F a c i l i t i e s R e n t a l A g r e e m e n t 1 The Center for Wooden Boats is a non-profit maritime museum that selectively agrees to rent its premises to the public for private functions. The Boathouse is a beautiful setting for both social and business gatherings. Rental of these facilities helps to support the CWB s ongoing mission of preserving traditional small craft heritage and maritime skills through hands-on educational programs. CWB is not a full service rental facility and cannot deliver many services that a banquet hall may provide. Please read all four pages of the contract carefully and provide a copy to your caterer. Agreements outside this contract must be in writing and signed by both parties. Oral agreements concerning this contract cannot be honored. Boathouse and Porch The Boathouse is the largest waterfront building in Cama Beach State Park. It measures approximately 70'x90', has exposed beams and rough, wood floors, a small porch to the west, and features a prominent collection of historic boats in-use and on display which will occupy floor-space during rental events. The Boathouse floor will be generally clear of boats except for the area in the W side and on the boat rack between the northern columns. Clean stationary tools will occupy floor-space in the southwest corner. Sliding doors open to the park service road on the east, and to the porch and Puget Sound on the west. Available on the premises are six 60'' round tables, four 6' rectangular banquet tables, and 45 folding chairs. Fire Truck Garage The Fire Truck Garage is an all-purpose camp kitchen, great for catering or an event. There are two refrigerators, a stove, and sink. Capacity Capacity for our facilities are as follows: Fire Truck Garage: 30 Boathouse & Porch: 100 Porch Only: 40 Equipment Included in Rental CWB has the following equipment onsite and available for renters. The use of this equipment is included in the rental pricing. Six 60 round tables Four 6 rectangular banquet tables 45 folding chairs Renter is responsible for bringing everything else for the event, including linens, dishes, flatware, and glassware. CWB does not have a required caterer or preferred caterer list. Renters are welcome to hire a professional caterer, or to provide food themselves. Please note that our kitchen in the Fire Truck Garage is not a professional catering kitchen. Please give your caterer a copy of the contract and make sure they understand their responsibilities. See Set-Up & Clean-Up and Deliveries & Pick-Up sections.
F a c i l i t i e s R e n t a l A g r e e m e n t 2 Renters are responsible for ALL set-up and clean-up. Tables and chairs are provided as noted above. Renters should bring everything else for their event including linens, dishes, glasses, silverware, food, beverages, etc. For evening rental set-up, please do not arrive or send supplies to the Boathouse or Porch before 4:00pm, and only with approval from state parks manager. No vehicles are allowed down to the beach area without a State Park escort. The Center for Wooden Boats is a museum and our space must be completely accessible to the public during non-rented hours. Other CWB activities may be going on during set-up, though impact to your event shall be minimized. The renting party is responsible for setting up their event and cleaning the Gallery following it, including removal of trash and recycling from the site. All set-up and clean-up activities must take place during the rental time specified in the Facility Rental Contract. You or your caterer should clean the floors using a hose or broom if needed. All renters must bag their own garbage and stack it neatly inside the entry door immediately following the event. Setup may not begin until the Renter or their representative has gone over the Clean-Up Checklist and Closing Procedures with CWB staff, and signed the Rental Clean-Up Agreement. Renter may arrive up to 15 minutes before the appointed rental start time to review and sign the Rental Clean-Up Agreement. Should renters fail to complete all tasks on the Rental Clean-Up Checklist to the satisfaction of CWB staff, they will be billed at a cost of $75 per hour, one-hour minimum, to clean the gallery and $25 per bag of trash or recycling that must be removed. Rental equipment is not allowed in the Boathouse before the specified set-up time in the contract, and should be removed from the site immediately after the event. No vehicles are allowed down to the beach area Without a State Park escort. If rental equipment must be left overnight it must have prior authorization from the facility rental manager. Please ensure that it is out of the Boathouse no later than 10:00am the following morning. If rental equipment is delivered early or picked up late without prior arrangement, a $100 fee will be added to the rental bill. Special accommodations may be made on a case-by-case. These must be made in writing and signed by both parties to be considered valid. Evening Rentals The Boathouse is available for set up evenings after 4:00 p.m., with assistance from CWB staff. No vehicles are allowed down to the beach area without a State Park escort. Rentals are subject to availability, and The Center for Wooden Boats reserves the right to refuse rental for any reason. Evening rental rates are a flat fee for up to 5 hours. All set-up and clean-up activities must be performed during the agreed-upon event time. Taxes Facility rentals at Cama Beach are subject to an 8.7% tax. Renters wishing to apply tax exemptions must show legal documentation that they are exempt from paying tax on facility rentals and services.
