Moravian College Request for Facility Usage Form

This is not a contract.  Once this form is completed it will be reviewed by the athletic department.  You will be notified as to the results of your request.  If granted, you will be notified of all fees involved.  You will be required to sign a rental contract.

Deadline for submission to request a facility is 30 days prior to the event.
Facility(s) requested *

Will this event need support from any of the following. If so it is your responsibility to make arrangements with those offices. *
Please refer to the attached information sheet for contact information for each of these departments.

What type of event is this *
If you answer, 2, 3 or 5, Click on Not Applicable for each question up to the final quesion on Camp, Clinic, and Community Service General Liability Insurance

Financial Agreements

Site Manager *
A site manager is required for all outside groups using Moravian College facilities. The cost for this service is $30.00 per hour.

Billing *
Renter will be expected to pay for any and all fees and expenses that are incurred by the College as a result of this event in advance. Renter will be billed after the conclusion of the event when additional charges have accrued. Remittance shall be by check made payable to ?Moravian College? and mailed to the: Athletic Office Moravian College Johnston Hall 1200 Main Street Bethlehem, PA 18018 Payments are due within 30 days of the billed date. Any balance due and owing after 30 days of the billed date will be subject to interest at a rate of 12% per annum until payment is made in full.

In consideration of the use of premises or facilities owned or operated by Moravian College and/or in consideration of permitting Renter to participate in the activity listed above, Renter hereby agrees to indemnify and hold harmless Moravian College, it?s agents, servants, and employees from and against any and all loss, damage, liability or expense, including attorney?s fees, including but not limited to all claims for damages on account of or by reason of bodily injury, including death, which may be sustained or claimed to be sustained by any person, and all damages to property, caused by or arising out of or claimed to have been caused by or to have arisen out of the Renter?s activity under this contract.

In the event suit or action is instituted to enforce compliance with this Agreement, including but not limited to the collection of any sums due and owing, the College shall be entitled to reasonable attorney?s fees and expenses in such action all together with court costs.

Renter will not do, nor permit to be done, any injury or damage to any part of previously said facilities. Further, Renter agrees to reimburse the replacement value of said facilities to the College for any College property that is in any way injured, marred, or defaced, as a result of Renter?s presence on or use of College facilities. It is further agreed that no decorative or other materials shall be nailed, tacked, screwed, taped, or otherwise physically attached to any part of buildings or furnishings without the prior consent of the College. Renter also agrees not to make any alterations of any kind to said building or equipment contained therein. Renter will post any signs, cards, or posters only upon such display areas as the College may designate. All material is subject to approval of the College. Any repairs needed for damage done to the premises by the Renter, or by any person who may be in or upon the premises under the Renter?s direction, shall be performed by the College and paid for by the Renter. Such payment shall be made within then days of receipt of the billing by the College for damages. The Renter also agrees to accept the Colleges assessment of damages

If this is a Moravian College fundraiser a financial statement must accompany the deposits showing all income and expenses. Please use the attached forms.

A $100.00 deposit must accompany the returned signature page of the rental agreement. This deposit will be put towards the rental fee. Should the renter cancel the event the deposit is non-refundable. In the event Moravian College needs to cancel the event the deposit will be refunded. The renter agrees to also pay any expenses incurred by the college in connection with the event covered in this agreement, including, but not limited to, the cost of making refunds to patrons.

Liability & Legal Agreements

If this is a Moravian College sponsored event a completed waiver forms for ALL attendees, must be presented to the Moravian College site supervisor BEFORE the activity can begin. If a particular attendee does not have this waiver form completed, they will NOT be permitted to join the group for said activity.

Any camp / clinic / event held on Moravian College?s campus and involving physical activity must have an athletic trainer present. The athletic trainer must be in good standing and hold a current license to practice athletic training in the state of Pennsylvania. The athletic trainer must also be working under the direction of a physician and have a written supervising physician agreement. Any deviation from the above must be approved by the Moravian College Athletic Department.

In the event the Renter defaults in the performance of any term or condition of this agreement, the College may elect to serve notice to vacate or cancel the contract before the event. A revocation of the Renter granted hereby shall not reduce any of the fees and cost agreed to be paid by the Renter hereunder and all charges shall be paid in accordance BILLING hereof. The College may revoke the license granted hereby for any of the following reasons: a. Sale or possession of alcohol, illegal drugs, restricted illegal drugs, or narcotics, except where lawfully prescribed for medical or dental care. b. Possession of firearms, weapons, ammunition, fireworks, or explosives. c. Misuse, abuse, theft, or destruction of the College property. d. Behavior, that in the opinion of the College is irresponsible or dangerous to persons or property.

Changes or additions to this agreement must be made in writing, signed by both parties and must be attached to this agreement.
To insure Moravian College is abiding by the Pennsylvania Act 153, please indicate that those associated with your organization who will be involved in this event have proof of the mandated clearances which include: a) Pennsylvania State Police Criminal History Record Information b) Child Abuse History to determine if the person is named as a perpetrator of an indicated or founded child abuse report c) Federal Criminal History Background Check (FBI check with submission of fingerprints)

Camp, Clinic, and Community Service General Liability Insurance

Renter shall provide Moravian College with a standard ACORD Certificate of Insurance evidencing Commercial General Liability at the minimum limits of $1,000,000 per occurrence and $1,000,000 aggregate, Combined Single Limit of coverage. Moravian College shall be named as ?Additional Insured? on all insurance policies for the above listed event. Such certificate shall also contain the following statement or its substantial equivalent: ?The insurance covered by this certificate will not be cancelled or materially altered except after 30 days written notice has been received by Moravian College.? A copy of the Certificate of Insurance must be received in this office at least three weeks prior to the event.

* = required field