Tribal Hall Rental Agreement

Renter's Name*

Date*

Renter's Organization Name

Renter Contact Phone

Renter Contact Email

Renter Contact Address

Street Address City State / Province / Region ZIP / Postal Code Country

Rental Date(s) & Time(s)*

Purpose of Rental*

(I.E. Gathering, Birthday, Wake, Dance, Workshop/Training, Meeting, ETC.)

Number of Anticipated Guests for the Event*

USE AGREEMENT

NO SMOKING. (including e-cigarettes / vape pens). No smoking inside or outside of the building, including the backyard area and within 15 feet of the front doors.*

I understand and agree

NO ALCOHOL. All alcohol is prohibited inside, outside, and around the building.*

I understand and agree

NO ANIMALS/PETS. No animals/pets allowed in / on the premises (inside and/or backyard), except for official certified service animals.*

I understand and agree

NO WEAPONS/FIREARMS. No weapons or firearms allowed in or on the premises at any time – no exceptions.*

I understand and agree

Maximum Tribal Hall Capacity is 80 people.*

I understand and agree

1. WI-FI Internet: High speed/broadband Wi-Fi Internet is included with every rental (obtain password from the HPUL tribal office staff prior to said rental). HPUL does not guarantee continuous, secure or error-free access and is not responsible for connectivity issues, data loss, or device security.*

I understand and agree

2. Use/rental of the Tribal Hall is strictly for the event dates indicated above. Please include time and dates for said rental including set up, decoration, and clean up.*

I understand and agree

3. The renter is obligated to be safe, respectful, and responsible for the care of the entire premises during said rental. All occupants (especially persons under 18 years of age) must be properly supervised, and the renter must control noise levels as there are neighboring businesses/residents (i.e., 10:00 p.m. PT – city/town noise ordinance).*

I understand and agree

4. Decorating restrictions: decorations may not be attached to walls using any items that could damage the surface (i.e. no push pin, nails, screws or staples; adhesive tape(s) is allowed and it is the responsibility of the renter to completely remove all decorations and adhesive tape/residue, etc. after the event). Confetti/glitter, paint, crayon, markers, chalk, straw, rice, birdseed, silly string, hay, or similar items are prohibited. Candles must be completely enclosed in a glass or non-flammable holder. The HPUL does not provide tablecloths, linens, and/or decorations.*

I understand and agree

5. The renter is responsible for the proper care, use and cleaning of tables, chairs, and other equipment within the Tribal Hall. The rental fee includes use of the entire building, bathrooms, backyard, the use of all accessible tables, chairs, (projector screen, podium(s) ) use of kitchen (including stove, oven, sink, refrigerator, and microwave, – but EXCLUDES use of stored inventory: plasticware, paper plates/cups, kitchen napkins, condiments, coffee, sugar & creamer).*

I understand and agree

6. Renters may utilize the Tribe’s larger dumpsters (located in the rear parking lot of the Tribal Office) to dispose of garbage and recyclables during said rental.*

I understand and agree

7. The Tribal Hall must be VACATED by date indicated above, leaving the premises clean and in proper order. It’s the renter’s responsibility to immediately report to the HPUL Tribal Office any damage that occurs during said rental or needed repairs.*

I understand and agree

8. CLEAN-UP:*

A. The renter is responsible for standard clean-up. The Tribe may conduct a follow-up inspection and additional cleaning, if necessary, which may be deducted from the deposit.

B. Excessive clean-up that results in an added expense to the Tribe can be withheld from the renter’s deposit. If clean-up cost exceeds the deposit, the renter will be billed for the balance ( to be determined by the HPUL Tribal Administrator).

C. The deposit is eligible to be refunded within two (2) business days after the keys are returned to the HPUL office and/or date of rental, provided the Tribal Hall doesn’t require further clean up and/or repairs.

I understand and agree

9. DAMAGE.*

The renter shall leave the premises, equipment, appliances, furnishings, fixtures, fencing/gates, doors, windows, electric and plumbing of the property in the same condition found in a clean, neat and orderly manner. If damages occur during the renter’s event, costs can be withheld from the deposit and/or charged to the renter.

A. Additional costs may be added for missing or damaged items.

I understand and agree

10. KITCHEN ACCESS.

The kitchen is included with all rentals for no additional fee (i.e., stove, oven, microwave, sinks, refrigerator,). Excluding use of stored inventory: plasticware, paper plates/cups, kitchen napkins, condiments, coffee grounds, sugar & creamer, food, or drinks).

