Facility Rental Policies and Procedures for Public

Kalamazoo Program and Training Center Rental Policies and Procedures

Section I: Facilities Open to Use

Facilities which may be reserved include meeting rooms, commercial kitchen, multi-purpose rooms and land areas adjacent to the physical plant of the Program and Training Center (PATC).

Section II: Groups Eligible for Facility Use

Facilities may be utilized by the following groups:

  • Any organized group or organization directly connected with Girl Scouts Heart of Michigan (GSHOM) (Troops, Service Units, Districts, Task Groups, Committees, etc).
  • Any tax supported governmental unit whose purpose and activities are to provide services that benefit the residents of the council district.
  • Any non-profit group whose purpose does not conflict with the Girl Scout Mission.
  • Any private and/or profit making group/individual whose interests/mission does not conflict with the Girl Scout Mission.

Section III: General Procedures for Facility Reservation

  • Contact the GSHOM Program and Training Center rental representative to receive rental information and to schedule a tour.
  • Once a tentative reservation has been established, the rental representative will send a usage agreement to the lessee. The usage agreement shall be signed by an adult who must be 21 years of age or older and is requesting the use of the facility.
  • A non-refundable deposit equal to 50% of the fee is required to reserve a space and will be applied to the total fee.
  • The usage agreement must be received by the designated date with deposit to confirm reservation. If deposit and signed agreement is not received by the designated date the reservation will be voided.
  • All items dealing with the application requirements not specifically mentioned above shall be subject to the interpretation of Girl Scouts Heart of Michigan Council.

Affirmative Action

Girl Scouts Heart of Michigan Inc. affirms its policy to ensure fair and equal treatment, in all its practices, to all persons, regardless of race, color, religion, sex, national origin, sexual orientation, disability, age, height, weight or socio-economic status.

Section IV: Fees

  1. Approval of a rental shall be at the sole discretion of and subject to the approval of GSHOM. A copy of the USER AGREEMENT shall ACCOMPANY the LESSEE during their use of facilities and must be shown upon request of GSHOM employees. Reservations are not transferable. Only the lessee whose name appears on the application shall be permitted to use the facility as scheduled.
  2. GSHOM shall collect payment of estimated fees no later than 30 days prior to the event. This includes rental charges and staff costs (other than custodial and/or kitchen assistance) from groups required to pay said fees. Reservation is subject to cancellation if fees are not paid in full.
  3. A separate check for the cleaning and damage deposit equal to total usage fee is required 30 days before use. This check will be held until after the event and returned to the renter within five business days if there is no damage and the facility has been cleaned properly and is consistent with the check list provided. If the lessee fails to clean after their group, a fee of $50 per hour will be prorated and the excess returned to the renter.
  4. GSHOM may request additional supervision be assigned to any usage request. Additional charges for this supervision will be charged to the lessee.
  5. GSHOM reserves the right to require sufficient time for full investigation, notice and arrangement of applications for the use of Girl Scout facilities.
  6. GSHOM reserves first claim to the use of its own property. Cancellations may be ordered by the CEO of GSHOM. Should a cancellation be necessary, GSHOM will provide a full refund and reasonable relocation expense. All permits shall be granted with this understanding.
  7. Holders of a confirmed reservation may cancel them by giving GSHOM a WRITTEN NOTICE OF CANCELLATION with a minimum of 30 days notice. A refund minus the non-refundable deposit will be mailed within 15 business days. Cancellations with less than 30 days notice require full payment.
  8. The lessee agrees to indemnify and hold harmless GSHOM, their agents and employees for any action or cause of action and all liabilities arising from any incident during any facility use. It is understood and agreed that GSHOM will assume no responsibility for actions of facility users.
  9. The lessee shall be fully responsible for all loss or damage to GSHOM property and that of participants and employees during the time the building is in use under the approved application.

Section VI: Guidelines Governing the Use of Girl Scouts Heart of Michigan Council Facilities

