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PLEASE READ THESE INSTRUCTIONS CAREFULLY: This page shows a complete application for your review only . AN INTERVIEW IS NECESSARY If you would like to begin filling out an application, click here to open a word document. Complete the first page, then print the entire document and bring it to the interview. |
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For Review Only CONTRACT FOR USE OF HAYWOOD HALL
(Return to the top) For Review Only PLEASE DO NOT ATTEMPT TO FILL OUT THIS FORM RELEASE AND INDEMNITY THIS AGREEMENT made and entered into this ___ day of _________________, _____, by and between the Haywood Hall Committee, hereinafter referred to as the “Committee,” and ______________________ , hereinafter referred to as the “Licensee,” WHEREAS Haywood Hall Museum House is listed on the National Register of Historic Places and is owned by the National Society of Colonial Dames of America in the State of NC, Inc. (NSCDA), and WHEREAS Licensee has requested of the Haywood Hall Committee permission to use and occupy Haywood Hall on the ____ day of ________________, _____; and WHEREAS under the Terms and Conditions, Fees, and Rules established by the Committee, a copy of which are attached hereto and made a part hereof, the Committee allows the use of Haywood Hall for meetings, receptions, and other gatherings sponsored by certain organizations, groups and private individuals; and NOW THEREFORE, in consideration of said use being permitted by the Committee on the above stated date, Licensee does herewith release the Committee and the NSCDA of and from any liability whatsoever for bodily injury or death sustained by Licensee or by any family members, guests, or invitees of Licensee and for loss of or damage to any personal property sustained in connection with such use, and Licensee does herewith agree to indemnify and hold harmless the Committee and the NSCDA for any and all claims or causes of action which might arise from the use of Haywood Hall on the date(s) and time(s) specified herein or as otherwise agreed to. All sponsors of scheduled events at Haywood Hall are required to adhere to the rules established by the Committee and to inform their guests and caterers to honor them. Licensee agrees to be responsible for any damages to the premises or to personal property located thereupon as a result of use of the same, normal wear and tear excepted. I have read the Terms, Conditions, and Rules (attached and incorporated herein by reference) and agree to abide by them. _______________________________ ___________ Licensee Date Approved and accepted Haywood Hall Committee By_________________________________________ (Return to the top) TERMS AND CONDITIONS Haywood Hall was a gift of Mary Stearns to the NSCDA in the State of North Carolina. We are a non-profit organization, supported and maintained by member and patron contributions. Haywood Hall is available for weddings, receptions, meetings, parties and other approved functions. Our policies help assure proper maintenance, use and enjoyment of our facilities. We request your cooperation in adhering to our usage policies to ensure the continued preservation of North Carolina’s architectural heritage. The upstairs is opened on a limited basis. TO RESERVE THE HOUSE Contact the Resident Manager (832-8357), weekdays between the hours of 9:00 AM and 5:00 PM. An interview is necessary before reservations can be made. (No events may be scheduled on Thursdays between 9:00 AM and 3:00 PM). Only one event may be scheduled for any particular day. Scheduled functions, meetings, etc. of the Haywood Hall Committee of the Colonial Dames take precedence at the time of scheduling. Maximum capacity is 150 people, inside and out. FEES AND DEPOSITS Wedding Receptions. The fee is $1,200.00 for up to 8 hours including set up, the event, and clean up. Additional time is $50.00 per hour. This cost includes our utility/security and cleaning. Security Deposit for wedding receptions. A deposit of $400.00 must accompany the Contract (completed on both sides). The security deposit is nonrefundable. The balance due on the contract fee ($700) is payable 90 days in advance of the function and once paid is nonrefundable. Dinners and evening parties. The fee is $400.00 for up to 6 hours including set up, the event, and clean up. Additional time is $50.00 per hour. This cost includes our utility/security and cleaning. Luncheons. The fee is $325.00 for up to 6 hours including set up, the event, and clean up. Additional time is $50.00 per hour. This cost includes our utility/security and cleaning. Nonprofit functions. The fee is $50.00 less that the amount specified in this contract for luncheons / dinners and evening receptions. Additional time over 6 hours is $50.00 per hour. This cost includes our utility/security and cleaning. Book Clubs. The fee is $50.00 for up to 2 hours including set up, the event and clean up. Additional time is $25.00 per hour. This cost includes our utility/security and cleaning. Security Deposit for luncheons, dinners