APPLICANT QUALIFICATIONS:
It is the intent of the Town of Jupiter to provide a facility that can be rented to business owners and civic minded organizations who reside within the Town’s municipality.  Rentals must be made by an incorporated Town of Jupiter business, a chartered civic organization within the Town, or other public, educational, or government entity.  The applicant will be required to provide qualifying proof of identity, age and business ownership.  Applicants must be at least 21 years old.

• Qualifying Proof of Identity:
  
• Civic Groups
• For chartered civic groups, the president must sign lease along with established by-laws/charter. 
  
• Must provide a state issued driver’s license, or a State issued identification card.
• Educational/Governmental Agencies
• For educational entities the principal must execute lease.
• Governmental agencies must have director or department head sign lease and provide business card.  
• Town of Jupiter Business
  The lease must be signed by the Jupiter business owner whose name appears on the Town of Jupiter Business Tax Receipt.
  
• Must provide a state issued driver’s license, or a State issued identification card. 
  
• Must provide a copy of the Town of Jupiter business registration will be required with lease.
  

PURPOSE OF RENTAL:
Renting of the facility is intended for recreational and leisurely activities.  It is not the intention of the Town for the rental to be used as a way to gain direct or indirect monetary benefit to any person, business, or group, other than for charitable causes.   All applicants may be denied the rental of the facility for good cause by the Town.

RENTAL FEES:
Monday – Thursday…………$250.00 per day, (including 6% tax = $265.00)
Friday – Sunday……………..$375.00 per day (including 6% tax = $397.50)
Security Deposit………….…$400.00 (Security Deposits)

RENTAL HOURS: 
This facility is rented virtually every Friday, Saturday & Sunday of the year.  You are NOT permitted, under any circumstances, to enter the facility before your paid rental date or to come back the next day to clean/remove equipment as you will significantly inconvenience the next rental. (See Cleaning)

• All events that are held at the Civic Center CAN BEGIN NO EARLIER THAN 9:00 AM and must end, clean-up included, NO LATER THAN 1:00 AM.  There are no exceptions to this time frame so plan your event accordingly. If you need access to the building before this time you may consider renting it for two days in a row.
• There are no half day rentals.
  

RESERVING A DATE:
The Civic Center is not available for rental on the following holidays: New Year’s Day, Easter, Memorial Day, July 4th, Labor Day, Thanksgiving Day, Christmas Eve, Christmas Day and New Year ’s Eve.

• To reserve a date you must be at least 21 years old and own an incorporated Town of Jupiter Business. 
  
• If you don’t have a business within the Town of Jupiter you may have a Jupiter Business owner sponsor you. 
  
• The Jupiter business owner must complete and sign page 1 of the lease. 
  
• If the signature is not executed in front of a Town of Jupiter employee then the business owner’s signature must be notarized otherwise the lease will not be accepted. 
  
• The business owner signing the lease must be the same person whose name appears on the Town of Jupiter Business Tax Receipt otherwise the lease will not be accepted. 
  
• A copy of the Town of Jupiter Business Tax Receipt must be included with the lease and payment or the lease will not be accepted. 
  
• A completed lease and full rental payment must be received at the time of booking.
  
• Dates will not be held (saved) over the phone. 
  
• Reservations are accepted at the Jupiter Community Center, 200 Military Trail, Monday-Friday, 8:30 AM – 8:00 PM and on Saturdays from 8:30 AM – 4:00 PM.
  
• A date is considered reserved when the applicant has received a rental receipt. 
  
• Reservations must be placed at least one week in advance of requested rental date.
  

PAYMENT: 
The Town of Jupiter accepts cash, check, MasterCard, Visa and American Express for rental payments.  (See Security Deposit)  We do not accept credit card payments over the phone. 

• Waiver of rental fees will be considered, at the Town’s discretion, for Jupiter public school student functions and for professional functions (i.e. meetings, seminars, etc.) associated with Municipal, State and Federal Organizations. 
  
• Complimentary (no charge) rentals will only be available Monday-Thursday.
• Complimentary (no charge) rentals are responsible for observing all rental policies and procedures, including clean up responsibilities. 
  
• Fees will apply for all rentals to be held on Friday, Saturday or Sunday. 
  
• Comp rentals must be for business or student related functions.
  
• Parties such as retirement, birthday, weddings/receptions and holiday, will not be exempt from payment.

CLEANING: 
You are expected to clean the Civic Center BEFORE you leave the premises.  It is strongly suggested that you review your Cleaning Agreement prior to your event. 

• The facility will be inspected the morning after your event by a Town of Jupiter Parks & Public Works Department employee to ensure that ALL cleaning requirements have been met as outlined in the Civic Center Cleaning Agreement and you have fully vacated the facility as required. 
  
• Any security deposit deductions will be determined by the Jupiter Parks & Public Works Department and are non-negotiable.

SECURITY DEPOSIT:

(Effective until Wednesday, June 13, 2012) 
A refundable $250 security deposit is due when the Civic Center keys are picked up for your event.  The security deposit fee is a separate payment from the rental fee.

