Houston Black Firefighters Association

HBFFA Hall Rental Agreement


This is a rental agreement between (Renter) and the Houston Black Firefighters Association for the use of the Houston Black Firefighter's Hall located at 4919 Reed Rd, Houston Texas 77033 for Date of Event:  / Event Start Time:  

RESPONSIBLE PARTY INFORMATION

Responsible Party Name:  
Responsible Party Address:
Responsible Party Phone:
Responsible Party Email:

EVENT INFORMATION

Date of Event:
Type of Event:
Event Start Time:
Event End Time:  
Additonal Set up Time:  
Additonal Event Time:  
Estimated Number of guests:  

PAYMENT DETAILS

Hall Rental:  
Hall Rental Additional Hours:  
Conference Room Rental:  
Conference Room Additional Hours:  
Additional Parking:  
Security:  
Total:  

YOUR RENTAL

Hall: 
Includes a maximum use of the facility as described in the RATES section of this contract.
The Main Open Seating Area
Kitchen Area (Coffee/Tea Maker unavailable to the public
Bathrooms
10 Round Tables
5 Long Tables
100 Chairs
Conference Room: (NOT AVAILABLE AT THIS TIME)
Includes full use of the conference room
Eight (8) to ten (10) people
Bathrooms

MAXIMUM OCCUPANCY

Maximum Occupancy for the Hall = 156
Maximum Occupancy for open seating area = 100
Maximum Seating with dance floor and tables = 80
Maximum Occupancy for Conference Room = 15

HALL RENTAL PERIOD & EVENT HOURS

The Houston Black Firefighter's Hall is available for rent based on eight (8) hours of use of the facility for a five (5) hour event. This time period includes two (2) hours for setup, five (5) hours for the actual event, and (1) hour for clean up. The actual event must end no later than midnight. The renter can secure the Hall for additional hours at a rate of one hundred twenty dollars ($120.00) per hour. Additional hours not to exceed 2:00 am.

CONFERENCE ROOM PERIOD & HOURS (Not Available At This Time)

The Conference Room at the Houston Black Firefighter's Hall is available for rent based on a two (2) hour minimum. The Renter may secure the Conference Room for additional hours (see rate section).

RENTAL RATES

A. Hall Rental: Monday through Saturday (any event)                         Eight Hours                   $1095.00
B. Hall Rental: Monday through Thursday (4-hour slots)                     Four Hours                    $720.00
C. Hall Rental: Sunday (after 4:00 pm only at this time)                       Eight Hours                   $1095.00
D. Hall Rental: Additional Hours until 2:00 am                                     Per Hour                        $120.00
E. Conference Room Rental: Monday through Saturday                      2 Hours Min.                 $100.00
F. Conference Room Rental: Additional Hours                                     Per Hour                        $50.00
G. Additional Parking for up to twenty (20) vehicles                            Per Event                       $120.00
H. Security (Over 25 people and/or alcohol on the premises)             Per Hour                        $50.00

ADDITIONAL TIME FOR SETUP, ROOM DECORATING, VENDORS, ETC.

If the renter or its vendors need additional time for set up, room decorating, etc., the renter may ask for access to the room beyond the contracted eight (8) hours for an additional charge. Additional setup hours must be contiguous with event hours, i.e., additional set-up or breakdown time is only available for hours immediately before or after the event and at the discretion of The Houston Black Firefighters. You must request this time in writing at least thirty days before your event. Additional set-up and breakdown time will be billed at the rate of fifty dollars ($50.00) per hour or portion thereof.

SECURITY DEPOSIT

A $300.00 security deposit is required to reserve a date for the Hall, in addition to the rental fees. The security deposit will be paid separately from the rental fees and returned within 30 days after the event or when all accounts are settled, whichever is later if the renter has no infraction of the contract. If there is an infraction of the contract, the deposit will not be returned to the renter, and the renter may be subject to additional fees for the breach of the contract.

