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This form is to be used by Jupiter HOA’s or Property Management Companies to request meeting space at the Old Town Hall or Community Center. While this form is required, it does not confirm or hold any date(s). Reservations, both electronic and paper, will be approved on a first come, first served basis whenever possible, however, electronic requests are generally processed faster. Requests will be reviewed, processed and an invoice generated and e-mailed to the contact person within 5-7 working days. Last minute requests may not be processed in time for mailing deadlines so please submit your request as early as possible. Dates will not be reserved over the phone. *Asterisk indicates a required field.
For the Old Town Hall and Jupiter Community Center, hourly fees will be billed when access to facility/room begins and will end when access ends. (For example, if your access starts at 10 am for set up, your event is from 11am-12pm and your clean up will end at 1pm, you will be billed from 10am-1pm, 3 hours total at the hourly rental rate.)
The auditorium can be split in to 3 separate, independent rooms: Meeting Room A, B & C. Standard set up includes a head table, theater style seating, mic/podium. Large groups over 100 will incur additional set up fees or if you require a custom set up. This facility is heavily used and as a result it is more difficult to book a meeting date. The hours must be exact as other meetings/events are scheduled around your meeting/event. Max number of people varies with set up and availability.
A one room facility, very basic with amenities. No kitchen, no A/V equipment, has small restrooms, A/C, 10-6' tables and approximately 50 chairs. More readily available than the Community Center. You are responsible for opening, set up, clean up, and closing the facility. Facility is charged by the hour, including set up and clean up time. The hours must be exact as other meetings/events are scheduled around your meeting/event. Max 50 people.
*Due to facility demands, we are unable to process recurring meetings at this location.
Please be specific as this will determine availability and pricing. AVOID using a range such as 50-100.
Ultimately this selection will be based on the size of your meeting, availability and set up requirements. *** THESE SELECTIONS DO NOT APPLY TO OLD TOWN HALL.***
Please schedule your meeting, including set up and clean-up, within these hours.Old Town Hall hours for rental are:Monday-Sunday, 8:00 AM - 9:00 PM.Community Center rental hours are:Monday-Friday, 8:30 AM-9:30 PM; Saturdays 8:30 AM-4:30 PM.
Usage outside of these hours, and on Sundays, will incur additional fees.
Please list at least 2 possible dates for your meeting. If you do not have an alternate date, please repeat your first date in box #2. After the date, we are looking for 4 key times on this application:1. When your access begins 2. When your meeting will start 3. When your meeting will end4. When your access will end PLEASE NOTE: If you do not know the specific hours of your meeting we will not be able to process this application.
Hourly fees will be billed when access to facility/room begins and will end when access ends. (For example, if your access starts at 10 am for set up, your event is from 11am-12pm and your clean up will end at 1pm, you will be billed from 10am-1pm, 3 hours total at the hourly rental rate.)
Time you need access to the facility for set up - BE SPECIFIC.
Time your meeting begins - BE SPECIFIC.
Time your meeting will end - BE SPECIFIC.
Time you will be done with clean up and out of facility - BE SPECIFIC.
Yearly meetings are not considered to be recurring.
For example, 1st Wed of each month except June, July & August.
For Example: Meeting monthly for 6 months beginning in January; populate this section with Jan. 1 - June 30. If listing individual dates this is not necessary.
1. ALL recurring meeting dates must be paid for in full at the time of booking.2. Reservations do not automatically continue.3. Recurring reservations are limited to 1 year in advance.
Check all that apply.
If you are renting the Old Town Hall you are responsible for set up and clean up of your event and are limited to 50 at this location. Meetings at the Community Center that are greater than 100 will be assessed an additional set up fee. Please check which applies to your meeting.
There is no a/v equipment available at Old Town Hall. Please plan on bringing your own laptops or projectors, including necessary connection cables for your meeting.
All participants will be held accountable for the contents, rules and policies of this lease, including third party rentals. This lease is a permit for facility usage as outlined and time PAID. The policies and procedures in this document may be changed without notice by the Town of Jupiter.
