Rental Agreement

Facilities Rental Agreement

OYC Miami is a 501c3 non-profit organization; whose mission is to inspire, empower, and enrich the lives of youth, adults, and families by providing a comprehensive and long-term approach to strengthening communities. OYC delivers high-quality services through a framework designed to bridge educational, social, health, and economic gaps. OYC’s goal is to advance the socioeconomic trajectory of children and families in the urban core for future generations through 5 Key Pillars of Impact: Education, Enrichment and Exposure, Health, Family, and Economic Sustainability Initiatives. Through our holistic approach, we believe that ALL children and families can reach their full potential and thrive.

Facility rentals help to generate revenues to provide services to our community at No Cost.

General Information

Facility Rental

OYC Miami facility rental is defined as a temporary leasing or use of its physical space located at 450 NW 14th Street in Miami, FL 33132 for the purposes of meetings, conferences, seminars, social events, exhibitions, sporting and recreational activities, corporate retreats, exhibitions or other similar events. This arrangement is formalized through a rental agreement, which outlines the terms and conditions under which the renter is granted access to the facility for a set period.

Application for Use

To uphold the safety of our community and ensure the quality and maintenance of our facilities, all rental requests must be submitted to OYC Miami for approval prior to any event or activity. A complete application for facility use is required for the consideration of all rental requests. Approval of applications is subject to executive review, and OYC Miami reserves the right, at its sole discretion, to deny any application. Facility rentals will be granted on a first-come, first-served basis.

Security Deposit

All rentals require a refundable security deposit of $300, which must be paid at least one week prior to the event date. This deposit secures the renter’s right to use the space and must be paid as early as possible to confirm the reservation.

Renters who provide written notice of cancellation more than 7 calendar days before the event are eligible for a full refund of the security deposit. Cancellations made within 7 calendar days of the event will result in forfeiture of the deposit.

Renters are responsible for leaving the OYC Miami facility in its original condition. Any damages or failure to comply with the terms of the agreement may result in a non- refundable security deposit to cover associated costs, which include but are not limited to:

• Replacement of any lost or damaged items owned by OYC Miami
• Repair of damage to the building’s physical structures (e.g., walls, windows, doors, floors, bathroom, elevator, fixtures, etc.)
• Cleaning costs to restore the facility in the event that it is left in poor condition.
• Facility is not vacated at the time indicated on the use agreement.
• Any incidents during the event that require police intervention.

The Renter agrees to pay for repairs or replacements if damages exceed the security deposit.

Security Assessment

OYC Miami reserves the right to require the renter to hire an off-duty City of Miami Police Officer based on the nature of the event. Relevant factors:

• Nature of the event and/or if alcohol will be served
• Anticipated duration of the event including set –up and take-down time, days of week (Saturday or Sunday) and event hours (More than 5 hours)
• Number of event guests/participants/ spectators

Insurance

Prior to the use of a facility, proof of insurance may be required with the policy naming OYC Miami as an additional insured for the duration of the event; in order to confirm rental agreement.

Conduct

Renters must take all necessary steps to control all their guests/participants/spectators. Any person(s) violating any of the Rules & Policies contained herein, any City ordinances, or other laws, or who are, in the opinion of OYC Miami, constituting a public nuisance, potential hazard to the public or property, or exhibiting disorderly conduct, may be expelled from the facility by OYC Miami staff or the City of Miami Police Department.

General Information (continued)

Furniture

OYC Miami offers standard furniture options at no additional charge:

• Rectangular banquet tables (6 ft.)
• Rectangular banquet tables (8 ft.)

If an event requires special furniture or equipment, such as larger tables, ballroom chairs, armchairs, bar stools, sofas, risers, or carpeting, these items must be sourced through OYC Miami's approved vendors.

Audio/ Visuals

OYC Miami provides wireless network access throughout the facility, along with extensive audiovisual capabilities. Video signals can be transmitted to projectors and laptops in all rooms, with built-in equipment available for meetings and events. Any additional audiovisual needs are the responsibility of the facility renter. OYC Miami's can recommend vendors from our preferred vendor list for any additional audiovisual services.

