Town Hall Use Application and Agreement

TERMS OF THE AGREEMENT

1. The Applicant will use the Facility on the date(s) and hours noted above. The rental fee is for the duration of setup, the Event, and breakdown and cleanup. This Rental Agreement and Applicant’s rental and use of the Facility is subject to all Town bylaws and regulations.

2. The Applicant shall be responsible for the setup, breakdown, cleanup, and removal of all rental and catering equipment, supplies, furniture, waste material and decorations within the rental time hours.

3. The Town is not responsible for any property left behind after the Event; unless prior arrangements are made with the Town Coordinator; items must be removed on the day of the Event.

4. The Town reserves the right to stop or shut down the Event at any time for failure to comply with the terms of this Agreement.

5. TOWN HALL KITCHEN:

   1. Use of the Town Hall assumes you will not use the kitchen and it will be locked. If you need to use the kitchen for a non-commercial use while renting the Town Hall, please let us know how you would like to use it and we will determine if additional fees will apply.

   2. If you want to rent the kitchen for commercial purposes you must use this APPLICATION FORM.

6. FEES & PAYMENT POLICIES:

The Applicant agrees to pay the Town the following:

Fees may be waived for memorials and town-run/sponsored events (events where no admission/donation is collected for an entity other than the town and a town committee or department is at least partially funding the event)

Wendell Resident:
Public Event - $10 for every 2 hours
Private Event - $30 for every 2 hours

Non-resident:
Public Events - $20 for every 2 hours
Private Events - $60 for every 2 hours

Fees will be invoiced to you upon receipt of this application and approval by the Selectboard.

1. PROHIBITED:

   1. The Facility is a smoke and vape free venue.
   2. Nothing may be affixed to or installed in or on the interior or exterior of the Facility or grounds without prior written approval from the Town Coordinator.
   3. Any special electrical requirements must be approved by the Town Coordinator.
   4. Climbing on trees and structures is prohibited.
   5. Children are to be supervised by a designated adult or parents of the child.
   6. The sale or consumption of alcoholic beverages in the Town Hall or on the Town Common is prohibited.
   7. Handguns and firearms of all types are prohibited in the Town Hall and all town-owned buildings
   8. No candles or flames of any kind allowed.

2. APPLICANT LIABILITY AND INDEMNIFICATION:

   1. The Applicant shall indemnify, defend, and hold the Town and its officers, employees and agents harmless from and against any and all claims, demands, liabilities, actions, causes of action, costs and expenses, including attorneys' fees, arising out of the Applicant's use of the Facility, breach of this Agreement, or the negligence or misconduct of the Applicant, or the Applicant's guests, agents, employees or contractors.
   2. The Applicant shall be liable for and agrees to reimburse the Town for any loss or damage to the Facility, its contents and grounds caused by the Applicant or the Applicant's guests, agents, employees or contractors.
   3. The Town assumes no responsibility or liability and expressly disclaims any liability or responsibility for any damage to or loss of personal property belonging to the Applicant, or the Applicant’s guests, agents, employees or contractors.

3. PERMITS:

   The Applicant shall be responsible for obtaining all necessary State and Local licenses and permits and complying with all applicable laws and rules governing the use of the Facility and the activities of the event, including service of food and beverages.

4. PARKING:

   1. The Applicant and guests must park only in designated areas on the grounds of the Facility.

   2. The renter is responsible for organizing the parking of those who attend.

   3. Parking on the grass on the Common is prohibited.

   4. If attendance at the event will exceed 25 people, the renter must name a ‘Parking Monitor.’

   5. If attendance will exceed 50 people, the renter must notify the Leverett Police Department (413-548-4994) of the time, date, and nature of the event, and they may be asked to hire a Police Officer at the renter’s expense.

5. CAPACITY:

   1. The maximum permitted occupancy of the Facility is 146 persons.

6. ACCESS:

   1. The renter must contact the Town Hall Rental Coordinator at townhall@wendellmass.us, or the Town Coordinator at 978-544-3395, ext. 100, at least four days prior to the rental date to make arrangements for access.

7. CLEANING:

   1. Immediately after the event, the renter must gather all trash from the Town Hall, including stage, and bathrooms, and kitchen (if using), and place it in a can in the lobby for the custodian.

   2. If clean up is to occur the next day, arrangements must be approved by the custodian. The hall (including outside the front door) should be swept clean. Mopping will be done at the custodian’s discretion.

   3. The renter should check the Town Common for any refuse left behind by guests and remove it.

8. NOISE:

   1. The renter is responsible for maintaining a peaceable and quiet environment outside the Town Hall during the event. Be considerate of Town Hall neighbors! We suggest weeknights end at 10 PM and weekend events end at 11:30 PM.

9. DAMAGE:

   1. The renter is responsible for any damage done to the Town Hall during the rental period.

10. LEAVING THE BUILDING:

    1. When you leave Town Hall, make sure all the windows are closed and the lights are off.

11. TOWN COMMON LIGHTS:

    1. The Town Common lights are available for use during Town Hall events. They can be turned on via timer switches located in the green boxes on the Town Common. Any renter that turns on the lights is also obligated to turn them off and make sure the green boxes are closed.

The Town of Wendell, acting through its Selectboard, hereby enter into this agreement for the

Applicant’s use of the Town Hall located at 6 Center Street, Wendell, MA for the event presented above.