Guidelines and Application for the use of
Borough Hall Facilities

Thank you for your interest in using Yeadon Borough Hall Facilities. These Guidelines, and the accompanying Application procedures are designed to provide you with all of the information you will need to decide if our facilities will meet your needs, and to make your use of the facilities a pleasant experience for all concerned.

Scheduling

• All auditorium and meeting room requests must be submitted to the Borough Manager's Office and approved by Council prior to the actual meeting or event. Applicants requesting use of the auditorium must file applications at least 30 days prior to a planned event Sunday through Friday, and 60 days notice for an event held on a Saturday because Borough Council will need to approve the request. Please note: Borough Council approves all requests for the use of the auditorium, and all changes of date.
• All groups and organizations must adhere to their scheduled "start" and "end" times to avoid overlap of meetings or events. This is particularly important to permit any necessary furniture setup or take down to be completed on a timely basis.

Maintenance and Clean-up

• The auditorium and all meeting rooms are to be left in the condition in which they are found.
• When serving refreshments, all leftover foods and drinks are to be taken from the premises, and all serving and preparation areas are to be left clean. All trash must be put in proper bags, sealed and placed in the dumpster behind Borough Hall.
• Any Borough property damaged by you or your guests will be repaired at your cost. Any damage is to be reported to the Building Monitor during the event, or to the Borough Manager's Office (610) 284-1606 within 24 hours.
• You will be responsible to see all that all lights are turned off, and all equipment/appliances used are turned off. All thermostats to be left on the settings as you found them.

Security

• For groups of less than 10, the sponsor of the activity, meeting, or event must have a designated Building Monitor. This individual will be responsible for opening and closing the space to be used; also to ensure the space used is properly cared for and cleaned after its use. If given a key, they will be responsible for the return of the key to the Borough Manager's office within 24 hours.
• For groups of 11, or more, the Borough will assign a Building Monitor as the Borough's representative - to ensure the facility is being well treated, and to provide such services as may be required of the building owner during the event. In addition to protecting this public property, we want to see your needs as a user are fully met. All users will be charged $10.00 per hour - over and above the appropriate user fee - for the time their event is be in progress, plus one extra hour for the Building Monitor's time spent on opening and closing the space used.
• Additional fees may be charged, if Borough Council determines it will be necessary to have security personnel present during any particular event. The Applicant and the Borough Manager will review these special cases, and reach agreement on how security is to be provided, and paid for, to the complete satisfaction of the Borough, before the Applicant's requested event can be approved.

Auditorium Furniture Set-up

• All applicants planning to use the Auditorium shall indicate which of the standard furniture set-up arrangements they desire when they submit their completed Application for the auditorium's use. Alternate furniture arrangements may be possible, but they will require the agreement of the Borough Manager's Assistant and the appropriate Department of Public Works personnel who will be responsible for arranging the furniture. Events that precede or follow an applicant's event, and the time between events, may limit the Borough's ability to meet all requests.

Rental fee(s) and deposits:

Note: Final payment is due two weeks prior to your event in the form of a money order or cash.

• All fees and deposits must be paid when required; they shall be paid in accordance with the schedule found in the Application.
• All Security Deposit related inspections are performed by Department of Public Works personnel, the Borough Manager and/or the Borough Manager's Assistant.

Application Fee All applications shall be accompanied by an Application Fee, in the form of a Check or Money for 10% of the amount of the applicable User Fee. This Application Fee will be refunded, if the application is withdrawn before Borough Council's approval, or Borough Council does not approve the application; this Application Deposit Fee will be credited toward final fee amount.

Security Deposits and Refund

Security Deposits of 50% of the category user fee will be required within ten (10) days of Borough Council's approval of the application. Security Deposits will not be refunded thirty (30) after days after Borough Council's approval of the application.

