Sebastopol Community Cultural Center MULTI-­‐DAY FESTIVAL RENTAL RATES -­‐ WEEKENDS Weekends are defined as Friday – Sunday New fees do not apply to contracts already negotiated. Fees subject to change without notice. Payment schedule: The deposit with a signed contract is required to hold a date. Final balance due 30 days prior to event. Changes can be made to the contract up to 7 days prior to the event. Additional fees due to contract changes must be paid immediately, or will be deducted from deposit. Rentals that go beyond contracted hours are subject to additional fees, which will be deducted from the deposit. Deposit less any deductions will be returned will be returned within 30 days of the event. MULTIDAY FESTIVALS HAVE SPECIAL REQUIREMENTS FOR CITY/COUNTY PERMITS. SEE SIDE 2 FOR CONTACT INFO. MAIN BUILDING 2 Day Minimum (Sat & Sun) 10 hours/day minimum Sat/Sun, 5 hour minimum Fri for set up. NOTE: Rental hours must include set-­‐up & clean-­‐up time. Same rates apply for set-­‐up night before event. Deposit: …………………………………………………………………………………….…………….……..… $500 all events Refundable deposit required at time of booking event. Rental Fees: Main Hall (up to 350 for dining/450 assembly):……………………...………….…. Includes main room, green room, blue room, 1 staff person, kitchen, tables, chairs, stage, main lighting, sound system, mirror ball, video screen, bar, mats. $100 per hour ANNEX 2 Day Minimum (Sat & Sun) NOTE: Rental hours must include set-­‐up & clean-­‐up time. 10 hours/day minimum Same rates apply for set-­‐up night before event. 5 hour minimum Fri for set up. Deposit: …………………………………………………………………………………….………………..….…. $300 all events Refundable deposit required at time of booking event. Rental Fees: Annex Facility (up to 100 people at one time): ….……………………………………. $70 per hour Includes main room, side room, music room & conference room, kitchenette, deck, 1 staff person, tables, chairs, main lighting, sound system. MAIN BUILDING & ANNEX 2 Day Minimum (Sat & Sun) NOTE: Rental hours must include set-­‐up & clean-­‐up time. 10 hours/day minimum Same rates apply for set-­‐up night before event. 5 hour minimum Fri for set up. Deposit: …………………………………………………………………………………….…………….…..……. $700 all events Refundable deposit required at time of booking event. Rental Fees: Main Hall & Annex:……………………….…………………………………………….………….…… $130 per hour Includes both building & rooms, 1 staff person, tables, chairs, & building equipment. See side 2 for additional rate information 12.03.13BR Multi-­‐Day Festivals Page 1 ADDITIONAL FEES and SERVICES Insurance fees (If provided by SCCC):………………………………..……………..……….. If provided by SCCC, final rate dependent on current insurance rate schedule. $280 -­‐ $360 per day (Up to 500 attendees) Beyond Contracted Hours fees: ………………………………………..……………………….. Additional fees (1 ½ times the contracted hourly rate for the room(s) and staff) are $135 per hour for Main Building $105 per hour for Annex $180 per hour for Both Buildings applied to events that go past agreed rental time as indicated on rental contract. Fees will be charged in 15-­‐minute increments. Vendor fees: ………………………………………………………………………………………….. For events contracting with vendors. $100 per day Additional Tables, Chairs, & Equipment: Moving additional tables/chairs/equipment to Annex or Main Hall $30 flat rate Holiday Staff Rates: $45 per hour Annex Food Cleaning Fees: $30 flat rate Applies to any event in the Annex where food/beverages are present. Moving Classes: $25 per class per day Applies to any event in which existing classes must be rescheduled or moved to another facility. Decision to reschedule is solely SCCC’s. Set Up & Break Down Service: $250 minimum. Generally, it is the renter’s responsibility to set up tables and chairs before an event, $30/hr for over 4 hours and then put them all away afterwards. SCCC offers set up/break down services to renters who would instead like SCCC staff to set up and break-­‐down tables and chairs for the event. The minimum $250 fee is for one SCCC staff providing four hours of set up and/or break down services. Any additional staff time is charged at $30 per hour. Set Up and Break Down services must be arranged well in advance of the event and are subject to availability of SCCC staff to provide the service.. Clean Up/Janitorial Services: Generally, it is the renter’s responsibility to clean the facility after an event, and to leave it in the same condition it was in prior to the rental. SCCC offers clean-­‐
