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HomeMy WebLinkAboutHidden Villa DUVENECK HOUSE Reservation Form and Rental Contract Please complete, sign and return with your deposit to Hidden Villa Facility Rentals, 26870 Moody Rd. Los Altos Hills, CA 94022 Phone: (650) 949-8648 Fax: (650) 948 -4159 e-mail. hostel@hiddenvilla.org Contact Person. Deborah Padovan Date of Use: Feb 17, 2017 Group Name: Town of Los Altos Hills Number of People: 10 Phone: 650-947-2513 Logistic set up form due: Feb 15, 2017 Billing Address. 26379 Fremont Rd Arrival time: 9:00 am City• Los Altos Hills CA Zip. 94022 Start of Meeting: Email. dpadovan@losaltoshillsca.gov Departure time 4:00 pm Hidden Villa Preferred Caterer you will be using: Non Hidden Villa Caterer you will be using: 0d W fd l lot L.ot if-M f Ouivt gt .ff A buy out fee of$2 per person is required in lieu of using Hidden Villa Preferred aterers. No fee will be charged if you bring your own food. Rental Rate $no charge Additional hours at$25/hour Additional $ Cancellation/Refund Policy If cancelled at any time. The Reservation Total Rental Fee $no charge Guarantee Deposit is non-refundable. 90-60 Days Cancellation. The Cleaning/Damage Deposit $100.00 Reservation Guarantee Deposit and 50% (separate check please) of 2nd Payment are non-refundable. Due By. Less than 60 Days Cancellation. No refund. Anticipated number of cars The Cleaning/Damage Deposit will be Use CC for cleaning/damage deposit❑ returned to you iffacility is left in satisfactory condition. Rental is an 8 Hour Period between 8 15 a.m. - 6 p.m. Request for liability insurance Please provide the following document: A CERTIFICATE OF INSURANCE is required with Hidden Villa listed as insured on General Liability and additional insured endorsement naming Hidden Villa as additional insured. Hidden Villa Venue Rental Agreement It is Hidden Villa's desire that all patrons who periodically use the rental facilities on site (Including. Dana Center, Hostel, Duveneck House, Property, Pavilion, referred to as the "Facility") are able to enjoy the Facility This agreement has been set in place to achieve that goal. The person signing this agreement and the organization on whose behalf the Facility rental is being made (collectively the "Renter") are responsible for compliance with this agreement. All Renters are required to read and sign the Venue Rental Agreement as part of the rental. Please read carefully, fill out Facility, Renter and event sections, initial at the bottom of each page, and sign in the signature page at the end of this document 3. Event Information cont. Open to the public? Yes No[✓] Will minors be present? Yes❑ Not Admission fee charged? Yes No[✓ Will there be music? Yes No!j If yes, what type Will food be served? Yes[,] No❑ Will alcohol be served? Yes❑ NoP 4. Conditions of Use A. Reservations 1 A Facility is not considered rented until(1)Renter delivers to Hidden Villa the Facility Use Agreement, rental fee, deposit, written evidence of permits and licenses, certificate of insurance naming Hidden Villa as additional insured(see section C ) and(2) Hidden Villa, in its sole discretion, approves such rental in writing. 2 A person who is at least eighteen(18) years of age must sign this agreement. If alcohol is served, a person who is at least twenty-one (21) years of age must sign this agreement. 3 Renter shall provide Hidden Villa's Facility Rentals Manager or his/her designee with a single contact who is to serve as the representative for Renter's activities. Renter shall be responsible for securing all required permits and licenses. Please indicate here if additional vendors will be used during your rental. Example Caterer, lighting contractor, etc. 4 The facility shall be used for the purpose stated in this agreement and no other use will be permitted. 5 Renter shall not-use Hidden Villa's name to suggest endorsement or sponsorship of the event without prior written approval of Hidden Villa's Facility Rentals manager or Designee. Renter's publicity of the event shall clearly and accurately identify the name of the sponsoring organization or individual. 6 Under no circumstances shall Renter sublease or allow any other organization or individual to use the Facility for the period for which Renter has contracted. Renter is an independent contractor and not the agent or employee of Hidden Villa. B. Fees 1 Hidden Villa will require a rental fee and/or a deposit from Renter 2 Any person or agency holding a reservation for the use of Hidden Villa facilities and desiring to cancel such reservation may be subject to the withholding of a portion of or the entire rental fee for the Facility Cancellation policy and payment schedule will be outlined on reservation agreement and rental use agreement. 