1. For reasons of scheduling:

a. All rentals must be made 48 hours (2 days) in advance. Short notice rentals will only be accommodated if adequate BRAC staffing can be arranged during the requested rental time.

b. Renters are not allowed to add to their rental time, with less than 2 business days notice.

2. All rentals must be paid in full to secure a specific date and time, unless otherwise authorized by a facility manager in writing.

3. User is responsible for set-up and clean-up of the rented area. Set-up and clean-up times are included in the rented time; there is no buffer between rentals. Additional services are the responsibility of the user. This includes: extra tables, chairs, etc. If the rental area is not cleaned up and vacated at the end time specified on rental, additional charges will be applied and/or taken from the rental deposit. City staff is not responsible for set-up or clean-up of any rental.

4. All rentals will require a deposit of $100. Renters with multiple bookings will have their deposit kept on file, and refunded after the completion of their last rental. BRAC staff will inform renters with multiple bookings, when/if their deposit is being utilized to repair damage or if their deposit is being utilized because of their rental ran over the scheduled end time. Renter will be required to bring the deposit balance back to the original $100, before they will be allowed access to their next rental. All deposits will be refunded, when applicable, to the renter after the completion of the final rental. Please note the refund process may take up to two business weeks for your deposit to be returned.

5. Re-Occurring rentals such as practices, leagues, or club/group meetings may not be made any further than 1½ months (45 days) in advance or until the end of the following month, whichever is shorter. Renters will not be guaranteed to the same day/time as they had in the previous month. Re-Occurring rental requests will begin on 15th day of each month, for the following month. The day/time will be rented to the renter who first requests it, and pays in full. Bedford Parks and Recreation reserves the right to block any rental facilities/days/times for internal use, as well as holding dates/facilities further out than the 15th day of the month. For example: Beginning on August 15, a renter may book a re-occurring rental up to September 30. Re-occurring rentals set up before August 15th may only book until the end of August. Re-occurring rentals set up after August 15 may only book until the end of September, not the full 45 days in advance.

6. Renter is responsible for any damages to premises, even above the disputed amount. Once reservation has ended, a facility inspection will be performed by a City of Bedford Employee. The rental deposit will be refunded if no building or structure damage is detected as a direct result of the rental. The refund will be processed and returned between one and three weeks following the rental date

7. Renters and/or multiple renters with the same organization, having a balance owed for any Parks and Recreation facility may not rent facilities until the balance is paid in full.

8. User may not physically attach any materials to the facility unless otherwise authorized by a City of Bedford Employee.

9. User may not collect fees on the premises without written approval from the Recreation Manager or his designee.

10. User agrees to leave premises in good or better condition than what existed prior to usage. This includes dumping bagged trash in the dumpster, taking down all decorations, and taking all belongings out of the rented area after the rental is completed. BRAC staff will provide a cart the renter can use to wheel their garbage to the dumpster.

11. Cancellation policy: A cancellation notice in email form must be made no later than two weeks before the rental. Any cancellation after that point will result in a refund of ½ of the rental fee. Pavilion rentals may receive a full refund, if cancelled outside of 72 hours in advance due to expected weather.

12. Alcoholic beverages and tobacco products are prohibited at all City of Bedford facilities.

13. No oral agreements for use of City facilities shall be valid. All reservations must be confirmed with a written contract, signed and approved by City Staff with all fees and deposits paid in full.

14. Rental prices are not negotiable. See BRAC brochure for a list of rental prices and available times.

15. BRAC staff reserves the right to determine whether police officers are required for an activity. User is responsible for scheduling and payment of police officers if they are deemed necessary by the city staff. BRAC staff reserves the right to determine whether a specified number of adult chaperones are required for an activity. Anyone who fails to abide by the rules and regulations listed in this contract will be subject to loss of rental deposit and/or charges made to the user. City Staff reserve the right to refuse service to anyone.

The City of Bedford prohibits discrimination on the basis of race, color, national origin, age gender, or handicap in its programs and activities. Complaints or concerns on alleged discrimination can be filed with either the City of Bedford or the Office of Equal Opportunity, U.S. Department of the Interior, Washington D.C., 20240.

User shall comply with federal, state, and local laws. User agrees to indemnify and hold harmless the City of Bedford, its agents, and employees from and against any claims for damages to persons or property arising out of any use of the facility and its premises by User. The user does hereby assume all liability and responsibility for bodily injuries, claims, or suits for damages to persons of property of whatsoever kind of character, whether real or asserted, occurring in connection with the use of the facility or its premises by User, its agents, servants, employees, or subcontractors. The City of Bedford assumes no responsibility for any property placed in or about the Facility.

I have read and fully understand the above Rules and Regulations regarding my rental with the Bedford Parks and Recreation Department.

Customer Signature _____________________________ Date ____________________

Staff Signature _________________________________ Date ____________________

Contract Number _______________

Thank you for renting with the City of Bedford.

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