A $50.00 security deposit is required to reserve a date for the use of the Conference Room, in addition to the 2-hour minimum. The security deposit will be paid separately from the rental fees and returned within 30 days or sooner after using the Conference Room or when all accounts are settled, whichever is later if there has been no infraction of the contract by the renter. If there is an infraction of the contract, the deposit will not be returned to the renter, and the renter may be subject to additional fees for the breach of the contract.

CANCELLATIONS

In the event cancellation occurs two (2) weeks before the scheduled event date, the full value of the deposit will be withheld by the Houston Black Firefighters Association. A refund of the deposit and/or payments made will be dependent upon the time frame or reasonable explanation in which the event is being canceled.

Due to the popularity of the event hall, rescheduling will be dependent on the event calendar. If the renter cancels the reschedule, a new agreement will be initiated, and an additional deposit of $300.00 will be required.

PAYMENT OPTIONS FOR HALL RENTAL

In addition to the $300.00 security deposit to reserve a date, the renter may pay for the eight (8) hour hall rental by one of the two options below.

Option 1: Renter shall pay in full the eight (8) rental amount of $1095.00 plus any additional requirements thirty (30) days before the planned event.

Option 2: Renter shall have the option of paying for the eight (8) rental of the hall in two (2) payments. The first payment of $547.50 plus any additional requirements shall be due thirty (30) days before the planned event. The Renter shall pay the second payment of $547.50 plus any additional requirements one week before the event.

Rental of the Hall Monday through Thursday for 4-hours: Renter shall pay in full $720.00
Rental of the Hall for Sunday after 4 pm for eight (8) hours: Renter shall pay in full $1095.00

If the renter fails to pay the balance due within the time period agreed upon in this contract, the hall rental date will be released, and the renter will not be entitled to a refund.

PAYMENT OPTIONS FOR CONFERENCE ROOM (Conference Room Not Available)

In addition to the $50.00 security deposit to reserve a date, the renter shall pay in full a two (2) hour minimum of $100.00 plus any additional time requirements seven (7) to ten (10) calendar days before the planned event.

PARKING

The HBFFA Hall has parking for up to 25 vehicles. Additional parking may be obtained across the street from the hall for up to twenty (20) additional vehicles.

SECURITY

Two (2) Security personnel is required for all events with 50 or more people and/or alcohol is being served. A mandate, determined by the event coordinator, will require additional security personnel assigned to your event if the event is larger than stated in the Hall Rental Agreement, which may involve additional fees over and above the facility rental fee.