F a c i l i t i e s R e n t a l A g r e e m e n t 3 A $275.00 Security Deposit is required within two weeks of making the reservation for all events. The deposit is refundable after the event, less any amounts deducted for cleaning, repair, or overtime use. The Security Deposit must be paid at the time the Facility Rental Contract is signed. The Security Deposit is not applied towards the balance owed. The full payment is due no later than one month prior to the event. If the rental is not paid at that time, the Security Deposit is forfeited and the Contract is terminated. Refund of Security Deposit (less deductions, if any) will be made by check within 30 days after the event. In the event of cancellation, the Security Deposit is not refundable. If the rental is canceled more than 30 days prior to the event, you may reschedule to an alternate date within the same calendar year (pending availability) using the same Security Deposit. Check Boatman s cabin. If the rental is canceled within 30 days of the event, no refunds are given and a new Security Deposit is required to reserve another date. Activity Due date Up to 18 months in advance Initial reservation on our calendar Two weeks after reservation $275 Security Deposit and signed Gallery Rental Contract due 30 days before event Full Payment due, Early-Access agreement signed, parking passes requested One week before event Estimated guest count and draft floor plan or walkthrough due Day of event Rental Clean-Up Agreement signed by renter Within 30 days after event Refund of Security Deposit, less any charges, via check For reservations made within 30 days of the event, both Security Deposit and full payment is due at the time of Gallery Rental Contract submission. To rent the CWB Cama Beach Facilities, renter must secure a Special Activities Permit (SAP) from Washington State Parks. Please contact Cama Beach State Park s Events Coordinator/Reservation Manager, Susan E. Thomas, at 360.387-3306 or by email at Susan.Ella@parks.wa.gov. One person must be designated the Responsible Party and will be listed on the contract as the contact person.
F a c i l i t i e s R e n t a l A g r e e m e n t 4 Rental of the site includes the exclusive use of the entire inside of the rented space (Boathouse, Porch and/or Fire Truck Garage). There are no changing rooms, storage lockers, or staging areas available. Private Event signs will be posted at all entrances to the space during rentals. Seasonal operating hours are posted on our website here: http://cwb.org/locations/cama-beach/. Any CWB-owned boats not in use are available for non-exclusive event-related photography. Candles and open flames are not allowed. Battery operated tea lights are recommended. Private vehicles are not allowed on the beachfront access road to the cabins and rental facilities. Shuttles from parking lots to the beach run daily until 6:00pm. Parking in Cama Beach State Park requires a state Discover Pass, $10 per night or $30 per year. Discover Passes may be purchased at the Cama Beach State Park Welcome Center, or online at www.discoverpass.wa.gov Loading in Delivery vehicles are allowed down to the beach area with a State Park escort for the purposes of delivery and pickup only. There is no parking available on the beachfront. CWB is a smoke-free facility. Smoking of any substance is not allowed in any of CWB s buildings, on any docks, in any boats, or in the Cama Beach State Park area. CWB allows beer, wine and champagne to be served at events in the rented facility. No hard liquor is allowed. All alcohol must remain within the rental area of the Boathouse and/or Fire Truck Garage. If your party plans to serve alcohol, a Banquet Permit from the Washington State Liquor Control Board is required. Visit http://liq.wa.gov/licensing/banquet-permits to apply. Please note: alcohol is not allowed in any of our boats. Livery boats will not be rented to customers who show signs of intoxication or alcohol/drug use. CWB s Cama Beach facility is a museum, and the boats and displays are museum exhibits. Please respect the exhibits, artifacts, and ecosystem by abiding by these rules: a) No tape, nails or staples may be used on walls or rafters. Decorations may be hung from existing hooks and nails, but not from exhibit boats. Blue painter s tape may be used on some surfaces with prior approval, excluding painted or finished wood surfaces. b) Lanterns and open flames are not allowed. Battery operated tea lights are recommended. c) No rice, confetti, birdseed, potpourri, glitter or any substance of that nature. d) Flower petals may only be used for decorating purposes on tables only, and must be cleaned up entirely at the end of the event.