Renting of the Old Town Hall is intended for recreational and leisurely activities. The Old Town Hall is not to be used as a way to gain direct or indirect monetary benefit to any person, business, or group, other than for charitable causes.Applicant must be at least 21 years old to rent facility.
Old Town is available for rent, including set up and clean up time, Monday-Sunday, during the hours of 8 AM - 9 PM. Set up may not begin prior to 8 AM and clean up must end by 9 PM for all events/meetings. Additional events/meetings may be scheduled on the same day as your rental based on your access hours; you may not, under any circumstances, change your access hours without permission from the Recreation Division.
Hours billed include set up time, event time, and clean up time.Final rental category/rate will be determined by Recreation staff.
You are responsible for opening and closing the facility for your meeting. You may pick up keys at the Community Center during regular business hours no earlier than one day before your rental and return key the next business day to the Jupiter Community Center located at 200 Military Trail. Please note any holidays during your rental date.
The security compliance deposit will be returned by mail within 2-3 weeks after the key is returned. When returning key please be sure to indicate name and address where the security and compliance deposit should be mailed. Refunds to credit card will incur service charges. For recurring meetings we are able to hold the security compliance deposits for up to one year.
Upon completion of your event you are required to return the room to a general meeting format, make sure facility is locked, windows are closed, lights are off and the A/C is set back to 77 degrees. (Do not turn off A/C.)All trash needs to be removed from the facility when you leave. Trash should not be placed in the outside trash can. Trash must be taken with you. Do not leave trash on patio or in facility or park trash cans or anywhere else outside as it attracts animals.
Obey speed limits and street signs especially in the small neighborhood that surrounds the Old Town Hall. Do not obstruct driveway access to local residents or park in yards.
Under no circumstances should a key be duplicated. Rental privileges will be revoked permanently if the facility is used without prior authorization/payment.
The facility will be checked periodically, without warning, so it is highly recommended that your reservation receipt be with you at all times.
Recurring meetings DO NOT automatically continue and require payment in FULL at the time of booking.
Maximum of 1 year recurring meetings. You will be responsible for renewing your reservation before it expires.
501(c)3 organizations may apply for fundraisers. A fundraising affidavit will be required to be submitted with the request application. Failure to do so will delay reservation processing. All rules and policies apply.
Usage is limited to two times per month.
Please report any problems with the facility when you return the keys to the Community Center.
In the case of hurricanes or any acts of nature the Town of Jupiter reserves the right to cancel or reschedule ANY rentals.
Refunds will be approved if received at least 2 days prior to the event. No refunds will be granted on the day of or after an event.
I ACKNOWLEDGE, BY SIGNING BELOW, THAT I, AND ANY THIRD PARTY USERS, AGREE TO ACCEPT FACILITY AS IS AND HAVE READ AND UNDERSTAND THE TERMS AND CONDITIONS AND AGREE TO ABIDE BY ALL. Should this application be approved this agreement shall not be deemed a lease of the licensed premises by TOWN but rather a license granted to
LICENSEE by TOWN to use and occupy the licensed premises under the terms and conditions stated herein. No leasehold interest in the licensed premises is conferred upon LICENSEE under the provisions hereof. In the event that LICENSEE fails to pay according to the rental policy, then LICENSEE acknowledges that TOWN may terminate this Agreement and all rights granted to LICENSEE herein to use the licensed premises will immediately terminate. TOWN and its officers, agents and employees reserve the right, at any time, to enter upon and have free access to any and all parts of the licensed premises. TOWN reserves the right to preclude or interrupt any act or use of equipment by LICENSEE within reasonable judgment.
Fees will be based on the information provided on this application and could change in accordance to changes made to this information. On very rare occasions, the Town of Jupiter reserves the right to cancel and/or change your reservation. By typing myname below, I acknowledge that I am the responsible party and I agree to the terms above, that I am authorized to enter into a legal agreement, and I am 18 years or older.
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