RENTAL DEPOSITS, PAYMENT AND BILLING
At the time of space reservation a $350 refundable security deposit and a deposit of 50% of the space rental fee or charge shall be due and payable. At least two weeks prior to the time the event commences the remaining 50% of the space rental fee or charge shall be due and payable. Failure to make payments shall result in cancellation of space reservations. Acceptable forms of payment include personal check, cashier's check, credit card or cash.
A refundable cleaning/damage deposit of $350, due at the time of space reservation, is required for meetings or conferences. Any unused portion of the deposit will be refunded within 30 days after the event has concluded and any portion of the deposit required for extra cleaning, damages or charges not previously reconciled has been determined.
CANCELLATION AND REFUND POLICY
In the event of a cancellation between the date of space reservation and 180 days prior to the date of the event, 100% of rental deposits will be refunded, minus a $100.00 cancellation charge.
- In the event of a cancellation between 179 days prior to the date of the event and 30 days prior to the date of the event, 75% of rental deposits will be refunded.
- In the event of a cancellation between 29 days prior to the date of the event and 14 days prior to the date of the event, 50% of rental deposits will be refunded.
- In the event of a cancellation between 13 days prior to the date of the event and the date of the event, no portion of rental deposits will be refunded.
SET UP TIME
For events scheduled for four or more hours, there will be 30 minute grace period allowed for set up before the event. A rate equal to half the regular space rate per hour for set up time will be charged if more than two hours is scheduled or used.
USE OF SPACE BEYOND RESERVED RENTAL PERIOD
Due to scheduling conflicts, no guarantee can be made for use of any space beyond the reserved period. In the event the user of any space desires to extend the rental period beyond the reserved period, arrangements must be made and a deposit paid at least 24 hours prior to the event and, if the space is available, the rate for such extension shall be computed on an hourly basis pursuant to the hourly rate for the space for each hour or portion thereof.
FOOD AND BEVERAGE CATERING POLICY
The NTPUD does not require the use of any specific food and beverage caterer for events within the NTEC. Those renting space may use the DISTRICT contract caterer, another caterer of choice or self-cater. Kitchen fees do apply if another caterer or self-catering is chosen. The use of NTEC kitchen facilities is not required in conjunction with food and beverage service, However, no cooking, heating, cooling or preparation facilities or equipment is allowed in any portion of the NTEC except for kitchen facilities.
USE OF CATERER
No caterer shall be allowed within the NTEC without prior approval. All caterer scheduling, including that of the NTEC contract caterer, shall be pre-scheduled and pre-approved. Caterers may be required to execute a hold harmless agreement in favor of the NTPUD, provide liability insurance and provide a deposit.
USE OF KITCHEN FACILITIES
Kitchen Fees do apply if an event is catered by any other than the in-house caterer. Kitchen fee rates are generally, $6.50 per guest for dinner and/or $2.50 per guest for breakfast or lunch. Kitchen use whether catered or self-catered requires the rental of other space in the NTEC. Kitchen usage may be non-exclusive, based on the building schedule and other catered events. It shall be the responsibility of the user to clean the Kitchen to NTPUD standards and the user shall be responsible for any extra cleaning costs expended by the NTPUD.
ITEMS INCLUDED IN THE ROOM RENTAL AT NO EXTRA CHARGE
- Microphone Stands
- Tripod Easels
- Portable Stages (and Skirting)
- American and California Flags
- Audio Visual Carts
- Projection Screens (portable or ceiling mount)
PARKING FOR NORTH TAHOE EVENT CENTER ACTIVITIES
The DISTRICT and NTEC do not own any parking facilities. Parking at the Kings Beach State Recreation Area (KBSRA), owned by the State of California Department of Parks and Recreation and located adjacent to the NTEC, may be available on a space-available basis and cannot be reserved in advance.
Parking is not included in any NTEC rental rates. To the extent that the DISTRICT has the ability to offer parking privileges without additional cost to the DISTRICT, an appropriate amount of parking, as determined by the DISTRICT, may be included with rentals at the discretion of DISTRICT staff. To the extent that parking is not included and otherwise available, the DISTRICT may offer discounted parking pricing and vouchers to NTEC events provided they are purchased in advance of the event.
LIABILITY INSURANCE AND HOLD HARMLESS AGREEMENT
Liability Insurance may be required for NTEC events at the discretion of the DISTRICT. When Liability Insurance is required, the DISTRICT must be named on the certificate of insurance as additionally insured. A Hold Harmless Agreement will be included in the booking contracts for all users of the NTEC and shall be in effect prior to each event.
A California-licensed and insured private security guard or an off-duty Deputy Sheriff may be required at the discretion of the DISTRICT for 1) public dances and social events, 2) public or private parties, social events and weddings which take place later than 11:00 p.m. or 3) any other event which in the sole judgment of the DISTRICT warrant additional security. A fully negotiated contract (between the security company and the NTEC client), must be finalized, approved and copied to the NTEC client file at least two (2) weeks prior to the event. In some cases, two or more security guards or Deputy Sheriffs may be required.
ALCOHOL CONSUMPTION AND/OR SALES
Alcohol may be served within the event center and on the deck area, but not on the adjacent State Beach. If alcohol is sold, proof of an ABC licensing and (possible) additional liquor liability insurance will be required. The NORTH TAHOE UTILITY DISTRICT must be named on the certificate of insurance as additionally insured. Alcoholic beverages may not be served or sold to minors less than twenty-one years of age.
GRATUITIES, GIFTS, TIPS SERVICES
As Public Agency Employees, staff is prohibited from receiving gifts, gratuities, presents, property or services of any kind, regardless of the value. DISTRICT employees may not accept tips from clients for their position or performance of duties at the North Tahoe Event Center.
SUPERVISION OF CHILDREN
Children are to be supervised at all times so they do not disturb other people using the building. Children are to be confined to the specific room which is reserved. Whenever potential control problems are anticipated, attempts must be made to schedule a baby-sitting room with a baby-sitter in attendance.
RESPONSIBILITY FOR PERSONAL PROPERTY
The Event Center cannot assume responsibility for DAMAGE OR LOSS to your property. As rooms are commonly rented more than one time per day, personal property may NOT be left in the room following the conclusion of an event.
DAMAGED OR STOLEN EVENT CENTER PROPERTY
Damaged or stolen Event Center properties or furnishings will be the responsibility of the renter and will be liable for repair/replacement charges. When attaching decorations, banners or posters, damaging devices such as staple guns, nails, etc. are prohibited. Tape and push pins are allowed. Any decorations/attachments put in place must be removed at the conclusion of the event.
PROHIBITED SUBSTANCES AND EQUIPMENT
Flammable Liquids, Pressurized Fuel Containers and Explosives are prohibited. Sparklers and smoke or fog machines are not permitted. (Open flame candles are acceptable, with appropriate base fixture.) Confetti and artificial flower petals are also prohibited.
NTEC is a SMOKE-FREE FACILITY. Smoking is permitted outdoors only, at least 20 ft. from main entrances, exits and operable windows.
NTEC is not responsible for personal electronic equipment or data. The use of personal equipment or attachment of personal equipment to Event Center equipment is done at the person's own risk. Additionally, the District (NTEC) does not provide any IT support for personal equipment.