Genesee ARC Community Center
Facility Rental Request Form
Submit all requests to:
Genesee ARC - Darla Jaszko
64 Walnut Street
Batavia, NY 14020
genarc@rochester.rr.com
SMOKE-FREE / TOBACCO-FREE PROPERTY
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Organization (if applicable):
Contact Person:
Full Address:
Phone:
Alternate Phone:
Email Address:
Date of Event:
Signature:
Start Time:
End Time:
Date:
Areas to be used:
Conference Room (Seats 15-25)
Forum (Seats 150)
Kitchen
Number of people will be attending:
Food:
Will you require AV Equipment:
Yes
No
Will be bringing in already prepared food.
Would like to prepare food on site.
Would like to have food provided:
Continental Breakfast
Light Lunch – Soup and Sandwiches
Other – Please explain:
Type of Equipment needed:
PP
Microphone
Projector
TV/DVD/VCR
Screen
Table Set-Up:
Classroom style - Tables and chairs arranged in rows all facing one direction.
Open Square – Table and chairs arranged in a large square so everyone is facing in.
Individual Tables – Tables and chairs arranged individually with six people to a table, 3 per side.
I would like Tables set up separately for food. How many tables will you need?
Rental Fees:
$25 Conference Room
$150 Forum with set-up
$50
Kitchen
$100 Damage Deposit
50% Deposit Due to Reserve Room(s). Balance Due on or before rental date.
For any Recreational or Sports activity or an Event with an outside caterer a Certificate of Insurance naming
Genesee ARC as Additional Insured must be provided.
--------------------------------------------------------------------------------------------------------------------------------------For Administration Use Only
Approved
Unavailable
Initial:
Date:
Genesee ARC – Community Center
38 Woodrow Road, Batavia, NY 14020
Facility Rental Contract Terms
Facility Reservations – Facility reservation requests can be made by calling or stopping by the Main Office at
Genesee ARC located at 64 Walnut Street, Batavia. Reservations are not considered confirmed until the
necessary contract has been signed and the renter has paid the required 50% Deposit Fee.
Rental Fee Deposit – Users are required to pay 50% of the agreed upon rental fee to confirm ReservationRental Agreement.
Damage Deposit – A $100 damage deposit is required to confirm Reservation-Rental Agreement. This deposit
will be refunded to the user pending a facility evaluation done by Genesee ARC staff to determine the condition
of the facility at the conclusion of the event. Damage deposits are required in a separate check or payment form
and will returned pending the Final Walk-Thru. Damage Deposit will be returned in event of a cancellation or
“no-show”.
Walk-Thru – The ARC facility evaluation walk-thru process has three component parts:
1.
Initial Walk-thru: A mandatory, informal tour of the facilities with a Genesee ARC staff
member. User and staff will determine the scope of the use and the services to be provided by
Genesee ARC. The initial walk-thru should be completed at least 2 weeks prior to the date of
rental.
2.
Rental Day Walk-thru: A mandatory tour of the facility/use area involving a Genesee ARC staff
person and a representative of the user group to document the condition of the facility prior to
use.
3.
Final Walk-thru: A mandatory tour of the facility/use areas involving Genesee ARC staff and a
representative of the user group to document the condition of the facility following the use of the
facility and the delivery of services.
Damages – Any damages occurring as a result of the rental or caused by a member of the user group, will be
the responsibility of the user group. The $100 Damage Deposit will not be refunded if the facility conditions do
not meet with the approval of the Genesee ARC staff. A detailed explanation of the damage associated costs
will be provided by the Genesee ARC Executive Director to the designated user group contact person.
Building Security – The Genesee ARC will provide staff to supervise facility access for all non-ARC user
groups. Genesee ARC is not responsible for lost, stolen, or damaged items.
Insurance – The Genesee ARC requires all user groups using the facility for recreational and athletic activities
to name Genesee ARC as an additional insured and provide documentation of the same prior to use.