up/janitorial services to renters who would instead like SCCC staff to clean up after an event. The minimum $250 fee is for one SCCC staff providing four hours of cleaning/janitorial service after the event. Any additional staff time is charged at $30 per hour. Clean up/janitorial services must be arranged well in advance of the event and are subject to availability of SCCC staff to provide the service.. EQUIPMENT AVAILABLE Main Hall Stage Lighting (incl. dimmer pack):….................................................... Must have knowledgeable technician to operate, or hire SCCC technician. If SCCC $250 minimum. $30/hr for over 4 hours $25 per use + add’l staff fees technician operating, additional staff charges apply. Main Hall Follow Spot Light: ……………………………………..……………..……………………… $40 per use + add’l staff fees Minimum 5 hour rental of hall. Must have knowledgeable technician to operate, or hire SCCC technician. If SCCC technician operating, additional staff charges apply. Stage light repositioning: ..................................................................................... $20 per use Annex Stage: ……………………………………………………………..…………………………..……….. Renter must provide able-­‐bodied assistant to help with stage set-­‐up, or hire $50 additional SCCC staff. Annex Stage Lighting: : …...................................................................................... Must have knowledgeable technician to operate, or hire SCCC technician. If SCCC $25 per use + add’l staff fees employee operating, additional staff charges apply. 12.03.13BR Multi-­‐Day Festivals Page 2 Coffee Pots (3 available): ….................................................................................. $5 per use, per pot Baby Grand Piano: …............................................................................................. $100 per use Microphone & Mic Cord (subject to availability) ................................................. $20 per use Annex Podium ………………………………………………………………………………….………….….. Free Annex Piano ………...………………………………………………………………………….………….….. Free *Additional Staff is required for all youth events where alcohol is served. IMPORTANT NOTES FOR MULTIDAY EVENTS: • If serving/selling food, the organizer must contact the County of Sonoma Department of Health Services for food vending information. All county requirements must be followed. Contact Korosh Shadlouie – 565-­‐6542 o
If 2 or more caterers are present, you are required to submit a Community Event Organizer Permit Application to the county. o
Caterers must have catering permit. Copy of catering permit must be provided to SCCC prior to event. • Vendor tables located outside of building must obtain city permit for special event. All city requirements must be followed. Contact City Clerk, Mary Gourley – 823-­‐1153 • All Sat/Sun events that use building prior to 10am must pay for weekend morning classes to be rescheduled. Building use includes leaving tables/event items overnight and leaving equipment set-­‐up. 12.03.13BR Multi-­‐Day Festivals Page 3 Examples of Rental Cost for Saturday & Sunday Festival Examples 1: MAIN HALL -­‐ Event: Festival Rental Day / Time: Saturday, 7am – 10pm, Sunday, 9am – 10pm Event Time: Saturday 10am – 9pm (3 hours to set-­‐up/decorate, 1 hour clean-­‐up) Sunday 10am – 7pm (1 hour prep before festival open, 3 hours clean-­‐up) Deposit: $500 = $500 Saturday Rental Fee $100/ hour x 15 hrs = $1500 Sunday Rental Fee $100 / hour x 13 hrs = $1300 Insurance – 500 people/no alcohol: $280 (if SCCC provides) = $330 Moving 2 classes: $25/class = $50 _____________ Total: $3180.00 (not including refundable deposit) $3680.00 (including refundable deposit) Example 2: MAIN HALL & ANNEX -­‐ Event: Festival Rental Day/Time: Friday, 5pm – 10pm, Saturday, 9:30 am – 9pm, Sunday, 10:00 am – 8pm Event Time: Friday, Vendor Set-­‐Up 5:30 – 9:30 (4 hour set-­‐up/decorate night before) Saturday, 10am – 8pm (30 min prep before festival open, 1hour clean-­‐up) Sunday, 11am – 5pm (1 hour prep before festival open, 3 hours clean-­‐up) Deposit: $700 Friday Rental Fee Saturday Rental Fee Sunday Rental Fee = $700 $130/ hour x 5 hrs = $650 $130/ hour x 12.5hrs = $1625 $130/ hour x 10 hrs = $1300 Insurance – 500 people/with alcohol: $370 (if SCCC provides) = $370 Moving 2 classes: $25/class = $50 Moving Additional chairs: $30 flat fee = $30 Use of Annex Stage: $50 flat fee = $50 _____________ Total: $4075.00 (not including refundable deposit) $4775.00 (including refundable deposit) 12.03.13BR Multi-­‐Day Festivals Page 4