Tobacco Valley Improvement Association
Board of Arts · Creative Arts Center
PO Box 1164 · Eureka, MT 59917 Tel:406.297.3270
info@eurekaartsandhistory.org  / www.eurekaartsandhistory.org


Rental Facts, Rules and Regulations:

1) Description of facility available for use: Creative Arts Center Building Rooms available: Studio A (approx. 860 sq. ft. of floor space), Studio B (approx. 1900 sq. ft. of floor space) , and Studio C (approx. 250 sq. ft. of floor space), all subject to scheduling. Tables and chairs are also available for use during activities.

2) Rentals: All rental activities are subject to approval by the TVIA Board of Arts, including scheduling. Sponsored activities are those deemed to fall within our mission guidelines. Users come under these categories as determined upon review by the Board.
a) Regular Users – scheduled, ongoing programs that meet on a regular basis or shorter series;
b) One-time users – rental for one day only program of more than 2 hours. (under 2 hrs. contact us).
c) Other activity (other is defined as rental for non-TVIA Board of Arts sponsored functions and activities).

3) Membership: Annual Membership by families or individuals is required for participation in regular-user classes and programs. A short term membership is available for programs running less than 6 weeks in duration at $1 per week per person (available as individual memberships only). Memberships are paid in addition to regular program fees and go directly to the Creative Arts Center to support our operating budget. The Membership file box showing status of members is located in the entry room desk drawer to establish if a participant is current or needs to renew.

4) Insurance: The TVIA carries general liability insurance for use of the premises. Sponsored users are responsible for providing their own insurance for their specific activity or have participants sign waivers that they are participating at their own risk and hold the TVIA and the Creative Arts Center harmless in the event of injury. Other users (as defined in #2) are required to provide certificate of insurance, naming the TVIA Board of Arts as insured party, at least 7 days prior to event.

5) Assurances: Teachers and Program Directors must provide current resume with references to be included with this proposal.

6) Fees: Regular users $6 (studio B), $5 (studio A), $4 (studio C) per hour; one-time users $75 (B), $50 (A), or $25 (C) per day depending on room
used. All users must pay a $50 cleaning deposit in addition to rental fees that will be refunded subject to inspection. Regular users cleaning deposit
will roll over to rental fees after a six-month trial period.

7) Cleaning and Damages: The renter shall find the premises to be clean and undamaged and hereby agrees to leave said premises in a clean and undamaged condition. Failure by the renter to adhere to this provision will subject renter to forfeiture of damage/cleaning deposit.

8) Proposed program schedule: subject to availability. See website for current activity schedule or call or email us.*


9) Total hours per week being requested in this proposal: ______________

10) Approval: All activities are subject to review and approval at regular monthly Board meetings. Because of this, please submit Activity Proposal applications at least 45 days in advance of your activity. Additional policies which all renters must comply with (please initial):

1. ________Advertising - Publicity regarding any event or classes is the responsibility of the teacher/activity director.
2. ________Lock up - Doors must be locked; and lights, heaters and other electrical equipment must be turned off before leaving the premises except where noted. Keys are provided for regular users.
3. ________Heating -Users are advised to see to it that the building is sufficiently warm to conduct their activities. This may mean arriving
beforehand to check and adjust thermostat. Supplemental electric heat is not to be used unless deemed absolutely necessary and then turned off as soon as possible.
4. ________ Loss or Damage - The renter is responsible for damage or breakage to any portion of the building and property of TVIA Board of Arts.
The TVIA Board of Arts is not responsible for damage or loss of personal or activity property left at the Center.
5. _______ Children - All minor children on the premises must be supervised at all times. Teacher/activity directors are responsible for the supervision of children during an activity. Parents or other responsible adults present are to supervise minors not directly involved in an activity. Activity directors’ responsibility ends when minors with permission leave the premises or another responsible adult takes over care of the minor child.
6. _______ Enforcement - It is the responsibility of the teachers and directors to enforce all rules and regulations. Use of signs in specific
areas to help accomplish this is permitted.
7. ________ Illegal Drugs, alcohol, tobacco, weapons and chewing gum - Are not permitted on the premises.  Exceptions for alcohol at special events can be considered.
8. ________ Cleaning up - The building must be cleaned to the condition upon arrival (or cleaner) including sweeping and removing any trash after each use. All rooms must be checked before leaving the building. All materials, props, equipment, and furniture must be returned to their original location.
9. ________ Food - It is the responsibility of the renter to see that caterers and food vendors are licensed and insured. Food fundraisers must
have appropriate permits.
10. _______ Final Report - All activities conducted at the Center must include a final report at the conclusion of that activity or annually with
ongoing activities. Final reports are to determine outcomes including numbers of participants grant writing and overall assessment. Forms are
available in the office.
11. _______Agreement - The renter agrees to abide by all rules, policies, and regulations that are attached and made a part of this contract.
Violation of rules or additional policies will result in forfeiture of damage/cleaning deposit and/or denial of continued use.
12. _______Cancellations - The TVIA Board of Arts reserves the right to cancel this policy if it is found that the renter did not notify the TVIA
Board of Arts that the nature of the event changed and did not receive approval of change in advance of event.

