City of Ocean Springs

    Ocean Springs Civic Center Rental Agreement


    3730 Bienville Blvd, Ocean Springs, MS 39564
    228-875-4236
    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

    Main Facility Private Non-Profit
    Main Facility Rental Fee $300.00 $200.00
    Set-up and Clean-up Fee
    (not optional)
    $300.00 $150.00
    *Deposit $200.00 $200.00


    Meeting Rooms 4 Hours 8 Hours 12 Hours
    Rental Fee $100.00 $150.00 $200.00
    Set-up and
    Clean-up Fee
    (not optional)
    $50.00
    *Deposit $200.00

    Additional hours must be approved in advance. There will be a charge of $25.00/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.


    SECURITY GUARDS AND CHAPERONES

    For security reasons, any function serving alcohol must have security officers on duty during the event. The number of officers required is based on the number of guests attending the event.

    # of Guests # of Officers
    Up to 299 2
    300-399 3
    Over 399 4

    All youth groups must have TWO (2) SECURITY GUARDS IN ADDITION TO ONE (1) CHAPERONE FOR EVERY 50 CHILDREN. The chaperone’s name and phone number must be provided before the contract can be signed.

    The cost for each security guard is $25.00/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.


    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 $300.00).

    • Materials such as tacks, nails, staples, glue, etc. may not be used to attach decorations to walls or tables. 3M packing tape may be used for applying decorations to wood surfaces. NO TAPE ON SHEETROCK WALLS.

    • 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 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.

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

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


    TABLES AND CHAIRS AVAILABLE

    Fifty (50) 8 Ft. Long Tables
    Ten (10) 6 Ft. Long Tables
    Two (2) 4 Ft. Round Tables
    Ten (10) 6 Ft. Round Tables
    400 Black Folding Chairs

    CAPACITY AND SEATING

    Main Hall Balcony Meeting Rooms
    400 Auditorium Style 100 Auditorium Style 50 Auditorium Style
    -or- -or- -only-
    250 with Tables & Chairs 80 with Tables & Chairs

    RENTAL PROCEDURES

    • 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.

    • 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.

    • Gambling in any form is strictly prohibited.

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

    • 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.

    Renters are responsible for the cost and repair or replacement of any Civic 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.

    It is the renter’s responsibility to contact the Rental Facilities Department to make all set-up arrangements at 228-875-7696.


    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.


    Please indicate below if alcohol will be served at this event.

    Yes | No


    CHAPERONE LIST

    Name

    Phone Number



    e-Signature