Catering/ Food Service

OYC Miami does not provide in-house catering services. OYC Miami can recommend vendors from our preferred vendor for your catering and food service needs. Any external caterers not on the preferred vendor list must be approved in advance by OYC Miami.

Facility Rates and Fees

Facilities Rental Application

Release and Waiver of Liability

I agree:

1. to assume all risks of any injuries, damages, or harm which might arise from the program or the use of the requested facility or activity due to the negligence or other fault of the Renter or anyone acting through or on behalf of the Renter.
2. to compensate the OYC Miami (“OYC”) for any repair and/or replacement costs for damages to the requested facility or equipment due to the negligence or other fault of the Renter or anyone acting through or on behalf of the Renter.
3. to indemnify, defend, save and hold OYC, its officers, affiliates, employees, successors and assigns, harmless from any and all damages, liability, losses, demands, fines, judgments or cost and expenses, including reasonable attorney’s fees, paralegal fees and investigative costs incidental there to, and incurred prior to, during or following any litigation, mediation, arbitration and at all appellate levels, which may be suffered by, or accrued against, charged to or recoverable from OYC, its officers, affiliates, employees, successors and assigns, by reason of any causes of actions or claim of any kind or nature, including claims for injury to, or death of any person or persons and for the loss or damage to any property arising out of a negligent act or omission, misconduct, or any gross negligence, intentional act of me, the Renter, any contractor or subcontractor of mine or the Renter, or any of their or our officers, directors, agents, representatives, employees, or assigns, or anyone acting through or on behalf of any of them, which arises out of or is concerning the use of the requested facility, the program activities, the program by me, the Renter or anyone acting for or through me or the Renter. I agree to pay all losses and expenses of any kind or nature whatsoever, in connection therewith, including the expense or loss of OYC and/or its affected officers, affiliates, employees, successors and assigns, including their attorney’s fees, in the defense of any action in law or equity brought against them.
4. that neither OYC nor its officers, affiliates, employees, successors and assigns shall be held liable or responsible for any claims, including the costs and expenses of defending such claims which may result from or arise out of actions or omissions of me, the Renter, or any of our contractor or subcontractor, if any, or any of their or our agents, representatives, employees, or assigns, or anyone acting through or on behalf of them or us, and arising out of or occurring on OYC’s property. In reviewing, approving or rejecting any submissions or acts of me or the Renter, OYC in no way assumes or shares responsibility or liability for the acts or omissions of me or the Renter, our contractor or subcontractor, if any, or any of their or our agents, representatives, employees, or assigns, or anyone acting through or on behalf of them or us. I and the Renter have the duty to provide OYC with an attorney or law firm approved by OYC, which approval will not be unreasonably withheld.
5. to abide by all applicable rules and regulations as set forth herein and attached to this form. I further understand that I may be asked to vacate the premises and may forfeit my security deposit if I fail to abide by these rules and regulations or any other reasonable request from OYC.

I certify, under penalties of perjury, that the above information is correct, that I have read and understand the rules and regulations and that I agree to the terms and conditions set forth above.

Facility Rules and Policies

Check the box at each rule indicating you have read and understand the expectations of OYC Miami.

Restrictions/Revocation

OYC Miami reserves the right to approve or deny any application on a case-by-case basis, including but not limited to, limited capacity of facility, impact on surrounding neighborhood, services for faith-based organizations, or such application is not consistent with OYC’s vision, mission and/or values.

Permissions are revocable, without notice at any time by the Chief Executive Officer or their designee for a violation of the rental conditions, any rules, ordinances, Federal or State laws or if OYC Miami determines the permitted use is a threat to the health, safety, or welfare of the public.

Should a lapse in the general liability insurance policy occur, OYC reserves the right to revoke the user’s permit.

Fees are subject to change without prior notice. Demonstration of the qualification of non-profit status is to be provided by the client and is subject to approval by OYC Miami. Pricing does not include operational services.