  1. Smoking is permitted in designated areas only and only when no minor Girl Scouts attending Girl Scout activities are present. All organizations and individuals are responsible for complying with enforcing this regulation.
  2. Alcohol consumption may be approved by the CEO with the following stipulations:
    • Alcoholic beverages may only be served after normal business hours and if no minor Girl Scouts attending Girl Scout activities are present.
    • Alcohol will only be permitted when served by a GSHOM approved licensed vendor (no exceptions).
    • Only wine and beer may be served.
    • No personal alcohol is permitted on site including parking lot and yard areas.
    • Alcoholic beverages are allowed in designated areas only.
    • All alcohol beverages service must end one hour prior to the end of the event for events lasting more than three hours.
    • Failure to comply with the alcohol procedures may result in all alcohol beverage service being stopped and ultimately your function being asked to leave.
  3. Illegal substances will not be permitted on GSHOM property at any time. This includes parking lot areas.
  4. Decorations are subject to the approval of GSHOM. The use of any product which would produce an open flame or combustible reaction requires prior approval by GSHOM.
  5. All GSHOM equipment and facilities to be used on site must be requested in advance and listed on the use agreement.
  6. GSHOM will provide one basic set up of GSHOM tables, chairs and equipment. Unusual or labor intensive room set-ups may warrant additional charges. Use of furniture and equipment beyond the basics stated in the room descriptions must be arranged in advance and may result in additional fees. Extra costs associated with the movement, operation, and supervision of equipment will be charged to the lessee. The lessee will be given access to the rental space one hour prior to the event (for events four hours and less) and two hours prior to event (for events more than four hours) without additional fees for set up and decorating. Please provide the following information at least 14 days in advance: set-up, approximate guest count, schedules including event timeline and deliveries.
  7. All equipment and decorations must be removed at the end of the event. All tables need to be cleared and garbage needs to be placed in the appropriate receptacle. Additional custodial services required for work not done satisfactorily will be paid by lessee.
  8. A GSHOM representative shall be on duty whenever a facility is being used. The representative will be responsible in seeing that the facilities are left in good order after the activity is over. A GSHOM representative shall be responsible for securing the building after the usage.
  9. Food and beverage service is permitted with the following stipulations:
    • GSHOM has created a list of preferred caterers to assist with food and beverage needs. Additional catering options may be considered pending GSHOM approval. Additional fees would apply.
    • Only caterers that have proper documentation will be allowed to provide services at the PATC.
    • Alcohol beverages - please refer to section VI - 2.
    • To ensure the highest quality of service for your event, GSHOM recommends that caters have at least one staff member present during the entire service of the event. The lessee is responsible for making sure all food regulations and temperature requirements are met if a representative for the caterer is not present.
    • Lessee is responsible for informing the caterer that the caterer is responsible for clean up of food and service areas after use including but not limited to sinks, dishes, counters, table tops and floor. Trash should be bagged and tied at the end of event.
    • Caterers may use GSHOM refrigerators and oven for warming and cooling.
    • Prior approval is needed for the use of grills or other appliances that produce a flame. The use of Sterno for warming is acceptable.
    • Only caterers and their staff are allowed in the food service areas during the event.
  10. All deliveries and pickups shall not interfere with the daily operation of GSHOM and must be scheduled with the rental representative at least 24 hours in advance. This includes all floral, entertainment, decorative and rental companies. GSHOM does not provide assistance with the loading or unloading of any rental equipment. GSHOM does not provide storage space. All equipment and decorations must be removed at the end of the event. It is the responsibility of the lessee to set up or arrange for set up.
  11. Responsibility for enforcement of the policies and procedures concerning use of GSHOM facilities rests with lessee using said facilities. Any infractions of the policies and procedures may be grounds for immediate cancellation of event or refusing to grant subsequent usage requests.
  12. Corridors, exits and stairways must be free of obstruction at all times. Exits are to be lighted when facilities are in use. Members of audiences or other spectators must never stand or sit so that they block exits, aisle-ways or stairways. The capacity of the facility, as determined by the Fire Marshall shall be observed.
  13. Groups are to enter and leave reserved facilities through designated entry/exit doors. Be sensitive to after-hour use of doors for the reason that existing alarm systems are activated at these times.
  14. Lavatories will be open to groups using facility. Groups shall be responsible for the appropriate use and actions of their membership using all lavatory areas.
  15. Fireplace usage requires proper training and GSHOM approval prior to the event and includes shut off of gas prior to the end of the event.
  16. Prior approval from GSHOM is needed to bring animals on site other than service animals, this includes yard areas.
  17. Access to PATC is limited to the areas that have been rented. Prior approval is needed and fee paid, if applicable, to use other areas in the PATC.
  18. GSHOM shall not be responsible for items lost by groups using GSHOM facilities. If items are found they will be held for 30 days in our lost and found.
  19. On days when the PATC is not open due to emergency conditions, power outages and acts of God, (snow days, etc.), all previously scheduled activities shall be cancelled and deposits refunded without prejudice. Best efforts will be made to accommodate an alternate date.
  20. All items not specifically mentioned, dealing with "Guidelines Governing the Use of GSHOM Facilities" shall be subject to the interpretation of GSHOM.