3 Hidden Villa may charge an additional amount of double the regular rental rate for any event continuing past the ending time stated in this agreement. 4 In the event the Facility is left damaged, Renter shall be charged for any and all janitorial and/or repair fees incurred by Hidden Villa as a result of same and these fees shall be billed to Renter Hidden Villa will promptly notify the user and provide written documentation of expenses incurred. C. Indemnification and Insurance 1 Town of Los Altos Hills shall defend, indemnify and hold The Trust for Hidden Villa, its officers, employees and agents harmless from and against any and all liability, loss, expenses (including reasonable attorneys' fees), or claims for injury or damages arising out of the performance of this Rental Agreement but only in proportion to and to the extent such liability, loss, expense, attorneys' fees or claims for injury or damages are caused by or result from the negligent or intentional acts or omissions Town of Los Altos Hills, its guests, officers, agents or employees. 2. THE TRUST FOR HIDDEN VILLA shall defend, indemnify and hold Town of Los Altos Hills its officers, employees, and agents harmless from and against any and all liability, loss, expense (including reasonable attorneys' fees) or claims for injury or damages arising out of the performance of this Rental Agreement but only in proportion to and to the extent such liability, loss, expense attorney's fees, or claims for injury or damages are caused by or result from the negligent or intentional acts or omissions of THE TRUST FOR HIDDEN VILLA, its officers, agents or employees. 3 Renter shall procure and maintain general liability insurance against any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and ansing out of or in any way connected with Renter's use or occupancy of Hidden Villa's facilities and adjoining property in the amount of: $1,000,000 (one million dollars) per occurrence • Such insurance shall include an additional insured endorsement naming Hidden Villa, its officers, directors, employees, and agents as additional insured's prior to the rental date of the Facility • Renter shall file certificates of such insurance including proof of actual liability coverage and the additional endorsement with Hidden Villa, which shall be endorsed to provide thirty(30) days' notice to Hidden Villa of cancellation or any change in coverage or limits • If a copy of the insurance certificate is not on file prior to the event, Hidden Villa may deny access to the facility 4 Renter shall report any personal injuries or property damage arising at any time during and/or arising out of or in any way connected with Renter's use or occupancy of Hidden Villa's facilities and adjoining property to Hidden Villa to the Facility Rentals Manager or his/her designee, in writing as soon as practicable. 5 Renter waives any right of recovery against Hidden Villa, its officers, directors, employees, and agents for fires, floods, earthquakes, civil disturbances, regulation of any public authority, and other causes beyond their control. Renter shall not charge results of"acts of God"to Hidden Villa, its officers, directors, employees, or agents. D Security 1 Renter is solely responsible for supervising all guests of the renter at Hidden Villa and adjoining property to the rental venue during the event. Hidden Villa is not responsible for providing this supervision. However, Hidden Villa may evict individuals from the Facility during the event if their conduct is not in the best interest of the public or is deemed to be detrimental in any way E. Facility Usage 1 Renter, caterers, bands, transportation of rental equipment and related individuals and activities will not be permitted access to the Facility prior to or after the event time period. Renter shall be responsible for arranging access during the time requested for entry and exit of the Facility 2 Renter shall not prepare or decorate the Facility prior to the event start time, unless Renter provides rental fees, deposits, and insurance for the time of the preparation and/or decoration. 3 Renter shall not drive or permit to be driven nails, hooks, tacks, tape, screws, poles, stakes or other forms of fasteners into any part of the Facility and shall not make or allow to be made any alternations of any kind therein. 4 Renter shall not store any equipment or materials at the Facility or adjoining property without the prior written approval of the Hidden Villa Facility Rentals Manager or his/her designee. 