Forms

Ocean Springs Community Center Rental Agreement

REV 06/08/2021

512 Washington Avenue, Ocean Springs, MS 39564
228-875-8665
You must be at least 21 years of age to rent the facility and sign this contract.
Rentals are for a twelve (12) hour period of time.
This is a TOBACCO FREE facility.

RENTAL FEES

Additional hours must be approved in advance. There will be a charge of $50.00/hour with a minimum of two (2) hours.

All rental fees must be paid prior to the date of function.

Failure to pay fees two (2) full weeks in advance will result in cancellation of the rental agreement.

*The deposit is due the DAY THE FACILITY IS BOOKED.

The balance will be due two (2) weeks prior to the event.

(The deposit is REFUNDABLE after the event, provided there is no damage to the facility or its contents.

If the event is cancelled before the rental date, or the day of the event, the deposit is NON-REFUNDABLE).

Deposit refund checks may take up to 30 days to be issued.

ALCOHOL

No persons or group renting this facility will be permitted to SELL ALCOHOLIC BEVERAGES to the public unless the seller is Licensed and Bonded by the State of Mississippi.

Groups are permitted to bring alcoholic beverages for their Personal Consumption Only.

NO ONE UNDER THE AGE OF 21 WILL BE ALLOWED TO CONSUME ALCOHOL IN A CITY FACILITY (NO EXCEPTIONS).

IF ANY TYPE OF ALCOHOL IS PRESENT ON THE PREMISES OF THIS FACILITY, YOU ARE REQUIRED TO HAVE SECURITY PRESENT.

The Renter must provide a designated Bartender. All drinks must be served from serving window.

No beer kegs are allowed in the facility.

SECURITY GUARDS AND CHAPERONES

For security reasons, any function serving alcohol must have TWO (2) security officers on duty during the event.

All groups/functions with over 50 guests must have TWO (2) SECURITY GUARDS. AN ADDITIONAL CHAPERONE IS REQUIRED FOR EVERY 50 CHILDREN/TEENS. Example, if there are 100 children/teens, you will need 2 security officers and 2 chaperones. The chaperone’s name and phone number must be provided before the contract can be signed.

The cost for each security guard is $35.00/hr.

There is a minimum of four (4) hours per security guard.

The City will book the security guards through the Ocean Springs Police Department.

The security guard fee will need to be paid separately the night of your event.

FAILURE TO PROVIDE SECURITY WILL BE GROUNDS FOR IMMEDIATE CANCELLATION OF THE RESERVATION AND POSSIBLE FORFEITURE OF THE DEPOSIT.

The City of Ocean Springs reserves the right to require ADDITIONAL SECURITY AT ITS DISCRETION.

There will be a City of Ocean Springs employee present at all times when the facility is reserved or occupied. This employee will be there to open and close the facility, and will control all equipment located on the premises of this facility; however the City employee on duty will not handle or move property owned by those other than the City.

THIS CITY EMPLOYEE WILL NOT ACT AS A CHAPERONE FOR ANY GROUP.

SOUND/EQUIPMENT

Since sound with heavy bass vibration and/or high decibel levels can potentially damage the murals through vibrations, the event supervisor has the authority to regulate both the bass levels and the volume of any sound or music during the activity. A sound monitor will be used to measure the music level during your event.

Please provide a sound equipment list to the Facilities Department at least two weeks in advance.

KITCHEN

There is no kitchen available at this facility, but there is a food preparation/caterer’s staging area.

CATERERS

The renter is encouraged to use a caterer from the approved caterers list provided by the City (included as an attachment to this document). These businesses are familiar with the food service standards of this facility. If none of the approved caterers are available, the caterer chosen by the renter must provide the signed contract, as well as written proof of both workers compensation and general liability insurance. Additionally, the caterer must have a business license from the State of Mississippi and be licensed by the Department of Health. Guidelines for the caterer are also attached and must be followed.

FOOD (non-catered)

The menu for the event must be submitted to the Director of Facilities at least 2 weeks prior to the event.

DECORATING

Decorating must be done during the time period you have reserved this facility.

(If you wish to decorate the previous day, you must pay the rental fee of $600.00).

• Nothing can come in contact with any wall surface, column, ceiling, floor, or along the protective glass railing of the Community Center. In addition, materials such as tape, tacks, nails, staples, glue, etc. may not be used to attach decorations to the tables either. Damage to walls or floors will result in loss of deposit and possible additional fees and charges.

• Damage to walls will result in loss of deposit and possible additional fees and charges.

• Decorations of any kind may not be attached to the ceiling tiles and/or grids.

• Rice, confetti, and birdseed are permitted outdoors.

• Under no circumstances are tables, chairs, or any equipment/furniture to be removed from this facility.

• If serving food and/or drinks, all tables must be covered with some type of tablecloth.

• Appropriate free-standing decorations will only be allowed if approved by the Director of Facilities and only if they are placed at a distance from the perimeter walls equal to the height of the decoration plus at least one foot.

