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HomeMy WebLinkAboutMH/IDD/EI - Conococheague InstituteThe Conococheague Institute - 12995 Bain Road, Mercersburg, PA, 17236 - 717 328 2800 -info@cimlg.org Grounds Rental Form Name of Individual or Group requesting the use of CI’s grounds: ________________________________________________________________ Requested Date(s): ______________________Time (From/To): _____________________ How Many People expected at your event: ________________________ Primary Contact Name: _______________Phone:__________Email:_________________ Reason for Request: Wedding ___ Corporate Event ___ Private Party ___ Family Reunion___ Training ___ Other (please specify) _________________________________________________________ List any Special needs your group may require (subject to approval by CI): ______________________________________________________________________________________________________ Rental Option Choice (see next page) and Fee:____________________________ Certificate of Insurance required (not applicable for private party and wedding rentals): No _______Yes ________ (please send with Site Rental) Use of CI grounds by organized groups holding public events require a Certificate of Liability Insurance. Certificates must name The Conococheague Institute as additional insured. The CSL (combined single limit) is $1,000,000 dollars to cover Premises and Operations liability for Bodily Injury and Property Damage. If it is determined that insurance coverage is necessary to hold your event at CI, this contract will not be approved until the certificate is received. Please note that the need for insurance generally does not apply to private party pavilion rentals for weddings. If there is any question as to the need for Liability Insurance, the contract will be reviewed by CI. I (we) request to use CI for the above described rental level. I (we) have read the included Rules and Regulations of CI and agree to comply with them during use of these facilities. Reservation is approved when the rental fee is submitted with a contract and reviewed/ signed by CI Management. I also understand that CI will only issue a refund in the event that the Site closes for that day. The closing is at the discretion of CI’s staff and would have to involve a natural disaster, such as a flood that would endanger participants. If my event is canceled for any other reason (renters choice) I (we) will not receive a refund of the Security Deposit or Rental Fee. If both Security Deposit and Rental Fee have been paid, the Security Deposit will be returned. Total rental fee due: _____________Date received: _____________ Insurance required? (No) (Yes) If Yes, date received: _____________ Renter’s Printed Name ________________________ Renter’s Signature ________________________ Date _________________ CI Representative’s Printed Name & Title ___________________ CI’s Signature _____________________ Date ____________ Security Deposit $_________ received on (date) ______________ by CI staff member _____________________________ Note: No reservation will be guaranteed until full payment is made. We accept cash, check, debit, or credit card and PayPal. Reservations are on a first come, first serve basis. Please complete this form and return with payment to The Conococheague Institute. Please be aware that CI is a public area. Other events and usage of the site will continue during your rental. Franklin/Fulton MH/IDD/EI 9/30/26 75 Cori Seilhamer 717-264-5387 caseilhamer@franklincountypa.gov standard $200 8am-4pm meditation walk N/A $200.00 The Conococheague Institute - 12995 Bain Road, Mercersburg, PA, 17236 - 717 328 2800 -info@cimlg.org Rental Options and Terms Standard Rental - $200 This rental affords a full day use of designated area for private parties, family reunions, simple weddings etc. Area includes Picnic tables, and 3 Wheelchair accessible bathrooms. If your group involves more than 100 people then Portable Toilets must be rented at your cost Historic Programming, Cabins and the Gift Shop will be available at request, and renters are free to explore the open areas of the site, while understanding that other visitors may be present Alcohol is permitted inside the designated area only,and the renters must follow local liquor laws (including prohibiting underage drinking). Alcohol may be drunk but NOT SOLD. Any infraction of those laws will result in immediate expulsion from the CI property. CI is not responsible for guests leaving the site while intoxicated.Please drink responsibly. RENTER INITIAL ____ Additional Accessories (Lawn furniture, Tents, Marquees)may be placed in the Designated area, but must be removed after the event by the Renter. Accessories will not be provided by CI Decoration of the Gazebo and Birding Platform (for Wedding use or photography) is permitted 48 hours before the event, but must be removed within 48 hours of rental.Decorations must meet applicable fire prevention codes and may not be applied with any non-reversible technique.Delay in removal or damages will void the Security Deposit All vehicles must park in an assigned parking area.Vehicles dropping off equipment or heavy loads may be stopped near the rental area for 15 minutes, as long as it doesn’t impede traffic or damage the landscape. Due to the immersive programming and its environment,Please keep the sound level of any electronic equipment such as speakers, PA systems, etc, at the lowest level possible for your event, so as not to disturb other people using the site. Your respect in keeping noise to a minimum is appreciated Potable water is not available at CI, so please bring your own refreshments Pets are permitted in outdoors areas, but must remain under control and on a leash at all times Large Catered Event or Corporate Rental- $300-$500 (depending on guest numbers and space) All of the above applies. In addition: Additional designated areas to accommodate larger numbers of participants Designated area for Catering Crews (All caterers must provide proof of insurance as well as any required Health Department Certificates). Certificates should be sent to CI 45 days prior to the event. Specific large event necessities must be discussed prior to rental on a case by case basis Security Deposits are required and are equal to the amount of each rental: Security deposit must be paid when reservation is made and secures your event’s date.The second amount due, which is for the rental fee,must be paid within 30 days of your event. Failure to observe the information on the front of this form and/or site rules and regulations will result in forfeiting this security deposit. After your event, we will promptly refund your security deposit, approximately two weeks, pending an inspection by a CI staff person of the area rented. Any damage or cost of clean-up will be deducted from security deposit.