Junior League of Lubbock

Building Use Rental Policies and Procedures for Community

1. The Junior League of Lubbock headquarters facilities (“Headquarters”) are available to outside organizations and nonprofit agencies (“Renter”) for temporary rental purposes.
2. The Renter may use the Headquarters on Friday, Saturday, or Sunday, or on weekdays, as approved by and reserved through the Office Manager.
3. The Headquarters may be used for a maximum of six (6) hours per day and the number of attendees at such event shall not exceed one hundred (100). Children shall only be allowed in the Headquarters if the purpose of the rental thereof contemplates the attendance of children, such as a summer camp, birthday party, children’s educational event, or otherwise.  Pets are not allowed in the Headquarters. No smoking is allowed in the Headquarters.
4. All events are to be reserved and scheduled at least one week prior to the event. To schedule an event, contact the Office Manager at 806.794.8874.
5. In order for your event to be confirmed, the signed Building Rental Agreement, the $200 Building Use Deposit, and all completed paperwork must be received by the Office Staff Assistant. No dates will be held or events scheduled until the Office Manager has received both the paperwork requested and the deposit.
6. A letter of confirmation will be sent to the Renter once the completed paperwork and deposit have been received.
7. Event cancellations must be received prior to noon three (3) business days before the event to receive a refund of the $200 deposit. No-shows and late cancellations will be charged the full $200 deposit.
8. A Member will be assigned to your event and will be present at the beginning and end of the event. She will open the facility and be there to assure proper closing and setting of the security system at the end of the event.
9. A building rental fee (“Rental Fee”) is required for each event per day. The Rental Fee is due on the date of the rental. Payments made after the due date are subject to a 5% late fee.  The Rental Fee for each event per day will be assessed as follows:
   • Up to twenty-five (25) participants: $75
   • Twenty-six (26) to fifty (50) participants: $125
   • Fifty-one (51) to seventy-five (75) participants: $150
   • Seventy-six (76) to one hundred (100) participants: $200
   • With a maximum of $475 for five (5) days.
10. At the conclusion of the event, the Member will complete the Check-Out Checklist. If the condition of the Headquarters has been returned to its normal state with no damages, the full $200 deposit will be returned. If the condition of the Headquarters is not satisfactory, or the Headquarters has been left unattended and unlocked before a Member has arrived, the deposit will be retained by the Junior League of Lubbock for cleaning and/or repairs. Any additional repairs are the responsibility of the user with payment due upon presentation of bids.
11. A cleaning fee in the amount of $75 will be deducted from the building use deposit if the following items are not completed: Table tops wiped clean with a damp cloth; chair seats wiped clean; kitchen floor swept; sink and counter tops clean; coffee pot cleaned; trash cans in kitchen and bathroom emptied in dumpster and re-lined; floors vacuumed (vacuum located in closet between bathrooms); leftover refreshments removed.
12. A kitchen use fee of $15 will be charged if the kitchen or any equipment, dishes, utensils, ice, or other kitchen items are used.
13. The plastic utensils, paper goods, and other Junior League of Lubbock owned supplies are for Junior League of Lubbock use ONLY. A $25 charge will be assessed for use of Junior League of Lubbock owned supplies. This fee will be deducted from the $200 building use deposit.
14. An Audio/Visual Use Fee in the amount of $25 per event will be charged for use of any audio or visual equipment on the Premises owned by Junior League of Lubbock. This fee is due and payable at the time of the rental.
15. The Junior League of Lubbock will set up tables and chairs as requested by the agency representative. Set up should be detailed on the Building Rental Request form.
16. Moveable walls are not to be moved for any reason during the event. If the walls are moved a $500 penalty will be assessed. If you want the walls moved for your event, contact the Office Manager.
17. Building furnishings and decorations are not to be moved. If furnishings or decorations are moved a $100 penalty will be assessed and deducted from the $200 building use deposit.
18. No weapons/firearms are allowed in the Headquarters or on its grounds.
19. Wood blinds are not to be raised. If you want the blinds either open or closed, please contact the Office Manager.
20. There are to be no open flames used in the Headquarters.
21. Decorations, linens, etc. are the responsibility of the Renter. Glitter and confetti are not allowed.
22. No tape, nails, or pins are allowed on the walls or ceilings. Duct tape is not allowed. Painter’s tape is the only tape allowed on floors. If duct tape is used, your entire security deposit will be kept.
23. The use of rice, confetti or glitter is strictly prohibited.
24. No alcohol or red beverages, such as fruit punch, may be served at any event.
25. Independent Service Providers.
    • Caterers. Caterers must complete a Service Agreement Application prior to the event. All Caterers must also provide the Office Manager with a certificate of insurance. If a certificate of insurance cannot be provided, the Renter must acquire an Event Policy naming The Junior League of Lubbock as an additional insured.
    • Bands, Photographers, and All Other Independent Service Providers. The Renter hereby indemnifies and holds harmless The Junior League of Lubbock, its members, employees, officers, directors, and agents from any damages, actions, suits, claims, or other costs (including reasonable attorneys’ fees) arising out of or in connection with any damage to any property or any injury caused to any person (including death) caused by any independent service provider employed by the Renter to provide services for an event, including any acts or omissions on the part of the Renter, its employees, guests, invitees, independent contractors, or other agents.
26. Lost or misplaced items are not the responsibility of the Junior League of Lubbock.
27. The office area and all office equipment are unavailable for Renters’ use.
28. If the Office Manager is on duty during the event, she is only there to assure the building is open and ready. She is not available for errands, copying, computer work or any other secretarial type work.
29. The Junior League of Lubbock shall have the right to revoke the rental agreement at any time prior to the date of the event, provided it gives the Renter prior written notice of revocation.

