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HEPHZIBAH CHILDRENS HOME:2014DINING HALL RENTALS

Reservations for the dining hall shall be made by emailing or by calling 478-477-3383. A reservation form shall be filled out and turned in by all parties wishing to use the facility. Hephzibah Children’s Home reserves the right to reject any reservation by any group or private individual for any reason.

Since Hephzibah Children’s Home campus is a “Smoke Free” campus, our guests are asked to respect this policy. In addition, NO ALCOHOLIC beverages may not be served or consumed in the dining hall nor are they permitted on our campus. If Hephzibah personnel should discover the rule is being violated the event will be cancelled immediately, everyone will be asked to leave, and the damage deposit and rental fee will be retained in penalty for the violation.

Fees

A contribution shall be expected for the use of the dining hall. The contribution shall be as follows for groups of up to 125 people. An additional fee shall be imposed for groups between 126 and 250.

Fee Schedule / Amount / When Due
Use of the dining hall and foyer area with or without food, but absolutely no entrance kitchen for any purpose. Price also includes tables, chairs, trash cans/bags and ice if needed. / $700 / due upon access
Use of the kitchen and food service areas for storing, preparing, cooking and serving food by a licensed caterer or certified food service professional. / $300 / due upon access
Damage Deposit (Definition of damage includes, but is not limited to, chairs, tables, windows, doors, door frames, lavatories, kitchen appliances and utensils, permanent stains on carpets, burns on anything, damage done by loading or unloading material used for the event including damage to grounds outside the building). Any charges incurred to offset the cost of steam cleaning the floors as a result of this event will be deducted from this deposit. / $300 / Due at booking the date on calendar
Holiday Rentals / $150 / due upon access
Large Event Premium / $125 / due upon access
Additional Hours / $100/hr / due upon access

Fee Explanation:

The above fees include the use of the facility for 1-6 hours; additional time after that will be charged at $100 per hour or part thereof. For groups over 125 a fee of $125 will be added to the rental.

Holiday Rental: All rentals occurring on the following days or weekends they fall in shall be subject to a Holiday Premium: New Year's Eve & New Year’s Day, Memorial Day and weekend of, July 3rd and 4th week of or weekend of, Thanksgiving Week, Christmas Eve & Day Week and Weekend of

Large event Premium: All events with guest list exceeding 125 will be considered as a large event and will be assessed an additional fee of $125.

Reservation Deposit/ Damage Deposit: The damage deposit is required to secure the reservation. This deposit is to be paid with a separate check. If the rental is cancelled with less than 30 days notice then only 50% of this fee will be refunded. This also includes if you book your event in less than 30days and you cancel as well. The dining hall will be inspected for damage the evening of the event and the days to following the event. If no damages are found the Damage Deposit shall be returned within 10 business days.

Responsibilities of Site Coordinator

The Site Coordinatormust be Hephzibah employee or contractor and shall:

  • Unlock the building, set up the tables and chairs as desired, secure the building, and clean up after the event.
  • Be on premises during the set-up, and the clean-up afterwards
  • Be responsible to advise the group about any needs during set up and clean up.
  • Advise about what doors to use and which doors shall not be used for the event.
  • Advise the event coordinator and the catering team on available resources.

INFORMATION FOR EVENT COORDINATORS, CATERERS,

FOOD AND/OR DECORATIONS CHAIRPERSONS

Rules Regarding Use of the Dining Hall Facility

Hephzibah Children’s Home prefers the use of professional caterers and coordinators. A meeting with the Rentals Coordinator and the Event Organizer (and/or Chairpersons of committees) is required to inform Hephzibah of the requirements for the event to ensure the event will be a pleasant and positive experience.

  1. Parking for the guests shall be in the front parking lot. Guests shall not park in the rear of the dining hall.
  2. Food Service Area: No one shall be allowed in the food service area other than those with special permission by the Rentals or Site Coordinators.
  3. Beverages: “Red” beverages (Kool-Aid or red punch) are not permitted in the dining hall. The only drinks permissible are coffee, tea, milk, yellow or clear punch and soft drinks. Anyspills on the carpet must be reported immediately for timely clean-up. No alcoholic beverages are permitted.
  4. Candlesare permitted ONLY if they are enclosed by a glass tube or bowl.
  5. NO SMOKINGis permitted in any HephzibahBuilding or on the property.
  6. Children are not permitted to run in and out of the dining hall nor play in the foyer.
  7. Food shall not be taken out into the foyer or restrooms of the building.
  8. Right of Refusal: HephzibahChildren’s Home reserves the right to refuse any application.
  9. Personal Property: HephzibahChildren’s Home shall not be responsible for any theft or loss of personal property, or personal or physical damage or injury while on the premises.

