Amended 05/15/2013
Saint Tammany Recreation District 4
FACILITY RENTAL RESERVATION CONTRACT
The reservations and arrangements for use of the Lacombe Recreation District, John Davis Park, must be made through the
Saint Tammany Recreation District 4 (STRD4) staff. No reservation is confirmed until this form is completed (with payment)
and the STRD4 Executive Director gives approval.
The Community Center is owned and operated by St. Tammany Parish Recreation District #4 and is available for rent provided
the following conditions are agreed to. The Community Center will be furnished with chairs, tables, refrigerator/freezer, ice
machine and microwave oven. Hours of operation are 8:00 a.m. to 1:00 a.m.
Name of Event: _______________________________________________________________
Description of Event: ___________________________________________________________
Sponsoring Organization: ________________________________________________________
Address: ______________________________________________________________________
Phone: ____________________ Cell: _____________________
Contact Person: ___________________________________
Day & Date of Event: _______________________________
Anticipated Attendance: _____________________________
NOTE: One portalet must be installed for every 500 anticipated attendees.
Actual Event Time: From/To a.m./p.m.____________________________
Entrance Time: Exit Time: ___________
1.
______________
Will alcohol be served? _______________________
Vendors must have parish/state licenses to serve. If alcoholic beverages are served, sheriff’s deputy(s) will be
retained and scheduled by STRD4 staff to be on the premises ½ hour before start and until the building or premises is
cleared after finish. Sheriff Deputy(s) will be retained according to the following schedule:
Number of Participants
75-150
151-300
301+
Number of Deputies Required
1
2
3
Minimum Hours to be Paid/Per Deputy
4
4
4
A deputy will be required if attendance is going to be in excess of 75 people. Deputy will be paid, in cash, on site by
renter at $30.00 per (minimum $120.00).
A member of the Lacombe Recreation District’s administration, or their approved appointee, shall be on duty for any
sponsored or hosted event where alcoholic beverages will be served with the following oversights: To ensure alcoholic
beverages are not carried in or out of the designated party area, to handle any disruptive situations or problems occurring inside
or outside of the area, and to enforce all Recreation District policies. Alcohol is not allowed to be served to anyone under the
age of 21 It is also the responsibility of each organization to enforce these regulations.
2.
Will food be served? _________________________
If yes, describe (i.e., hors d’oeuvres, dinner, etc.)
Concession stand is available for use but any cooking other than microwave is prohibited. Any open flame device
used to warm food (i.e. sterno cans) requires constant attention. Caterers/organizations must provide their own staff
member with a fire extinguisher to be present at all times. Candles are permitted in the Community Center.
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Amended 05/15/2013
3.
Set up and take down of tables and chairs is the responsibility of the renter. However, if you wish to have the set up
or take down done by the Recreation District the cost will be $100.00 for each. Please indicate below your preference. Tables
must be covered with table cloths.
Recreation District Set Up
Yes ____ No ____
Recreation District Take Down
Yes ____ No ____
Note: You will have one hour (1) to clean up and return table and chairs to storage area. Additional time over one hour (1)
will be $75 an hour deducted from your deposit.
4. Will an admission fee be charged? ____________ If so, amount $ ____________
5. Organization Responsible for Payment: _________________________________
6. Facilities Requested:
Community Center: _______________
Concession Stand: _______________
Park:
_______________
Conference Room: _______________
Keller Field:
_______________ Will lights be needed? __________ Concession Stand? _________
7. Equipment Needed (place number where appropriate):
PA System (1 available)
____________
Podium (1 available)
____________
# Chairs (300 available)
____________
Tables: # 3 x 6 (32 available) ____________
Conference table (1 available) ____________
All arrangements for facility use and access (seating arrangements, A/V usage, food service, etc.) must be made through the
Executive Director two weeks or more in advance of the event’s scheduled date to ensure availability and coordination. As the
date of the event nears, the person in charge or a designated representative will need to speak with the Director so security
procedures can be explained and building use can be properly coordinated.
COMMUNITY CENTER AND PARK RENTAL FORMS & FEES:
Completed rental form should be submitted a minimum of two weeks prior to the event. Failure to fully complete the rental
form will result in delayed confirmation of your event. Once the request is approved or denied, a copy of the rental form and a
statement of charges will be returned to the applicant.
A $200.00 cleaning/damage deposit must be made at time of the contract signing subject to return provided there is no damage
to the inside or outside of the facility and the facility is left clean of all trash including any decorations, table cloths, and table
skirts. Disposal is renter’s responsibility. Damage of over $200.00 will be paid to the Recreation District by the renter.
Prompt payment is requested. All organizations are required to pay the full amount to be charged for the event, at least ten (10)
days prior to the scheduled date.
Renter’s deposit is forfeited if event is cancelled within one week of the scheduled event unless cancellation is due to an Act Of
God (i.e. hurricane) or something that occurs that is beyond the control of the renter (i.e. unexpected death or illness). If
necessary, determination will be made by the Board of Directors.
ADDITIONAL INFORMATION:
Organizations are required to clean up after all events. All garbage must be bagged and tied shut or placed in a lidded garbage
container (with the lid sealed); sealed garbage bags should be left in the trash bin located in the park. All leftover food and
beverages should either be removed or placed in a sealed garbage container. Failure to do so will incur an additional $50
maintenance charge.
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Amended 05/15/2013
Unless specific arrangements have been made, all items left behind after an event become the property of the Lacombe
Recreation District.
No smoking is allowed inside the Community Center.
Facilities reservations do not include parking.
The Lacombe Recreation District will be responsible for maintenance of all existing electrical equipment.
ELECTRICAL USE FOR PARK RENTAL:
If renting the park, renter will be responsible for payment of all electricity used during event. Cleco will be instructed to read
meter prior to and following event.
WATER USE FOR PARK RENTAL:
All water must be turned off when not in use. If water is found to be running when not in use, deposit will be forfeited.
RENTAL AND DEPOSIT CHARGES:
____ Rental of the community center:
____ Fundraising Group (Local), $100.00/hr., Min 4 hours/max 7 hours. $50 per hour after 4.
____ Fundraising Group (Non-District), $150.00/hr., Min 4 hours/max 7 hours. $50 per hour after 4.
____ For Profit Group (Local), $100.00/hr., minimum of 4 hours/max 7, $50 per hour after 4.
____ Not for Profit Group (Non-District), $150.00/hr., minimum of 4 hours/max 7, $50 per hour after 4.
____ Repass (Local Only) $100.00/hr., minimum of 4 hours/max 7, $50 per hour after 4.
____ STRD4 Board Members $100.00/hr., minimum of 4 hours/max 7, $50 per hour after 4.
____ $1,000 per day, not to exceed
____ Rental of the park: $500.00 per day, not to exceed.
____ Deposit of above, $200.00.
____ Rental of the park for Family Reunion, birthday parties, no charge for Lacombe Residents.
____ Deposit of above, $200.00.
1.
Liability Insurance may be required for groups renting the Park or Community Center for fundraising
events. This is contingent on Board approval and determination. Coverage to be presented and
approved by the Board of Directors.
By signing this form you acknowledge that you have read and understand the Facilities Use Guidelines and will abide by all
stipulations set forth in this document.
Signature of person completing this form
________________________________
Renter Signature
_____________________
Date
________________________________
STPRD4 Director
_____________________
Date
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