Mustang Town Center

Mustang Town Center

“A Place Just for You”

Facility/Room Rental Rules & Regulations

Mustang Town Center

1201 N. Mustang Rd

Mustang, OK 73064

405.376.3411

Section 1 – Room Descriptions

Classrooms: The two classrooms are available for small educational settings, conference meeting, etc. These rooms do require reservations ahead of time. These rooms are available for reservation at no cost for local non-profit groups. You also have access to the room when Banquet Hall A and B are rented. (Not for profit groups). To qualify for the free classrooms, you must bring in your non-profit statement, showing you are a non-profit. The classrooms are only available during business hours.

Meeting Rooms: The two rooms are available and are ideal for small seminars or meetings. Each room seats approximately 30 people or the rooms may be opened by partition to seat approximately 60 people. The rooms are furnished with rectangle tables (no round tables), chairs, and lecterns and have wireless Internet capability. These rooms are rented by full or half sessions and are available Sunday through Saturday. The meeting rooms are available during business hours. No round tables can be used in the meeting room.

Banquet Rooms A/B: The two rooms are available for reservations and are perfect for wedding receptions, reunions, small trade shows, etc. Both rooms have wireless internet capability. Each room provides seating for approximately 120, or the two rooms can be opened up to seat approximately 250 people. Both rooms also have a built in sound system for occupants with audio/video interest. The north side includes a drop down screen. These rooms rent by session times and are available Sunday through Saturday. For parties larger than 150 it is recommended that that renter rents extra tables and chairs from a party vendor. These rooms Banquet Hall A/B can be rented in conjuction with the Great Room. Please see contract for pricing.

Great Room: The room is available for reservation and is perfect for wedding receptions, reunions, small trade shows, etc. This room also has a built in sound system for occupants with audio/video interest. For parties larger than 150 it is recommended that that renter rents extra tables and chairs from a party vendor. The Great Room can be rented in conjuction with Banquet Halls A/B. Please see contract for pricing.

Catering Kitchen: Our facility also provides a catering kitchen to be used for events serving food and/or beverages within the Banquet Rooms. The kitchen is fully equipped with warming ovens, freezer and refrigeration space, ice bins, built-in salad bar with warming and chilling bins, also with a number of other wonderful conveniences. The kitchen rents for $75 per event.

Great Lawn Gazebo: The gazebo is designed to hold outdoor events such as concerts in the park, weddings, family reunions, etc. It provides a beautiful setting with recessed lights and electric hookup capabilities surrounding the perimeters of the gazebo. The gazebo is available for private rentals. The rental includes 50 chairs, please note that tables or the PA System are not for outside rental, you may contact a rental store for these items.

Section 2 – Rental Rates

A guarantee to hold fee of 25% or $25 (whichever is greater) and a signed contract is due at the time of booking.

CREDIT CARD IS REQUIRED.

Meeting Rooms C & D

One Room Only-$60 - 4 hr session

One Side Only – $120

• (all day consecutive session)

Both Sides-$120 - 4 hr session

Both Sides- $240

(all day)

Banquet Hall (A, B and Great Room

One Side- (A or B)$160 - 4 hr session

One Side – (A or B)$200 - 6 hr session

Both Sessions (A & B)-$320 - 4 hr session

Both Sides (A&B)$350 – 6 hr session

Both Sides-(A & B) $480

(all day, consecutive session)

(please note that the Banquet Hall is not available for

½ room rental for all day)

Great Room$350 - 6 hr session

Great Room$550

(all day, consecutive session)

Full Banquet Hall Rental (A, B & Great Room)

$975 All Day Rental

* Long-term contract with reasonable rates also available.

Catering Kitchen

$75 Per event

Great Lawn Gazebo

$100 Per Event (all day rental)

50 blue chairs come with rental, no tables & PA System are available for Gazebo rental

Alcoholic Beverage Fee

$75 Per event

(See staff for special details)

PA System (Banquet Rooms only)

$25 Per Event

NO FEE when renting both sides of Banquet Rooms

(Stationary Unit with 2 hand-held mics and Podium)

Projector (Banquet Rooms only)

$25 Per Event

(Banquet Room only – A&B, or B only)

VCR/DVDTV

$20 PER EVENT

CLEAN UP

$50 PER EVENT

All clean up is the renter’s responsibility. Failure to do so will result in being charged a clean up fee.

