Conference and Event Spaces

This agreement is entered into by Yakima Valley College, (hereinafter referred to as “YVC” or “College” or “Yakima Valley College”) and the user (hereinafter referred to as “renter” or “individual” or “organization” or “user” or “user organization”).

Application:

I hereby make application to Yakima Valley College for use of College facilities and certify that the information contained herein is correct.  Application must be submitted to the Facilities Scheduler a minimum of two (2) weeks prior to the requested date.  Incomplete or inaccurate information will result in delays in processing and/or denial of application.  Execution of this agreement does not guarantee that you will be assigned a rental space at YVC.

Cancellation:

The college reserves the right to cancel the Facilities Rental Agreement at any time and to refund any payment made to the college when it deems such action advisable and in the best interests of the college. The college may terminate an agreement immediately and without notice upon discovery of a violation of any term, condition, or provision of this policy. Additionally, an agreement may be terminated immediately if, in the judgment of the administration, imminent danger exists or unlawful activity is practiced by the using organization.

Event cancellation is subject to the cancellation fee at current rates listed in the fee schedule.  When a agreement is canceled in writing 30 days or more prior to the reserved date for which the event has been reserved, the full deposit will be refunded.  Cancellations received between 15 and 29 days of the reserved date, will receive one-half of the deposit.  No refunds will be given for cancellations 14 days or less of the reserved event date.

Catering/kitchen access:

YVC may provide an approved caterers list. Caterers on this list have been granted access to the kitchen and may act as the attendant on duty.  Accessing kitchen without approval may result in forfeiture of the damage deposit.

Alcohol Service:

The user is responsible for any and all liability arising from the consumption of alcohol. Preapproval is required from the college President or his/her designee(s) for all events where alcohol will be consumed. Any user who is allowing the consumption of alcohol during the period of use of the facility is responsible for any and all liability.

Partial Invalidity:

Any provision of this agreement which shall prove to be invalid, void, or illegal shall in no way affect, impair, or invalidate any other provision hereof and such other provision shall remain in full force and effect.

Loss and Damage:

The college accepts no responsibility for loss to the student caused by earthquakes, power outages, fire, theft, or water damage or for loss of monies, valuables or other personal property.

Payments and Fees:

The Facilities Use Agreement is not complete until payment of fees have cleared.  Checks issued to the college for fees, and/or any debt that are returned unpaid for any reason will constitute non-payment.  A $25 fee is assessed on all returned checks.  Individuals will be allowed five (5) working days after notification to make cash redemption. Yakima Valley College will make reasonable attempts to collect past due charges as required by the State of Washington.  Failure to pay after reasonable attempts have been made may result in the account being sent to a collection agency and the individual/organization will be responsible for all reasonable collection costs.  A $25 fee is assessed on all accounts sent to collection.  Collection costs, including attorney fees and other charges necessary for the collection of any amount due, will be added to the Facility Use applicant’s account balance.

Liability:

YVC does not, in any way, certify or endorse the purpose for which the facility is used. YVC is not responsible for any illegal actions by the Applicant or Applicant’s guests.  Each party shall be responsible and liable for the consequences of any act or failure to act on the part of itself, its employees, and its agents. None of the parties assume responsibility to the other parties for the consequences of any act or omission of any person, firm, or corporation not a part to this agreement.  The regulations and procedures of Yakima Valley College Facilities Use Policy are hereby embodied by reference and may be reviewed online or in the Office of the Facilities Scheduler.

Indemnification:

YVC and its employees and agents shall not be liable for any injury, including  death, to any persons or for damage to any property as the result of any condition, or defect in the facility relating to the users’ operations,  or occurrence whatsoever related in any way to the facility and the areas adjacent thereto or related in any way to the user’s use or occupancy of the facility and of the areas adjacent thereto. User shall hold and save YVC harmless from all liability and/or expense, including expense of litigation, in connection with any such items of actual or alleged injury or damage.

Insurance:

The user of college facilities must provide a certificate of insurance listing the State of Washington/Yakima Valley College as the additional insured for the date of the event with a general insurance liability limit of $1 million for each occurrence with an aggregate of $3 million. The $3 million aggregate coverage may be reduced to $2 million for limited risk events. Approval for the reduced aggregate coverage must be obtained from the YVC Vice President for Administrative Services and attached to the Facilities Use Application. It is not sufficient for the vendor to provide a copy of their current insurance that does not list the State of Washington/YVC as the additional insured.

The certificate of insurance must be furnished before any rental agreement will be consummated. Proof of coverage should be presented at least ten working days prior to the date of the event.

Re-delivery of Facility:

The user shall, at the termination of this agreement, deliver possession of the facility to YVC in as good condition as when received.  At the same time, user shall deliver to YVC all keys for all interior or exterior doors to the facility.

Deposit:

The user organization is responsible for and shall be liable for any repairs or replacement occasioned or made necessary by negligence or misuse of the facility. The college may determine the need for a guarantee deposit and the amount of that deposit to be left with the college. Deposits are $100 for general spaces and $250 for conference center spaces. Damage to any college property, during and by reason of the occupancy of the premises by the user, shall be paid from this guarantee deposit. The balance, if any, shall be returned to the organization making the deposit. If the guarantee deposit is not sufficient to cover the damage, or no deposit was required, the group using the facilities will be billed for the difference or the full amount, whichever is appropriate.

In the event of property damage, the user shall be responsible to pay the cost for repair(s) of the damaged property as determined by the college. Adult leaders of using organizations shall remain with and be responsible for the conduct of their groups.

Signature Authority:

The individual who signs on behalf of the organization affirms that he or she has authority to sign on the organization’s behalf.

Requirements:

Regulations include this agreement and regulations, policies, and or procedures in the Yakima Valley College 3.02 Facilities Use Policy, all of which are incorporated by reference and shall be made available for review and inspection online.