HomeMy WebLinkAboutContract 58517 CSC No.58517
TARRANT COUNTY BAR FOUNDATION
SPECIAL EVENT RENTAL CONTRACT
AND FACILITIES&GROUNDS POLICIES AND REGULATIONS
The Tarrant County Bar Foundation Bar Center is used primarily by the Tarrant County Bar Association(TCBA) in serving its members
through continuing legal education seminars and the meetings of committees, sections, executive boards, etc. On a space available basis,
with TCBA activities having priority,the TCBA has space available for rent to other organizations.Rates established by this policy will be
followed in all instances unless modified by the Tarrant County Bar Foundation(TCBF).
RENTAL TIMES&FEES
The TCBF Bar Center (Facility) may be rented between the hours of 9 am. and 5 p.m., Monday through Friday (excluding scheduled
holidays).
Rental Space TCBA Member Rate Non-Member Rate
Board Room $75 per half day $125 per half day
$150 per day $250 per day
Conference Area
BC 91 $75 per half day $175 per half day
$150 per day $250 per day
BC#2 $75 per half day $175 per half day
$150 per day $250 per day
BC#3 $75 per half day $175 per half day
$150 per day $250 per day
All Rooms of Bar Center(opened) $200 per half day $300 per half day
$400 per day $600 per day
All Rooms of Bar Center(w/walls) $200 per half day $300 per half day
$400 per day $600 per day
*As appropriate,TCBF may charge$35 as an hourly rate for the above-referenced areas.This rate only applies to a 1 hour use of the room.
Requests for rental of the Facility outside normal hours (prior to 9 am and after 5 pm) must be presented to the Executive Director for
approval upon receipt of a completed reservation rental agreement. A rental rate of$25 per hour will be charged with a minimum of$25.
TCBF/TCBA may not be able to accommodate last minute requests to extend the rental of the Facility after hours since the request involves
the availability of TCBA staff.
For social,charitable,and judicial/political receptions and similar events,the rental rate is$500 for rental of the Conference Area from 4 p.m.
to 9 p.m. After 9 p.m.,there is a$100 per hour rental fee. All events must end by midnight. When scheduling these types of events, it is
recommended that renter allows adequate time to decorate prior to the event and allow at least one hour for cleanup after the event.
CONDITIONS OF RENTAL
A signed and approved contract and 25%of the rental cost are required to reserve the Facility by non-members.The balance of the rental fee
and$300(refundable)damage deposit are due one month prior to the rental date.Payment by check,cash or credit card(Visa or MasterCard)
will be accepted.Payment is due the day of the event unless other arrangements have been made with the TCBA office. A$25 fee will be
charged for returned checks.
Renter must abide by and conform to all rules, policies and regulations of TCBF and TCBA, which manages the Facility pursuant to an
agreement between TCBF and TCBA.The renter shall be responsible to make guests,service providers(caterers,musicians,rental deliveries,
etc.)and other concerned parties aware of and abide by TCBF and TCBA policies and regulations.Rental fee includes use of specified room
or rooms only; if other rooms are used not covered by this agreement, an additional charge will be assessed again the damage deposit.
Groups or individuals will be given equal opportunity regardless of race,creed,color,sex,religion or national origin.
JUDICIAL/POLITICIAL EVENTS
Any and all publication and/or publicity of a Judicial/Political event must contain the following disclaimer: "Use of the Tarrant County Bar
OFFICIAL RECORD
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CITY SECRETARY
FT.WORTH,TX
Foundation Bar Center Facility is not an endorsement by either the Tarrant County Bar Foundation or the Tarrant County Bar Association."
If the renter fails to include the disclaimer,TCBF may cancel the event and retain the damage deposit.
CANCELLATION OR RESCHEDULING OF RENTAL DATE
Renter must give a 48 hours written notice of cancellation plans.Rescheduling an event is considered the same as cancellation and is subject
to the above policy.
DAMAGE DEPOSIT
For non-members and first time users,the damage deposit will be returned within ten business days of event if renter,guests of renter,service
providers and anyone else associated with the event comply with TCBF and TCBA policies and regulations. All or part of deposit will be
held if any TCBF property is damaged or removed from premises or if any TCBF and TCBA regulations are violated.All or part of deposit
will be held if anyone associated with event remains in the building beyond listed rental times.
Any individual or organization renting the TCBF facilities assumes all liability for damages or injuries to the premises as a result of usage.
Following the rental period,a TCBF representative will check areas for damages and cleanliness. Charges for damaged items will be based
on replacement costs. If repairs are more than the deposit,renter will be financially responsible for the cost of repairs not covered by the
deposit.The final decision will be made by the TCBF.
REFRESHMENTS
Upon request, TCBF will provide limited refreshments such as are normally expected at a business meeting (coffee and water) in a
reasonable quantity.For an additional charge,soft drinks are available and upon request.
ALCOHOLIC BEVERAGES
Renters and their service providers shall comply with state and local regulations regarding service of alcoholic beverages to their guests.
Renters shall be responsible for providing transportation for the safety and well being of all guests. Renter assumes all liability for any
damage suits filed in connection with alcoholic beverages served to an intoxicated guest or to a minor.Renters'guests may not bring their
own alcoholic beverages to an event. Kegs and margarita machines are not allowed on TCBF premises. TCBF does not allow storage of
alcohol overnight.
SMOKING
The TCBF building is entirely non-smoking.Please do not smoke directly outside doors and make sure all trash is put in a receptacle. This
includes commercial and caterers'kitchens,restrooms,hallways and elevators.Renter is responsible for making guests and service providers
aware of and in compliance with the no smoking policy. Part or all of damage deposit will be held if there is evidence of smoking in the
building. Fog machines and candles are not allowed.
