Rules and Regulations for Using the Avoca Town Hall

The Avoca Town Hall may be rented by contacting 402-275-3787 or 402-275-3349. At time of booking, arrangements will be made for pick up and return of key in addition to payment of deposits.

Access doors to the building are located on the north and south side of the building. Street parking only is permitted. No parking on the grass to the north of the building.

Outside caterers are allowed. A Licensed Beverage Caterer must apply for and appear before the event at a regularly scheduled meeting of the Avoca Village Board. The Board meets on the second Monday of each month at the Avoca Village Office. To be placed on the agenda. contact the Village clerk 24 hours in advance of the meeting at phone #402-540-4510.

All users of the Town Hall agree by their signatures on the accompanying forms (Application to Use the Avoca Town Hall and Release of Liability; and Rental Agreement for Use of the Avoca Town Hall) to leave the Town Hall and its surroundings in a clean and undamaged condition.  If any use of the Town Hall results in any damage to the building contents, or surroundings, that causes repair, cleaning or replacement amounting to costs in excess of $100, the user agrees to assume financial responsibility for those costs.  In any case where costs resulting from such imprudent use are less than $100, the amount will be deducted from the $100 deposit.  Some specific rules and regulations for responsible and prudent use, as well as general information, are outlined below:

	1.  Consult the fee schedule for use of the Avoca Town Hall.

	2.  The Town Hall capacity is 127. No more than 127 persons, including children, may be in the Town Hall at any time.

	3.  No streamers, balloons, or other decorations shall be hung from fans or lights.

	4.  No decorations shall be attached to walls, floors, ceiling, or windows with permanent     
 	     fasteners such as tacks, nails, staples, duct tape, etc.

	5.  No rice, birdseed, confetti, silly-string or soap bubbles may be used inside the Town Hall.

	6.  Equipment shall be carried, not dragged, across hard wood floors. 

7.  No metal, spikes, taps or hard materials on shoe bottoms allowed which might scratch floor finish. No bicycles, skateboards or roller blades      allowed inside the Town Hall.          

	8.  No animals are allowed inside except dogs trained to assist disabled persons.

9.  Candles are to be used in compliance with fire regulations which state that candle flame must be  protected in a chimney and placed on a sturdy base to prevent tipping.

10.  Pictures, photographs, etc. that are part of the Town Hall collection and hang permanently in the Hall shall not be removed by the user.

          11.  The user of the Town Hall shall do the following before leaving:

                   a.	Remove any/all decorations placed by the user, including pieces of tape, fasteners, etc. 

b.	In the Rest Rooms: Pick up all paper debris and wipe the sink and mirrors with paper towels. Empty waste baskets and replace the plastic liners.

c.	In the Kitchen Area: Remove left-overs from refrigerator and wipe up any spills there.  Clean the sink and counter and kitchen floor. Wash and replace any dishes or utensils used.
d.	Pick up or sweep up all trash/debris from the main hall, kitchen and rest rooms; place this debris in trash bags for removal by renter. Put new plastic trash bags in all trash cans and waste baskets.

                   e.	Close and latch all windows, including those in the rest rooms.

                   f.	Turn off all water faucets (kitchen and rest rooms).

                   g.	Check everywhere, including window sills, for personal property.

                   h.	Clean all table tops and chair seats of any sticky residue.

                    i.	Check hall floor for any wet or sticky spills, and wipe them up with a damp paper towel or cloth.

                    j.	Turn off all lights, including those in the rest rooms.

                   k.	Lock the front door with the key provided; the door is not self-locking.

                    l.	Return the key as instructed when the key was obtained.

          12.  Cigarette, cigar and pipe smoking are not allowed in the Town Hall. Any such smoking shall be done outside the building.

            Application to Use the Avoca Town Hall and Release of Liability

Name of User: _____________________________________________

If user is an organization or a group, enter the name of the organization and
the name of the person authorized to represent the organization:

Organization:   ____________________________________________

Representative's name and title: ___________________________

The undersigned (including the Resident Sponsor if required) requests
permission to use the Avoca Town Hall for the following purpose:

        ____________________________________________

        ____________________________________________

Date requested:  _______________________________

Hours requested:  ______________________________

The capacity of the Avoca Hall is 127.  All activities held primarily for children and/or teens (i.e., persons under 18 years of age) must be attended by adult sponsors; at least one adult sponsor for each 10 teens, preteens, and children must be assured.  The full names, addresses, and telephone numbers of the adult sponsors must be listed on a separate sheet and attached to this Application.  Failure of listed adults to appear for the scheduled activity will result in the automatic revocation of permission to use the Avoca Town Hall.