5 Renter is responsible for ensuring that all vehicles are parked only in parking spots designated by Hidden Villa. All drivers must adhere to all parking signs and speed limits (5 mph) while on the property F. Vendors 1 Renter agrees to hire a full service, fully insured caterer Evidence of insurance for the Caterer, naming Hidden Villa its officers, directors, employees and agents as additional insured shall be presented to Hidden Villa prior to the event. Caterer shall be responsible for set-up and final clean-up and must adhere to Hidden Villa's environmental guidelines as found in the caterer contract. All trash and recycling must fit in provided containers (two trash bins +two recycling bins) or be packed out by caterer 2. Renter/caterer shall be responsible for all clean-up of the Facility, including adjacent grounds, at the end of the rental. Renter shall also leave all fixtures, if any, in good working condition. 3 Renter must have a person designated as the day of event coordinator 4 Hidden Villa must possess a list of all hired vendors before the event, and must approve visitation of vendors to the property any time other than scheduled event day G. Equipment/Accessories 1 Renter shall not remove, relocate, or take Hidden Villa property outside of the Facility for any reason without the prior written approval of Hidden Villa's Facility Rentals Manager or his/her designee. 2. Renter shall not use Hidden Villa equipment, tools, or furnishings located in or about the Facility without the prior written approval of the Facility Rentals Manager or his/her designee. 3 Renter shall not drive motorized vehicles on field or green space. 4 Hidden Villa does not provide audio/visual systems, public address systems, spotlights, floodlights, or projectors. Renter, at its own cost, may bring these systems into the Facility for their use 5 Renter shall secure the approval of Hidden Villa before using audio/visual systems, public address systems, and live or recorded amplified music. 6 Renter must work with Facilities Rental Manager to determine the optimal number of attendees at any event held at Hidden Villa. Renter shall not admit a larger number of individuals than can lawfully, safely, and freely move about the Facility Renter shall not allow guests at the Facility that exceed the number stated on the reservation agreement. H. Miscellaneous Hidden Villa is a non-smoking property due to fire danger 1 Renter shall comply with all local, state, and federal laws and regulations related to the use of the Facility 2 Gambling of any kind is not permitted at the Facility 3 No candles are allowed due to fire danger 4 No animals are permitted at the Facility, with the exception of certified service dogs. 5 If Renter violates any part of this agreement or reports false information to Hidden Villa, Hidden Villa may refuse Renter further use of the Facility and Renter shall forfeit a portion of all of the rental fee and/or the deposit. 6 Hidden Villa may impose additional requirements as deemed necessary to protect the health, safety, and/or welfare of the community This will include but may not be limited to, asking guests who smoke to extinguish their cigarette (Hidden Villa is a non-smoking facility) Any person aggrieved by Hidden Villa's decision with respect to this agreement may appeal to the Hidden Villa Facility Rentals Manager 7 Facility Rentals Manager or his/her designee in writing no later than five (5) days after Hidden Villa's decision has been communicated to the aggrieved party 8 If any provision of this agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. Important—Please read before signing: I am an authorized agent of the organization or individual submitting this agreement. The information provided in this agreement is true and correct. I have read and understand this agreement and agree to all of the aforementioned rules, regulations and co tions of use. Renter's Signature CJr Print name Carl 04. n' L I Group Name O kJ yl (Y las P r 3S H I Li Address a 631 1 1O4 £3 L -Cif- Telephone Home b S 0- !y/-7 )-Cell 1400-g Q3-0 OS Rental fee: $no charge First Payment: $ Due: Venue Rental Contract; signed & returned. Due: Final Payment: $ Due: Liability Insurance Due: Cleaning Deposit of$ Due: Date Deposit Returned By• Payment accepted by check or credit card; Visa and MC Number: Expiration: 3-digit code Hidden Villa Representative: Margaret Davis Date: 2/12/17 Authorized Agent of the Trust for Hidden Villa Margaret Davis Revised December 2015 OABAG PLAN Corporation - ISSUE DATE(MM/DD/YY) CERTIFICATE OF COVERAGE 2/13/2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS BROKER. Alliant Insurance Service,Inc. NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AMEND, 100 Pine Street, 11th Floor EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW San Francisco, CA 94111 415/403-1400 COMPANIES AFFORDING COVERAGE PROVIDER. ABAG PLAN CORPORATION COMPANY 375 Beale Street,Ste.700 A ABAG PLAN Corporation COMPANY San Francisco,CA 94105-2066 B Ins. Co.of the State of Pennsylvania 415/820-7969 COMPANY Covered Party. Los Altos Hills C National Casualty Company(Civic Risk) COMPANY Town Hall,26379 Fremont Road D