Decorations

All decoration, including delivery and removal, must be done within your rental period. The use of the following is PROHIBITTED: tape, staples, nails, or pins inside the dinning hall or outside in the foyer. We reserve the right to charge additional maintenance fees if decorating guidelines are not followed or if the Dining Hall requires excessive clean-up.

Table and Chairs - All tabletop decorations must be freestanding. Tape is not allowed to affix decorations to the tables. Candles and oil lamps are permitted only if they are in a container with the sides higher than the wick to prevent wax from dripping on the tabletop. You may tie decorations to chairs. Indoor tables or chairs may not be moved outside.

Walls and Windows – No tape, stapling, nailing, or pinning is allowed on the walls or windows within the Dining Hall.

Extension Cords -Extension cords are not provided;you will need to supply your own.

Glitter and Confetti – Glitter and confetti are not permitted. Rice or bubbles cannot be used indoors but are permitted on the grounds.

Table Sizes - We can supply up to 30 60” round tables which seat 6-8, +4-8’ and 4-6’ banquet tables.

Chairs– We are able to provide up to 250 banquet chairs

Multi-Media – A built in sound system suitable for background music is available and included in your rental. A portable 1500watt PA system which is suitable for concerts or public speaking events is also available for rent. Video projection equipment and a screen for presentation purposes may also be available for rent.

Podium– two portable podiums are available at no additional cost

Fireplace – The gas fireplace is available for use during the heating season at no additional cost.

Room Dimensions – The Dining Hall – 80’ x 38’ w/ 20’ X 40’ alcove; Patio/Deck – 16’ x 120’

Outside Decorating:

Balloons – Are allowed; however, all fragments that are on the ground must be picked up. Balloon fragments are dangerous to wildlife. Balloons may not be released on or from the property.

Outside flames - Tiki torches or luminaries or any type of flame are not permitted.

Canopies – Are allowed but must be weighted or anchored. Canopies need to be set up and taken down within the rental time frame.

Outdoor furniture - A limited supply of outdoor furniture will be set up on the patio adjacent to the Dining Hall. The furniture in this area is for patio use only and is not to be moved from the area.

Signs and Banners– Temporary signs on independent laths may be located along the driveway and parking lot. Banners or signs may not be tied, taped, or otherwise affixed to or across trees, signs, or other post-type structures. All signs and banners must be removed at the end of your stay.
CATERER’S GUIDELINES

The Hephzibah Kitchen is in full compliance with Department of Health guidelines and regulations regarding the sanitation and maintenance of our food prep and service areas. As such only state licensed caterers and/or certified food service professionals will be permitted to use our kitchen and they are expected to follow all DOH guidelines for food prep and service. No smoking and no alcoholic beverages are permitted at any time in the food service and kitchen areas.

Caterers are expected to provide their own aprons or chef’s coats, hair nets, gloves, and all consumable supplies such as foil or plastic wrap along with any required service and prep dishes, pots, pans, racks, knives, whisks, etc.

Caterers are expected to clean the kitchen area completely once the function is over.

The kitchen is equipped with the follow equipment which is available to our caterers:

  • A Dual Unit Convection Oven
  • A 48” Commercial Gas Oven
  • A 48” 6 Burner Gas Stove Top
  • A 48” Flat Top Grill
  • A 48” 3-Bay Deep Fryer
  • 1 Commercial Steam Oven
  • 1 Commercial Microwave Oven
  • 1 Commercial Warming Oven
  • 2 Bloomfield Commercial Coffee Pots with Warmers
  • 1 Bloomfield Commercial Ice-Tea Maker
  • 1 Commercial Meat Slicer
  • 2-8’ Stainless Steel Prep Tables
  • 1-8’ Stainless Steel Prep Table with Sink
  • 2-6’ Stainless Steel Prep Tables
  • 1-82” Dual Prep Sink
  • 1-12’ Triple – Dish/Pots& Pans Sinks
  • 1 Commercial Dishwasher/Sanitizer with/Racks
  • 1 High Capacity Ice Machine
  • 1 Walk-In Freezer
  • 1 Walk-In Cooler
  • Dumpster Service
  • 6 Commercial Trash Cans
  • 4 Service Area Trash Cans
  • 1 Dedicated Hand Washing Station
  • 2 Dedicated Restrooms
  • 1 Custodial Closet with Mop Sink
  • Laundry Facilities

