Kirkham Fieldhouse Event Rental Agreement
Thank you for selecting the Kirkham Fieldhouse for your event. Providing a clean, well-run and safe environment is of utmost importance to us. To ensure everyone’s satisfaction with our facility we ask you to please review the following terms and conditions and provide your sign-off upon acceptance.
This completed user agreement hereby grants permission to and authorizes the “User” to use the desired Kirkham Fieldhouse facility specifically described in this agreement.
1. AUTHORIZED AREAS:
Users shall have the right to agree upon the rental area and agree to not enter or utilize other areas within the facility without prior consent.
2. SECURITY CAMERA USAGE:
The user agrees to security camera usage within the facility.
3. ENTERING AND EXITING TURF FIELDS / EVENT TIMING:
To ensure efficient scheduling and allow for back-to-back bookings, Users agree to adhere to their designated rental time.
Users are granted access to the facility up to thirty (30) minutes prior to the scheduled event time for setup, and thirty (30) minutes following the scheduled end time for cleanup and breakdown.
User agrees: Not to enter turf or reserved areas prior to their scheduled access time To fully vacate all rented spaces by the end of the allotted post-event time To leave the space clean and ready for the next user by placing all trash into trash cans located around event space and fields, and removing all personal belongings, and breaking down any equipment used during the event
Failure to exit within the allotted timeframe may result in additional fees or impact future booking privileges.
4. USE OF EQUIPMENT:
The user agrees to use Fieldhouse equipment only with agreed upon consent. Users may use their own equipment - which must be clean, neat and easily broken down and removable.
5. PERMITTED ITEMS & ACTIVITIES
All food, drinks (including alcohol for guests 21+), decorations, and vendors are welcome at our facility. However food and drink is NOT permitted on the turf. We need to keep the turf clean and dry.
Users agree to keep all food and drinks off the turf fields at all times.
The user agrees not to attach, stick, or affix anything to the turf, and agrees to avoid any activity that could puncture, stain, or otherwise damage the turf surface.
Equipment
Users acknowledge that Kirkham Fieldhouse may provide goals, various balls, cones, bases, and flag football equipment for use during the event ONLY with prior consent. All other activities are the responsibility of the user.
Decorations
The user agrees to use only weak-hold adhesives that will not damage paint when hanging decorations on walls and surfaces. User agrees not to move, hang items from, or disrupt Kirkham Fieldhouse's existing decorations
6. CLEANLINESS AND WASTE:
Users shall keep turf fields in condition they find them. Food, gum, sunflower or any other type of seeds, tobacco products are all strictly prohibited in turf field areas. Sports drinks are also prohibited - water and water bottles are preferred. Trash bins are easily accessible and shall be used to dispose of all trash. In User’s failure to do so, a $50 cleaning fee will be administered per occurrence.
7. PAYMENT FOR DAMAGES:
User agrees to pay for any and all damages of whatever origin or nature, which may occur to the authorized areas, or any other parts thereof, as a direct result of User’s use of the facility for User’s event(s), during the term of this agreement. User agrees to pay for any and all costs incurred by the Kirkham Fieldhouse for the repair, replacement and/or restoration of those areas, to a condition equal to that which existed at the time this agreement became effective. The user agrees to pay for any damages caused during the event, no later than ten (10) days after the close of event(s).
8. MUSIC POLICY:
Users may play music at a reasonable volume level that does not interfere with other patrons within the facility.
9. PAYMENT POLICY:
The user agrees to pay the invoice in full at least 5 days prior to the event. In the event that Kirkham Fieldhouse does not receive full payment by this date, User’s event is subject to cancellation.
10. CANCELLATION POLICY:
If a cancellation is necessary due to extraordinary circumstances, and upon approval of the Kirkham Fieldhouse, Kirkham Fieldhouse shall either refund or reschedule your event as determined by both User and Kirkham Fieldhouse.
11. INCLEMENT WEATHER POLICY:
When inclement weather is forecasted and reasonably expected management will communicate its intentions for remaining open or closing on the day prior to expected inclement weather. Should the facility close, Kirkham Fieldhouse shall either refund or reschedule your event as determined by both User and Kirkham Fieldhouse.
