Facility Rental Request Form

Name of Event:     

Facility Requested:

Maple Room
Elm Room
Oak
Kitchen
Craft Room
Fitness Studio
Rock Climbing Wall Party

 (Facility Rental Fees)

Cat Hollow FIELD 
     Pavilion       
Cat Hollow       PLAYGROUND Pav
Pepper Rock Pavilion
Sendero Springs
     Pavilion

Gymnasium - 1 Full Court
Gymnasium - 1/2 Court

Garden Party Package: Garden Pavilion and Arbor

Grand Party Package: Maple, Elm, Oak, Kitchen, Craft Room, & Garden Pavilion/ Arbor

Additional Fees: 

Cleaning Deposits (Cleaning Checklist)
After Hours Fee (Mon-Sat: 9pm, Sun: 4pm)
 Garden Pavilion Drop Downs
Outside Inflatable Rentals
     (fee for use on BC property) 

 Alcohol - Outside Contract Security / Additional Deposit* (Alcohol Policy)
Sound System (microphone & speakers)

Reservation and Cancelation Policy:
Deposit: 1. A $50 deposit will hold room(s) up to 120 days prior to event. This $50 deposit will be applied towards the rental or retained if the rental is cancelled. Payment Schedule: 1. 120 days before the event, one-half of rental payment is due. 2. 60 days before the event, the remaining portion of the rental amount is due. 3. At least 14 days before the event, the deposit is due. An additional required Alcohol Deposit is due if alcohol is to be served. If the Reservation is not completely paid for at this point, all fees previously paid will be forfeited. 4. A refund may take up to 30 days for processing. 5. Up to 100% of the deposits will be returned, depending on the condition of rooms and on patrons following all rules as stated in the Facility and Meeting Room Use Policies (stated below). The Recreation Department Manager must approve any exceptions to this policy in advance. Cancellations & Date Changes: 1. 119 to 61 days prior to the event, 25% of the total rental fee is retained by BCMUD. 2. Once the event is less than 60 days away, and a cancellation is requested, this will result in the loss of the full Rental Fee; however, the deposit will be refunded if it has been paid. 3. In the event of acts of "mother nature or other force majeure events, as determined by the District, reasonable efforts will be made to reschedule." Use of the facilities can only be guaranteed to the extent that circumstances remain under the control of the staff. Reasonable efforts will be made to deal with any extreme circumstance by the District in the best interest of all parties. - The General Manager may approve full or partial refunds or credits (as determined in the General Manager's discretion) of rental fees for District facility reservations in extraordinary circumstances, death in immediate family and medical emergencies. The approval of any such refund or credit shall be made in the General Manager's sole discretion, and the General Manager may require proof of the extraordinary circumstance as a condition of approval. 4. Event dates will be allowed to change one time providing the change is made at least 60 days prior to the originally scheduled event date. Changing the event date will result in a fee of $50 per room, excluding the kitchen, or 25% of the entire rental fee, whichever is higher. Canceling the event after the event has been rescheduled will result in forfeiting 100% of the entire rental fee. The undersigned (the Applicant) hereby makes application for use of the Brushy Creek Municipal Utility District Community Center Facilities (the District) on the date or dates indicated. The applicant understands and agrees that the District does not, by the provision of the facilities, assume any responsibility or liability to the applicant, applicant's employees, guests, or invitees. The applicant, on behalf of the applicant, its employees, guests, and invitees, assumes all responsibility for and waives any claim for compensation for accidental injury, property damage or death resulting from the use of the facilities, and agrees to indemnify and hold harmless the District, its directors, agents, employees, and consultants, whether paid or volunteer, from any and all claims by applicant, its employees, guests or invitees, which may arise out of applicant's use of the facilities. The applicant has read and agrees to abide by the District's rules and regulations concerning use of the Community Center Facilities. Facility and Meeting Room Use Policies: 1. Smoking is not permitted inside the building. No tobacco of any kind is permitted inside the garden area, within fifteen (15) feet of any entrance (front, rear, and side), at the pavilion, and on the patio outside the meeting rooms. This includes but is not limited to cigarettes, e-cigarettes, and smokeless tobacco products. 2. The exterior doors in meeting rooms Oak, Elm, and Maple may not be propped open or blocked. 3. Room use is limited to reserved space and restrooms. Charges will incur for the use of non-rented space. 