(Renter can pay for staff clean up.)

All pre-event and post-event activities have to be included inthe reserved times. If a Renter finishes before scheduled reservation, no adjustment will apply. If any event goes beyond the time reserved, the renter will be assessed for any time over, and charged by the hour rate. ($20 per hour)

Rental fees that have not been paid in by the specified date will result in forfeiture of rental time and all future rentals.

Section 3 – Rental Hours

Banquet Rooms Only

Monday- ThursdayTimes:8:00am to 4:00 pm

6:00pm to 10:00pm

FridayTimes: 8:00am to 4:00 pm 6:00pm to Midnight

SaturdayTimes: 10:00am to 4:00pm

6:00pm to Midnight

SundayTimes: 2:00pm to 6:00pm

Additional Class/Meeting Rooms

Class and meeting rooms will only be available for rent during the recreation centers normally scheduled hours of operation.

Monday- ThursdayTimes:8:00am to 4:00 pm

6:00pm to 10:00pm

FridayTimes: 8:00am to 4:00 pm 6:00pm to 9:00 pm

SaturdayTimes: 10:00am to 6:00pm

SundayTimes: 2:00pm to 6:00pm

Reservations may not be made on City of Mustang holidays. Please call Mustang Town Center for reservation questions at 376-3411 during business hours. 9:00 am to 4:00pm weekdays.

The classrooms and meeting rooms are only available for rental during times the center is open. There are no after hour rentals available for the classroom or meeting rooms.

Rental Hours

Meeting Rooms Only

Meeting Rooms can only be rented during Normal Business Hours

Monday – Thursday until 10pm

Friday until 9pm

Saturday 8am – 6pm

Sunday 1pm – 6pm

Section 4 – Deposits/Payments

A guarantee to hold fee of 25% or $25 (whichever is greater) and a signed contract is due at the time of booking. (See refund policy).

A valid Credit Card number is required for all rentals. All rentals require a credit card number to be on file.

50% of the Rental Fee must be paid thirty (30) days prior to the event. The remaining balance is due seven (7) days before event. Failure to pay the remainder of any balance 7 days prior will result in a rental cancellation. Special payment options must be approved by staff (Director).

If thirty (30) days is not given, in writing by the Renter of a cancellation, deposits will be forfeited.

Staff will accept cash, checks, Visa, or MasterCard. Please keep all receipts of payment. We can not take any post dated checks.

Your deposit is important! This is the only guarantee that the room is

Reserved for the Renter. The deposit is applied at the time of the rental is applied to the room rental.

Section 5 – Catering

With staff authorization, you may bring food and/or drinks into the Mustang Town Center. See staff for meeting room authorization.

Caters must clean up the area in which they use. The Renter is responsible for all messes or damages made by the caterer. A minimum $50 clean-up fee will be charged for any damage or if there are any clean-ups that require Town Center Staff.

All rooms must be left in the condition they were rented.

Section 6 – Alcohol/Security

If the Renter decides to serve alcohol in any event, special guidelines will apply. The Renter has the responsibility to inform Center Staff and discuss all regulations and procedures concerning the use of alcohol. Failure to communicate can result in the forfeiture of any deposits, and the authorities will be contacted.

The Renter will be required to have an off duty Mustang Police Officer, at the event, if alcohol is present. The cost is $50/hr (two-hour minimum) and $20/hr thereafter. The Town Center Staff will schedule the officer for you. Payment must be made to the officer at the time security is provided and must be in cash. The Staff will need a 30 day notice if alcohol is being served. A 30 day notice will need to be given when cancelling the alcohol. Failure to notify Town Center Staff and/or pay the police officer will result in termination of the event and forfeiture of security deposits.

Section 7 – General Policies

All reservations must be made through the Town Center/Recreation CenterFront Desk. The building may not be rented to a minor. The responsible party must be at least twenty-one (21) years of age.

