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.
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 youth groups/functions must have TWO (2) SECURITY GUARDS IN ADDITION TO ONE (1) CHAPERONE FOR EVERY 50 CHILDREN/PEOPLE. 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.
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.
There is no kitchen available at this facility, but there is a food preparation/caterer’s staging area.
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.
If food is being served during your event but you are not using an approved caterer, please describe here (hors d’oeuvres, dinner, drinks, etc.):
The menu for the event must be submitted to the Director of Facilities at least 2 weeks prior to the event.
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.
No spray glue, bottled bubbles, smoke machines, spray glitter, spray paint, or any type of aerosol adhesives will be allowed in the facility.
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
|150 Auditorium Style
|120 with Tables & Chairs
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.
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.
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.