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Facility Rental Policy
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Operational Hours
The FH Collaborative Center is available for rental during specified periods throughout the year. The hours of operation for the F. H. Collaborative are weekdays from 6 PM to 11 PM and weekends and select holidays from 8 AM - 11 PM. Cleanup may be extended for an additional hour. *Special circumstances will need to be discussed.*
The Renter is responsible for ensuring that the event ends on time. Additional fees will be assessed for failure to vacate the premises within the scheduled time.
Facility Guidelines
Renters must be 21 years of age to rent the F. H. Collaborative Center.
The Renter must be onsite at all times during the event.​
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SECURITY DEPOSIT FEE
For larger-scale events, a security deposit in the amount of $400.00 will be required to be paid no less than 60 days prior. The security deposit shall secure the Renter’s obligation to repair any damage to the F. H. Collaborative Center. The Renter is responsible to leave the F. H. Collaborative Center and all building property in its original condition prior to the event. Any costs incurred by Fennell Holdings for clean-up or repair of damage to the F.H. Collaborative center caused by the event will be deducted from the security deposit. Should the damage be greater then $400, an invoice will be provided to the renter outlining the total costs of damages and will require payment within 30 days of receipt. Any remaining security deposit will be refundable 30 days after the event.
RENTAL FEE DEPOSIT
For smaller events, 50% of the rental fee is due upon receipt of the Invoice. The deposit must be received for the event to be placed on the facility calendar.
For larger scale events, the security deposit and the first payment outlined in the proposal or quotation will be required in order to reserve the facility on the proposed date and time of your upcoming event.
FULL PAYMENT
The remaining balance must be paid two (2) weeks - 14 days, prior to the event. Failure to make final payment will result in event cancellation.
TAXES AND FEES
All proposed prices include applicable taxes. However, a 5.5% service fee will be applied, which is payable directly to the facility.
LATE FEES
​All overdue invoices will incur a late fee of 5% of the remaining balance.
RESERVATIONS
All reservations must be made at least six (6) weeks in advance. Any reservations made less than six (6) weeks prior to the intended date may be subject to rejection at the discretion of Fennell Holdings. We strongly encourage guests to secure their bookings early to ensure availability and to avoid any potential disappointment.
SECURITY ASSESSMENT
Additionally, Renter may be required to hire off-duty West Palm Beach Police or City-certified security firm based on the use of the facility, the anticipated duration of the event including setup and take-down time, the number of people anticipated to be in attendance, the activities to occur at the event, whether food will be prepared and served, whether alcohol is served and any other factor related to the security of the facility and surrounding area.
CANCELLATIONS
In the event of a cancellation more than 30 days prior to the event date, the Renter will receive a full refund of the security deposit, on-call staffing fee, furniture and/or equipment fees (where applicable and if paid for) and will receive 50% of facility rental fees paid to date. If the event is cancelled less than 30 days prior to the event date, no refund of any facility rental fees or security deposit, on call staffing fee, furniture and/or equipment fees will be issued. However, any cancellation at any time prior to the event date due to governmental regulations or CDC guidelines that limit the number of persons that may gather to less than the planned number of guests, the Renter will receive a full refund of the facility rental fee, security deposit, on-call staffing fee, specialty table package and/or equipment fees (where applicable and if paid for). Cancellation notices must be submitted to the organization by email.
** We reserve the right to cancel the event at any time if, for any reason, we are no longer able to host the event. In the event of such cancellation, all fees paid by the Renter will be fully refunded.
INSURANCE
Renters and/or vendors are required to provide a One Million Dollar ($1,000,000) general liability insurance policy, naming the F. H. Collaborative Center as an “additional insured”.
Rules & Regulations
Fennell Holdings reserves the right to refuse the use of the F. H. Collaborative Center and may cancel any reservation or event because of activity or content deemed by the Organization to be inappropriate.
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ALCOHOL POLICY
The Renter assumes all liability for serving and consumption of alcohol. State and local laws apply with regard to alcohol consumption. Renter is responsible for obtaining any permits or licenses necessary to sell alcohol.
If Alcohol is brought onto the property being rented, Liquor Liability Insurance is required by the Organization.
CLEANING
Renter is responsible for the removal of all garbage. The Renter is responsible for removal of all non-venue equipment (i.e. linens, décor, A/V and rental equipment and all personal items). All cleaning fees will be assessed and charged based on scale of event and probability of damage.
DECORATIONS
Affixing any decorations or other decor to the walls, ceiling, or floors of the F. H. Collaborative Center requires approval by the organization’s staff at least 30 days in advance of the event. If decorations are approved, all decorating and clean-up is the responsibility of the Renter.
