The Harlan Center 

Rental Guidelines and Contract

Meeting/Conference and Entertaining Spaces

Client Responsibility:

The client will be responsible for all of the following unless otherwise specified:

• Any damages to the Harlan Center property above what the damage deposit would cover caused by client, client’s employees, client’s agents, or by anyone attending the subject event.  A damage deposit of $50 will be charged for renting one to four rooms and $100 for five to eight rooms.
• Arrangements for food and beverage service including clean-up, entertainment, and equipment needs other than what the Harlan Center agrees to arrange.
• The setup and removal of all decorations, equipment, food and other items not furnished by the Harlan Center.  This includes all trash removal from the event.  Removal of all items to be completed immediately following the event.
• There will be a $25.00 fee on all returned checks.

Building and/or Room Use Policies:

• It is up to the client to make sure all guests remain within their rented space.  Once the guests arrive, the door should be closed to cut down on the noise level.  No “gathering” in the hallways, remember that this is a multiple-use facility.
• The cut-off time for all events is 12:00 a.m.  If an event runs past the cut-off time, the client will be charged $35.00 for each half-hour increment accrued.

• The Harlan Center will have the final say of the maximum number of people that can occupy space for an event or function.  This will be based on the individual event and the Fire Marshall’s codes.

• Smoking is not permitted anywhere in the building.  Client will be responsible for enforcing the non-smoking policy within the building.  Smoking is permitted outside the entrances of the building.
• Candles must be enclosed in a glass shade or votive container.
• No items (decorations, posters, flip chart paper, etc.) may be affixed to any wall, ceiling, or light fixture with tape, nails, tacks, screws, or any type of adhesive.  Post-it flip chart paper is permitted on walls if pre-arranged with the Harlan Center.
• No staples or tape are to be used on the tables.
• No glitter, confetti, sprinkles, “silly string”, rice, birdseed, flower petals, or bubbles may be used inside of the facility.
• Loitering is not permitted in the front of the building or parking lot.
• Outside signs and banners are prohibited.
• Camping is only permitted in the R.V. Park located on the premises.
• The Harlan Center is not responsible for any lost or stolen property or any personal or rental items left on the premises.  If we find lost items, they will be kept for 30 days and then disposed of if not picked up.
• The Harlan Center is not responsible for any accidents or injuries sustained by the client, its employees, patrons or any persons attending or traveling to or from the event at the Center.
• Client’s use of the premises should not be a nuisance nor disrupt or cause interference with any other uses of other areas of the facility or its neighbors.  Please keep in mind the building is a multiple use facility.

Alcohol Policies:

• No alcohol is permitted in the Harlan Center per Kentucky Revised Statutes 242.310 and 243.020(3)

Cancellation Policy:

For four to eight rooms, a 60-day notice is required for refund of the 50% rental deposit paid upfront and the damage deposit; however there will be a $25.00 handling fee.  For less than four rooms, at least a two-week notice is required for refund of rental deposit and damage deposit and there will be a $10.00 handling fee.

Caterer Guidelines:

The caterer will be responsible for all of the following unless otherwise specified.  If the event is not using a catering service, the client assumes responsibility for the guidelines below.  It is the client’s responsibility to make his/her caterer aware of the responsibilities below.

• If place settings are used, caterer or client must arrange for the dishes to be washed.
• All food preparation must take place off the premises.
• All trash must be enclosed in tied bags and placed in dumpster or taken away.
• All cleanups must be completed immediately following the event and supplies removed.  The caterer or client is responsible for clearing tables, removing all garbage and if the kitchen is used, for leaving it clean and in order and this includes mopping the floor and washing the dishes if they are used.  If Center employees have to clean after caterers or guests, the damage deposit will be lost.
• Deli trays from local grocery stores and restaurants are allowed as well as food delivered from area restaurants.

I have received a copy of this contract, rate schedule, and rental guidelines.  I have read this material and agree to the conditions stated and further agree to abide by all other rules and regulations set forth by the Harlan Tourist & Convention Commission.