Policies and Guidelines for Rental

of Wenonah Park, Bay City,

Michigan 

Bay Arts Council operates Wenonah Park, as outlined in a written Agreement between the City of Bay City and Bay Arts Council.  Bay Arts Council is responsible for:

¨          approving requests for Park rental & scheduling those events.  (except where explicitly excluded from said Agreement)

¨          where appropriate, assisting renters with securing services and facilities they may need during their Park rental

Wenonah Park is a Park owned by the City of Bay City.  Thus, it is subject to the City of Bay City Code of Ordinances and park rules.  Renters are responsible for knowing and adhering to these Ordinances and park rules during their Park rental.  You are strongly advised to obtain current copies of these documents from the City’s Parks & Recreation Department (894-8313) and the City Clerk’s office (894-8168).   The Code of Ordinances is available for viewing on the City’s website, www.baycitymi.org.

Renting Wenonah Park requires filing a written Application with Bay Arts Council.  Your application must be filed a minimum of 60 days prior to your event date.  The Application will be reviewed and responded to, in writing, within a maximum of 14 days from the date of receipt.   Please review the following Guidelines prior to completing your Application to lease Wenonah Park.

Depending on the size of your event, the facilities and services you will need, the expected crowd size, and whether or not alcohol will be served, you may be required to file a Special Events Permit Application with the City of Bay City.  The Special Events Permit Application is an entirely separate procedure and must occur after your Application is filed with Bay Arts Council.  It is your responsibility to work with City staff to determine whether that Permit Application is necessary, and to file that Application.  That Permit Application may take several months to process.  Therefore, you are strongly advised to plan well in advance of your event date when applying to lease Wenonah Park.  

General

¨                      Hours of use will be strictly enforced, and any additional hours incurred will be charged to Renter. 

    ¨       Renters are responsible for securing their own rain site for their event.  Should it be necessary to utilize your rain site, you will be charged by Bay Arts Council in preparation for you to hold your event in Wenonah Park.  You will be charged a minimum of $50 or actual expenses, whichever is greater.  Bay Arts Council is not responsible for the return of any fees or loss of revenue if an event is cancelled or proved to be unsuccessful as a result of inclement or less-than-desirable weather. 

     ¨      Bay Arts Council shall not assume responsibility for the damage, loss, or theft of any merchandise or articles left at Wenonah Park, or inside the World Friendship Shell. 

¨    Displays and/or decorations may not be applied to the buildings or trees.  Renter shall not use rice, confetti, glitter, pyrotechnics, explosives, or smoke machines.  All candles must be enclosed in glass. 

¨    Use of chairs and tables owned by Bay Arts Council is not included in rental Contracts.

¨    Should Bay Arts Council receive applications for two separate events for the same timeframe, and it seems possible to hold both events in the Park without interfering with one another, representatives of both events will be consulted and must agree (as part of their written Contract) to each other’s occurrence before Bay Arts Council makes such arrangements. 

¨    Wenonah Park is a public City park.  For some events, it may be reasonable to expect that citizens will enter the park during your event. 

¨    Vehicles on the grass are strictly prohibited due to the sprinkler system under the lawn.  

Shell & Stage

¨      Renter must communicate directly with our Technical Director regarding any needs for technical equipment at the World Friendship Shell.  Such arrangements must be made with our Technical Director prior to any Contract being developed and signed by Bay Arts Council.  Should your technical needs change after signing the Contract, we cannot guarantee that we will be able to accommodate those changes.  

¨      At its own cost, Renter is allowed to use its own equipment, but only upon the express approval of the Technical Director so as to insure that said equipment is compatible with the equipment already installed at the Shell.  If Renter provides its own sound equipment or load-in helpers, they will operate subject to the approval of the Technical Director.  Bay Arts Council also retains the right to designate areas of spectator seating so as to protect the equipment of the Shell and the safety of the audience. 

¨      Should Renter require the Shell to be vacated of Bay Arts Council equipment and supplies  (for example, if you are bringing in your own sound equipment), the Renter will be responsible for the cost of labor, truck rental, storage, etc. incurred for the removal of such equipment and its return to the Shell.

¨      Renter must obtain approval to use other “outside” equipment such as lighting equipment, props, banners, laser equipment, etc.

¨      The stage and Shell, as well as the surrounding premises and facilities, shall at all times remain under the control of Bay Arts Council.  Bay Arts Council shall at all times have a right to enter the premises. 