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All decorations and displays hung in our facility must be secured using 3M tape or equivalent, without the use of nails, heavy-duty tape, or other damaging adhesives.
Pyrotechnic devices (including fog machines), and bubble machines are not permitted to be used in the Building. All lit candles brought into the facility must be approved by a member of the F. H. Collaborative Center team to ensure compliance with fire codes and regulations.
Storage facilities are not available for the Renter’s use.
If any personal items, including but not limited to cell phones, glasses, or other necessary belongings, are left behind after your departure, you will have five (5) business days to retrieve them from ECF's office building. Items not retrieved within this timeframe may be discarded at the discretion of the management. Additionally, any furniture, serving dishes, decorations, equipment, or other property left behind will incur a charge of $50 per day for each day the items remain uncollected. This charge will be applied until the items are retrieved or until disposal occurs, whichever comes first.
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FEES/CONTRIBUTIONS
The sale of goods, services, food or beverage, or charging admission fee must be approved.
FIRE ALARM/SPRINKLER SYSTEM
If a Renter or a guest sets off the sprinkler or alarm as a result of inappropriate actions, the Renter may be held responsible for any costs incurred as a result of water or any other damage.
GAMBLING
Gambling is prohibited in the F. H. Collaborative Center, except as permitted by Florida State Law.
KITCHEN RULES
It is the responsibility of the Renter to provide their own food preparations, serving dishes, plates, linens, utensils and other items. The kitchen and its contents must be left in the same condition in which it was found. No cooking is permitted inside the Facility.
Cooking on the Property must have prior approval from Fennell Holdings.
HEALTH EMERGENCY
The following rules apply during any period deemed a Health Emergency, by the CDC:
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The Renter is required to ensure that no more than the maximum number of people allowed under the current government regulations or CDC guidelines attend the event at the F.H. Collaborative Center.
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The Renter will provide Fennell Holdings a guest list (to include both guests and vendors) one week prior to the date of the event.
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A member of Fennell Holdings staff will be on site to check off the guests entering the F.H. Collaborative center based on the guest list provided to track the number of guests entering the building to ensure that the maximum number of guests allowed by the CDC is not exceeded.
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Unauthorized guests are prohibited from arriving to the F. H. Collaborative Center after the Fennell Holdings representative has left the premises.
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If applicable, Fennell Holdings staff will take the temperature of each guest as they enter the F. H. Collaborative Center. Guests with temperatures over 99.8 degrees, or as established by CDC guidelines or governmental rules or regulations will not be permitted into the facility.
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It will be the Renter's responsibility to remove any guest who shows any signs of illness while attending the event.
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Fennell Holdings reserves the right to shut down the event immediately, regardless of how much time is left on the rental agreement and/or charge the Renter an additional fee of $1,000 for noncompliance and violation of these guidelines.
PERMITS
The renter is responsible for obtaining all licenses and permits required for the event, including other special event permits or alcohol licenses.
PERSONAL PROPERTY
The F. H. Collaborative Center and its staff will not be liable should any property belonging to the event organizer and or their event sponsors, vendors or guests be stolen, misplaced or damaged.
PET POLICY
No pets are allowed inside of the Facility, except Service animals. Owners must ensure their pets are well-behaved, under control, and on a leash at all times.
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​Pets are permitted on the rented fields, but must remain outside the facility at all times. The pet owner is fully responsible for supervising their pet(s) during the event and ensuring that they do not cause any harm or disruption. Fennell Holdings assumes no responsibility for any incidents involving pets, including but not limited to injury, damage, or disturbance caused by the pet(s).
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NO DISCRIMINATION/SPECIAL ACCOMODATIONS
The F. H. Collaborative Center, operating under Fennell Holdings, does not discriminate or condone discrimination against any person on the basis of race, color, religion, sex, gender identity or expression, genetic information, national origin, age, disability, family status, marital status, or sexual orientation.
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In addition, in accordance with the American Disabilities Act (ADA), Fennell Holdings does not discriminate or condone discrimination on the basis of an individual’s disability.
SMOKING POLICY
Smoking is strictly prohibited inside the facility. However, smoking is permitted in designated outdoor areas, provided that prior notification is given and approval is obtained from the facility management. All smokers must comply with any local regulations and dispose of cigarette butts in the appropriate receptacles, ensuring all ash is fully extinguished.
SUPERVISION
Groups composed of youths aged 17 and younger requires adult supervision at a ratio of one (1) adult to every ten (10) youths at all times.
Payment Methods
- Credit / Debit Cards
- PAYPAL
- Offline Payment (Discussion Required)
** Policies are subject to change at any time without notice.