• Security Deposit Payment:
• Must be paid IN CASH: A refund check will be mailed to the designated recipient within 2-3 weeks of the completion of your event. Upon returning the keys, please specify name and address of person to receive security deposit refund by check.

(Effective beginning Thursday, June 14, 2012)
A refundable $400 security deposit is due when the Civic Center keys are picked up for your event.  The security deposit fee is not the rental fee, it is a separate payment.

• Security Deposit Payment:
  If there are cleaning deductions to be determined it will delay your refund to 3-5 weeks.
  
• IN CASH:
  A refund check will be mailed to the designated recipient within 2-3 weeks of the completion of your event. Upon returning the keys, please specify name and address of person to receive security deposit refund by check. 
  
• CREDIT CARD: (New Policy)
  Visa, MasterCard & American Express are accepted for security deposit payments.  A $25 PROCESSING FEE WILL BE DEDUCTED FROM YOUR SECURITY DEPOSIT REFUND.  THE $375 BALANCE WILL BE REFUNDED BACK TO THE INITIAL CREDIT CARD WITHIN 4 BUSINESS DAYS AFTER YOUR EVENT.
  

KEYS:
Keys will be picked up and returned from the Jupiter Community Center, 200 Military Trail.

• Pick Up Instructions:
• Rentals for Monday-Thursday require pick up on the morning of the rental, no earlier than 8:30 AM and no later than 5:00 PM. 
  
• Rentals for Friday, Saturday and Sunday require pick up on the Friday before the rental, no earlier than 8:30 AM and no later than 5:00 PM.
  

• Returning Instructions:
• Keys for rentals on Monday-Thursday are to be returned the following business day after the rental and no earlier than 8:30 AM and no later than 8:00 PM.
• Keys for rentals on Friday, Saturday or Sunday are to be returned the following business day (usually Monday) no earlier than 8:30 AM and no later than 8:00 PM.  
  
• In the case of a holiday, the key will need to be returned the next business day, no earlier than 8:30 AM and no later than 5:00 PM.. 
  
• Failure to comply with the above key return schedule will result in a penalty of $30 per business day and will be deducted from your security deposit. 
  
• If the keys are lost your security deposit will be deducted for staff time, locksmith labor costs and all lock and duplicate key set replacements. ($250)
  

ALCOHOLIC BEVERAGES:
Alcohol is permitted at the Civic Center in plastic or aluminum containers.  Town Ordinance, Section 14-73, 14-74, “No person shall deposit or leave litter in any park, ocean front beach, ocean or other body of water within the town.” Town Ordinance, Section 14-76, states, “No person shall bring or possess any glass container into any park or ocean front beach recreation area in the town.”  Please do not allow guests to throw containers in wooded or grass/sand dunes that surround area.

A/C RENTALS:
Portable a/c units, both cooling and heating, are not permitted at the Jupiter Civic Center.  It is a violation of fire and building codes.  If you are found to be using this equipment your event will run the risk of being immediately shut down without a refund.  The sponsoring business will lose future rental privileges.

CANCELLATIONS/REFUNDS:

• To receive a refund, written notice must be received at least 35 days prior to the event date.
  
• Cancellations requested inside of 35 days or after the event are not eligible for refund, however, cancel notification is still required.  Failure to notify the Town of Jupiter of a cancellation may result in the loss of future reservations by the Town of Jupiter business.
• Cancellation Form: (PDF File) - Optional form you may use to request a refund.  To ensure proper credit please complete as much of the information as possible.
  

DAMAGES:
The Town reserves the right to retain all or part of the deposit should it become necessary to repair damages.  An inspection of the facility will be made by the Parks & Public Works Department the morning after your rental.  Assessed damage deductions are non-negotiable. 

DATE CHANGES: 
In order to change a reservation date, written notice must be received at least 35 days prior to the original rental date. (Use optional Refund Request Form.)

DECORATIONS:
All decorations, equipment and food must be removed from the Civic Center and premises by 1:00 AM.  Do NOT plan to come back the next morning to clean and remove equipment.  Deductions will have already been assessed by Town staff, not to mention the inconvenience this causes for the next rental. 

FIRE SPRINKLER ALARM SYSTEM: 
The Civic Center is monitored by a fire sprinkler alarm company.  If you, or one of your guests, set the alarm off as a result of inappropriate actions you will be charged for the service/monitoring call (a $250 fine) to reset the alarm system. Do not hang decorations on any fire sprinkler equipment.

FIRES ON THE BEACH: 
Fires are NOT permitted on or in Palm Beach County beaches and parks.  This activity is restricted under PALM BEACH COUNTY ORDINANCE 2004-002, Section 6.  This includes the beaches in Jupiter and at the Civic Center. 

FUNDRAISERS:
Fundraisers are permitted to local non-profit, 501(c)3 organizations. 

• All fundraising requests must be submitted in writing by a 501c3 organization and must be pre-approved by the Town of Jupiter. 
  
• Non-profit certificate must be submitted with lease. 
  
• Rental fees apply to all fundraisers. 
  