EVENT HALL USAGE GUIDELINES

  1. All facility renters shall be required to sign a rental agreement and pay a deposit and rental prior to using such facility and grounds.
  2. The person signing the rental agreement must be at least twenty-one (21) years of age and an authorized organization representative.
  3. The HBFFA Hall is a “non-smoking” facility. Smoking is prohibited inside the buildings. All users must comply with the City of Houston smoking ordinance.
  4. Decorations must not be attached to the buildings using nails, staples, tacks, or cellophane tape. Masking tape, Rice, confetti, glitter, gum, silly string, and fog machines are not allowed inside the facility.
  5. If any provision of this Rental Agreement is violated, the renter shall forfeit the entire deposit.
  6. Everything the renter brought into the building or onto the grounds (food, beverages, decorations, and trash) must be removed after the event.
  7. Youth groups must have adult chaperones present.
  8. The HBFFA Hall rental prices include the hall, tables, and chairs only.
  9. The use of the Kitchen area is limited to the warming of food only. No cooking, frying with grease/oils is allowed.  The occupant shall become familiar with the location of fire extinguishers. No exceptions will be made.
  10. Renter shall make arrangements with the event coordinator to access the building unless other arrangements are made with management.
  11. The hours assigned to your event include all setup and cleanup, including the setup and cleanup of all subcontractors you may use as described in "Hall Rental Perion & Event Hours" above.
  12. It is understood that Renter will adhere to and follow the terms of this agreement and is responsible for the behavior of guests, invitees, agents, or subcontractors.
  13. Damage: The Renting Party is responsible, and upon demand, shall pay Houston Black Firefighter's Association for any damage to the Hall that arises from or is related to the Renting Party’s rental of the Hall. This includes but is not limited to damage to the restrooms, tables, chairs, lights, or any other property or asset.
  14. Indemnity: The Renting Party shall indemnify, defend, and hold harmless “Houston Black Firefighters Association,” event coordinator, its officers and members against all demands, causes of action, or any other claims made against the "Houston Black Firefighter's Association" or its event coordinator, officers and members arising out of or related to the Renting Party’s rental of the Hall.
  15. Compliance with Laws: The Renting Party shall comply with all applicable laws and regulations and shall not use or occupy the Hall for any unlawful purpose or permit others to use or occupy the Hall for any unlawful purpose.
  16. Alcoholic Beverages: If the Renting Party intends to sell alcohol at its event, it shall obtain any licenses or permits required under applicable laws and regulations to do so and provide “Houston Black Firefighters” Event Coordinator with copies of any such licenses or permits five (5) days prior to the Rental Period. No alcoholic beverages are to be consumed outside the Hall.
  17. Entire Understanding: The Parties agree that this Agreement contains the entire understanding between them and that there are no oral or written promises, inducements, representations, warranties, covenants, undertakings, or agreements whatsoever between them, except as contained herein. This Agreement cancels, annuls, and invalidates prior agreements between Parties, whether verbal or written, regarding the rental of the Hall or its conference room.
  18. Modifications: This Agreement may not be modified or amended except through an express written agreement signed by the Parties.
  19. Governing Law: This Agreement shall be governed by the laws of the State of Texas. The Parties agree that, if any provision of this Agreement is held to be invalid or unenforceable, all of the other provisions shall, nevertheless, continue in full force and effect.
  20. Binding Effect: This Agreement shall be binding upon the Parties, heirs, representatives, or assigns.

I have read the agreement and understand the Houston Black Firefighters Hall Use Guidelines and agree to be bound by all terms contained therein and all terms of this Rental Agreement.

Leave this empty:

Signature arrow

Signed by Houston Black Firefighters Association
Signed On: September 3, 2021


Signature Certificate
Document name: HBFFA Hall Rental Agreement
lock iconUnique Document ID: 8f548b6113dcc1c6705ec207db418dea433773cb
Timestamp Audit
August 16, 2021 3:02 pm CDTHBFFA Hall Rental Agreement Uploaded by Houston Black Firefighters Association - Hallrental@houstonbffa.org IP 75.24.200.175
August 27, 2021 8:22 pm CDTByron Robinson - byronamus@gmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
August 27, 2021 8:22 pm CDTShavonnah Bush - Firelady94@hotmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
August 27, 2021 8:59 pm CDTByron Robinson - byronamus@gmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
August 27, 2021 8:59 pm CDTShavonnah Bush - Firelady94@hotmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
September 3, 2021 10:56 pm CDTByron Robinson - byronamus@gmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
September 3, 2021 10:56 pm CDTShavonnah Bush - Firelady94@hotmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
September 3, 2021 10:57 pm CDTByron Robinson - byronamus@gmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
September 3, 2021 10:57 pm CDTShavonnah Bush - Firelady94@hotmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
September 3, 2021 11:17 pm CDTByron Robinson - byronamus@gmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
September 3, 2021 11:17 pm CDTShavonnah Bush - Firelady94@hotmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
September 3, 2021 11:20 pm CDTByron Robinson - byronamus@gmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175
September 3, 2021 11:20 pm CDTShavonnah Bush - Firelady94@hotmail.com added by Houston Black Firefighters Association - Hallrental@houstonbffa.org as a CC'd Recipient Ip: 75.24.200.175