Santa Fe Depot Rental Agreement

ARDMORE MAIN STREET AUTHORITY

SANTA FE DEPOT RENTAL AGREEMENT

Millard K. Ingram Community Room and/or Gazebo/Patio

251 E Main St, Ardmore, OK 7340

  1. A $400.00 refundable* deposit is required before a date is officially reserved. Rental fee for Millard K. Ingram Community Room – $400.00 per day (8 a.m. – 12 midnight) Rental Fee for Gazebo/Patio only – $150.00 per day (8 a.m. – 12 midnight) or $100.00 when rented with Millard K. Ingram Community Room (8 a.m. – midnight).
  2. The TERM of this rental agreement commences on the day as indicated by the Lessee in the Rental Application form, at 8:00 a.m. and shall terminate at 12 midnight.
  3. The RENTAL FEE for the term is $400.00, payable not less than 5 days in advance of the event. A $25.00 charge will be assessed for any check returned for insufficient funds. 
  4. The Lessee agrees to pay a SECURITY DEPOSIT to the Lessor in the amount of $400.00, which will be refunded in full within fifteen (15) business days following termination of the lease, unless cleaning service is required or damages have been incurred. The Lessee agrees to be responsible for all CLEANING and for the complete repair of any and all DAMAGES caused by the Lessee during its tenancy, even if the amount of cleaning and damage exceeds the security deposit amount. Cleanliness upon the termination of the lease is at the sole discretion of AMSA.

CANCELLATIONS ninety (90) days prior to the event, excluding the month of December, will receive a full refund less a 15% cancellation fee. The security deposit is not refundable if reservations are canceled less than ninety days (90) from the rental date of the event. No security deposit refunds for any cancellation for any reason will be made for any event booked during the month of December.

  1. Lessee shall receive one KEY to the facility no earlier than one (1) business day prior to the rental date. Said key must be returned no later than the first business day following the rental date. Failure to return the key will result in re-keying charges
  2. The Depot shall be used by the Lessee for the purpose indicated in the Rental Application and for no other purpose.
  3. Lessor provides the service of setting up furniture and items included in the FLOOR PLAN, a copy of which is attached to this Rental Agreement and made a part hereof for all purposes. Lessee shall remit a floor plan for this service no later than one week prior to the event. Failure of the lessee to remit a floor plan does not entitle Lessee to any credit of rental fees. ____
  4. Lessee shall comply with and obtain ALL NECESSARY PERMITS OR LICENSES REQUIRED by Federal, State and Local Statutes or Ordinances and agree to comply with all of the guidelines for use of the Depot, a copy of which is attached to this Rental Agreement and made a part hereof for all purposes. The Lessee, before SERVING ALCOHOLIC or NON-ALCOHOLIC BEVERAGES, as defined by applicable Oklahoma Statutes, shall obtain and provide copies to the Lessor of all licenses and permits required by the ABLE Commission and the Oklahoma Tax Commission. The requirements under this numerical paragraph shall include, but shall not be limited to, caterer’s licenses, special event liquor licenses and permits from the ABLE Commission, Oklahoma Tax Commission for the special event and caterer’s licenses as required by Title 37 O.S. 594, 595 and 577 and all other laws and regulations. It is understood and agreed by and between the parties that this contract will be governed by Oklahoma Law. 
  5. Lessee shall not do or permit to be done upon Depot anything that will tend to MAR or in any manner DEFACE the Depot and will not drive or install any nails, hooks, tacks or screws into any part of the Depot, or allow to be posted any signs, posters, show bills, or cards of any description on any part of the Depot. No glitter, confetti, rice, dried beans or pasta, bird seed, spray paint, glue or artificial snow may be used within or without the premises.
  6. No performance, exhibition or entertainment shall be given or held in the Depot, which is illegal, indecent or sexually explicit in nature in accordance with LOCAL STANDARDS. Lessee shall not distribute or circulate or allow to be distributed or circulated any advertising material or programs at the entrance to or about any part of the Depot except such advertising as may pertain to the immediate use of the Depot under this contract. Lessor shall not be liable for any INJURY or DAMAGE to persons or property resulting from fire, smoke, explosion, falling ceilings, steam, gas, electricity, water, rain, snow or leaks from any part of the Depot or from the pipes, appliances, plumbing works, roof, street or substance of any floor or ceiling or from any other place in the Depot or because of dampness or climatic conditions or from any other by the negligence or intentional acts or omissions of Lessor or those for whom Lessor is legally responsible. All property of Lessee kept or stored at the Depot shall be so kept and stored at the risk of Lessee only and Lessee shall indemnify Lessor in the event of any claims arising out of damages to the same, except when Lessor has acted grossly negligently or intentionally, including any subrogation claim by Lessee insurers. _____
  7. Lessee shall INDEMNIFY and HOLD HARMLESS Lessor and Lessor’s agents and employees from and against any and all claims or liabilities, proceedings, damages or litigation arising from or in connection with the conduct of any business, activity within the Depot or any work or thing whatsoever done, or any conditions created in or about the Depot during the terms or during the period of time, if any, prior to the commencement date or that Lessee or its contractors may have been given access to the Depot. Lessee shall indemnify and hold harmless Lessor and Lessor’s agents and employees from and against any act or omission of Lessee, Lessee’s agents or any subtenants or licensees or their partners, officers, agents, employees or contractors and any accident, injury or damage whatsoever (unless caused solely by Lessor’s negligence) occurring in, at or upon the Depot and any breach or default by Lessee in the full and prompt payment and performance of Lessee obligations under this Lease, together with all costs, expenses and liabilities incurred in or in connection with each such claim or action or proceeding brought thereon, including, without limitations, all attorney’s fees and expenses. In case any action or proceeding be brought against Lessor or its agents by reason of such claim Lessee, upon notice from Lessor, shall resist and defend such action or proceeding by counsel reasonably satisfactory to Lessor.
  8. The Lessor shall have the right to enter the leased premises to inspect those premises at all reasonable times without prior notice to Lessee.