Expected attendance (total number): ___
Approximate number of adults ___; teens ___; children ___
Is this event primarily for teens?  Yes ___   No ___
Primarily for preteens/children?    Yes ___   No ___
Will this event be catered?         Yes ___   No ___
If yes, list name, address and telephone number of caterer:
Name:           ____________________________________________
Address:        ____________________________________________
Telephone:      ____________________________________________

Complete the following if user is an organization or a group:
    Is the organization a non-profit entity?        Yes ___   No ___

The undersigned certifies that the use of the Town Hall is voluntary, that the undersigned personally has inspected the Town Hall, and assumes all risks to persons or property, including theft, that may be sustained in or about the Town Hall in connection with its use.

In consideration of use of the Town Hall, the undersigned and the undersigned's successors and assigns, agree to release, discharge, defend, indemnify, and otherwise hold harmless, Avoca Town Hall and Community Improvement, Inc., and its Board Members from any and all claims and causes of action, including those for injury to any person, property, or theft of property, that may arise in or about the Town Hall in connection with its use, regardless of whether such claims or causes of action are due to negligence or any other fault.  Such claims or causes of action also include damages, penalties, charges, expenses, and reasonable attorneys' fees. 

The undersigned certifies that he/she is at least twenty one (21) years of age, and has read and understands the terms and conditions of the foregoing Application and Release.  If this Application and Release is made on behalf of an organization or a group, the undersigned certifies that he/she is authorized to sign this Application and Release on behalf of the organization or group, and to assume financial responsibility for damages to the Avoca Town Hall.

Signature of User:  ___________________________  Date:  ___________
Address:        ____________________________________________
                     ____________________________________________
Telephone number of User:   ____________________________________________

Rental Agreement for Use of the Avoca Town Hall

Name of User: _____________________________________________

If user is an organization or a group, enter the name of the organization and
the name of the person authorized to represent the organization:

Organization:   ____________________________________________
Representative's name and title: ___________________________
Address of User: ___________________________________________
                           ___________________________________________
Telephone number of User:   ________________________________

Date of rental: ___________     Hours of rental: ___________

Fee in accordance with “Fee Schedule”:    $_____________

Type of event for which rental is requested (e.g., reception, dance, exhibit, meeting):
           _________________________________________________

It is agreed by the User that this Rental Agreement is subject to and controlled by the terms and conditions set forth in the "Application to Use the Avoca Town Hall and Release of Liability" and the “Rules and Regulations for Using the Avoca Town Hall,” both of which are attached and incorporated herein by reference.  By signing this agreement, the User expressly ratifies the terms and conditions contained in the “Application to Use the Avoca Town Hall and Release of Liability” and agrees to abide by and conform to the “Rules and Regulations for using the Avoca Town Hall.

Signature of User:  ___________________________  Date:  ___________

Printed Name and Signature of Representative of Organization or Group (if applicable)
Printed Name: ___________________________
Signature         ___________________________  Date:  ___________

Title of Representative of Organization or Group: _________________
*********************************************************************
Signature of Authorized Representative of Avoca Town Hall and Community Improvement, Inc.
_______________________________         Date:  ________________________

Date Approved:      ___________         Exceptions as Noted:___________
Date Disapproved:   ___________         Reasons as Noted:   ___________
Deposit (refundable) __________         Fee (not refundable) __________

Fee Schedule for Using the Avoca Town Hall

        Security Deposit		All users must pay a $100 security deposit for each use. 
	Key Deposit			All users must pay a $10 key deposit for each use

Deposits are to be paid at the time of booking. Deposits will be returned upon satisfactory inspection of the building after the event is held. Rental fees are to be paid when key is obtained for the event.

        Rental Fees

              Sponsor					                    Rate             
              
        Non-profit organizations/groups			$50 fee for each use
           	(without alcohol)

        Non-profit organizations/groups			$100 fee for each use
           	(with alcohol)

        Private, social event					$75 fee for each use
          (without alcohol)
	
        Private social event					$150 fee for each use
          (with alcohol)

To "hold" the building for use in case of rain, the security and key deposits as well as one half the rental fee must be paid. The balance of the rental fee will be due if the building is used or it will be deducted from deposit.

Notice of cancellation: All deposits will be forfeited unless building can be booked for another event.