RENTAL
PROCEDURES
WHO
MAY RESERVE
The
facilities of Congregation Beth Shalom may be reserved by members of the
Congregation who are in good standing, subject to the approval of the
Executive Director. Non-members and/or outside organizations may use the
Samuel and Minnie Hyman Ballroom, classrooms, libraries and gym only upon
the approval of the Executive Director and the Catering Chairman.
HOW
TO RESERVE FOR BAR/BAT MITZVAH
All
functions, including extended kiddush and luncheons, must be scheduled
through the synagogue office. All questions concerning scheduling of synagogue
facilities should be directed to, and will be resolved by, the Executive
Director.
RENTAL
DURATION
Normal Rental Period - Rental of facilities
is normally for a four (4) hour period. An additional one (1) hour for
set-up and one (1) hour for clean-up are included in the fee, for a total
of six (6) hours.
Additional Costs - To offset increased
maintenance and operating costs, if a function or activity runs over four
(4) hours, each additional hour or fraction there of will result in a
charge of $75.00. Each additional hour or fraction there of of set-up
and/or clean-up time, when a maintenance person is not normally scheduled
to work, will result in a charge of $25.00
Building Closing Time - All functions
and activities must be over and all participants and service personnel
must exit the premises by 1:00 a.m., unless other arrangements have been
approved in advance by the Executive Director.
FINALIZATION OF RESERVATIONS
Reservations
are only considered to be final and binding upon signing by all parties
of the "Congregation Beth Shalom Rental" form, upon receipt
of the required deposit, and upon placement on the synagogue's master
calendar.
RESPONSIBILITIES
AND INDEMNIFICATION
Use
of these facilities is subject to the conditions, rules and policies stipulated
in this document and any/all attachments. Any special requirements may
be established by consent or direction of the Executive Director or an
official of the Congregation Beth Shalom Board of Directors.
By
entering into this rental agreement, signatory agrees to indemnify and
hold the Synagogue, its officers, board, members and employees harmless
from liability, judgment or damages caused as a result of any action or
failure to act by signatory, guests, invitees or employees. Signatory
specifically assumes goods or services and agrees to clean, repair or
pay for all damage caused by such persons.
The
signatory on the agreement is responsible for any/all loss and damage
to any property of the Congregation as a result of the function. Loss
or damage will result in assessment of costs against signatory, including,
but not limited to, the full amount of the rental deposit. The signatory
on the agreement is responsible for maintaining order and abiding by all
rules which are stated in this document.
IMPORTANT: The signatory on the agreement is responsible
for insuring that nothing is affixed to any walls or furniture or other
property of the Congregation without specific approval of the Executive
Director. In addition, decorative plans, including florists
designs, balloon designs, candles, etc., that could impact on the walls,
ceilings, or carpeting of the facility, must be presented to Beth Shalom
for approval prior to the event.
SHABBAT AND HOLIDAYS
Only
functions relating to Shabbat/holidays and Bar/Bat Mitzvahs will be permitted.
GAMES
OF CHANCE
Games
of chance for fund raising may take place in the building but are limited
to members of the Congregation and their guests.
PERSONAL
PROPERTY
Neither Congregation Beth Shalom nor its
officers or employees assume any responsibility for loss or damage to
any property brought into the building by individuals or organizations.
All items for an activity should be brought in immediately prior to the
event. Safeguarding of these
items is the sole responsibility of the person or organization reserving
the facility.All items to be returned to a vendor following an
event must be done within 24 hours of the completion of the event.
ROOM
DESCRIPTION
The
entire Samuel & Minnie Hyman Ballroom seats 400 guests comfortably for a seated dinner, including a dance floor. The synagogue currently
can provide up to 18 five-foot round tables, seating 8-10 each, 35 six-foot
round tables, seating 10-12 each, 28 eight-foot rectangle tables. All
linens and decorations must be supplied by the caterer.
USE
OF SANCTUARY
Use
of the sanctuary for any occasion by a member must be approved by the
Rabbi prior to submission of the request. The Faye Rubenstein Weiss Sanctuary
may be used by non-members at the discretion of the Rabbi and Executive
Director.
OUTSIDE CLERGY
The
participation of an outside Rabbi or clergyman in any capacity must have
the approval of the Senior Rabbi prior to submission of the request.
PHOTOGRAPHY
The
Ark may be opened only by the Rabbi or a member of the ritual committee.
No pictures--this includes video recordings--may be taken during any religious
service.
SMOKING
The
Congregation is a non-smoking facility.
MUSIC
AND DANCING
VOLUME: The music volume must be
kept to a reasonable level during the entire function. Remember that Congregation Beth Shalom has neighbors and any annoyance might endanger our good standing
and our ability to provide future facility rentals. Any issues with respect
to noise ordinance are the responsibility of the signatory of the agreement.
