SECTION 1. USER GROUPS

Users are classified into the following groups for the purpose of determining the applicable fees and charges:

• FIRST 5 Santa Clara County Staff and Partnering Agencies
• Outside Entities

SECTION 2. RENTAL PROCEDURES AND GUIDELINES

FIRST 5 Santa Clara County (FIRST 5) Partnering Agencies and Outside Entities will not be booked more than 2 months in advance. A minimum of 3 weeks advance notice on bookings is advised. Reservation dates are not confirmed until all paperwork has been completed and approved.

Fees must be paid net 30 days from receipt of invoice prior to accessing the facility. Invoices will be mailed or delivered following the meeting or event. Personal or company checks are acceptable forms of payment. Checks should be made out to “FIRST 5 Santa Clara County”.

Deposits – A refundable security deposit of $150.00 will be collected from every outside entity. On a case-by-case basis, the deposit may be held up to 2 months for additional approved meeting dates, if desired by the renter. Cleaning fees may be deducted, if deemed necessary.

Cancellations must be made no less than 10 days before the scheduled meeting or training. If a request to cancel is made less than 10 days prior to the meeting or training, 50% of the fees will be billed to the user.

SECTION 3. RENTAL FEES

Rental fees are determined by user group classification. Minimum rental is 2 hours.

SECTION 4. FACILITY USE REGULATIONS

A FIRST 5 staff person must be present for facility usage by outside entities taking place after business hours during the work week. The FIRST 5 staff person is responsible for ensuring set-up and clean-up by the contact person from the outside agency. Saturday bookings will require an additional fee for hiring a security guard throughout the event.

A. For facility usage taking place after business hours, please instruct guests to enter the Community Room through the main entrance. Signage will be available to post outside to guide visitors in the right direction. For security, the door is to remain locked at all times. Please assign someone to monitor the door to let your guests in.

B. The contact person is responsible for orderly conduct of group as well as enforcing all guidelines as outlined in this contract.

C. Contact person is responsible for set-up and clean up. Please allow ample time to set-up and clean-up as furniture may need to be moved. Upon vacating the room, be sure to place the furniture in the same configuration it was found. Tape may not be used on the walls.

D. Set-up includes:

• Two room configurations will be made available: Classroom and Theater style. The renter must select which layout is preferred in advance on the Community Room Facility Agreement.
• All additional set-up requirements must be executed by the renter.

E. Clean-up includes:

• Decorations, signs, posters, etc. must be taken from the walls and ceilings. Balloons and strings must be removed.
• Trash must be placed in garbage receptacles.
• Any spilled food or beverage must be washed off tabletops and floors. Spills must be marked with blue tape (provided in room).

F. Available equipment includes tables, chairs, and a microphone.

G. Alcoholic beverages are not permitted.

H. Catering arrangements are to be made by the contact person. FIRST 5 can provide recommendations upon request. Users are responsible for making sure all items related to catering (including food, trays, utensils, etc.) are taken care of appropriately (trash placed in waste receptacles, equipment is not left behind, etc.)

I. Smoking is prohibited within 20 feet of the building.

SECTION 5. DAMAGE LIABILITY

A. The contact person shall promptly notify facility attendant of any faulty equipment or utility problem.

B. Additional fees may be applied to the final invoice to cover building or equipment damage, cleaning, or failure to leave facilities in acceptable condition.

SECTION 6. PROOF OF INSURANCE

A. As a condition of this contract, the contact person must provide proof of insurance. Public agencies (county departments, cities, school districts, etc.) are exempt from this requirement.

B. Commercial General Liability (attach insurance cover sheet) Minimum Limit $1,000,000 CSL, Additional Insured Endorsement (see below)

All Insurance Certificates showing proof of insurance must include a 30-day notice of Cancellation.

Additional Insured Endorsement shall name FIRST 5 Santa Clara County, the individual members thereof, and all FIRST 5 officers, agents, employees and volunteers, and Santa Clara County, its Board of Supervisors, officers, agents and employees as Additional Insured with respect to services being provided.

Please have Additional Insured Endorsements sent to FIRST 5 Santa Clara County, 4000 Moorpark Ave., Suite 200, San Jose, CA 95117, Attention: Tiffany Ton

SECTION 7. MISCELLANEOUS

A. FIRST 5 reserves the right to cancel the rental of any conference room at any time without stated cause therefore.

B. Facilities are rented “as is”. The contact person must make him/herself familiar with the equipment / furniture provided. Any additional equipment / furniture needed by the contact person must be secured by the contact person at the contact person’s expense.

SECTION 8. USE AGREEMENT (see attached form)