A. The renter is responsible for the proper use/care and return of all equipment and appliances.

B. Additional costs may be added for missing or damaged kitchen items.

I agree to the privacy policy.

11. SECURITY*

The renter will be responsible for the control and supervision of the people/occupants in attendance during the use/rental of the Tribal Hall to ensure no harm is done to any persons or property. If security appears to be required for the renter’s event, it will be determined by the Habematolel Pomo of Upper Lake Tribal Administrator, which will be at the renter’s responsibility and expense. The HPUL designated staff may enter the Tribal Hall during said rental/at any time or any occasion.

I understand and agree

12. THEFT / LOST ITEMS.*

The Tribe is not responsible for any loss, stolen or damaged items left behind, before, during or after an event by the renter/occupants. The renter assumes all responsibility for their guests’ belongings left behind, before, during or after said rental. A. Additional costs may be added for loss/stolen Tribal Hall items/property.

I understand and agree

Rental

$250 Half Day (4 hours or less)
$400 Full Day (5 hours or more)
1 Annual Free Adult HPUL Tribal Member Rental

13. FEES & DEPOSIT:*

A. A standard deposit fee of $300.00 (payable to HPUL by cash, check or money order only, no credit/debit cards accepted) is required to reserve/book the Tribal Hall for an event for any/all renters (including HPUL Tribal Members), accompanied by a completed HPUL Tribal Hall Rental Policy Agreement & Contract submitted to the HPUL tribal office or via the Tribe’s website.

B. The standard rental fee(s) of $250.00 for a half day rental (4 hours or less) OR $400.00 for a full day rental (5 hours or more) (fees payable to HPUL excluding the standard deposit fee). Rental fees must be paid and received by the HPUL Tribal Office and submitted with this agreement and contract.

C. HPUL adult Tribal Members will be allotted one (1) FREE rental of the Tribal Hall per calendar year; however, the Tribal Member is still subject to the standard deposit fee and the terms and conditions of this policy agreement and contract

D. Keys to the Tribal Hall will be released no more than one (1) business day prior to said rental date. It’s the responsibility of the renter to securely return the rental keys to the HPUL Tribal Office - night deposit box at the end of said rental date. A key fee of $50.00 will apply for any lost or unreturned keys .

E. RETURNED PAYMENT/NON-SUFFUCIENT FUNDS (NSF): Any check returned for insufficient funds or otherwise dishonored by the financial institution will be subject to a $35.00 returned check/NSF (NON-SUFFICIENT FUNDS) fee. The renter will be required to remit payment for the full amount due plus the NSF fee using cash, money order, or cashier’s check within five (5) business days. Failure to resolve returned payments may result in cancellation of the reservation and forfeiture of the deposit.

F. Any rental date may become null and void but still subject to the terms and conditions of this policy agreement and contract if the renter fails to submit the required contract, deposit and/or rental fees as outlined in this contract.

G. All cancellations by the renter are required to be given in writing (via email, fax, letter/note) submitted to the HPUL Tribal Office at least three (3) business days prior to said rental date OR a $100.00 non-refundable fee will be deducted from the renter’s deposit.

H. No refunds will be made by HPUL due to renter’s noncompliance with these terms and conditions outlined in this policy agreement and contract.

I have read, understand, and agree to the terms of this Agreement. By checking this box, I acknowledge that I am electronically initialing this Agreement.

14. LIABILTY. To use the Tribal Hall, the renter (including HPUL Tribal Member renters) shall accept and assume all general liability, at their expense, OR keep in force during the event covered by this agreement, general liability insurance, naming Habematolel Pomo of Upper Lake as additionally insured. A copy of insurance coverage must be submitted to Habematolel Pomo of Upper Lake at least one (1)-business day prior to the event. Proof of liability insurance/certificate does not apply to HPUL Tribal Member or staff rentals.

I understand and agree

15. SECURITY CAMERAS: The Tribal Hall premises are monitored by security cameras. By entering into this agreement, the renter acknowledges that recording may occur in common areas of the property.

I understand and agree

Additional Notes

Terms & Conditions*

The renter acknowledges that he/she has thoroughly read the HPUL Tribal Hall Rental Policy Agreement & Contract and agrees and will adhere to all the above terms and conditions and acknowledges having received a copy thereof.

Electronic Signature Consent*

I consent that by entering my name in the field below, I am signing this application electronically. My electronic signature is the legal equivalent of my manual signature on this application.

Renter Electronic Signature*

Date*

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