The Forest Hill Civic and Convention Center serves three basic functions:
(1) 
To provide facilities for official use;
(2) 
To provide meeting facilities for individuals, businesses, or organizations;
(3) 
To provide for private or commercial use by rental clients and their guests.
(Ordinance 2015-07-001, sec. 2 (15-1), adopted 7/7/15)
The following words, terms and phrases, when used in this article, shall have the meaning ascribed to them in this section, except where the context clearly indicates a different meaning:
Banquets
means activities including but not limited to conventions, awards banquets, weddings, company parties, membership drives, social events, bridal showers, baby showers, or similar events.
Civic center
means the actual building and grounds that comprise the Forest Hill Civic and Convention Center.
Client
means the person who signs the facility usage agreement.
Commercial use
means a use by an individual or group not representing the city or a nonprofit organization, and which exhibits at least one of the following characteristics:
(1) 
Requires an admission fee;
(2) 
Subjects participants to any sales pitch;
(3) 
Subjects participants to solicitation of funds for any reason;
(4) 
Is directly connected with a business venture.
Nonprofit organization
means an organization that has its 501(c)(3) articles of incorporation on file with the secretary of state as a nonprofit organization or is a bona fide chapter of a state or national nonprofit organization.
Official use
means a use by the city council; official boards, commissions, or committees; and municipal sponsored functions.
Private use
means a use by, and for, the benefit of the client and their guests and which is attended by individuals known by the client personally.
Regular nonprofit use
means a use by a nonprofit organization for its regular business meeting.
(Ordinance 2015-07-001, sec. 2 (15-2), adopted 7/7/15)
The Forest Hill Civic and Convention Center shall not be used unless a written application is received and completed in its entirety and contains the following information:
(1) 
Name of the organization;
(2) 
Name and type of event;
(3) 
Dates and times of event;
(4) 
If the event will be private, open to the public, and if admission will be charged;
(5) 
The maximum number of people that will be present at any one time in the facility;
(6) 
Name and contact information of the person filing the application;
(7) 
Meeting room selection, stage and riser selection, and audio/visual equipment selection;
(8) 
Catering company and contact information;
(9) 
Applicant and city representative signatures;
(10) 
A copy of the client’s state-issued driver’s license or identification card;
(11) 
A copy of the required insurance certificate.
(Ordinance 2015-07-001, sec. 2 (15-4), adopted 7/7/15)
Facility use terms and conditions:
(1) 
Hours of operation shall be:
(A) 
Sunday–Friday: 6:00 a.m. to 11:00 p.m.
(B) 
Saturday: 6:00 a.m. to 12:00 a.m.
(2) 
The sale of any alcoholic beverages, smoking, and illegal gambling are strictly prohibited. “BYOB” consumption is not allowed at any time. The serving of any alcoholic beverage is allowed with the completion of the alcoholic beverage policy and agreement, the purchase of appropriate liability insurance and the hiring of security staff, the number to be determined by the city police department.
(3) 
The agreement may not be assigned without prior written consent of the city, which consent may be withheld by city in its sole and absolute discretion.
(4) 
Video and audio equipment is available for use in the Grand Ballroom with the appropriate payment of all fees prior to the rental date/time. If additional audio/visual equipment, DJ, band, or other personally owned or rented equipment is to be used for the event, the city must receive a detailed list of all equipment prior to the event and details as to where it will be placed. It must be delivered within your rental time.
(5) 
The client certifies that, to the best of his/her knowledge, the city property for use of which application is hereby made will not be used for the commission of any crime or any act which is prohibited by law. This agreement must be signed by persons authorized to sign on behalf of the client and bind the client to the terms of this agreement.
(6) 
All cancellations must be submitted in writing. All cancellations will forfeit any payments made towards the rental if not cancelled 120 days prior to a scheduled event.
(7) 
The agreement is to be governed by and interpreted in accordance with the laws of the city and the state. If any action is brought arising out of the agreement, said shall be brought in the appropriate court in Tarrant County, Texas.
(8) 
All decorations must be freestanding or tabletop. Decorations cannot be stapled, taped, nailed, or glued to any walls, windows, doors, ceiling fans or blades, pillars and/or staging. Decorations cannot be suspended or hung from any ceiling, staircase or doorway. Painting of any kind is prohibited. All decorating hours must occur within your rental time. Balloons must be securely anchored and removed at the end of the event by the client. They are not to be given out at any event. The client is responsible for removing decorations, food or other materials brought into the facilities.
(9) 
Failure to comply with any terms of the agreement or comply with any rules or regulations of the city will be grounds to cancel the event and deny permission for use or future use of city facilities by the client, be it individual or organization, or any member thereof, in addition to any remedies available by law. The client agrees that, should the event be changed or canceled by the client, or due to the client’s failure to meet the requirements of this agreement, a full or partial refund of fees, if any, will be made only at the sole discretion of the city. The city may cancel the event or terminate this agreement, without cause, for its convenience or if facilities are needed for city purposes. The city shall have final discretion over all issues regarding rental rates, the rules and regulations, and the right to terminate any contract.
