City of Ocean Springs

    Ocean Springs Ryan Youth Center Rental Agreement


    726 Pine Drive, Ocean Springs, MS 39564
    228-875-4236
    You must be at least 21 years of age to rent the facility and sign this contract.
    Prices are for the minimum four (4) hour rental period with the option for additional time as noted.
    This is a TOBACCO FREE facility.



    RENTAL FEES

    Facility Rental Fee (up to 4 hours)..... $100.00
    Additional Hours (minimum of 2 additional hours)..... $25.00/hour
    Set-Up Fee..... $50.00
    *Deposit..... $150.00

    The minimum rental is four hours, even if you use the facility for fewer than four hours.

    Additional hours must be approved in advance. Minimum additional rental is two hours ($50.00).

    *The deposit is due the DAY THE FACILITY IS BOOKED.

    The balance is due two (2) weeks prior to the event. Failure to pay fees two (2) full weeks in advance will result in cancellation of the rental agreement.

    If the event is cancelled, the deposit is NON-REFUNDABLE.

    The deposit is REFUNDABLE after the event takes place, provided there is no damage to the facility or its contents. In addition, the building must be cleaned. (See attached checklist.)

    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 TWO (2) security officers on duty during the event.

    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. The City of Ocean Springs reserves the right to require ADDITIONAL SECURITY AT ITS DISCRETION.

    FAILURE TO PROVIDE SECURITY WILL BE GROUNDS FOR IMMEDIATE CANCELLATION OF THE RESERVATION AND POSSIBLE FORFEITURE OF THE DEPOSIT.

    If a City of Ocean Springs employee is on duty during your rental, he/she is there to open and close the facility and to control all equipment located on the premises of this facility; however City employees will not handle or move property owned by those other than the City. CITY EMPLOYEES WILL NOT ACT AS CHAPERONES FOR ANY GROUP.


    CONCESSION AREA

    There are two refrigerators and one microwave oven available.


    DECORATING

    Decorating must be done during the time period you have reserved this facility. (If you wish to decorate the day before the event, you must pay the rental fee of $100.00).

    Materials such as tacks, nails, staples, glue, etc. may not be used to attach decorations or anything else to walls or tables. 3M packing tape may be used for applying decorations to wood surfaces. NO TAPE ON WALLS. Damage to walls will result in loss of deposit and possible additional fees and charges. Absolutely NO tape of any kind (vinyl, paper, painters, masking, scotch, etc.) is allowed to be put on the gym floor. This will result in the 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. FAILURE TO COMPLY WITH THESE REGULATIONS MAY RESULT IN LOSS OF ALL OR PORTIONS OF THE DEPOSIT TO COVER APPLICABLE FEES.




    TABLES AND CHAIRS AVAILABLE

    Twelve (12) 6 Ft. Rectagular Tables and 96 Chairs


    CAPACITY AND SEATING

    308 - Setup with Table & Chairs
    or
    661 - Setup with Chairs Only
    or
    925 - Setup for Standing Only


    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 Ryan Youth 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.




    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