Class Room - 1 & 2 (Full Day)

Hall Rental Policy

The Manager in charge of the shift is responsible to receive and process the rental requests. The requests must be processed in the order they have been received.

HTCC reserves the right to change the Hall Rental Policy without notice.

1.0 RENTAL FEES AND CONDITIONS

1.1. COMMUNITY HALL

1. CHARGES: For 6 hours - $1,250.00

aa. Charges include setup time, pull down time, and custodial services.

ab. Exceeding 6 hours will be charged an extra $125.00 per hour

2. CHARGES: From 9.00 am to midnight - $2,000.00
3. See section 2.0 for additional security and custodial charges if exceeding HTCC hours of operation.
4. The rental for Community Hall includes full use of the Community Hall kitchen.
5. The Sound System, if needed, will be an extra charge of $25 per hour.
6. The maximum capacity of the hall is not to be exceed by the renter and should be as per the applicable guidelines and requirements of the Fire Marshal Code of the State of Kansas.

1.2. FELLOWSHIP (BASEMENT) HALL

1. CHARGES: For 6 hours - $350.00

aa. Charges include setup time, pull down time, and custodial services.

ab. Exceeding 6 hours will be charged an extra $30.00 per hour

2. CHARGES: From 9.00 am to midnight - $600.00
3. See section 2.0 for additional security and custodial charges if exceeding HTCC hours of operation.
4. The rental for Basement Hall includes LIMITED USE of the Basement Kitchen. The use of the Basement Hall kitchen must be limited to only WARMING of pre-cooked food. No cooking is allowed in the Basement Hall Kitchen.
5. The sound system, if needed, will be an extra charge of $15.00 per hour.   

1.3. COMMUNITY HALL KITCHEN

As a convenience to the renters of the Basement Hall, the Community Hall kitchen may be rented to those who may have a need for cooking onsite, as cooking is not allowed in the Basement Kitchen.

1. The Community Hall kitchen will be available for rent on a purely conditional basis. If a party rents the Community Hall at a later time, then the former’s reservation of the Community Hall kitchen will be cancelled.

2. The Community Hall kitchen will be rented out in 5-hour blocks.
3. CHARGES: For each 5-hour block - $200.00. Exceeding 5 hours, as long as the kitchen is available, will be charged an extra $40 per hour.
4. The renter must agree to use the kitchen and appliances as available in the kitchen. HTCC will not make any special arrangements for the renters.
5. The kitchen MUST not be rented for commercial purpose or for events not hosted within HTCC premises. Any violation of this rule will revoke all privileges of the renter from renting any facility from HTCC.
6. This is a purely a conditional rental. The renter of the kitchen must agree that the party renting the Community Hall has the first right to use the Community Hall Kitchen, even though the former has a confirmed booking of the Community Hall kitchen. Changes could be made last-minute.

1.4. CLASSROOMS

1. CHARGES: For 6 hours - $100.00 per single classroom and $200.000 for two classrooms including setup time and pull-down time. Exceeding 6 hours will be charged an extra $20.00 per hour.
2. CHARGES: From 9.00 am to midnight - $200.00 per single class room and $400.00 for two classrooms.
3. See section 2.0 for additional security and custodial charges if exceeding HTCC hours of operation.

 2.0 SECURITY AND CUSTODIAL CHARGES

All hall rentals that exceed HTCC hours of operation will have the following additional charges.

• Custodial - $25 per hour.  
• Security – Presence of a professional and licensed security personnel is required. Security will be arranged by HTCC.  Charges will be extra and paid in full by the renter.

3.0 SETUP AND PULL-DOWN TIME

Renter should state the exact time needed for the setup of the event and pull-down of the event in the Rental Application Form.

All setup and pull-down to be managed by the renter or the renting organization.

All cleaning of the rented facilities should be done by the renter by the completion of the event. At the request of the renter, HTCC may arrange the cleaning crew services.

4.0 CONFIRMATION OF BOOKING

Any booking is deemed confirmed only when the following requirements are met:

• The advance amount is paid along with the completed Rental Application Form
• The balance payment and security deposit are submitted at least 3 weeks prior to the date of the event.

5.0 BOOKING AMOUNT

An advance amount equal to 50% of the total Rental Fee is required at the time of submitting the Rental Application Form. The balance amount must be paid to HTCC at least three weeks before the event.

6.0 SECURITY DEPOSIT

1. For individuals, the refundable security deposit will be 25% of the rental fee.
2. For organizations, the refundable security deposit would be 50% of the rental fee.
3. Refund of Security Deposit: Security deposits will be refunded ONLY after inspection by HTCC managers or the custodian. Any cost HTCC may have to incur in order to perform additional cleaning or repair damages caused by the renter will be deducted from the security deposit. If the cost of such restoration exceeds the security deposit amount, HTCC has the right to claim the difference from the renter.

7.0 CANCELLATIONS POLICY

7.1 CANCELLATION BY HTCC

Circumstances may arise in which HTCC must cancel the renter’s booking. If this occurs, HTCC will offer the renter a full refund, or the opportunity to reschedule.

7.2 CANCELLATION BY RENTER

Renters have the option to cancel the booking with the following cancellation charges:

10% of the rental fee for cancellations before one month.

20% of the rental fee for cancellations before 3 weeks.

30% of the rental fee for cancellations before 2 weeks.

40% of the rental fee for cancellations before 1 week.

No refund for cancellations on the day of the event.

8.0 ADVANCE BOOKINGS

Bookings made one or more years in advance are tentative.

9.0 DISCOUNTS

All regional organizations are eligible to a 20% discount on total rental fee ONCE in a calendar year subject to approval by the HTCC president. Subsequent rentals in the same calendar year will be charged at the regular rate.

Regional organizations may be eligible for additional discounts based on their participation in HTCC events and/or HTCC Bucks earned.

1. HTCC Bucks are awarded to individuals/groups based on the funds they generate for HTCC by participating in HTCC events such as the Holi Mela, Diwali Mela and any other event approved by HTCC management.
2. Organizations that conduct religious/cultural events at HTCC may get HTCC Bucks if 100% of the proceedings from such events are donated to HTCC.
3. The amount of HTCC Bucks rewarded = 15% of Funds generated from an HTCC approved event.
4. All HTCC Bucks earned in a calendar year will expire on June 30th of next calendar year.
5. HTCC Bucks can be applied ONLY towards facility rentals and advertisement in the Patrika. It cannot be applied towards security deposit or any recovery costs that may be applicable as part of rental agreement. The HTCC Bucks discount can be availed multiple times as long as there is a balance available.

IF NECESSARY, THIS POLICY CAN BE AMENDED WITHOUT ANY NOTICE AND CHANGES CAN BE MADE EFFECTIVE IMMEDIATELY.

Contact details:

managers@htccofkc.org #913-631-7519