• No spray glue, bottled bubbles, smoke machines, spray glitter, spray paint, or any type of aerosol adhesives will be allowed in the facility.

• Candles or other open flame of any type that produces airborne substance are prohibited. (Battery operated candles only.)

• Ice sculptures are also prohibited.

• No objects may be placed or activities occur behind the protective railing in front of the murals.

• Floral arrangements are allowed on the tables, but no potted plants. Arrangements must be provided from a licensed and certified florist.

• Balloons are not allowed in the facility.

• Changing the appearance of this building other than normal decorating is NOT PERMITTED.

TABLES AND CHAIRS AVAILABLE

Four (4) 8 Ft. Long Tables
Four (4) 6 Ft. Long Tables
Fifteen (15) 5 Ft. Round Tables
Four (4) 4 Ft. Round Tables
120 White Plastic Folding Chairs

*ANY ADDITIONAL FURNISHINGS MUST BE APPROVED IN ADVANCED BY THE FACILITIES DEPARTMENT TO PRESERVE THE INTEGRITY OF THE FLOORING*

CAPACITY AND SEATING

RENTAL PROCEDURES

• All functions must shut down one hour prior to end time for cleaning, removing food, decorations, and equipment/furniture belonging to the renter. This includes shutting down music and stop serving alcohol. The City of Ocean Springs will not be responsible for any items left in the facility following the conclusion of the reserved event.

• Delivery of decoration, floral arrangements, food and/or beverages, etc. must be scheduled within the requested rental period.

• The food preparation/caterer’s staging area must be cleaned by the rental party.

• No food or drink is allowed on the stage unless PRE-APPROVED IN ADVANCE. Any food remaining from the event must be removed from the facility. If any food is left, it will be disposed of immediately after the event.

• No glass bottles (soft drink or beer). No open containers will be allowed outside the building.

• Gambling in any form is strictly prohibited.

• No animals other than service dogs are allowed in the facility.

• Red wine and red punch are not allowed.

• No cooking is allowed in the facility.

• No punch, champagne, or chocolate fountains are allowed.

• No Sterno brand fuel is allowed for chafing dishes. Only Safe Heat brand or pure grain alcohol is allowed.

• No pyrotechnics are allowed.

• Smoking is allowed only in designated areas outside.

• No BYOB (Bring Your Own Bottle) events are allowed.

• No drinks are allowed on the dance floor during events for safety purposes.

• Maintaining order and control over all persons or guests in the group and encouraging them to abide by all the policies and procedures of this facility during the reserved period of time is the renter’s responsibility.

FAILURE TO COMPLY WITH THESE REGULATIONS MAY RESULT IN LOSS OF ALL OR PORTIONS OF THE DEPOSIT TO COVER APPLICABLE FEES.

Renter, including his/her/its heirs, member, assigns, agents, and/or representatives, agrees that The City shall not be liable for any injury or damages, whether to person or property, originating in contract, tort, equity, or otherwise, associated with Renter’s use of the facility, inside or outside the subject building. Renter further agrees to hold harmless, defend, release, covenant not to sue, and indemnify The City for any and all liability, claims, demands, actions, and causes of action whatsoever arising out of or related to any loss, damage, or injury that may be sustained by Renter, a third party, and/or any other person, whether based in tort, contract, or equity, whether caused by the negligence of The City or otherwise, that is in any way associated with Renter’s use of the Facility.

Renters are responsible for the cost and repair or replacement of any Community Center property (e.g. buildings, grounds, contents, or equipment) which is damaged or destroyed by the renter or anyone attending the function during an event covered by the rental contract. The cost of such repair or replacement will be determined by the City and deducted from the deposit. Any remaining costs not covered by the deposit will be paid in full by the renter up to the amount of the insurance policy deductible. Any damage to any property of the City of Ocean Springs must be reported to the event technician immediately.

The Ocean Springs Community Center and its murals are designated a National Treasure and listed as one of the state of Mississippi’s historic landmarks. The Walter Inglis Anderson murals that adorn the walls of the Community Center are considered to be one of the most important pieces of American art of the 20th century. These murals are appraised at a value of $28 million. Use of the Community Center is a privilege and therefore, to ensure the protection of the valuable artifact, all rental events MUST follow all guidelines included in this agreement.

By signing this agreement with the City of Ocean Springs, the renter and caterer (if applicable) acknowledge that all of the guidelines contained in this document in content or attachment will be adhered to.

It is the renter’s responsibility to contact the Rental Facilities Department to make all set-up arrangements at 228-875-8665.

IMPORTANT NOTICE

THE ENTIRE FACILITY IS TOBACCO FREE, INCLUDING NO ELECTRONIC SMOKING DEVICES. THERE WILL BE NO EXCEPTIONS.

IF THIS POLICY IS NOT ENFORCED WITH YOUR GUESTS, YOU WILL FORFEIT YOUR DEPOSIT.

EMERGENCY CONTACT: Stephen Glorioso 662-721-3873

CHAPERONE LIST

WAMA/Ocean Springs Community Center
Approved Caterer’s List

e-Signature