FURNITURE/EQUIPMENT
To simplify your planning process and to help defray expenses,the TCBF provides tables and chairs for your event. TCBF will set tables
and chairs for event, as designated on room charts. AV Equipment is available upon request 24 hours prior to the event. Linens are not
provided by the TCBF. The use of tables and chairs from caterers, rental companies, etc. is prohibited unless approval is given by the
Executive Director.
TCBF furniture and equipment can be used ONLY in rooms for which they are designated by the TCBF.Moving furniture between rooms is
prohibited.
DECORATIONS
Renters may not attach tape,florist clay,tacks,screws or nails to any indoor or outdoor TCBF property. Crepe paper decorations,confetti,
and flammable items are not allowed. Do not attach decorations to antique furniture, ceiling fixtures, draperies, walls or doors. Do not
remove anything from walls or shelves in any area of the TCBF.
SERVICE PROVIDERS
Renter or representative of renter must be on premises when service providers are in the building and must be available to accept deliveries.
All service providers(caterer,rental company,florist,musicians,etc.)are the responsibility of the renter.
All deliveries shall be made at the back door of the Facility. Equipment of service providers shall have and be rolled on dollies with rubber
casters; metal casters are not allowed. The floor must be protected from liquid with a plastic and absorbent overlay under all beverage
containers such as ice chests,tea and coffee receptacles.
CLEANUP
Each renter and renter's service providers will be responsible for cleanup. All decorations must be removed prior to departure. All trash
must be placed in the dumpster located outside the building. Any glass breakage is to be swept up and removed from premises. Rental and
personal items must be removed upon departure or stored in the area designated by TCBF for pick-up the following business day.No rental
items are to be left in either kitchen or in the public areas.The TCBF is not responsible for the delivery or storage of any property,items or
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material goods left in the Facility.
Caterers'and commercial kitchens must be cleaned as indicated on RENTAL CLEAN-UP CHECKLIST.Kitchen floors must be swept and
scrubbed;brooms and mops are provided. The TCBF furnishes plastic trash containers and trash bags. The TCBF does not provide any
other kitchen or cleaning item.TCBF staff will inspect the Facility after rental event.
Failure to comply with any cleanup rules will result in forfeiture of all or part of deposit. If a deposit fee was waived, Renter will be
responsible for reimbursing TCBF for any damages to premises or equipment by attendees and other persons associated with the group.
Additional fees will be charged for custodial services if extraordinary clean-up costs are necessitated by spillage; and/or for
maintenance/repair services due to damage caused by Renter or its guests.
SAFETY AND WELFARE OF GUESTS
Carrying of firearms or concealed weapons of any type is prohibited on premises of TCBF.Tampering with the fire system is a violation of
TCBF policy and Fort Worth City Ordinance.Violators shall be subject to prosecution and fine by the TCBF and City authorities.No illegal
activities of any kind shall be tolerated on the TCBF premises.
COMPLIANCE WITH STATE AND LOCAL REGULATIONS
Individuals and/or organizations renting the Facility shall comply with all laws —federal, state and local--including all ordinances of the
City of Fort Worth.All rules,regulations and requirements of the police and fire departments shall be observed.
If requested by the TCBF, any permit, license or tax required for any activity shall be purchased by the renter and made available to the
TCBF. It is also the responsibility of the renter to determine which laws and ordinances apply to the activity of the renter and to ensure
compliance with same. Should any violation be found to exist, renter hereby assumes all responsibility for correcting or removing such
violation.
CONFLICT/EXCLUSION
The TCBA Executive Director and/or the TCBA Board of Directors may cancel any function scheduled should the activities planned be in
conflict with the stated rules or the TCBF's or TCBA's special activities,or if they detract from the public image of the TCBF or TCBA. The
TCBF reserves the right to exclude any group or individual deemed to be inimical to or a risk to the TCBF property or interests.
OTHER:
TCBA staff on duty during an event have complete authority to enforce all rules and regulations.
Children are to be under adult supervision during entire rental time;the TCBF does not provide a room for childcare or baby-sitting.
Animals are not allowed within the building during an event(except those aiding the visually impaired).
These rules are made for the protection of the guests attending your special event and for the preservation of the TCBF building.We
appreciate your cooperation. Failure to abide by any of these rules will result in,at minimum,forfeiture of the damage deposit.
The TCBF reserves the right to amend,revise,add to or change any of the above policies and regulations as deemed necessary by its Board
of Directors and/or Executive Director.
Remember the TCBA offices are working offices and keep noise at an appropriate level to enable staff to continue their duties.
Signed and Agree by:
On behalf of-
Date:
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Executed effective as of the date signed by the Assistant City Manager below.
City of Fort Worth Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
kk-- of this contract,including ensuring all
By: Valerie,Washington(Nov 28,2022 10:02 CST) performance and reporting requirements.
Name: Valerie Washington
Title: Assistant City Manager
Date: Nov 28,2022 BY:
Name: Tracey McVay
Approval Recommended: Title: Administrative Services Coordinator
..t Approved as to Form and Legality:
By: Leann nGGuzman(Wv 21,2M217:17 CST)
Name: Leann Guzman
Title: CityAttorney pbbaoun4 C 24phe hers.Moslev
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�°°°°°° 0 Name: Christopher Mosley
Attest: ova° Title: Sr.Assistant City Attorney-Section Chief
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By: Jannette S.Goodall(Nov 29,202216:23 CST)
Name: Jannette S. Goodall
Title: City Secretary
VENDOR:
Tarrant County Bar Association
ByItayla Iw Mw21, 13:31 CSt)
Name: Kayla Dailey
Title: Executive Director
Date: Nov 21,2022
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX