Johnson County Fairgrounds Facility Rental Reservation Agreement
Between Johnson County Fair Board (Fair Board), and the Authorizing Agent renting the facility, (User).
1. Determination of fees for use of the facilities shall be made by the Fair Board in accordance with the established fee
schedule and agreed to by the User at the time the reservation is confirmed.
2. Unique events may require an increase in fees/charges and/or conditions in addition to those shown. The Fair Board reserves the right to modify any of the conditions as necessary on a case-by-case basis. Holiday use of the Fairgrounds is subject to approval by the Fair Board. All County holidays are observed by Fair Board Maintenance Personnel. No Johnson County Personnel will be made available to Users over County approved Easter, Thanksgiving and Christmas holidays. Additional fees may be assessed for events scheduled on holidays. Overtime charges for County Maintenance Personnel at a rate of two times the normal hourly rate ($100/hr) will be charged for holiday events in addition to regular fees and charges with the exceptions described previously in this paragraph.
3. Use of all facilities shall be scheduled through the Johnson County Fair Board Rentals Superintendent only.
Fees and deposits:
a) A non-refundable booking fee of $107.00 per event must be paid when each event is scheduled ($100 if tax exempt)
b) The $107.00 booking fee is due before an individual or entity may have their name placed on the Fairgrounds Calendar to reserve a facility at the Fairgrounds.
c) If the event does not go forward for whatever reason, the $107.00 fee WILL NOT BE REFUNDED.
d) Remainder of fees and security deposit must be submitted to the office no less than 10 working days prior to the date scheduled. Fees and security/damage deposits should be mailed to:
Johnson County Fair Board Rentals Superintendent
250 Fairgrounds Street
Franklin, IN 46131
e) The security/damage deposit is required and due from all Users whether use fees are waived or not.
f) Failure to pay fees 10 working days prior to event may result in cancellation of facility use. Access to the facilities
at any time other than stated on this form is not allowed unless prior approval is received from the Fair Board.
Please note that any deposit refund due back to you will be provided by a Johnson County Fair Association
check. Checks are issued upon approval at the monthly Fair Board meetings.
4. The scheduling of the activities shall be made in the name of one individual who must, as a condition of use, read this document and accept responsibility for adequately supervising the event; assure that the facilities are used for the purpose for which they are scheduled; reimburse the County for damage to the property or facilities including excessive clean-up costs that may occur in connection with the event; assure payment, in full, of all charges for space and equipment requested; and ensure that all promotion and advertising of events involving the use of the facilities shall identify the individual or group sponsor of the event.
5. The cleanup and damage deposit must be paid 10 working days prior to the scheduled event. Said deposit shall be utilized by the Fair Board, if at all, for cleanup of the rented premises and repair of damages to same made necessary by the User’s rental of the premises. In the event that the User performs cleanup of the premises in a suitable manner; said deposit will be reviewed for return to the User at the next regularly scheduled meeting of the Fair Board. User will be personally liable for any expense for damage and/or cleanup in excess of the required deposit.
6. In case of cancellation, fees will be refunded (less booking fee) if notice of cancellation is received 10 working days prior to scheduled use. If the event is cancelled due to inclement weather, the event may be rescheduled with no additional fees due. If the event is rescheduled for any other reason, an additional booking fee will be charged.
7. Subleasing or charging additional fees to use the Fairground Facilities will not be permitted.
8. Non-commercial User may have one day in advance for set-up, decorating, etc. between the hours of 8:00am and
8:00pm on the condition there is nothing previously booked on that date. If additional days are required for set-up, an additional fee of $ 75.00 will be charged for each additional day. Commercial Users: If special set-up/tear-down is required, standard facility use days will be charged on a ½ day basis.
9. Liability insurance is required for all commercial events. Certain “at risk” activities i.e. rodeos, tractor pulls, carnivals, circuses, etc. are required to provide liability insurance. An insurance certificate showing both the Johnson County Fair Board and the Johnson County Commissioners as additional insured must be provided to the Fair Board Rentals Superintendent no later than 10 working days prior to the scheduled event.
10. Under Indiana Law, an equine professional is not liable for any injury to or the death of a participant in equine activities resulting in the inherent risks of equine activities, per Indiana Statue section 34-31-5-1.
11. The User acknowledges that User’s rental of County’s property is not subject to the direct supervision and control of County personnel. Accordingly, and in express consideration for the within rental agreement, User herby agrees to indemnify, and hold harmless, Johnson County Fair Board, Johnson County Commissioners, their officers, agents, and employees from and against any and all claims for liability asserted for personal injury, or property damage to any and all persons or entities whatsoever, and arising out of User’s rental of County’s property as hereinabove set forth. This indemnification expressly extends to any and all damage awards, and shall further cover all costs of defense, which shall be conducted in County’s sole discretion, including attorney’s and expert witness fees.
12. The within agreement shall be and become binding upon, and inure to the benefit of the parties hereto, their heirs, personal representatives, successors and designs. Any action necessary to construe, interpret, or enforce the provision of the within agreement shall be brought and maintained in the District Court in and for Johnson County, Indiana, with the substantially prevailing party therein being entitled, as a matter of contract law an agreement to recover its costs and expenses therein incurred, including reasonable attorney’s and expert witness fees.
13. Falsified or misleading information on this form may be cause for cancellation of this contract and forfeiture of security deposit and/or fees paid and may result in loss of future usage of the facility.
14. The User shall pay, in full, the required fee, damage deposit fee, or security deposit fee as established by the Johnson County Fair Board. It is Fair Board policy that no facility shall be made available for use until full payment of the required fee is recorded. It is understood that this document defines use as Fairground Facility use only and does not in any way include the use of Johnson County Fair Board Personnel. Each User is solely responsible for the care of the facilities, preparation of the arena floor for the duration of the event, clean-up of the facilities, grounds, and parking areas during, and at the conclusion, of the event. Parking areas are included in the use and clean-up of all facilities.
15. The User shall be required to call for an on-site facility orientation with the Fairgrounds Caretaker or Rentals Superintendent no later than 5 working days prior to the event. The User will be familiarized with information pertaining to use of the facility, obtain keys, and will have the opportunity to ask questions of the caretaker/superintendent. The Fairgrounds Caretaker can be reached by calling 912-675-2201. Regularly scheduled monthly meeting organizers are not required to complete an orientation, however, are expected to
cooperate with the expectations for use outlined in this document. The User understands that the Fair Board does not employ 7 day per week, 24 hour per day Fairgrounds Personnel. The Fairgrounds Caretaker hours are scheduled from 8:00 am to 5:00pm, Monday – Friday. The Fairgrounds Caretaker schedule may change to correlate with an event; however, changes must be pre-approved and are at the discretion of the Johnson County Fair Board Maintenance Supervisor.
16. Every effort has been made to provide Fairground Facilities that are adequately maintained and appropriately prepared for normal use. It is further understood that building and grounds systems can, and do, fail at times. Failures may include, but are not limited to; electrical outlet power losses and blown breakers due to abnormal use and overloaded circuits, public announcing or loudspeaker malfunctions, lighting failures, water supply problems, and restroom malfunctions, etc. There are no guarantees against such failures either implied or stipulated in this document. Johnson County Fair Board members and Fairgrounds Caretaker will only be made available during off-hours in the event of an emergency pertaining to life safety or unsanitary conditions. All other unexpected
occurrences should be documented and will be addressed on the next regular work day.
17. The User agrees that it is their responsibility to provide, and be responsible for, the equipment or supplies necessary to circumvent potential failures in the buildings, restrooms, or arena including; portable generators, portable toilets, portable amplifier or loudspeaker systems, water, and/or water trucks for wetting a dusty arena floor, toilet paper and hand towel paper supplies, first aid supplies, etc.
18. In the event that the Johnson County Fair Board has construction and or renovation being performed, certain areas may not be available that were previously agreed upon for rental. We will inform you no less than 60 days prior to your event if changes need to be made to the building/facility you are leasing. We will make every effort to satisfactorily accommodate your event. For the safety of all parties involved, failure to comply with requests to avoid construction projects will result in immediate eviction from the premises and we will reserve the right to cancel all future events already scheduled.
19. The User understands that costs incurred by the Fair Board due to responding to non-emergency calls for service, facility or grounds clean-up, and sub-contractor repairs for damages to equipment or facilities will be billed to the User at a rate of 2 times the actual costs ($100/hr). It is the User’s responsibility to minimize non-emergency calls for service.
20. Fairgrounds street is a public city street and closure or blocking of the said street is not permitted unless done so by County or Fair Board members.
21. If an event causes a public disturbance and law enforcement is called to control the event, we reserve the right to deny future rental to your organization.
22. The User is specifically responsible to ensure adherence to these written and any posted policies and to:
a) Provide written documentation specifying any concerns, system failures, or break-downs and deliver that documentation to the Fairgrounds Caretaker. Please do not manipulate circuit breakers.
b) Ensure NO permanent markings are made while using the facility on any surface – the use of spray paint is strictly prohibited. All permanent markings will be required to be removed at the lessee’s expense.
c) Pick-up trash and debris accumulated during the event including parking areas, and deposit the trash in the 55 gallon trash drums provided, or if full, into available dumpsters.
d) Re-stock indoor and outdoor men’s and women’s restrooms with toilet paper and paper hand towels as needed throughout the event. The Fairgrounds Caretaker will make these items available to Users.
e) Pick-up trash in, and around, the indoor and outdoor restrooms, the kitchen, and concession stands and leave fixtures, appliances, and counter surfaces clean. Sweep and mop, or vacuum indoor floor surfaces.
f) Make appropriate arrangements for providing the necessary crowd control, public safety, and building security for the event.
g) Ensure that scheduled events involving alcohol follow the county alcohol ordinance (attached if applicable), no exceptions.
h) Ensure any vendors or attendees needing a campsite during the duration of your event (if applicable) check in at the fair office or with the campgrounds Host. No camp fees will be charged to or included in your rental agreement and payment.
23. The Johnson County Fair Board and Johnson County Commissioners assume no responsibility for lost or stolen items.
24. The fair office is not available for rent. We do not permit vendor set up in front of the fair office and the door may not be blocked.
25. Alcohol is not allowed on the Fairgrounds during 4-H events and/or meeting times. Approval of alcohol use at any event must be granted by the Fair Board.
26. Building or grounds emergency call: 912-675-2201. Medical or safety emergency call: 911.