Caras
Park Pavilion
2008
Rental Information
Thank you for
renting the Caras Park Pavilion.
This information sheet is designed to answer commonly asked
questions. If you require further
information, call the MDA office at (406) 543-4238. Please note this is not your formal
lease document. We recommend you
review the lease before confirming your event. In the event of a conflict between the
lease and any other information provided to you, the terms of the lease control
our agreement.
Pavilion
Rental Fees:
Weekdays: Monday – Thursday
$550
Weekends: Friday – Sunday $650
Band Shell:
$75
Services,
Supplies & Equipment included in the Rental Fee:
Rental includes use of the Pavilion, a crew
to put up and take down your event and trash bags, and the following
items:
PLEASE NOTE: Use of the band shell is not included in
regular rental. Add $75 to the
rental fee and indicate on the confirmation form if you wish to have the band
shell set up over the stage.
Insurance
The Missoula Downtown
Association recommends you have insurance to cover your event. If there is to be
liquor exposure, your insurance policy should include liquor liability. If you
contract with a catering service to provide liquor, it is likely the caterer
will have liquor liability insurance to cover your event. If you purchase a
policy to cover your event, we ask the Missoula Downtown Association be listed
as an additional insured on your policy. If you do not have a General Liability
policy in place, we advise you to contact an agent of your choice to obtain a
Special Events policy. Private parties may be able to purchase a rider on their
homeowner’s policy or renter’s policy.
The Missoula Downtown
Association carries a liability policy on the Pavilion in the amount of
$2,000,000. The policy carried by the MDA does not cover parties that rent the
facility.
Pavilion Layout
Please call the MDA
office and arrange a time no less than four weeks before your event when you can
visit with the Facilities Manager to explain the layout of the furniture that
you would like to use.
The MDA Pavilion Rental Confirmation
Form should be signed and returned with a check for $100 to the MDA office
immediately in order to secure the Pavilion for your chosen date. This deposit is
non-refundable.
§
The
Pavilion Lease Agreement should be completed and signed at lease four
weeks prior to your event.
§
A Damage
Deposit of $250 is required on approval and signing of the Pavilion Lease
Agreement. If no damage has
been done to the Pavilion during the event, it will be returned to you within 7
working days. Otherwise, charges
for the damage will be deducted from the deposit and any balance returned within
30 working days.
§
You must sign
and return the Alcohol Permit Waiver form with your Pavilion Lease
Agreement. If you will be
selling liquor at your event, please see the Alcohol provision for information
on obtaining a permit from Helena.
§
The balance of
your rental fee (rental fee minus the confirmation fee) must be paid when the
Lease Agreement is signed.
We have a fire manual on file. If you are interested in reviewing the
manual, please contact an MDA staff member.
We request the event host or Pavilion Lessee
inform their caterer/party planner in advance of the terms of the Lease, the
requested layout of the furniture and their responsibilities. Because the
caterer will be working in the Pavilion, it may be useful for us to have direct
contact with them. Please provide
caterer information to MDA staff.
Confetti is not
allowed in Caras Park.
If using balloons
to decorate the Pavilion, please ensure they are securely attached to the
structure. Otherwise the balloons
drift into the top of the Pavilion and cannot be removed until the end of the
season. Balloons and their attached strings must be removed from the Pavilion at
the completion of your event.
The MDA will see that: the Pavilion “floor”
is clean, furniture is arranged according to your drawing, and Pavilion walls
are up or down, according to your request prior to your event. Please let us know by exactly what time
this needs to be accomplished. The
MDA crew retains the right to change the wall configuration in response to
weather conditions and fire code regulations.
The Lessee, or caterer/party planner in
Lessee’s stead, is required to remove all trash and place it into the trash bags
and garbage cans we provide. If
there has been excessive spillage or trash left on the Pavilion floor, the
Lessee is responsible for cleaning this up and should consult with the Pavilion
Facilities Manager if in doubt. The
Lessee or caterer/party planner is also responsible for removing any trash/mess
left by their event in Caras Park.
The trash must be emptied into the Allied Waste Dumpsters. If the tables are used for projects that
entail paint or liquid (i.e. beverages), they should be wrapped in plastic.
Clean up must take place immediately after the event. If the clean up is not done
satisfactorily and has to be completed by the MDA, funds to cover clean up may
be deducted from the Lessee’s Pavilion Security Deposit.
The MDA crew’s only
responsibilities following an event are to: put the Pavilion sides and furniture
away, and if there is not excessive spillage or trash left on it, sweep the
Pavilion floor.
As with all rental
properties, our lease requires the property be returned to the owner in the same
or better condition than it was received.
If there is going
to be alcohol served at your event, you need to be aware of the strict rules and
potential liability. Regarding
permits, the Lease includes an Alcohol Permit Waiver if you are planning
to serve liquor to your guests in Caras Park without charging them a fee. The $10 fee must be remitted, along with
your other documents and fees, to the MDA at least four weeks prior to your
event. It is our understanding that
if you are selling alcohol at your event or charging any sort of admission fee
and serving alcohol, your caterer must have an endorsement for your event on
his/her beverage license. It
is also our understanding that the Department of Revenue Liquor Division in
Helena can provide one and two-day special beer and wine permits to registered
associations and corporations at a charge of $30. These regulations may change from time
to time, and it is your responsibility to verify and comply with on current
regulations. The Department of
Revenue Liquor Division in Helena (406) 444-6900 has details. Please read the lease for further
details on serving alcohol and consult with your attorney if you have any
questions.
Our agreement with
the City of Missoula requires amplified sound to end no later than 10:30 p.m. on
Fridays and Saturdays. Sunday
through Thursday amplification must cease at 10 p.m. Please keep in mind the Pavilion is near
residential properties, including the Wilma Building, and be considerate in
keeping noise to a reasonable level.
It is our understanding that applicable decibel levels allowed by the
City’s ordinance on noise follow:
Sound Pressure Level Limits, Commercial Zone, Special
Event
Day
7 a.m. to 7 p.m.
65 dB (A)
Evening
7 p.m. to 10 p.m.
60 dB (A)
Night:
10 p.m. to 7 a.m.
55 dB (A)
It is unlawful for
any person to paint, print, post, paste, attach or in any way affix any bill,
poster, dodger, card or other advertising matter of any kind upon any post,
hydrant, curb, sidewalk or other public improvement in any public ground or
street; upon any bridge, public building, structure or erection of any kind
belonging to the city; upon any mast or pole in any street avenue or alley; or
upon any lamppost in the city, whether permission therefore has been granted by
the owner or otherwise.