SMITH COUNTY CHAMBER OF COMMERCE

COMMUNITY ROOM
POLICY AND USE AGREEMENT

(Please share this information with all caterers, florists, decorators, etc. that are involved with
your event. You are responsible for their actions. Only one key will be given out per rental.
This key will only open the back door to the Community Room.)
For the benefit of all, it is requested that the following guidelines be observed:

1. Any person or group wishing to use the Community Room of the Smith County
   Chamber of Commerce shall contact the Chamber office for an “Application for
   Usage.” The “Application for Usage” shall be fully completed, signed and
   returned to the Chamber office. The Application will be reviewed to determine if
   the activity is in keeping with the regulations of the Community Center, to
   determine if the needed date is available, to ensure that no event or activity
   requested will be disputatious to the Community Center and to assess any fees
   necessary. The contact person named on the Application will be contacted to
   complete the transaction. Each group must designate one contact person.
2. Any person or group wishing to use the Community Room must comply with the
   policy for use of the room. Anyone who fails to comply with the policy for the
   use of the room risks the loss of the use of the Community Room for future
   events.
3. If after your event, the Community Room Committee deems that the facility has
   not been cleaned and left in proper order, there will be a minimum $50
   cleanup/repair fee charged to the responsible party and no
   further access to rental or usage will be available until the fee
   payment is made. Damage exceeding the $50 minimum will be billed at
   cost of repair.
4. Chamber and County activities will take precedence. The Chamber reserves the
   right to cancel the use of the Community Room by a person or organization by
   giving the person or group at least a 14-day notice.
5. There will be NO overnight usage of the Community Room.
6. There will be NO smoking, alcoholic beverages, illegal substances, or weapons
   of any type allowed in the building or on the grounds.
7. The Smith County Community Room Committee will review events/activities
   requested to be held at the Community Center.
8. Damage to the building is the responsibility of the person or group using the
   facility at that time. Any damages or losses to the Community
   Room/kitchen/restrooms/building or contents of the building received as a result
   of the person or organization’s use of the room shall be borne in full and
   promptly paid by the person or organization.
9. Usage fees are refundable up until 30 days before the event. There will be NO
   refund if cancellation is less than 30 days prior to the event.
10. Person(s) using the Community Room are responsible for the set-up and clean
    up of each room used including the kitchen area, hall, outside area and
    bathrooms. This includes sweeping, vacuuming rugs, washing
    dishes clean-up of stove, oven, microwave and refrigerator and
    removal of ALL TRASH GENERATED DURING THE PERSON(S)
    USE OF EACH ROOM. Please replace trach bags with bags
    provided. TRASH MUST BE REMOVED THE DAY OF THE EVENT.
    DO NOT leave trash in the building or in the trash can behind the
    building. An additional fee will be added if trash is not removed,
    or the kitchen is left unclean or floor is stained or scratched.
11. It is the responsibility of the person or organization using the facility to
    place the tables and chairs like the format posted on the refrigerator.
12. The use of tacks, nails, staples or adhesive materials on the walls and
    ceiling is PROHIBITED. Removal of any items from the walls or items in the
    Community Center is prohibited. Please do not drag tables or chairs on floor!
13. NO confetti, glitter, rice, or birdseed is allowed in the building.
14. Children must always be supervised! Meetings and events with minor children
    in attendance shall have a child to adult ration of three to one.
15. The Smith County Chamber of Commerce or the County is not
    responsible for items left or lost on the property.
16. Before leaving the premises, PLEASE remember to ensure that doors are locked
    and secured.

Access to the Community Room is only allowed on the date you have reserved. No event set
up or preparation is allowed prior to the day of your room reservation. If you need to set up for
an event on the day prior to your actual reserved day, you must also rent the room for the
additional day. You must clean and vacate the premises upon the end of your event so that it
is available for the next scheduled event.

The key may be picked up 1-2 days prior to your reserved date. In the case of Sunday rental,
the key must be picked up no later than 3:30 p.m. on the Friday prior to your event. Regular
Chamber business hours are Mon. thru Fri. 8 a.m. – 4 p.m. Special arrangements can be made
for key pick up during business holidays. Key issued will open the back door nearest the
kitchen. When your event is over and cleanup is completed, the room key may be left in box on
kitchen counter. Lock doors behind you as you leave the building.

The Renter(s) assume the risk of any and all accidental or other physical injury and agree to
indemnify and hold harmless the Smith County Chamber of Commerce, the City of Carthage,
the County of Smith, and any and all personnel in conjunction with the event at the Smith
County Community Center. I also assume responsibility and liability for damage to premises,
furnishings, equipment, and grounds. The Renter(s) signature is on file. The Renter(s) have
agreed to the above rules.

RENTERS MUST TAKE TRASH away the day of event DO NOT USE DUMPSTER at

VERIZON it is private property, Thank you.