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Mt. Olive Township School District Please Note: IF A SCHOOL EVENT COMES UP WE MAY ASK YOU TO MAKE SOME ADJUSTMENTS TO YOUR BOOKING. SCHOOL GETS THE PRIORITY. Dome Rental: Included in the attachments are the district's Concussion/Head Injury Policy and Hold Harmless agreement. I need you and all other coaches, who will take responsibility for teams while they're in the dome, to read the policy before you electronically sign the agreement. Notice of Cancellation: Please note that any cancellation request less than 15 days from the organization's scheduled event, will result in 100% of the rental fee due to the Mount Olive Township Board of Education. I MUST keep the latest copy of the Certificate of Insurance (COI) on file with the rest of the paperwork. The Certificate of Insurance MUST have our district as the "Certificate Holder". For Dome, a 20% deposit is due at the time of reservation. The check should be made payable to Mt. Olive Board of Education General Fund and should be mailed to Mt. Olive Board of Education, Attention: Hershey Ramchandani, 227 US Route 206, Suite 10, Flanders, NJ 07836. The balance of payment is due no later than two weeks prior to the first date.
For Facilities other than the dome: You will need to send a $300.00 non-refundable deposit check within 10 days made payable to the 'Mount Olive Board of Education General Fund' in order to maintain your reservation. Also, note any EXTRA SERVICES will be billed after the use of the facilities. The check should be made payable to Mt. Olive Board of Education General Fund and should be mailed to Mt. Olive Board of Education, Attention: Hershey Ramchandani, 227 US Route 206, Suite 10, Flanders, NJ 07836. The balance of payment is due no later than two weeks prior to the first date. *Security Personnel – MUST HIRE SCHOOL SECURITY PERSONNEL -- $40.00/hr + FICA ($3.10/hr) per person – the number of head security personnel needed will be determined by the Head of Security based on the expected number of attendees *Parking Personnel – MUST HIRE SCHOOL PARKING PERSONNEL -- $30.00/hr + FICA ($2.30/hr) per person – number of parking personnel needed will also be determined by the Head of Security *Sound/Lighting Tech - $45.00/hr + FICA ($3.44 per hr) per technician *Custodial Overtime - $55.00/hr + FICA ($4.21 per hr) per custodian – depending on the number of expected attendees, more than one custodian may be required *You will receive a final invoice the week after the event which will include the fees for the security, parking, sound/lighting and custodial personnel. Payment will be due upon receipt. Parking ONLY in parking lots (NOT ON ANY STREET). Cars in violation will be ticketed and/or towed. I am also required to keep an up-to-date copy of the Certificate of Insurance. Please enter the following information at the bottom left-hand side of COI under 'Certificate Holder' Mt. Olive Township Board of Education Northwest Professional Center 227 US Route 206 Flanders, NJ 07836 Lastly, I must forward your contact information to our township's Recreation Department so they can send you a Special Events Form and a Procedures page on what needs to be filled out and how to do it. I know that this procedure should be started soon as it takes some time to get all the appropriate signatures from the different township offices. Once your load-in is done on Friday or Saturday morning and before the recital officially starts, the town Fire Marshall will do a walk-thru for safety reasons. Please mail the checks and forms to: Mount Olive Board of Education Attention: Hershey Ramchandani 227 US Route 206, Suite 10 Flanders, NJ 07836 By signing and submitting this application, [title] of [organization] agrees to the following: The organization represents that it is familiar with, and will abide by, all local, state and federal requirements specific to the operation of the program, including but not limited to those issued by all New Jersey Department of Health, as may be applicable. This may include the provision of proper hygiene and disinfection at the premises, in accordance with local, state and federal requirements as may be applicable during the Term, which may include, but shall not be limited to, temperature checks, sanitizing with appropriate cleaning materials, and provision of personal protective equipment (“PPE”) for staff and attendees. As a condition for use of the facility, the organization agrees to defend, indemnify and hold harmless the Board, collectively and individually, and its members, agents, officials, representatives, consultants and employees from and against any and all liabilities, obligations lawsuits, damages, personal injury, losses, or claims including, but not limited to, reasonable attorney’s fees, that may be imposed upon or incurred by or asserted against the Board arising directly or indirectly from the organization’s use of the facility. All users are required to maintain, in addition to any insurance required by law, Comprehensive Liability Insurance, in an amount not less than $1,000,000 per occurrence. The Board of Education must be named as an additional insured on this policy. A certificate of insurance as described must be provided before the facility is used. Failure to enforce the required production of the certificate will not void users’ obligation to provide the insurance as aforesaid. The hours of operation for the program/event shall be as described above. Any modification to these hours must be approved in advance by the Board of Education. There shall be no cost to the Board for the use of facilities. All costs incurred shall be the responsibility of the organization, including personnel costs that are required to support the event or program. Depending on the event type, the Board of Education reserves the right to require that police or security personnel be present at the event. The sponsoring organization utilizing the facilities will be required to pay for said services. The organization agrees to comply with all policies, procedures, rules and security requirements of the District and school, which the organization, and their employees, are expected to read and become familiar with. The organization and its employees further agree to comply with all directives of the Superintendent and Principal and/or their designee(s). In the event of an emergency or competing District-sponsored event that requires the facility be available to the Board for its use at the same time as the scheduled program, the Board will attempt to provide a substitute facility to the organization or, if the parties are unable to agree on a suitable alternate facility, the Board may, at its discretion, cancel the event and return any deposits to the organization. The organization agrees that under no circumstances are exterior doors to be left open or, if open, unmonitored. The failure to supervise participants or comply with security procedures will result in the termination of facilities use approval. By signing below, the organization certifies that its representative(s) are familiar with “Janet’s Law,” N.J.S.A. 18A:40-41, et seq., and the law’s attendant requirements for the placement of automated external defibrillators (“AEDs”) at all events on school grounds, as well as the training and use requirements for such AEDs by organization staff, as the case may be. In addition to, and notwithstanding, any other provision of this Agreement, the organization agrees to defend, indemnify and hold harmless the Board of Education, collectively and individually, and its members, agents, officials, representatives and employees, from any and all liability associated with the organization’s compliance or non-compliance with Janet’s Law and the organization’s use or nonuse of AEDs or the use or nonuse of AEDs by organization staff. At all times, the organization agrees and understands that orderly conduct shall be required of the organization and the participants in the scheduled event, including the performers, volunteers, students and other participants. If it is believed that a required for facility use will result in disorderly conduct or whose activities may be detrimental to the school or community, the request for facility use may be refused. All participants shall confine themselves and their activities to the areas specified in the Agreement. The possession and use of alcoholic beverages is prohibited on school property or on school grounds. In addition, the use of tobacco products on school property or on school grounds is further prohibited. With respect to use of the facilities for any athletic activity, all users will be supplied with a copy of the Board of Education’s policy on concussion testing and return to play. The user agrees and certifies that it will comply with this policy for the management of concussions and other head injuries. Notice of Cancellation: Please note that any cancellation request less than 15 days from the organizations scheduled event, will result in 100% of the rental fee due to the Mount Olive Township Board of Education. |