and nonprofit functions. A nonrefundable deposit of $250.00 must accompany the Contract (completed on both sides). The remaining balance is due 90 days in advance of the function. Once paid, the $250 security deposit due upon reserving Haywood Hall and the balance due 90 days in advance of the function are both nonrefundable. Damage Deposit. A damage deposit of $250.00 is required for all functions payable by separate check, due 14 days prior to your function. If cleaning and/or repairs inside the house or to the grounds are required after the event, the amount thereof will be deducted from your damage deposit and the balance returned to you within 4 weeks after your function. If the costs exceed the amount of the damage deposit, you will be billed for the balance due. Labor incurred by Haywood Hall to perform services otherwise the responsibility of the Licensee according to the Terms, Conditions, and Rules (attached and incorporated herein by reference) will be billed at $50.00 per hour. Some people have chosen to convert their damage deposit (or a portion thereof) to a donation to the Haywood Hall Museum. If you wish to do so, please advise the Resident Manager. We welcome your support toward the ongoing upkeep of our property. Tours of the House. From time to time licensees request that someone be available to give a tour of Haywood Hall and explain some of the history. Margie Haywood, our curator, is often available to conduct tours for an hour or so during your function; however, we request a donation to the Haywood Hall for this service. Please let us know in advance if you would like to make arrangements for a tour. Piano Tuning. If you desire to use the piano in the House, you must notify the Resident Manager or the Curator a minimum of 4 weeks in advance of your function. They will arrange to have the piano tuned by our piano tuner who presently charges $75.00. His fee is a pass through charge, so your charge will be the amount he charges Haywood Hall. Your check is due 14 days in advance of your function. Colonial Dames in North Carolina, Friends of Haywood Hall, and Haywood Hall Docents receive reduced rates. The applicable deposit, Contract, and Release and Indemnity must be submitted by Colonial Dames and Docents before a date will be confirmed. If cancellation is made and received one month before the function, one-half of the initial deposit will be refunded to Colonial Dames, Friends of Haywood Hall, or Haywood Hall Docents. Payments Submitted with the completed Contract - initial deposit payable to Haywood Hall Fund due. We will not hold a date for anyone until this check is received. Cancellation of your confirmed event results in forfeiture of your deposit. Cancellation of your confirmed event within 90 days prior to the event results in forfeiture of your entire fee ($1,100 for wedding receptions, $400 for dinners, and $325 for luncheons). 90 days prior to your function – Balance of License Fee payable to Haywood Hall Fund due pursuant to the contract together with the Information Sheet attached hereto. 14 days prior to your function Piano tuning - if you desire to use the piano, please notify the resident manager of your intention at least 30 days prior to your function. Then, submit your check for $75.00 or the amount then being charged by the piano tuner. This amount may be included in the check for the balance of license fee due. Damage Deposit - $250.00 payable to Haywood Hall Fund (separate check). (Return to the top) ACCESS The Resident Manager or agent will be available to open the house. Regardless of prior arrangements, it is essential that you phone the Resident Manager (832-8357) at least 4 days prior to your function to discuss time for access to the house. MAINTENANCE - Set up and Clean up Our staff is not sufficient to provide support services and/or equipment for events held here. Each group must assume full responsibility for providing support services, decorating, set up and clean up. Immediately following the function, clean up must include removing from the premises all items brought to the property. No items may be left at the property for pick up at a later time. The premises should be cleared by 12:01 AM. City ordinance requires no excessive noise after 11:00 PM. FLORISTS Florists must furnish their own containers for flowers and decoration. Every plant must have an underlining tray to prevent water/moisture seepage to our floors and furniture. The Licensee should so notify the Florist. All equipment, vases etc. must be removed immediately following the event by either the Licensee or the Florist. CATERERS Caterers must have a valid caterer’s license. Prior to your function, Licensee is responsible for providing the caterer with a copy of the “Terms for Caterers” included in this Contract. Caterers and/or Licensees are responsible for providing all tables, preparation tools, china, crystal, eating utensils, etc. Our dining room table (4’ by 8’) may be used. Upon completion of your event, all items will be removed and trash removed from the premises. Any