CONTRACT
MUSIC--ORCHESTRAS AND/OR INSTRUMENTALISTS
It
is understood that musicians who play under contract are also bound by
the terms of this agreement. Responsibility for enforcement of the terms
of this agreement resides with the signatory.
FLORIST/LINEN/DECORATIONS
All
flowers, decorations and linens must be delivered prior to the beginning
of Shabbat on Friday. The synagogue must have a copy of the florists/decorator's
plan to insure that the there is no damage to Beth Shalom property. This
includes flowers and decorations (including candles) in the Samuel &
Minnie Hyman Ballroom, Helfant Chapel and Faye Rubenstein Weiss Sanctuary. All rental materials (vases and other decorations) must be picked
up within 24 hours of the completion of the event. Beth Shalom assumes NO responsibility for loss or damage
to any property brought into the building.
Nothing may be attached or hung from
the ceilings or attached to any of the walls.
Only
candles in an enclosed container, i.e. votive candles, will be permitted. No tapers or open flames
are allowed due to insurance and fire prevention regulations.
FOOD
The
facility is strictly Kosher. Arrangements for the use of the kitchen may
be subject to the sharing of the facility. The Congregation does provide
extended Kiddushes and provides affordable private luncheons and dinners.
All food service will be under the control and responsibility of the Rabbi
and his designee, the Mashgiach. The Catering Department (through a caterer)
must provide all labor associated with setup, serving, clearing, cleanup
and dishwashing. The kitchen must be left neat and clean--exactly as it
was found. Details for kitchen use, if applicable, are found below.
Surplus foods
prepared (or in natural state) remains the property of the caterer.
BEVERAGES
Beth Shalom catering will provide coffee, tea or punch with your meal.
Any soft drinks or alcoholic beverages served should be brought into the
kitchen by the family or the private caterer prior to the event. Please
be sure that your beverages are kosher.
PLEASE ADVISE YOUR CATERER OF THE FOLLOWING INFORMATION:
CATERER
Any
caterer who is brought in must have been approved in advance by the Synagogue.
To meet approval, the caterer must agree to all of the conditions stated
in the above paragraph entitled "FOOD". A listing
of approved Kosher Caterers is included with this packet. It is understood
that the caterer is also bound by the terms of this agreement. Responsibility
for enforcement of the terms of this agreement resides with the signatory.
Procedures
for Using Kitchen
All
items must be returned to their proper places at the conclusion of the
event. No items may be removed from the kitchen.
All
trays, pitchers, etc. must be washed, dried and put away after using.
All paper and disposable products (cups, napkins, plastic spoons, etc.)
are for the Catering Department use only. Outside caterers must bring
in their own.
If
any food is put into the kitchen before the function, make certain that
it is marked clearly with name, date of function and type of function.
All food must be removed from the kitchen immediately after the function,
any food remaining in the refrigerator will be discarded. Please consider
making arrangements with a local shelter to use remaining food.
Do
not use any food that is found in the refrigerator. Whether it is marked
or not, it may belong to another group. If any appliances are needed for
preparation during a function, check with the Mashgiach to review the
proper operation.
It
is the responsibility of the signatory of the agreement to see that their
caterer leaves the kitchen clean after the function--ie. all items are
washed and dried and put away, all counters are clean, trash is put in
trash cans, all extra food has been properly dealt with and everything
is in its proper place. FAILURE
TO LEAVE THE KITCHEN IN A CLEAN CONDITION WILL RESULT IN THE ASSESSMENT
OF A CLEANING CHARGE AGAINST THE RENTAL DEPOSIT.
ALCOHOLIC
BEVERAGES
Alcoholic
beverages may be served ONLY as a part of a meal or reception. Any/all
governmental permits, rules and regulations which pertain to the use of
alcoholic beverages within Congregation Beth Shalom are the responsibility
of the signatory. The synagogue has no blanket arrangements in force.
If signatory serves alcoholic beverages, signatory assumes all responsibility
and risk therefore and specifically agrees to indemnify and hold the synagogue,
its officers, board, members and employees harmless from liability, judgment
or damages resulting there from, including, but not limited to, any act
or failure to act by signatory, guests, invitees, employees or any third
party with whom signatory has contracted to provide goods or services.
(PLEASE COMPLETE THE FOLLOWING FORM. YOUR DEPOSIT
MUST BE SENT UNDER SEPARATE COVER)
Congregation Beth Shalom
FACILITY RENTAL
(effective 18 months prior to date)
This contract is not valid until deposit is receive by Beth Shalom.
PLEASE NOTE: BETH SHALOM, IN RECOGNITION OF THE EXTREME GENEROSITY
OF THE SAMUEL AND MINNIE HYMAN FAMILY REQUESTS THAT THE FORMAL NAME OF
OUR BALLROOM, i.e. "THE SAMUEL & MINNIE HYMAN BALLROOM"
BE USED ON ALL INVITATIONS AND ADVERTISING (IN THE CASE OF ORGANIZATIONAL
EVENTS).