Rental must include all time needed to “set up and take down” the room.

Children must be supervised by a responsible adult at all times during rental.

A guarantee to hold fee of 25 % or $25.00 whichever is greater must be made to hold any reservations. This hold fee or deposit will be applied to the rental cost and will not be returned to the renter50% of the Event must be paid thirty (30) days prior to the event date and the remainder of balance must be paid in full seven (7) days prior to event date (any exceptions must be authorized by the Director). Failure to pay the balance will result in cancellation of the event (special payment options must be approved by staff).

A valid Credit Card number is required for all rentals. This will be used to cover all facility damages & cleanup.

The Mustang Town Center personnel will provide, at no charge, the initial room set-up. Any changes submitted 24 hours or less (requiring additional staff) will result in a $25 fee. (Paid upon request of room change).

Any physical changes to a room must be pre-approved by Town Center Staff (Director). Any unauthorized adjustments will result in forfeiture of any future rentals.

The Town Center has limited number of tables available for all rentals. For rentals requiring setup for 150 or more, it is advisable that the renter contact a party rental store to rent more tables & chairs, this will be at the cost of the renter. There may be other events going on the same time as your event, so that will mean we will need to have tables and chairs available for those other events. The renter will have to arrange the delivery & pick up of the table & chairs. The Town Center will not be responsible for any tables & chairs the renter rents.

The dimensions of the tables are: round 60”, rectangles 72x36, 72x18. All tables are 29” from floor to top of table. All tables seat 8. The meeting rooms will only have the rectangle tables, the banquet halls will have rectangle and round tables.

Upon arrival of renter at facility, if renter finds room has not been set up, or room is not cleaned or if there is any other problem, it is the responsibility of the renter to go to the Town Center Front Desk located at the Recreation Center and speak with a Supervisor about the situation.

The Town Center will not be responsible for the removal of any decorations or props after the event; any exceptions must be approved by staff.

Furnishings and equipment belonging to the center will not be permitted to leave the premises for any reason.

Renters are responsible for any damages to the facility or property dueto negligence or vandalism.

Any damages that might incur during the event will be charged to therenter.

No pets/animals are permitted inside the Town Center. Exceptions to this are guide animals.

Smoking and gambling is not permitted inside the center. Firearms are prohibited inside the center.

Exits, corridors and hallways must be free of obstruction. Exit doors cannot be locked.

Kitchen rental will include the use of the following: ice maker, warming/cooling stations, sink, water. Please note there is no stove or oven, dishwasher, garbage disposal or refrigerator.

Possession or use of alcoholic beverages is prohibited in or around the Town Center except in the compliance with the Alcohol Policy. (See staff for more details.)

The Town Center will not be responsible for any lost articles. Articles found will be taken to the Recreation Center Desk. Renters will not be permitted to solicit funds or sell goods in or around the Town Center without authorization from the Director.

All consumable trash items must be bagged and taken to the available dumpsters outside the Town Center by the Renter. Dumpsters are located on the Southwest end of the Building. ALL TRASH MUST BEREMOVED. Failure to remove trash will result in the cleanup fee being accessed. All tables and chairs must be clean – wiped down, put new trash bags in canisters, take down all decorations, floors must be swept, mopped & vacuumed as needed. All cleaning supplies may be obtained from the front desk staff in the recreation center.

Section 8 – Damage to facility Policy

The Renter agrees to pay for any damage to the function space that occurs during their rental. This will require a valid credit card number on file which will be use to cover any of said expenses.

Section 9 –Refund and Cancellation Policy

All deposits/fees are subject to the cancellation policy.

Renters are encouraged to cancel their reservation as soon as possible in order to avoid their deposit being forfeited. The Renter must notify theStaff, in writing, of cancellation thirty (30) days prior to event date,

or the deposit(s) will be forfeited. All cancellations will result in a $25administration fee for Meeting Rooms, and for the Gazebo. A $50 administration fee onBanquet Hall rentals. If the Renter’s scheduled

event takes place less than thirty (30) days after refund is requested all deposit(s) are automatically forfeited.

