Civic Space Park and A. E. England Building

Civic Space Park and A. E. England Building
              Rental Guidelines, Reservation Request Form, and Fee Schedule

GENERAL INFORMATION
  •   A.E. England Building Auditorium is available for rent to community, non-profit
      and private organizations.
  •   Hours are from 8:00am – 10:00pm.
  •   Auditorium Size: 4,500 square feet - accommodates 300 people maximum
  •   Meeting Room Sizes: 3 meeting rooms 450 square feet each or 1 large
      combined meeting room with 1,350 square feet.
  •   Due to fire and safety laws additional seating or standing room is prohibited.
  •   The facility is ADA accessible.
  •   Tours regarding facility reservations must be scheduled by appointment only.
  •   Parking: not available, utilize metered or nearby paid lots/garages.
  •   The use of risers and or portable staging is prohibited in the auditorium.
  •   Auditorium rental does not include lobby space.

RESERVATION AND APPROVAL INFORMATION
  •   A reservation request form with signature must be filled out and submitted.
  •   Approval of request is based on availability of facility and information provided on
      request.
  •   Some reservation requests may require a separate Letter of Understanding.
  •   User will be notified of approval and a rental contract will be emailed to you with
      fee total.
  •   To rent the facility a refundable damage deposit, rental fee, and staffing fees will
      be charged.
  •   The facility manager determines staffing levels.
  •   All deposits and fees are due upon receipt of the rental contract.

CLEANUP
  •   The User is responsible for cleanup of the facility inside and out after the event is
      over.
  •   Trash must be bagged and removed from site (pack it in – pack it out).
  •   Food /drink spills need to be wiped up, floors vacuumed, and all equipment
      removed from facility.
  •   A maintenance fee will be charged and taken from the deposit if the facility is left
      in need of cleaning.

DAMAGES
  •   Deposit is returned for all rentals if no damage has occurred to the facility.
  •   The User shall pay for any damage resulting from use of the facility or
      equipment.
  •   These charges will be taken from the deposit.

•   If the damage amounts exceed the deposit amount, a written cost estimate will
      be provided to User.

DELIVERIES AND STORAGE
  •   All deliveries/pickups of supplies must be made during the specified hours of the
      reservation.
  •   The User is responsible to be on site for all rental items.
  •   The facility staff will not handle, care for, or act as custodian of any equipment or
      property.
  •   Equipment can be loaded into the facility from the loading zone on the south side
      of the building.

DECORATIONS AND SIGNAGE
  •   The auditorium is rented “AS IS” and decorations/signage needs to be standing
      elements only.
  •   Nothing can be taped/ hung on any permanent fixture of the building’s interior or
      exterior.
  •   Candles, smoke machines, smudging activities and pyrotechnics are not allowed.

PARKING
  •   No onsite parking. Utilize metered parking or nearby garage/surface lots.
  •   Encourage light rail/bus use (Central Transit Station is adjacent to park).

INSURANCE, LIABILITY
  •   User agrees to indemnify, defend and hold the City harmless from all liability,
      damages, costs and expenses in connections with all claims, actions or causes
      of action for injury, death or property damage arising from or out of the use and
      occupancy of the facility. The City does not accept responsibility for any injuries
      that may occur. User groups are responsible for providing their own insurance
      coverage.
  •   User shall provide a certificate of insurance for general liability in the amount of
      $2 million with the City of Phoenix named as additional insured and as certificate
      holder.
  •   Certificate of Insurance should read as follows: The City of Phoenix, a municipal
      corporation, its officers, agents, and employees are named as additional insured
      in reference to (event name, date, time and location). Certificate holder: City of
      Phoenix, A.E. England Building Civic Space Park.

EQUIPMENT & FURNITURE
  •   300 chairs, 150 with arms and 150 without arms
  •   42 classroom style tables, 18” x 72”
  •   Two Screens
  •   DVD, VHS
  •   Two LCD projectors
  •   User must provide laptop computer if needed for rental.
  •   Gallery tables and chairs can not be moved with out permission from park
      coordinator.

SET UP OF FACILITY
  • Standard setup for auditorium is theatre style.
  • User’s responsibility to set up the room & return it to theatre style seating by
       rental’s end.

CATERING
   • Rental of the A.E. England Building includes use of the catering kitchen.
   • Food, beverages, linens, and all rental equipment is the responsibility of the
     User.
   • All cooked food must be prepared and served to professional catering standards.
   • The User/Caterer is responsible for clean up after the event including removal of
     all trash from event within the rental time frame.

LICENSES/LAWS, SAFETY
   •   User shall obtain all permits or licenses required by law, ordinance, or Parks
       department rules or regulations. User will follow all applicable local, state, and
       federal safety rules and regulations and to maintain safe conditions for workers,
       activity patrons and the public.
   •   User to follow all applicable local, state and federal safety rules and regulations
       and to maintain safe working conditions. Staff may stop hazardous activities or
       the use of a particular tool or piece of equipment, which the City deems unsafe.
   •   The City reserves the right to eject or cause to be ejected any disorderly person
       or persons at our facility. Neither the city nor its employees are liable for any
       damages that may result from such actions.

PERMIT REVOCABLE AT WILL
   •   This revocable permit is subject to revocation at any time at the discretion of the
       City Council or by the City Manager or his designee. Such discretion shall be
       controlled solely by consideration of the best interests of the City of Phoenix,
       which may included but are not limited to violation or breach of any federal, state
       or City of Phoenix law, ordinance, code, rule regulation, court decree or any
       condition of this permit.