¨      Renter will also be responsible for labor costs of the Technical Crew.  You will be provided with an estimate of such costs when Bay Arts Council responds to your Application. 

Clean-Up

¨    Renter is responsible for placing litter in receptacles, and clean-up of the Park and the Shell.  Renter will clean and vacate the premises within twelve (12) hours of the conclusion of the event.

¨      Any damage incurred or excessive cleanup required will be the responsibility of the renting party, and a cleanup/repair fee will be charged to Renter. 

Security

¨    Bay Arts Council reserves the right to require extra security for selected activities at the Renter’s expense. 

¨    Representatives of Bay Arts Council have the right to require anyone, who in their sole judgment they believe to be in violation of state statute, City Ordinances and park rules, or in violation of the terms of the rental agreement, to immediately vacate the premises. 

Insurance

¨    Prior to a Contract being approved by Bay Arts Council, the Renter must provide proof of liability insurance in the amount of Two Million and 00/100 ($2,000,000) Dollars.  This policy will be primary coverage for both Bay Arts Council and the City of Bay City in the event that any claim is asserted against either Bay Arts Council, the City or both with respect to any incident occurring in conjunction with the event.

Other facilities

¨    Restroom facilities are located in the Park.  In completing your application, be sure to indicate whether you will need restroom facilities, as Bay Arts Council staff will be responsible for actually opening and closing the restrooms for your event.  These facilities are somewhat limited and, for large events, are often inadequate.  If you are hosting a large event, you might consider renting additional portajohns.  

¨    Electrical outlets are available only in selected areas of the Park.  Should you need access to electricity, be sure to inquire where the outlets are located prior to your event.  You are expected to exercise reasonable caution when plugging multiple appliances into power sources. 

¨    Bay Arts Council is not responsible should the City of Bay City find it necessary to charge your event for excessive use of City services, such as electricity, water, police protection, lights, park personnel, etc. 

 Rental Fees: Non-profit groups are limited to churches, and organizations that hold 501 C status of

the US Internal Revenue Code.  You will be asked to provide proof of your status.

 ¨      Limited Rental:  Defined as use of either all of Wenonah Park, (plaza, grass areas, tree walks) or the World Friendship Shell, including the stage and building, for no more than three (3) hours. 

Non-Profit rental fee: $225          

For-Profit rental fee:  $350

¨       Partial Rental:  Defined as use of the entire World Friendship Shell facility plus all of Wenonah Park (plaza, grass areas, tree walks), for up to eight (8) hours. 

Non-Profit rental fee:  $600

For-Profit rental fee: $975 

 -       Full-Use Rental:  Defined as use of the entire World Friendship Shell facility plus all of Wenonah Park (plaza, grass areas, tree walks), for up to fifteen (15) hours. 

Non-Profit rental fee:  $1,125

For-Profit rental fee:  $1,750

Above rates  do not  include any additional fees for Bay Arts Council sound technicians & sound system equipment rental.

 Rate for BAC equipment rental & 1-3 person crew is $50.00/hr,

 4 person crew $60.00/hr.  Crew size to be determined by BAC Technical Director based on event. Rental of additional equipment not owned by BAC is responsibility of renter. 

Deposit

¨      A deposit of 50 % of the rental fee and 100 % of any additional costs charged Renter (for technical crew, etc.) is due at the time the Contract is approved by Bay Arts Council.  The rental fee deposit is non-refundable.  Please make checks payable to Bay Arts Council. 

¨      Five (5) days prior to the event, full payment of all remaining fees is required.  Include a copy of the City of Bay City Special Events Permit, if required by the city for your event.

¨      If there are any damages, unexpected expenses, etc., associated with the event the renting organization agrees to be responsible for paying such fees. 

 

Bay Arts Council reserves the right to modify the terms of the policies and guidelines, and any resulting Contract, when deemed as necessary.

 

By signing a Contract with Bay Arts Council to use Wenonah Park for your event, you are agreeing to comply with the City of Bay City’s current ordinances, policies, and rules & regulations. 

Please sign and date below, and return this packet with your completed Application to Bay Arts Council, 915 Washington Avenue, Bay City MI  48708, 989/893-0343, FAX 893-6443.

Make sure you retain the copy of this packet for your own use.    

I have read and understand the above Policies & Guidelines for Rental of Wenonah Park and agree to adhere to said policies & guidelines. 

  

Renting Organization:_______________________________________________________________

 

Authorized Signature:____________________________________________________________________

 

Date:_________________________________________________________________________