F a c i l i t i e s R e n t a l A g r e e m e n t 5 In order to be considerate of our neighbors, all sound systems must be approved by the Washington State Parks Cama Area Manager, and operated in compliance with their policies. As per SAP, it is recommended that you rent at least, the 3 waterfront and 3 back row cabins closest to the boathouse and the boatman s cabin if there is to be music at your event. By renting the Gallery, it is understood and agreed that the renter will take responsible precautions to prevent persons admitted to the premises from damaging or defacing the premises. In the event that the premises are damaged or defaced by the act, default, or negligence of the renter, or any employee or guest of the renter, the renter shall pay CWB the amount necessary to restore that damaged portion of the premises to its original condition. Please encourage your guests to avoid wearing spike heels, as they damage the hardwood floors and are extremely dangerous given the wide gaps in the Boathouse floor. By renting the Gallery, it is understood and agreed that, should your group fail to adhere to all rules and policies, and conform to the proper use of the building, The Center for Wooden Boats may, at its discretion, terminate this agreement and require the renting parties to vacate the building (during the event if necessary), forfeiting any and all fees and monies. Renter shall abide by, conform to, and comply with, and shall take reasonable precaution to ensure that every person admitted to the premises abides by and complies with, all laws of the United States and the State of Washington, the charter and ordinances of Island County, and the rules and regulations of County Fire, Health and Police Departments. All day use visitors must have valid discover pass, as required by Washington State Parks. By renting the CWB Facility, it is understood and agreed that the renter shall indemnify and hold CWB harmless from any and all losses, claims, actions or damages suffered by any person or persons by reason of, or resulting from, any act or omission of renter or renter s employees or guests during use/occupancy of the premises.
Event Date: Start Time: End Time: Name of Renter/Organization: Contact Person: Address: Email: Phone: Event Name: i.e. Schmidt/Green Wedding, Lewis Anniversary Party Estimated Guest Count: Premises to be used: Boathouse & Porch Boathouse, Porch & Fire Truck Garage Fire Truck Garage 4 hours Fire Truck Garage 8 hours Porch Only Rate 8.7% sales tax Total Security Deposit $ 275.00 N/A $ 275.00 Date Due: Date Paid: Facility Rental Rates Rate 8.7% sales tax Total Rental Rate Additional Hours Additional Services Total (due one month before event) Date Due: Date Paid: By signing this Contract, I state that I have read and understood the Facility Rental Agreement and the policies it contains. I understand that if I or any of the guests or vendors at the event does not comply with this agreement or the policies, the event may be immediately terminated by The Center for Wooden Boats, in its sole discretion, and/or all deposits made retained by The Center for Wooden Boats. I understand and agree that, in addition, I will be responsible for and liable to The Center for Wooden Boats for any costs exceeding the amount of the retained deposit. FOR THE CENTER FOR WOODEN BOATS: FOR THE RENTER: name (please print) date name (please print) date
Thank you for renting our facility! Rental of these facilities helps to support CWB s ongoing mission of preserving traditional small craft heritage and maritime skills through hands-on educational programs. Because CWB is not a non-profit museum that relies on volunteers for many of the day-to-day job duties, we cannot deliver many services that a banquet hall may provide. Therefore, you and/or your caterer are responsible for breakdown, cleaning and garbage removal after your event is over. Cleanup must be completed the evening of the event or you will be billed for janitorial services. Thank you for your assistance and support! BEFORE EVENT : Scheduled Event Start Time : Scheduled Event End Time : First Caterers/Equipment Arrive : Activities Begin in Boathouse AFTER EVENT : Cleanup Begins Clean-Up Checklist Remove all personal items, food and beverages, and event equipment Remove all decorations (balloons, wall hangings, streamers, etc.) from signage along street and dock Clean up any stains with warm water and vinegar Stack chairs on cart under cover of porch, outside Boathouse Fold up all tables and return to proper locations Clean floors with broom, mop or hose as needed Collect all garbage in bags and gather them inside Boathouse door (daytime rentals move to dumpster) Check all doors are closed and locked : Clean up finished. (Leave this form with CWB staff.) By signing this agreement, I understand that I must perform the above activities to the satisfaction of CWB facility employees, and that should additional effort be required to return the facility to the state it was prior to my event, I will be billed at a rate of $75 per hour for the time needed to clean it. Any garbage or recycling not per above details by renter will be billed at a rate of $25 per bag. FOR THE CENTER FOR WOODEN BOATS: FOR THE RENTER: name (please print) date name (please print) date