utensils, dishes, etc. in the cabinets, or on shelves in the House may not be used. MUSIC All musical instruments must be approved by the Resident Manager or the Curator in advance. Instruments used in the house must be such that they can be carried in by 1 person. The combined weight for all instruments brought into the house may be no more than 200 pounds. The piano in the house may be used; however, you must notify the Resident Manager or the Curator a minimum of 4 weeks in advance in order to arrange to have the piano tuned by our piano tuner. EQUIPMENT AND SUPPLIES Items in the refrigerator, freezer, on kitchen and pantry shelves, in the pie safe in the kitchen, or on display elsewhere in the house may not be used by the Licensee or the caterer under any circumstances. (Return to the top) RULES Please be sure that Haywood Hall is in order before you leave, and notify the Resident Manager of your intention to leave. Others will rent this space and each party expects it to be clean and orderly. Therefore, it is important that you leave the house as you find it. To help keep Haywood Hall in proper order, it is important that you observe the following rules. TERMS FOR CATERERS Licensee to provide this sheet to the Caterer. In addition to the terms for usage of Haywood Hall, a copy of which shall be provided by the Licensee to the Caterer, the caterer is specifically responsible for the following: 1. License. Caterer must possess a valid Caterer’s license. If any beer, wine or alcoholic beverages are served, either the caterer must possess a Mixed Beverage Catering Permit or the host must purchase a Limited Special Occasion Permit. 2. Tables and Equipment. Caterer and/or Licensee are responsible for providing tables (other than the tables in Haywood Hall) and equipment needed to service the event. Our dining room table, as well as all other tables and furnishings, must be adequately protected against hot/cold containers. 3. Supplies. Caterer and/or Licensee is responsible for all preparation tools, china, crystal, glasses, eating utensils, napkins, table cloths, towels, cleaning materials, etc. used for the event. NO Haywood Hall supplies in the kitchen or panty may be used. 4. Smoking and Ashtrays. No smoking is permitted in the house or on any porches. If the guests will be smoking outdoors, caterer and/or licensee must provide ashtrays on all tables. In addition, no smoking is allowed near the foot of the steps to the drive. Caterers should smoke only near the end of the driveway and use an ashtray or remove the cigarette butts. 5. Holding Kitchen. Haywood Hall provides a holding kitchen with a commercial refrigerator, an oven and microwave for warming, and a commercial dishwasher. Food may be reheated for serving. No prolonged food preparation or cooking which may cause smoke is permitted, and particularly, no frying foods in grease. 6. Spills. If food or liquids spill on furnishings, floors, or rugs, please report immediately to the Resident Manager so that proper cleaning may be instituted as soon as possible. 7. All liabilities and claims that may arise against the Committee and Haywood Hall from the Caterer’s usage are released under the terms of the Release and Indemnity Contract signed by the Licensee and are incorporated herein by reference. 8. Rental equipment, dishes, and utensils must be delivered and picked up the same day as the function. If other arrangements are necessary, you must obtain prior approval from the Resident Manager at 832-8357. Tents may not be staked. Party Showcase (United Rent-all) is a pre-approved vendor. Any other rental vendor must be approved in advance by the Resident Manager. Because of poor service, one of the area rental companies is no longer allowed to service this property. 9. Dishes and Glasses. Caterer must provide sufficient people to circulate during the event to clear glasses, bottles and other trash from tables inside, porches and outside areas; waste trays should be provided inside. 10. Clean up. At the conclusion of the function, all tabletops and surfaces on which food or beverages have been placed must be wiped clean. Do not use polishes, waxes or sprays unless pre-authorized by the Haywood Hall agent. The kitchen floor is to be swept and mopped, and food removed from rugs (vacuum if necessary). 11. Trash and Waste. Under all circumstances, all food, food waste and trash must be removed from the property at the end of the party. 12. Prior to departure. Check the refrigerator, oven, microwave and freezer for items. Please notify the Resident Manager upon departure. (Return to the top) For Review Only PLEASE DO NOT ATTEMPT TO FILL OUT THIS FORM |
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If you would like to begin
filling out an application,
click here to open a
word document.
Complete the first page,
then print the entire
document and bring it
to your interview with
the Resident Manager
FIND
Contract
Release and
Endemnity
Terms and
Conditions
Rules
Terms for
Caterers
Resident Manager
Information
Sheet
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