4. Set-up time and clean-up time is part of the total rental time. Example: If an event is scheduled for 2 hours, from 2-4PM, and it will take 30 minutes to set up and 30 minutes to clean up, then the total rental time needs to be 3 hours. This is due to the possibility of back-to-back bookings for the same area. Any amount of time beyond the scheduled time, will be subject to the Hourly Rate listed under the Additional Fees as follows: * Community Center Cleaning Deposits: Minimum $200.00 (dependent on # of rooms, # of guests, use of alcohol) - possibly refundable. * Over Allotted Time Penalty Rate + Rental Fee: $100 per hour (+ rental fee) * After Hours Fee (after 9pm, Sunday after 4pm): $50 per hour (in addition to room rental fee) * Outside Contract Security: $65 per hour per Officer * Sound System (microphone & speakers): $50 * Garden Pavilion drop-down enclosures: $150 * Outside Inflatable Rentals (fee for use on BC Property): $50 non-refundable deposit + insurance The hourly rate will not be pro-rated or based on actual minutes of overuse. The full hourly rate will be charged, if deemed to be appropriate by the Facility Staff. Common sense will prevail. 5. No open flames allowed, except for supervised catering use. All candles must be enclosed in lantern-type holders. No tiki torches permitted. 6. Adult supervision of children is required at all times, including the kitchen, with a ratio of no more than 6 children under the age of 12 to one adult over 18 years of age. No children should be running in the hallways, entering other rooms, playing in the parking lot or garden area. 7. Except for a person that is a license holder or who is otherwise permitted under Texas law to carry a handgun or other firearm or weapon on District property, no firearms or other weapons are permitted on the premises of any District property. Any authorized firearms located on District property are subject to all requirements and restrictions of state law. 8. Any form of gambling or game of chance, unless expressly permitted by law and subject to approval, is prohibited. 9. No animals, except service animals, are allowed in the building. 10. All facilities must be left clean and ready for the next user. If staff time or other expenses are incurred to clean the facilities, the District will deduct a corresponding amount from the deposit. 11. All trash must be disposed of in the dumpster located in the west parking lot in the dumpster enclosure. 12. No amplified sound (inside or outside the building) is allowed without prior approval. The volume within the rented space must be controlled so as not to disturb other users of the facility and the surrounding perimeter. 13. Mounting putty is the only approved method to be used to affix decorations. Tacks, nails, staples, cellophane tape, duct tape or other fastening methods are NOT permitted. 14. No rice or confetti is to be thrown inside or outside the building. Use of birdseed or such items must be approved by the Recreation Programs Manager prior to use and may require an additional $50 to the deposit. 15. No individual or entity may publish the name or address of the District, or Community Center as its mailing address for business or other professional purposes. Any promotional advertising, except that incidental to programming and District business, is subject to review and approval by the General, Parks & Recreation Department, and Recreation Programs Manager. 16. Any exceptions to the above policies must be approved by the General, Parks & Recreation Department, and Recreation Programs Manager and may require a higher deposit. Attendance in any meeting room may not exceed room capacity. 17. Garden area will be closed to public access for the duration of the pavilion rental. 18. All events must terminate, and users must vacate the Community Center premises by midnight. 19. *Failure to follow any of the above policies may result in forfeiture of all or part of the cleaning and damage deposits, fees, termination of rental rights, and cancellation. All current District policies apply during the usage of The Brushy Creek Community Center and amenities.

Signature means applicant has read and agrees to the above, the Facility Rental Policies & the Park & Recreation Fees.  If renting a Park Pavilion, signature means applicant has read and agrees to the Park Pavilion Rental Policies:   
Initials:    Signature: Date:

Payment Due Dates:
> 120 days = $50.00 non-refundable - applied towards rental cost ______ @ 120 days = 1/2 rental cost due ______ @  60 days = complete rental cost due ______ @  2 weeks = Cleaning/Security Deposit due 

Tables & Chairs:
Tables and chairs are included with your room & Garden Pavilion rental:  ______ 3'x6' tables (inside only)  ______ 18"x6' tables (outside only)  ______ 5' diameter round tables (inside & outside)  ______ chairs (inside & outside) **Table and chair count must be provided no later than 10 days prior to your rental**