Junior League of Lubbock

Building Use Policies and Procedures for League Members

1. The Junior League of Lubbock headquarters facilities (“Headquarters”) are available to outside organizations, nonprofit agencies, and Junior League of Lubbock member-sponsored events. Approved rentals will be personal events (showers, birthday parties, etc.). Rentals for personal profit or for use in conducting personal business are not approved events.
2. The Headquarters may be used on Friday, Saturday, or Sunday, or on weekdays, as approved by and reserved through the Office Manager.
3. The Headquarters may be used for a maximum of five (5) hours per day and the number of attendees at such event shall not exceed one hundred (100). Children shall only be allowed in the Headquarters if the purpose of the rental thereof contemplates the attendance of children,  such as a summer camp, birthday party, children’s educational event, or otherwise.  Pets are not allowed in the Headquarters. No smoking is allowed in the Headquarters.
4. All events are to be reserved and scheduled at least four (4) weeks prior to event. To schedule an event, contact the Office Manager at 806.794.8874, ext. 200.  In order for your event to be scheduled, all completed paperwork and the $200 Building Use Deposit are to be delivered to the Office Manager.  No dates will be held or events scheduled until the Office Manager has received both paperwork and deposit.
5. You will receive a letter of confirmation once the completed paperwork and deposit have been received.
6. Event cancellations must be received prior to noon three (3) business days before the event to receive a refund of the $200 deposit. No-shows and late cancellations will be charged the full $200 deposit amount.
7. Members are responsible for their own set up and tear down of tables and chairs for the event.
8. A Member will be assigned to your event and will be present at the beginning and end of the event. She will open the facility and be there upon proper closing and setting of the alarm at the end of the event.
9. A Building Rental Fee is required for each event per day. It is due on the date of the rental and must be received no later than one week after the event.  The Building Rental Fee per event will be calculated as follows:
   • Up to four (4) hours:           $75 flat fee
   • Five (5) or more hours add: $18.75 per hour
10. At the conclusion of the event, the Member will complete the Check-Out Checklist. If the condition of the Headquarters has been returned to its normal state with no damages, the full $200 deposit will be returned. If the condition of the Headquarters is not satisfactory, or the Headquarters is left unattended and unlocked before a Member has arrived, the deposit will be retained by The Junior League of Lubbock for repairs. Any additional repairs are the responsibility of the user with payment due upon presentation of bids.
11. A cleaning fee in the amount of $75 will be deducted from the building use deposit if the following items are not completed: Table tops wiped clean with a damp cloth; chair seats wiped clean; kitchen floor swept; sink and counter tops clean; coffee pot cleaned; trash cans in kitchen and bathroom emptied in dumpster and re-lined; floors vacuumed (vacuum located in closet between bathrooms); leftover refreshments removed.
12. The plastic utensils, paper goods and other Junior League of Lubbock owned supplies are for Junior League of Lubbock use ONLY. A $25 charge will be assessed for use of Junior League of Lubbock owned supplies. This fee will be deducted from the $200 building use deposit.