ALCOHOLIC BEVERAGES
   •   A COP Alcohol permit is required if you are serving alcohol at a function.
   •   If you are selling alcohol contact the Phoenix Licensing Services at 602-262-
       4638, TTY 602-262-4638 and the Arizona Department of Liquor License and
       Control at 602-542-5141, TTY 602-542-2806 to obtain information on a City and
       State Special Event Liquor License.
   •   Information can also be obtained on the Arizona Department of Liquor License
       and Control web-site at: http://www.azliquor.gov/
   •   This is normally a 60 day process and will also require liquor liability insurance.
   •    Off duty Phoenix Police Officers are required for all events serving alcohol.
   •   Alcohol is only permitted in the auditorium and can not go outside into the park.

CANCELLATION POLICY
   •   Cancellation or a no show of reservation will be subject to a monetary penalty:

Cancellation Requested                      Amount Refunded                     Deduction or fees
31 days or more prior to scheduled event    Refund of Rental Fee & Deposit      Deduct a processing fee
date
30 to 14 days prior to scheduled event      Full Refund of Rental Fee           Forfeit of cancellation fee
date
Less than 13 days of event date             Deposit refunded                    Full rental fee is forfeited

No Show                                     Deposit refunded                    Full rental fee is forfeited

FACILITY USE FEES AND DEPOSITS
    •   All deposits and fees are due upon receipt of the SUR contract.
    •   Upon approval of your reservation a SUR contract will be emailed to the
        prospective renter.
    •   Fees and deposits are based on the dates and times given on the reservation
        request form.
    •   Fees are assessed for each day of the reservation.
    •   Fees will be charged to User for set up/take down time and to oversee the
        reservation.
    •   Payment can be made by credit card, check or money order.
    •   Checks make payable to the City of Phoenix.

Please submit the reservation request form on the following page with
signature. Upon approval of the reservation a SUR contract will be emailed to the
User. Fees are due immediately upon receipt of the SUR contract. Please submit
the SUR contract with payment.

Mail or drop off to:

Central City Division
2700 N. 15th Avenue
Phoenix, Arizona 85007
Attention: TJ Penkoff, Civic Space Park Coordinator

Completed SUR Contract may be emailed to:

tj.penkoff@phoenix.gov

This application form can be provided in an alternate format upon request. Call 602-262-6862
(voice) or 602-262-6713 (TTY). 602-534-3787 (FAX). E-mail: Receptionist.PKS@phoenix.gov. The City of
Phoenix prohibits discrimination on the basis of race, ethnicity, national origin, sex, religion, age, sexual
orientation, or disability in its services, programs and activities. Anyone who believes he or she has been
discriminated against may file a complaint with the City of Phoenix Equal Opportunity Department.

Special Use Facility Reservation Request Information Form
Organization/Individual:                    Type of Event:                                      Submittal Date:
                                            ⃞ Meeting ⃞ Special Event ⃞ Class ⃞ Party
                                            ⃞ Other
Event Date(s):                     Event Start Time (includes    Event End Time (includes       Number of People in Attendance
                                   set-up):                      clean-up):

Purpose of Activity:

Main Contact Name and Title                 Email Address:                              Phone #:

Mailing Address:                            City/Zip:                                   Fax#:

EVENT Contact:                              Email Address:                              Phone # DAY OF EVENT:

Alternate Contact:                          Email Address:                              Phone#:

                             Civic Space Park – A.E. England Building
            424 N. Central Avenue, Phoenix, AZ 85004 • 602 262-7490 • tj.penkoff@phoenix.gov

   All functions must end and cleanup to begin by 10pm (park closes at 11pm).

   Rental Area:            ⃞ Civic Space Park           ⃞ A. E. England Auditorium

   ⃞ Meeting Room “A”              ⃞ Meeting Room “B”             ⃞ Meeting Room “C”

   Table & Chairs Needs: Chairs (300 max):______                   Tables 18” x 72” (42 max):_________
   Tables and chairs are ONLY available inside the A. E. England Auditorium or meeting rooms

   Alcohol Permit: ____

   I understand that this form is only a request and that my reservation is tentative until 1) a
   request is approved; 2) full payment and deposit (if applicable) is received; and 3) a
   contract is signed.

   Print Name________________________________________ Date: ________________
   Signature_______________________________________________________________

   City of Phoenix Departments – Cost Center and GL Account required.

   Cost Center:______________________ GL___________________

CIVIC SPACE PARK
                             424 N. CENTRAL AVENUE, PHOENIX, AZ 85004
                          602 262-7490 • www.phoenix.gov/PARKS/civicprk.html

                                    Phoenix Resident Fee Schedule

                                           Area                                        Fee

                  Civic Space Public Fee Users                                      $300/hr
                  Stage Area                                                   (2 hour minimum)

                  A. E. England Auditorium (4,562sq ft)                             $200/hr
                  Public Fee Users                                             (2 hour minimum)

                  A. E. England Auditorium                                          $500/hr
                  Private Fee Users                                            (2 hour minimum)

                  A. E. England Auditorium                                          $700/hr
                  Commercial Fee Users                                         (2 hour minimum)

                  A. E. England
                  Community Meeting Rooms                                            $35/hr
                  Meeting Room A (435 sq. ft), B (478sq. ft),                  (2 hour minimum)
                  or C (466sq. ft)

    •    Facility Deposit Required in addition to facility use fee’s (50% user fee)

    •    A. E. England Audio/Visual Use Fee: $200 (all rate categories)

    •    Non-refundable cleaning deposit: $150 may be required depending on event

    •    All rentals will be charged a staff fee of $42 per hour

    •    Non Phoenix residents will be charged an additional 50% for the facility rental.

Rev. 1/30/2013

   Shared Drive: S:\Central Division\PARKS & REC. CENTERS\Civic Space Park\LOU & Rentals\Facility Guidelines New 2009.doc