• A private business, or an individual person, may not use any Town of Jupiter facility as a means to gain direct or indirect monetary benefit.

GATE ACCESS:
The parking lot access gate to the Civic Center is NOT public access. It is a violation of fire and building codes to block this area. Your event will run the risk of being shut down if you are in violation.  (This is not the gates to Carlin Park.)

HURRICANES AND ACTS OF NATURE:
The Town of Jupiter reserves the right to cancel any rentals due to, but not limited to, any act of nature (i.e. hurricanes, beach erosion, and encephalitis).

• During hurricane season please keep your contact information up to date.
  
• If your rental is during hurricane season (June 1st–November 30th) there is a possibility that your event will be disrupted by a hurricane. (See Hurricane Brochure).
• If your reservation is cancelled by the Town of Jupiter, you may either reschedule or receive a full refund without penalty.
  
• The Town of Jupiter will not be held liable for any penalty fees incurred by the lessee in which any acts of nature require their event to be cancelled at the Civic Center. 
  
• Hurricane Information Flyer (PDF File) Explains your options and what happens in the event of a hurricane.)

LIABILITY DISCLAMER: 
Applicant and all members & guests of the party will comply with all statutes, laws, ordinances, rules and regulations of the Federal, State, County and Town governments applicable to the use of the facility.  Applicant shall indemnify and hold harmless the Town of Jupiter from and against any and all loss, cost, (including statutory liability and liability under Workmen's Compensation Laws) in connection with claims for damages as a result of injury or death of any person or property damage to any property sustained by Applicant and all other persons which arise from, or in any manner grow out of, any act or neglect on or about the facilities provided hereunder by Applicant and all members of its party, their agents, employees, customers, invites, contractors and subcontractors.

OCCUPANCY RESTRICTIONS:
There are only tables and chairs for approximately 100. When chairs and tables are set up there is very limited space for additional tables and chairs.  (Fire Code limits the facility to 225 persons, this is not the same as seating capacity.) 

PARKING:
Reservations for the Civic Center are booked out as far as 1.5 years in advance, depending upon the time of year.  Therefore it is impossible to prevent parking issues at Carlin Park so please note the following: 

• Carlin Park is managed by Palm Beach County Parks and Recreation Department and throughout the year Palm Beach County permits large events that impact parking throughout the Carlin Park area.  The Applicant accepts this as a known risk in renting the Jupiter Civic Center.  The Town of Jupiter and Palm Beach County will not be held responsible for refunds, damages, or other hardships incurred by the Applicant as a result of such an event.
• The Applicant takes sole responsibility for knowing activities that will be held in the park that may affect their events.
• For updated information regarding special events in Carlin Park it is recommended that the applicant contact Palm Beach County Parks and Recreation Department’s Special Events Division at (561) 547-2173 periodically prior to their event. 
  
• Click Here to view the Seabreeze Amphitheater schedule in Carlin Park.

PERSONAL PROPERTY:
Personal property placed on, or in the facility, shall be at the risk of the Applicant. 

PUBLIC VIEWING:
Every Wednesday from 12:30 – 1:30 PM is a scheduled public viewing of the facility.  If this is not acceptable for you then please do not rent the facility on a Wednesday.  Wednesday public viewings will not be cancelled due to rentals.

RENTAL EQUIPMENT:
The facility is rented – AS IS.  Outside rental equipment is NOT permitted.  If the facility does not fit your needs as is - then do not rent it.

REPAIRS:
Applicant’s $400 security deposit will be reduced or not refunded if it is determined that their rental resulted in damage to the facility and grounds.
 
TRASH REMOVAL:
All inside trash containers must be emptied into the parking lot dumpster.  Do not empty trash into the garbage cans on the Civic Center porch. Do not throw food in the woods; this attracts unwanted pests and unpleasant aromas.

TURTLE SEASON:
From March 1st through October 31st there is little outside lighting permitted along the shore line and this includes the Civic Center. This is in compliance with State and County ordinances and no exceptions will be made for outside lighting during these months. (Sea Turtle Brochure PDF).  Under no circumstances should the applicant add outside lighting to the Civic Center.  Failure to comply with this ordinance may result in fines from numerous agencies that patrol the beach at night.  For more information regarding Sea Turtles please call the Marinelife Center of Juno Beach for tour and lecture information at (561) 627-8280. 

Rental of the facility is - AS IS.  There is no air conditioning in the Civic Center. There are tables and chairs to meet the needs of an event with approximately 100 in attendance.  Whenever possible you will be notified in advance of any problems with the appliances, however, no refunds will be issued if they are not operable. All attempts will be made to insure each appliance is in working order.

• Other Amenities Include:
• 2 standard refrigerators
  
• 1 freestanding range
  
• Restrooms
  
• 6 ceiling fans
• Commercial ice machine
• Beach access
  
• APPROXIMATELY: 14 - 5' round tables, 5 - 6' rectangular tables and approximately 100 chairs. 
  
• For an accurate count of tables and chairs it is recommended that you visit the building just prior to your event.