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2. Use and Availability

   The Auditorium is used by the City on an ongoing basis. As a result, the City retains the right to use the Auditorium any time for government and City-sponsored meetings and activities. Because all City-sponsored meetings and activities take precedence, the City cannot accept ongoing reservations for use of the facility, which would tend to designate the facility as a regular meeting place for any organization.

   Community Auditorium Rental (per hour)

   • Non-Profit / Government- $54.00 / $154.50 max
   • For-Profit- $75.50 / $216.25 max

   Groups who may use the City Auditorium are listed below. If a conflict exists, use will be made in the priority listed below:

   • City Activities: Official meetings for City departments, City Council, Planning Commission, and appointed Boards and Commissions. No rental fee applies.
   • Other Public/Government Agencies: Other cities, County, State, Federal, etc., as approved through an application process. Non-Profit Rental Fee applies at all times.
   • Non-Profit Use: Non-profit organizations and other non-city users as approved through an application process. Non-Profit Rental Fee applies at all times.
   • For-Profit Use: For-profit organizations and other non-city users as approved through an application process. For-Profit Rental Fee applies at all times.

   If you have any questions please contact Jaime Zaik at jzaik@forestgrove-or.gov or call 503-992-3200

4. I have read and understand the Use and Availability Statement.*

   1. Yes
6. Use Agreement
   1. Review and approval of application may take up to five (5) business days. Upon approval by the City, a reservation confirmation will be sent via e-mail or telephone to the contact person. No public announcement of the meeting may be made until the auditorium reservation has been approved by the City in writing.
   2. Certificate of Liability Insurance: $2 million per occurrence (conditions and limits of this protection are as stated in the Oregon Tort Claims Act, ORS 30.260-300), naming the City of Forest Grove as an Additional Insurer. If no Certificate of Liability Insurance is submitted within five (5) days prior to the reservation date, the auditorium reservation will be cancelled.
   3. Payment: The City will issue an invoice for the total rental fees after the reservation has been approved.
   4. Cancellation Policy: Rental fees will be refunded if reservations are cancelled 24 hours or more in advance of the reservation date. The City will not issue a refund if cancelled within 24 hours of the reservation.
8. I have read and understand the Community Auditorium Use Agreement.*

   1. Yes
10. Date of Application:*
    Date of Application:
12. First and Last Name or Organization:*
14. Contact Person:
15. Phone Number:*
17. Billing Address:*
18. City/State/Zip Code:*
20. Email Address:*
22. Meeting Date(s)/Start and End Time:*
    Meeting Date(s)/Start and End Time: Start Date

    Meeting Date(s)/Start and End Time: Start Time

    —

    Meeting Date(s)/Start and End Time: End Date

    Meeting Date(s)/Start and End Time: End Time
24. Number of Attendees:*

    Maximum number of occupants is 100 and there are adequate tables and chairs for 75 attendees.

28. What is the Primary Purpose of the Organization/Group Meeting? (Please be specific):*
30. Admission Fees/Announcement:*

    Admission fee or payment for service may be charged to offset rental costs. No merchandise sales or contacts soliciting future business. No public publishing or announcement of the meeting may be made until auditorium reservation has been approved by the City.

    1. I Understand
32. Smoking:*

    Smoking is prohibited in accordance with ORS 192.710.

    1. I Understand
34. Alcohol:*

    Alcohol is prohibited unless licensed for that purpose by the OLCC and approved by the Facility Manager. A copy of the approved OLCC permit must be submitted within five (5) days prior to the reservation date.

    1. I Understand
36. Conduct: *

    Loud or unruly behavior will result in the immediate forfeiture of the rental.

    1. I Understand
38. Food Service:*

    Food and drinks may be served in the foyer area or outside courtyard. Plated food can be consumed inside the auditorium room.

    1. I Understand
40. Setup and Cleanup (allow sufficient time):*

    Return the Auditorium to its original configuration (courtroom style; five (5) rolls, seven (7) chairs each roll, an isle in the middle); and please:

    • Wipe tables used; stack and store away extra chairs and tables; sweep/vacuum if necessary, including restrooms, kitchen, and foyer if these areas were used.
    • Empty trash receptacles and deposit into outside garbage bin; replace garbage liners (provided).
    • Remove all catering equipment and food; any other items belonging to the user.
    • Do not affix any adhesive material or push pins to walls or other surfaces.
    • Thermostat is temperature regulated and will run four (4) hours (press temporary occupied) and activate again if needed.

    1. I Understand
42. Configuration:*

    In the event the facility is not left in the same or similar condition as existing, including original configuration, at the time of use, the user will be held liable for a cleanup fee of $150. If cleanup or damage exceeds $150, the user is held liable for any additional costs.

    1. I Understand
44. Meeting Areas:*

    Meeting and/or activities are to be confined to the foyer, restroom, kitchen, and Auditorium. Conference rooms may not to be used by non-city users.

    1. I Understand
46. Audiovisual (AV) Equipment:*

    For AV presentation, bring own laptop and projector. There is a screen and dry erase board available at no cost. No audiovisual equipment is supplied by the City. The City’s equipment must not be tampered or system powered-on without permission or assistance by City staff. The user is held liable for damage and/or replacement cost of equipment used without permission.

    1. I Understand
48. Internet Access:*

    Guest Wi-Fi is available at no cost. IT City staff time is billed hourly in 15-minute increments for any special assistance or accommodations made at the user’s request on the date of the meeting.

    1. I Understand
50. Cancellation Notice:*

    To cancel room reservation, notify Jaime Zaik, Executive Assistant, 503.992.3234 or jzaik@forestgrove-or.gov, at least 24 hours prior to the reservation date. The City will not issue a refund for cancellation made with less than 24 hours.

    1. I Understand
52. Certificate of Liability Insurance:*

    Conditions and limits of this protection are as stated in the Oregon Tort Claims Act, ORS 30.260-300), naming the City of Forest Grove as an Additional Insurer, must be submitted within five (5) days prior to the reservation date. If no Certificate of Liability Insurance is received, the City will cancel the room reservation.

    1. I Understand
54. If you have your Certificate of Liability Insurance, please upload your documentation.
56. Key/Alarm Access Code:*

    Pick up at City Hall, 1924 Council Street, 2nd Floor, 10:00am-4:00pm. If event is held prior to business hours or on a weekend, the key may be picked up one day in advance of reservation date. When done using the facility, return key to City Hall, Second Floor, or if after hours, leave key on key hook by side entry/exit door of the facility.

    1. I Understand
58. Electronic Signature Agreement*

    By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.

    The undersigned agrees to the regulations listed on the back of this agreement and hold harmless, defend and indemnify the City of Forest Grove, its agents and elected officials, and all employees for any and all injuries, accidents, and attorney fees (if applicable), and will assume financial responsibility for any and all claims as a result of the use of the facility. I am authorized to execute this agreement on behalf of the above-named person or organization.

    1. I agree.
60. Electronic Signature*
Leave This Blank:


63. 1. Receive an email copy of this form.
64. Email address

    This field is not part of the form submission.

65. Submit Submit and Print

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