Section 10 – Decoration Policy

All decorations must be approved by the by the staff (Director). All decorations must be removed at the end of the rental period.

The use of clear/transparent tape, duct tape, glue, thumbtacks, or nails on doors, posts, ceilings, walls, floors, furniture, or other building fixtures is prohibited.A mild adhesive masking tape may be used on surfaces with prior approval by the staff (Director).

The use of flammable materials or crepe paper will not be permitted. All decorations must be self-supporting. (See staff for details)

Decorations must be made or prefabricated outside the Town Center and free when brought inside. Hammering, sawing, nailing, painting, etc will not be permitted.

Large wooden, metal, plastic, cardboard, or other decoration material cannot be discarded in Town Center dumpsters. It is the Renters responsibility to remove items.

The Town Center will not be responsible for any injuries that may occur while an individual or group is decorating.

Special effect machines, (i.e. smoke machines, bubble machines, fog machines, mirror balls, etc) parachutes hanging from ceilings, fountains, glitter, confetti are strictly prohibited.

Signs, posters, and/or flyers are prohibited from being posted in the facility or on the property without prior approval from staff (Director or Designee).

ANY DAMAGE IS THE RESPONSIBILTY OF THE RENTER.

Section 11 – Party Rentals

Linens, stages, platforms, dance floors, etc. can be reserved.

Section 12 – Acts of Nature/Acts of God

Please be advisedthat Mustang Town Center reserves the rights to cancel any rentals/events due to weather related events. Mustang Town Center is not a storm shelter.

City of Mustang

Town Center Facility/Room Rental Application

Today’s Date ______/______/______

Organization Name & Contact Person ______

Phone # ______Alternate Phone # ______

Address ______City ______State ______Zip ______

E-Mail Address: ______

Organization Name ______Number Attending ______

Date of Reservation _____/ _____/_____Actual Event Time ______am/pm -- ______am/pm

 All Day 4 Hour Session  6 Hour Session(these include setup/tear down times for renter)

Purpose for Reservation ______

Please check room(s) reserving:

RoomRatesDimensions (approx.)

 Classroom E (during business hrs)No Charge(non-profits only)21 x 13

 Classroom F (during business hrs)No Charge(non-profits only)21 x 13

Meeting Rooms: – All Day Use – Not before 10amAll cancellations will result in a $25 administration fee for Meeting Rooms.

 Meeting Room C or D (4 hr session during business hrs)$60.00 26 x17

 Meeting Room C or D(during business hrs)$120.00 26 x 17

(All Day Consecutive Sessions)

 Meeting Room C and D(per 4 hr. Session)$120.00 26 x 34

 Meeting Room C and D(All Day)$240.00 26 x 34

Banquet Hall (A, B and Great Room) – All Day Use – Not before 10am

Banquet Hall not available for ½ room rental for all day

All cancellations will result in A $50 administration fee on Banquet Hall & Great Room rentals.

 Banquet Room A or B$160.0045 x 35

(one side A or B 4 hr session)

 Banquet Room A or B$200.0045 x 35

(one side A or B 6 hr session)

 Banquet Room A and B (4 hr session)$320.0045 x 70

 Banquet Room A and B (6 hr session)$350.0045 x 70

 Banquet Room A and B$480.0045 x 70

(All Day, Consecutive Session)

 Great Room (6 hr session)$350.00

 Great Room (All Day, Consecutive Session)$550.00

 Full Banquet Hall Rental (A,B & Great Room)$975.00

(All Day)

Additional Amenities:

 Catering Kitchen$75.00/per event

 Great Lawn Gazebo(All Day Usage)$100.00/per eventAll cancellations will result in a $25administration fee for the Gazebo. 50 blue chair come with rental – no tables are available with Gazebo rental.

 Alcohol Beverage Fee$75.00/per event - Time alcohol will be served ______

$50/per hr (2 hr minimum), $20 /hr thereafter to be paid directly to officer

 PA System –$25.00/per event (if renting both sides there will be no charge for pa system) (PA system not available for Gazebo rental)