Kitchen Cleaning Checklist

• Brush grill between cooking red meat, poultry and fish
• Wipe down (sanitize) the line and prep areas
• Switch cutting boards with product change & sanitize before reuse
• Change sanitizing water and cleaning rags frequently
• Clean the fryers
• Brush the grill
• Clean out grease traps

• Change foil-liners of grill, range and flattops

• Run hood filters through the dishwasher
• Wash the can opener

• Put all cleaning rags in dirty laundry
• Put all aprons and chefs coats in laundry (not with cleaning rags)
• Wash and sanitize all surfaces (cutting boards, line, prep tables)
• Empty steam table and clean
• Wash meat and cheese slicer after each use
• Cover all bins in reach-in cooler with plastic wrap (label & date)
• Sweep walk-in refrigerator

• Empty sanitizing buckets

• Empty trash bins to the dumpster behind the kitchen service entrance

• Wash floor mats

• Sweep and mop the kitchen floor

HEPHZIBAH CHILDREN’S HOME, INC.

Dining Hall Rental Agreement

This Agreement applies to the rental of the dining hall facility on the campus of Hephzibah Children’s Home, 6601 Zebulon Road, Macon, GA. Phone: 478-477-3383

The Caterer, Coordinator or Chairperson will be informed of all the agreements in the original contract and the rules and regulations. The Caterer, Coordinator or Chairperson will not be expected to ask for further privileges not agreed upon in this Agreement by the Event Organizer.

I, the ______, understand that my event has the use of:

Please initial by the items you are requesting prices shown do not include deposit of $300.00

Description of Service / Price / Initials
Dining hall and Foyer, Food service area.-NO Kitchen / $700.00
Full Service Hall, Foyer, Food Service, & Kitchen / $1000

The service listed below are in addition to the package you choose above plus the $300 Deposit

Description of Service / Price / Initials
Holiday Rental / $150
Large Event / $125
Additional Hours (# of additional hours ______) / $100/ per hour
Portable P/A / $125
Projector/ Media Equipment / $125

On ______(day of the week), ______(date)

I understand I may enter the facility on ______(date) at ______(time)

I understand that I am responsible for the clean-up of all decorations, extra food, table cloths and any extras brought into the dining hall facility which is not the property of Hephzibah Children’s Home. All decorations and food will be removed the day of the event unless prior arrangements have been made with the Rentals Coordinator. Furthermore, I am responsible to inform those working in coordination with me, the rules and regulations regarding the use of the Hephzibah Children’s Home dining hall.

Use of the Kitchen:

The cooking facility and dishwasher will be available to rental groups under these conditions:

  • The kitchen is only available for use under the direction of a state licensed caterer or individual providing proof of Safe Serve Certification.
  • The kitchen is to be used only if included in the original rental agreement.

Please plan appropriately so that you will not need to ask to “borrow” items

HEPHZIBAH CHILDREN’S HOME, INC.

Dining Hall Rental Agreement

Event Date: / Date of Request:
Starting Time: / Ending Time:
Organization:
Address:
Phone: / Fax:
Contact Person: / Title:
# of Guests: / # of Tables: (seats up to 8) / # of chairs:
Name or person in charge of setup: / Name of person in charge of cleanup:
Portable PA System needed? Yes ______No ______
Projector & Multi-Media Access needed? Yes ______No ______
List any specific instructions or needs (i.e., how you would like tables set up). Use back if needed.
Estimated Event Duration ______hours. / Approximate setup time: ____ hours
Approximate cleanup time: _____ hours

______, as the User, agree to the policy and terms and conditions for using the Dining Hall Facility at Hephzibah Children’s Home, Inc. I also understand that it is my responsibility to pay for any damages, accidents, or anything else which would prevent the Dining Hall Facility and the outside area from being returned to its original condition. This would include damages by guests, caterers (hired or voluntary), event coordinators, decorators and their helpers, and all others (hired or voluntary), not employed by Hephzibah Children’s Home.

______

Signature of Agent using Facility Authorized Hephzibah Representative

Fee Definition / Rate
Dining hall only / $700
Food Service and Kitchen / $300
Additional Time Fee / $100/hr
Holiday Premium / $150
Large Event Premium / $125
Portable P/A / $125
Projector & Screen / $125
TOTAL FEES
Deposit paid / $
Balance Due / $