12. IMAGING RIGHTS & MEDIA CONSENT:
User acknowledges that Kirkham Fieldhouse reserves the right to capture photo and video content within the facility for general documentation and promotional use.
Kirkham Fieldhouse understands that many events—particularly those involving minors—may require additional privacy considerations. As part of the booking process, users will be provided the option to opt in or opt out of the use of identifiable images for marketing and promotional purposes. Users acknowledge and agree that they are responsible for informing their guests, attendees, and invitees that photo and video capture may occur at the event. Users further agree to obtain any necessary consent from their guests, including the parents or legal guardians of minors, where applicable.
If User consents, Kirkham Fieldhouse may use captured media for promotional, marketing, and social media purposes.
If User declines, Kirkham Fieldhouse will make reasonable efforts to avoid capturing or using identifiable images of User and their guests.
User acknowledges:
Not all events will be photographed or recorded
Kirkham Fieldhouse is willing to be flexible and work with User regarding what is captured during the event
Incidental or background inclusion in shared spaces may still occur despite reasonable efforts
Consent may be withdrawn for future use by submitting a written request to Kirkham Fieldhouse
13. INDEMNITY:
User shall defend and indemnify the Kirkham Fieldhouse, their officers, agents and employees, while acting within the scope of its duties, from and against any and all actions, suits, proceedings, claims and demands, including attorney's fees and court costs, expense(s) and liabilities of any kind or nature whatsoever (“Claims”) for injury to or death of person(s) or damage to property which may be brought and/or filed against, imposed upon or sustained by the Kirkham Fieldhouse, their officers, agents or employees, based upon or arising out of:
Any act or omission by User, User's officers, agents, employees, contractors, patrons, guests, licensees, invitees, or any other person(s) entering upon the Authorized Areas, with the express or implied invitation of User;
Any violation by User, User's officers, agents, employees, contractors, patrons, guests, licensees, invitees, or any other person(s) entering upon the Authorized Areas, with the express or implied invitation of User;
The use or occupancy of the Authorized Areas by User, User's officers, agents, employees, contractors, patrons, guests, licensees, invitees, or any other person(s) entering upon Authorized Areas, with the express or implied invitation of User.
This indemnity shall not include claims based upon, or arising out of, the sole negligence, gross negligence, or willful misconduct of the Kirkham Fieldhouse, their officers, agents and/or employees. Furthermore, this indemnity shall not require payment of a claim(s) by the Kirkham Fieldhouse, their officers, agents and/or employees, as a condition precedent to the Kirkham Fieldhouse's recovery under the same.
14. OUTSIDE VENDOR POLICY & FEE:
Users may bring in outside vendors with prior approval from Kirkham Fieldhouse. Vendors involving large equipment or installations (including but not limited to bounce houses, inflatables, or similar activities) are subject to a flat $75 Outside Vendor Fee.
This fee is applied due to the additional operational demands these vendors typically require, including but not limited to:
Extended setup and teardown time
Increased coordination and supervision
Additional use of facility space and resources
User acknowledges:
The $75 fee is a flat rate per event, not per vendor
Application of this fee is dependent on the type, size, and operational impact of the vendor or activity, as determined by Kirkham Fieldhouse
15. LARGE PARTY FEE:
Events with 50 or more attendees are subject to a flat $75 Large Party Fee. This fee reflects the increased demands associated with larger events, including:
Additional cleaning and reset time
Increased facility usage
Extended event breakdown and exit time
16. FEE APPLICATION:
Users will not be charged both the Outside Vendor Fee and the Large Party Fee. If an event qualifies for both, only one (1) flat $75 fee will be applied.
17. FORCE AND EFFECT:
This agreement shall not have force and effect unless, and until the Kirkham Fieldhouse and User have executed the same, and the original hereof shall have been delivered to the Kirkham Fieldhouse. User covenants and agrees that full and faithful performance by User of all covenants, conditions and agreements on User’s part, to be performed, shall constitute a condition subsequent to the convenience of this agreement. The undersigned has the legal authority to sign this agreement on behalf of the user.
This signed user agreement hereby grants permission to and authorizes the “User” to utilize the Kirkham Fieldhouse Facility for a specific purpose and/or area as described earlier in this agreement. By signing this agreement, both parties hereby enter into a legal and binding agreement.