Lexington Insurance Company Los Altos Hills,CA 94022 COMPANY THIS IS TO CERTIFY THAT COVERAGE AGREEMENTS LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE COVERAGE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH AGREEMENTS. POLICY POLICY LIABILITY LIMIT CO TYPE OF COVERAGE POLICY NUMBER EFFECTIVE EXPIRATION EACH LTR DATE DATE OCCURRENCE AGGREGATE A GENERAL LIABILITY 7/01/2016 7/01/2017 GAL 2016-17 Combined $5,000,000 X COMPREHENSIVE FORM Single Limit PRODUCT/ (CSL) X COMPLETED OPERATIONS X PREMISES/OPERATIONS X UNDERGROUND EXPLOSION &COLLAPSE HAZARD X CONTRACTUAL BROAD FORM X PROPERTY DAMAGE A AUTOMOBILE LIABILITY GAL 2016-17 7/01/2016 7/01/2017 Combined $5,000,000 X ANY AUTO Single Limit nALL OWNED AUTO (CSL) X RENTAL/LEASE AUTO X NON-OWNED AUTOS GARAGE LIABILITY —�B Excess General&Auto Liability 6907982 7/01/2016 7/01/2017 CSL $10,000,000 $10,000,000 C Public Official's E&O XC00000464 7/01/2016 7/01/2017 CSL $15,000,000 $15,000,000 D PROPERTY INSURANCE 017471589/03 7/01/2016 7/01/2017 CSL $25,000,000 X PROPERTY/SPECIAL FORM PROPERTY (per schedule) X BOILER & MACHINERY MACER& $25,000,000 DESCRIPTION General liability includes Personal Injury and Public Officials'Errors and Omissions Liability This Certificate is issued as proof the above-named Covered Party is an active member and in good standing with coverage as indicated above. CERTIFICATE HOLDER CANCELLATION Hidden Villa SHOULD ANY OF THE ABOVE DESCRIBED AGREEMENTS BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,THE PROVIDER/PROVIDEE WILL ENDEAVOR TO MAIL 30-DAY WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT Duveneck House HOWEVER,FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY,ITS AGENTS OR REPRESENTATIVES. Attention. - 26870 Moody Road ' ._��' Los Altos Hills CA 94022 James Hill,PLAN Risk Manager ABAG PLAN Corporation Administered by the°Association of Bay Area Governments GAL 2016-17 Page 1 of 2 ASSOCIATION OF BAY AREA GOVERNMENTS °ABAG PLAN Corporation 375 Beale Street.Ste.700 San Francisco, California 94105--2066 (415) 820-7969 ADDITIONAL COVERED PARTY ENDORSEMENT THIS ENDORSEMENT CHANGES THE CONTRACT Please read it carefully! Endorsement Effective: February 17,2017 Entity• Los Altos Hills Additional Covered Party• Hidden Villa Duveneck House Description of Operations or Facilities• Staff meeting on February 17,2017 GAL 2016-17 Page 2 of 2 ASSOCIATION OF BAY AREA GOVERNMENTS °ABAG PLAN Corporation 375 Beale Street.Ste.700 San Francisco,California 94105--2066 (415) 820-7969 The definition of Covered Party is amended to include any person or organization the Entity is contractually obligated to include as an additional insured,and for which a Certificate of Coverage has been issued and is on file with ABAG PLAN Corp.,with respect to Bodily Injury,Personal Injury and Property Damage arising out of the Entity's operations or premises owned by or rented to the Entity or Entity's use of automobiles owned or rented by Entity The coverage provided to the additional Covered Party does not apply to any liability occurring after those operations or use of premises have ceased. Coverage applies only to the vicarious liability of the additional Covered Party for operations or services described in the contract with the Entity No coverage applies to liability arising from the sole negligence of the additional Covered Party The inclusion of more than one Covered Party under this policy shall not operate to impair the rights of one Covered Party against another Covered Party and the coverages afforded by this policy shall apply as though separate policies had been issued to each Covered Party The inclusion of more than one Covered Party shall not,however,operate to increase the limit of ABAG PLAN Corp.'s liability A Certificate Holder shall not,by reason of their inclusion under this policy,incur liability for payment of premium for this policy If required by contract,any insurance carried by an additional Covered Party which may be applicable shall be deemed excess and the Entity's coverage primary and non-contributory notwithstanding any conflicting provisions in the Entity's policy to the contrary If required by written contract,any rights of recovery under this policy are waived provided that such waiver of rights of recovery was made prior to any injury or damage.The limit of coverage for the additional Covered Party is the minimum amount required by contract or$5 million,whichever is less. In the event of cancellation of the Entity's coverage,we agree to mail thirty(30)days(ten[10]days for non-payment of premium)advance notice of such cancellation to each Additional Covered Party per certificates on file with ABAG PLAN Corporation. All other terms and conditions inthe policy remain unchanged. Authorized Signature: Date: 2/13/2017 James Hill,PLAN Risk Manager OABAG PLAN Corporation