RENTAL USAGE REQUIREMENTS
Millard K. Ingram Community Room

As Lessor, you are financially responsible for the cleanliness and condition of the facility during and after your event. Please review the requirements, complete the attached information form and present it with your security deposit at the time of the contract signing. Copies of the Rental Usage Requirements should be given to all agents participating in your event.

Ardmore Main Street Authority (AMSA) does not provide nor is it responsible for:

  • Telephone or television service
  • Clean up service
  • Staff to work your event, provide information or allow access* to visitors/callers
  • Placement of decorations or display materials
  • Guard services
  • Receiving, storage or shipment of materials
  • Gas
  • Decorations
  • Power strips or extension cords
  • Labor for set-up/tear-down or load-in/load-out of your items

*Access for Lessee representatives, services or deliveries may be scheduled for normal business hours (Tuesday – Friday, 8:30 a.m. – 4:30 p.m.) by calling the AMSA office at (580) 226-6246. Please inquire at least one (1) week prior to your event regarding anticipated office closures.

AMSA does not allow the following within the Santa Fe Depot:

  • Smoking (Any smoking in the building results in automatic forfeiture of deposit)
  • Unapproved outside food or beverage
  • Sale of any alcoholic beverages without proper permits
  • Serving alcoholic beverages to persons under the age of 21 years
  • Live animals
  • Open flames for displays or cooking
  • Highly flammable materials including hay, gas/propane bottles, crepe paper
  • Cloth or skirting stapled to tables
  • Glitter, confetti, rice, beans, dried pasta or bird seed
  • Spray paint, glue or artificial snow
  • Attachment of any items to walls, ceiling or floors by any means (This will result in damage fees)
  • Persons under the age of twenty-one (21) years without adult chaperones at a ratio of at least 10:1

AMSA does not allow the following on the Santa Fe Depot grounds:

  • Flags flown on the Main Street flag poles other than the U.S. and Oklahoma flags
  • Unapproved outside food or beverage
  • Sale of any alcoholic beverages without proper permits
  • Serving alcoholic beverages to persons under the age of 21 years
  • Glitter, confetti, rice, beans, dried pasta or bird seed
  • Spray paint, glue or artificial snow
  • Persons under the age of twenty-one (21) years without adult chaperones at a ratio of at least 10:1
  • No RV parking or hook-ups are available at the Santa Fe Depot. No RVs will be plugged into the power outlets on the exterior of the facility or to any other point at any time without the express written consent of AMSA
  • Attaching or displaying signage or banners on the Santa Fe Depot, Gazebo or anywhere on the grounds must have prior permission.
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