SHOREHAM VILLAGE HALL
CATERING FACILITY REGULATIONS
AND RATE SCHEDULE
 
Effective 1/1/13


FACILITY AVAILABILITY:  
I.  The facility is available for rental by Village of Shoreham Residents throughout the year.
II.  The facility is GENERALLY NOT available for rental for SPONSORED or BUSINESS parties during the months of July and August.  Such events require special approval by the Board of Trustees at its sole discretion.
III.  During the months of July and August, ALL Upper Level rentals must begin at or after 5PM.   
 
RENTAL ELIGIBILITY:
I. XA.  Resident (over 21) Event XXXB.Resident (over 21) Sponsored Event
II.  Non-profit organization of which resident is a member and will be in attendance.
III.  Non-profit organization composed of Village Residents.
IV.   Business Firm of which resident is a member or principal and will be in attendance.  Parties are limited to social functions only, and MAY NOT be for business fund- raising purposes. 

HOURS: Rentals are for any consecutive seven-hour period.  Rentals are defined as a five-hour party preceded by two hours for set-up.
 
ANY AND ALL RENTAL APPROVALS AND FEES ARE AT THE DISCRETION OF THE VILLAGE BOARD OF TRUSTEES.  APPLICATIONS WITH DEPOSITS WILL BE PRESENTED AND MUST BE APPROVED AT A PUBLIC MEETING OF THE BOARD! APPROVAL MEETINGS ARE HELD THE SECOND TUESDAY OF EACH MONTH.

 

RATES:

Mon. to Thurs.
(Call Village Clerk-Limited Usage)

Weekend
(Fri., Sat., Sun. & Holidays)

UPPER LEVEL:

 

 

I.  A.  Resident:

$600.00

$1500.00

  B. Resident or Class I, II or III    

 XXX3-6 Rentals
XXX 7 or More

$500.00
$450.00

 

N/A
N/A

II.  Non-Resident
XX(Must be sponsored by a Village Resident)
XX(Restricted Attendance & Usage Mon-Thurs.)

$1200.00

$3,700.00  (dishes included)

III.  Meetings
XX(No food, beverage or entertainment)

$350.00

Limited Availability

 IV. Approved Caterer Sponsorship                            $3700 (dishes included)
XX(Dates restricted-Special Board Approval Required)
                                                                                             
V. Reduced Rate Rental                                             $600-$1000.
XX(Memorial, Charity, Fund Raiser)                             (Board of Trustees discretion)
                

 

LOWER  LEVEL:

 

Mon. to Thurs.

 

Weekend

I.  Village Residents

$350.00

$450.00

II. Sponsored Events

$700.00

$800.00

 

EXTRA CHARGES: MUST BE PAID (1) MONTH PRIOR TO EVENT


I.  On-site Wedding Ceremony Fee 
 
XXGazebo or Lawn
XXBeach

$200.00 (RESIDENTS $100.00)
$300.00

 

II.  Caterer extended set-up charge
XX(Per hour, above initial 2 hours)

$100.00 per hour

III.  Extended Rental 
(Per hour, over 5 hour party time)

$250.00 per hour

 

 

IV. Outdoor Wedding Chairs

$2.50 Per Chair

V. Fireworks Display Surcharge
(Fireworks by Grucci)

$250.00  Village Fee

 

VI. Flag Officer Fee $25.00

 

REQUIRED DOCUMENTATION: Renter and Caterer must submit proof of liability insurance. Caterer is required to carry a million dollar liability listing the Village as additionally insured and the renter must submit a copy of their homeowner/renters liability showing a minimum coverage of $300,000. Caterer must have off-premises liquor license or special event permit. If renter is supplying liquor, receipts for purchase in renters name must be submitted in advance before liquor is allowed to be served.

DEPOSITS AND PAYMENT SCHEDULES: A deposit of $500.00 for Upper level, $100.00 for Lower Level, and $200.00 per event (for multiple date rentals) is required at the time of application. This deposit is NON-REFUNDABLE if the event is canceled by the renter less than 180 days prior to the date reserved. If another party rebooks the date, then $350.00(UPPER LEVEL) and $100 (MULTIPLE) of the original deposit will be refunded. No refund will be given to the canceled lower level rental.
The BALANCE of the rental payment is due ONE MONTH prior to the rental date.
A SECURITY DEPOSIT in the amount of $1000.00 for the upper level or $250.00 for Lower Level is also required AT THIS TIME. Any breakage, damage or extra charges will be deducted from this deposit and the balance refunded. The renter assumes all liability for damages.

** Rates quoted above are effective for rental dates approved through October 2013.

*** Rental rates will be reviewed and established by the Village Board annually, at the September/October Meeting, for the following calendar year.  Applications received for rentals in successive years may be subject to a rental rate increase of no more than 5% per year.  Applications received at or after the September/ October meeting for that calendar year will be subject to the newly established rates.

ALL CHECKS SHOULD BE MADE PAYABLE TO:

INCORPORATED VILLAGE OF SHOREHAM
P.O.  BOX 389
SHOREHAM  NY 11786

 

Village Hall Rental home