Liability Insurance Requirements and Indemnification

The following requirements for insurance must be presented to the satisfaction of the Borough of Yeadon at least seven days prior to the utilization of a borough facility:

• Insurance - Social Events-Not Catered - Where guests at a social event are not paying for their food and/or liquor, the Applicant must present, to the satisfaction of the Borough, evidence of homeowners insurance in a form and amount determined to be adequate solely by the Borough.
• Insurance - Fund Raising Events - Not Catered - Where individuals or organizations will be charging for food or liquor in connection with an event, the Applicant must provide proof of General Liability and Liquor Law Liability insurance suitable to the Borough, and have the Borough named as an additional insured for the event.
• Insurance - Events Catered - Where a commercial catering service or company is to cater an event, the Applicant must ensure that said caterer provides proof of General Liability and Liquor Liability coverage to the Borough. The Borough must be named as additional insured on these policies. In addition, the Applicant must provide evidence of homeowners liability insurance for the event.
• Indemnification - The Applicant for use of the Borough facilities hereby releases and agrees to indemnify and defend the Borough of Yeadon, and its officers, employees, agents and Borough Officials, and to hold them forever harmless from and against and any and all losses, liabilities, costs, expenses (including attorneys fees), claims, damages, and demands of every kind or nature whatsoever, both at law and in equity, including those relating to personal injuries, death or property damage arising from or relating to the use of Borough facilities (including buildings, grounds and equipment) pursuant to this application. The Applicant also agrees upon demand of the Borough to pay for or reimburse the Borough for any expenses of any kind arising from damage to Borough-owned or other property caused by the Applicant.

Rules and Regulations for the use of Yeadon Borough Hall Auditorium

1. All users must complete an application in advance of using the auditorium.
   
   
2. Completed applications must be submitted to the Borough Manager; all applications for the use of the Borough Hall auditorium will be reviewed by Borough Council.
   
   
3. All Deposits and User Fees shall be paid in accordance with the requirements outlined in Section II of the Application and Guidelines.
   
   
4. Use of Borough Hall facilities shall be restricted to the activity described on the completed Application.
   
   
5. All activities must be complete by 12:30 a.m.; the user must completely vacate the building by 1:00 a.m.
   
   
6. The user, or sponsor, of the event shall be fully responsible for ensuring the condition of the Borough Hall Auditorium while occupying the facility. Any damage caused to Borough property shall be the responsibility of the user. Security Deposits will be used in the first instance to pay for repairs and restoration of the damaged Borough property. If the Security Deposit is insufficient to cover all repair costs, the User and/or their insurance provider will be expected to pay all additional costs - covering the full indemnification agreed to by the User.
   
   
7. The User will be responsible for ensuring that the facility is left in the condition they found it. All trash must be bagged, sealed and placed in the dumpster located in the parking lot behind Borough Hall. The Borough will provide plastic trash and garbage bags.
   
   
8. The User shall be responsible for the removal of the User's property from the Borough Auditorium at the conclusion of their event, unless other arrangements are made with the Borough Manager's Office before the event. The Borough shall not be responsible for missing or stolen articles.
   
   
9. When putting up decorations, no staples or nails may be used. Masking tape may be used, provided the User is prepared to repair any damaged painted area left when the tape is removed. All decorations must be taken down and removed after the event.
   
   
10. No food or drink is to remain in the building after the event - this includes all ovens and refrigerators.
    
    
11. The kitchen must be swept and all working surfaces, including counters; stovetops, ovens, and coffee makers are to be left clear and clean. All pots, pans and dishes used must be left properly cleaned.
    
    
12. No alcoholic beverages shall be served to or used in any way by any person under the age of 21.
    
    
13. Disorderly conduct of any kind is prohibited; violators will be ejected from building and grounds. Further, should the Building Monitor and Yeadon Police determine the event has become an uncontrolled event; they will have the authority to close the building and require the User to vacate the building.
    
    
14. The User, and any persons attending their event must confine themselves to the rooms assigned.
    
    CLICK HERE to complete the application. You may submit the application online. You wil need to mail your Application Fee, in the form of a Check or Money payable to Borough of Yeadon for 10% of the amount of the applicable User Fee to Borough of Yeadon, P.O. Box 5187, Yeadon, PA 19050. Mark to the attention of Lynette David. This Application Fee will be refunded, if the application is withdrawn before Borough Council's approval, or Borough Council does not approve the application; this Application Deposit Fee will be credited toward final fee amount. Your final fee amount will be emailed to you at the e-mail address listed in the application. This fee is payable with money order or may be paid in cash at the Borough Hall office. If you do not receive an e-mail confirming the balance due, please call Lynette David at Borough Hall at 484-257-1103