpretation of the American Legion Post 45 Executive Committee. The rules and regulations are developed by the American Legion Post 45 Executive Committee to protect and preserve the building’s
integrity. Please do not inconvenience anyone’s right to use this building by violation of your contractual and civic obligation.
CALL OUT FEES
Police officers receive numerous calls involving loud, disturbing parties. They are frequently required to respond a second or third time to disperse unruly, disruptive guests/participants. Repeated calls to the same disturbance leaves officers unavailable to perform more important duties
that have greater community priority. These calls deplete Public Safety Staff and leave other areas of the City exposed with no available officer, or needed assistance, should the need arise. Therefore, to discourage and minimize the frequency of return disturbance calls to parties. The
Greenbrier Police Department can issue citations (fines), close the event down or detain and/or take into custody disruptive participants.
Some examples, but not limited to.
o Physical altercations occurring during an event.
o Destruction of Post property.
Any event closed down by the Greenbrier Police Department or representative of the Post will subject the renter to loss to of all deposits paid as well as any additional costs, which may be incurred.
RENTAL POLICIES
Applications constitute a legal contract and must be signed by an individual 21 years of age or older representing the group or organization desiring to use the Facility. The individual signing his or her name assumes responsibility and liability for the use of the hall. A valid State of Tennessee driver’s license will be required when completing the rental application. Verification of a current address and telephone number will be required by the American Legion Rental Attendant.
⮚ DOORS are to be kept closed during the use of the American Legion Building. All doors will remain CLOSED during the ENTIRE time of the event. This is to insure that noise is kept at a minimal level and that the heating or cooling is kept in efficient and cost effective manner.
⮚ SMOKING/VAPING is NOT permitted within the facility. Ashtrays are located outside the rear entrance of the building. Smoking is limited to the designated areas only. Any damages to the facility due to smoking, ie; cigarette burns on the floor, walls, etc. will be charged to the renter.
⮚ CANCELLATIONS
a. Weekend reservations cancelled 90 days or more prior to the event will receive a refund of fees minus $100
b. Weekend reservations cancelled 30-89 days prior to the event will receive a refund of fees minus $150.
c. Weekend reservations cancelled 29 days or less prior to the event will receive a full refund of the rental fees and no refund of deposit(s).
d. Weekday reservations cancelled 30 days or more prior to the event will receive a refund of fees minus $75.
e. Weekday reservations cancelled 29 days or less prior to the event will receive a full refund of the rental fee and a 50% refund of the damage/security deposit.
⮚ DEPOSIT REFUNDS are given when:
Prior to the next scheduled event, the cleanliness and condition of the premises are determined to be within standards. Any charges for damage, loss, excessive cleaning or additional custodial duties shall be deducted from the deposit. Costs exceeding the deposit will be billed to the
renter. The deposit will be refunded only to the person or organization whose name appears on the rental receipt.
DEPOSIT REFUNDS TAKE A MINIMUM OF 5-10 WORKING DAYS TO PROCESS AND WILL BE MAILED DIRECTLY TO YOUR HOME AND OR BUSINESS.
⮚ MAXIMUM CAPACITY FOR the American Legion Post 45 Building is 200 standing people. The Fire Marshall has determined this number of people to be a safe occupancy for the building. The maximum number of people shall not be exceeded. Violation of maximum capacity may result in closure of the event.
⮚ Keys for the building must be picked from the Post Rental Attendant between 8:30 AM and 4:30 PM on the last working day before the rental reservation (working days are Monday thru Friday, excluding holidays). The renter will pay a call-out fee if a key needs to be delivered after a
working day. Keys are to be returned to the rental attendant at the end of the event (next working day). Keys not returned to Rental Attendant will result in a forfeiture of the deposit. No deposits will be refunded until all keys are returned. Receipt of a key does not authorize early entry, and
is for the scheduled rental time only. Duplication of keys is prohibited and punishable as a misdemeanor violation. The keys must be picked up by the renter. *(Note: a note signed by the renter authorizing the key to be picked up by the note bearer will be accepted if the renter is
unable to pick up the key)
Company/Company Representative: ____________________________________________
Renters Signature: _______________________________________________________________
Printed Name: _______________________________________________________________
Phone Number: _______________________________________________________________
Address: __________________________________________________________________________________________________________________________________
City: ______________________________________
State Zip: __________________ Driver’s License# ___________________________________
TYPE OF EVENT: _________________________________________________________
EVENT DATE: _______________ TIME: _________________ Approx # of Guests: ______________________
LEGION REPRESENTATIVE: ________________________________________________________________________
COSTS
DATE: __________________ CHECK #: _____________________________
DEPOSIT: _______________ DATE RECEIVED: _________________________
⮚ There will be an additional $20.00 fee if the stove is utilized. Is the stove needed? YES NO
⮚ Public Address System: _____________ **Available upon request
⮚ Projector & Screen: ________________
⮚ Screen: ______________ **Available upon request
The renter assumes responsibility for any damage resulting from the use of the PA system, projector & screen.
EXTRA HOURS REQUESTED: __________ HRS. X $50 = ________________
EQUIPMENT/STOVE RENTAL: _______________________________
TOTAL COST OF RENTAL: ___________________________________ DATE RECEIVED: __________________________________
Event Walk Through Information
(Attachment 1)
Date of initial walk through of facility: _____________________________________ Legion Member: _____________________________________
I, _____________________________________________________ have been provided a tour of the facility and understand the space available for use and building policies.
Renter: __________________________________________
Type of Event: _____________________________________
Event Date: ___________________________ How many attending: _______________________________
Event conclusion and final walk through:
Time: ________________ Date: __________________________ Legion Member: ____________________________________
Any damages or comments: _____________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________
Renters signature: ________________________________________________ Date: ________________________