Cancellation Policy

1) Rental fees and damage/cleaning deposits are due when applying for reservation. Reservation is not guaranteed without payment.
2) Cancellation must be made in writing no later than 30 days prior to event.
3) Rental fees are refundable 30 days or more prior to event.
4) Cancellation less than 30 days before event will result in total loss of rental fee. The damage/cleaning deposit will be refunded.

Declarations:

I, _______________________________________, certify that as the Renter:
1) _____ I have read the policies and terms, understand them, and I am in agreement with them.
2) _____I am not reserving the space on behalf of another organization or person; and that I may not sell, sublease, or transfer reservations to
another individual or organization unless this is understood and agreed upon at the time of preparation of this lease agreement.
3) _____ I agree that all parties associated with this lease agreement hereby indemnify and will defend and hold harmless the TVIA and its member
boards, its officers and members from and against any and all suits, actions, legal or administrative proceedings, claims, demands, damages,
liabilities, monetary loss, interest, attorney’s fees, costs and expenses of whatsoever kind or nature arising out of the performance of this lease
agreement. All parties associated with this lease agreement agree to assume all risks and responsibilities surrounding their participation in this lease
agreement, including those arising out of injury to or death of a participant, whether arising before, during or after completion of the lease
here under and in any manner directly or indirectly caused, or occasioned or contributed to in whole or in part, by reason of any act, omission, fault or negligence of renter or its party members.
4) _____ I hereby state that I have never been charged with or convicted of any sex-related or child-abuse crime.
5) _____I, or an alternate also approved by a TVIA Board of Arts representative, will be present for the activity.
Alternate Name(s):________________________________________________________________*
6) _____ I have read and understand the Additional Policies and agree to abide by them.
7) _____ I have read and understand the Cancellation Policy.
8) _____ I/my organization is liable to the TVIA Board of Arts for any injury done to its property, for any expense arising out of any such use.
9) _____I found the facility/grounds in clean and undamaged condition at start of my lease.

* Alternate signature and initials are also required on this contract.

Name of organization/family________________________________________________

Name of contact person___________________________________________________

Nature or title of activity planned_______________________________________________________________________________________

Short Description and/or sample routine, including material to be covered and overall goals:
___________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________
______________________________

Proposed start and end dates of planned activity_______________________________________

Signature of responsible person(s)_______________________________________________________

Address:   ______________________________________________________________
               ______________________________________________________________
Phone #:  _______________________________________________________________
Email:       _______________________________________________________________

Payment for regular users is expected monthly.  Please mail to:TVIA Board of Arts, P.O. Box 1164, Eureka, MT  59917
Forms are available in the lobby to help you keep track of fee owed.  These include room rental fees (number of hours/days X room fee ) and any memberships collected.

Cleaning/Damage Deposit is $50  (Refundable within 14 days after function)

Deposit Paid ___________

TVIA Board of Arts Representative_____________________________________

Approval Date ________________

Revised June 4, 2008