Facility Rental Guidelines & Reservation Agreement

Available through September 18, 2009

For more information call 582-2426.

Space Features - Facility Rental Guideline Form  

 Safety Harbor Church

• Historic Church - 1905
• Available 8 a.m.- 4p.m. Tues-Sat
  1 - 4 p.m - Sunday
• Church Size: 30’ x 41’
• Seating capacity: 14 woodenty pews -- seats 60
• Air-conditioning and heat
• Electrical outlets available
• $250 + tax for 3 hour maximum use, including decorating and removal.

 Williams Park Bandstand

• Reconstructed 1894 bandstand
• Available 8 a.m.- 4p.m. Tues-Sat
  1 - 4 p.m - Sunday
• Outdoor setting
• Chairs available: 85 folding, grey & tan metal
• Capacity: 30 chairs on the bandstand; seating space available around the bandstand
• $250 + tax for 3 hour maximum use.
• Rate includes chair setup and removal.

 Pinellas Room:

• Contemporary Room in Visitor Center complex
• Available 8 a.m.- 4p.m. Tues-Sat
  1 - 4 p.m - Sunday
• Room Size: 48 ’ x 40’
• Tables: 13 - 2.5’ x 8’
  3 - 3’ x 8’
  1 - 2.5’ x 6’
• Chairs: 100 maroon armless chrome stacking chairs
• Capacity: 100 banquet style; 100 auditorium style Podium with microphone
• Ceiling mounted projection screen
• Stove/oven, refrigerator, sink
• $75 per hour + tax
• Rate includes standard chair setup and removal.

Rules

• Provide the reservationist a list of all vendors making deliveries to Heritage Village and their estimated arrival time.
• Provide any set-up information to the reservationist no later than two weeks prior to the reservation date. Otherwise, setup and teardown are the responsibility of the renter.
• Smoking is prohibited inside Pinellas County facilities.
• Restrooms are located in the museum breezeway.
• Please do not nail, tack, tape, staple, or adhere anything to the inside or outside of the facilities.
• No space other than what is rented and the restrooms is authorized for use by the renter.
• No weapons simulated or real.
• Helium balloons are permitted indoors.
  
• Candles are permitted only for a brief time, preferably at the end of any ceremonies and then immediately blown out.
• Birdseed may be used outside the structures. Rice and confetti are not permitted.
  
• Handmade directional signs are not permitted.
  
• Please monitor noise level in Pinellas Room during business hours.
  
• One car/limo is allowed inside the Village to drive a wedding party to the church or bandstand. Staff will escort the vehicle.
  
• Horses to transport wedding party are permitted using these guidelines:
  • Horse owner and rider(s)must fill out and sign a “Hold Harmless Agreement”
  • Horse owner must have a Certificate of General Liability Insurance for the horse.
  • The public may not interact with the horse
    
  • The horse must be attended at all times
  • Party must clean up after the horse

 Parking 

• Please advise guests/attendees to park outside of Gate 1.
• Vehicles are permitted inside Gate 1 for unloading and loading, but must park outside Gate 1.
• For groups larger than 25, designate someone to greet attendees and direct them to the meeting area.
  
• Handicapped parking is available inside Gate 1.

 Food 

• Food is only permitted in the Pinellas Room.
• Alcohol is not permitted at Heritage Village.
• Food may be provided only by a caterer on the Pinellas County approved list.
  • A list of approved caterers can be provided.
  • Any caterer can be added to the approved list by submitting the necessary paperwork and meeting the requirements.
  • If you wish to have a caterer added to the list, provide the reservationist with that information and it will be mailed to them.
• Serving tables are to be placed on the tile floor.
• Caterers are responsible to set up the Pinellas Room for receptions and to clean up including trash removal.

 Rental Fees 

• Rental fees must be paid in full for the reservation to be considered booked.
• $150 Refundable Damage Deposit due at time of reservation.
• One hour wedding rehearsal is permitted and included in fee and must be scheduled two weeks in advance.
  

 Cancellations and Refunds 

• 75% refund up to 4 weeks prior to date
• 50% refund up to 2 weeks prior to date
• No refund if cancelled within 2 weeks of date or for no-shows
• A Request Refund Form must be signed by the person who signed the reservation form below.
• Refunds may take 4-6 weeks to process.

 Damage Deposit 

• Damage deposit due at time of reservation.
• Damage deposit is fully refundable for cancelled reservations.
• Staff will inspect the room at the conclusion of the rental.
• The space rented is to be left clean and tidy and in the condition it was received for the damage deposit to be refunded.
• For assessed damages responsible party, named below, will be notified in writing.