13. An Audio/Visual Use Fee in the amount of $25 per event will be charged for use of any audio or visual equipment on the Premises owned by Junior League of Lubbock. This fee is due and payable at the time of the rental.
14. Moveable walls are not to be moved for any reason during the event. If the walls are moved a $500 penalty will be assessed. If you need walls moved for your event, contact the Office Manager.
15. Building furnishings and decorations are not to be moved. If furnishings or decorations are moved a $100 penalty will be assessed and deducted from the $200 building use deposit.
16. No weapons/firearms are allowed in the Headquarters or on its grounds.
17. Wood blinds are not to be raised. If you want the blinds either open or closed, please contact the Office Manager.
18. There are to be no open flames used in the Headquarters.
19. Decorations, linens, etc. are the responsibility of the renter. Glitter and confetti are not allowed.
20. No tape, nails or pins are allowed on the walls or ceilings. Duct tape is not allowed. Painter’s tape is the only tape allowed on floors. If duct tape is used, your entire security deposit will be kept.
21. The use of rice, confetti or glitter is strictly prohibited.
22. Balloons are not to be left in the building unattended. The movement will set off the alarm.
23. No alcohol or red beverages, such as fruit punch, may be served at any event.
24. Independent Service Providers.
    • Caterers. Caterers must complete a Service Agreement Application prior to the event. All Caterers must also provide the Office Manager with a certificate of insurance. If a certificate of insurance cannot be provided, the Renter must acquire an Event Policy naming The Junior League of Lubbock as an additional insured.
    • Bands, Photographers, and All Other Independent Service Providers. The Renter hereby indemnifies and holds harmless The Junior League of Lubbock, its members, employees, officers, directors, and agents from any damages, actions, suits, claims, or other costs (including reasonable attorneys’ fees) arising out of or in connection with any damage to any property or any injury caused to any person (including death) caused by any independent service provider employed by the Renter to provide services for an event, including any acts or omissions on the part of the Renter, its employees, guests, invitees, independent contractors, or other agents.
25. Indemnification. The Renter hereby indemnifies and holds harmless The junior league of Lubbock, its employees, officers, directors and agents from any damages, actions, suits, claims, or other costs (including reasonable attorneys’ fees) arising out of or in connection with any damage to any property or any injury caused to any person (including death) relating to the sale or service of alcohol at the Event, including any acts or omissions on the part of the Renter, its employees, officers, directors, independent contractors, or other agents.
26. The Junior League of Lubbock reserves the right to verify the age of anyone consuming alcohol as well as refuse alcohol at its sole discretion.
27. Lost or misplaced items are not the responsibility of the Junior League of Lubbock.
28. The office area and all office equipment are unavailable for renters’ use.
29. If the Office Manager is on duty during the event, she is only there to assure the building is open and ready. She is not available for errands, copying, computer work or any other secretarial type work.
30. The Junior League of Lubbock shall have the right to revoke the rental agreement at any time prior to the date of the event, provided it gives the Renter prior written notice of revocation.