(10) 
Required deposits may be paid by cash, personal check, cashier’s check, money order, or credit card. When using a credit/debit card, certain fees apply.
(A) 
Reservation deposit.
A fee must be paid to book a room(s) and is due when the application is signed. All fees and deposits are due 30 days prior to the event. If the balance is not paid 30 days prior to the rental date, the city reserves the right to cancel said reservation without refund. Reservations made less than 30 days of an event must be paid in full at the time of booking with a personal check, credit/debit card, money order, cashier’s check, or cash.
(B) 
Damage/cleaning deposit.
$500.00 due 30 days prior to the event along with full payment of all applicable rental fees. City staff will perform a walk-through after the event to ensure that no damage has occurred and the facility is clean. The deposit will be returned to the client within 30 days after the event if no damages were incurred or cleaning is required. Should there be any findings the client will be notified promptly. In the event that city property has been damaged or cleaning is necessary, the client will accept the city’s estimate of the amount incurred. The cost of any repairs and/or cleaning deemed necessary will be charged to the client’s damage deposit. Should the cost of repairs or cleaning exceed the amount of the damage deposit, the client will receive an invoice for said charges, which will be due within 15 days of the date of the invoice. Effective 30 days after invoice date, any unpaid balance will bear a finance charge of 18% per month and future applications will be accepted on a pre-payment basis only.
(11) 
Call 9-1-1 in the event of an emergency. For non-emergency police matters, call Police Dispatch at 817-568-5250 and provide the operator with your location in the facility.
(12) 
The city reserves the right to assign exclusive catering services at its facility. The client should make arrangements with the city at least two weeks in advance of the event. All caterers must provide a Tarrant County health department permit to the city two weeks in advance of the event.
(13) 
The client and its guests shall be held responsible for any and all loss, accident, neglect, injury, or damage to person, life, or property, and claims which may be the result of, or may be caused by, the client’s occupancy or use of the facilities or facility. The client has been given an opportunity to inspect the facility prior to the event and accepts, discharges, and releases, and shall protect, indemnify, defend, and hold harmless, the city and each of its employees, agents, employees, volunteers and representatives, from any and all liability, claims, judgments, or demands, including reasonable attorney’s fees and costs, which may arise from any injuries, deaths, and damage to property arising directly or indirectly out of this agreement, including but not limited to the client’s occupancy or use of the facility and the adjoining areas, including the parking lots, except if due to the city’s active negligence or willful misconduct.
(14) 
The client shall secure and maintain comprehensive general liability insurance in the amount of one million dollars ($1,000,000.00) per occurrence with coverage for incidental contracts. The client agrees to endorse such policy to name the City of Forest Hill as additional insured. Further, the certificate of insurance shall provide 30 days’ prior written notice of cancellation. The client shall also secure and maintain workers’ compensation covering all certificates(s) of insurance, along with the additional insured endorsement, at least 2 weeks in advance of the event; otherwise, this agreement may be canceled by city.
(15) 
Notices shall be delivered to the person and address specified as the signatory hereto.
(16) 
Fees are due and payable as per listed above in subsection (10)(A) of this section. Checks shall be payable to the City of Forest Hill. Payment shall be made by cash, personal check, cashier’s check, money order or credit/debit card.
(17) 
The agreement becomes effective on the date first written above and shall remain in effect for as long as client remains on or utilizes city facilities, regardless of the event(s) duration.
(18) 
The client must be at least twenty-one (21) years of age and provide proof thereof. Children must be supervised by an adult throughout the time that they are in the facility. Ages through 12 require 1 adult per 4 children; ages 13 through 17 require 1 adult per 10 young adults.
(19) 
Use of the facilities shall be granted subject to the terms and conditions herein and rules and regulations established from time to time by the administration of the city.
(20) 
The city assumes no liability or responsibility for any personal property of the client or of its employees, agents, representatives, guests or invitees brought onto the property before, during or after the event described herein.
(21) 
Submission of the application/agreement or acceptance by the city of any fee does not guarantee availability of any city facilities. Facility and adjoining areas are provided on an “as is” basis.
(22) 
Clients shall be required to cover all tables with a tablecloth if food or drinks are served.
(23) 
The client is responsible for removing decorations, food or other materials brought into the facilities.
(24) 
If additional audio/visual equipment, DJ, band, or other personally owned or rented equipment is to be used for the event, the city must receive a detailed list of all equipment prior to the event. It must be delivered within your rental time.
(25) 
All trash bags are to be tied up and placed inside the dumpster behind the facility before the client leaves the building.
(26) 
Storage space is not available.
(27) 
All fire exits must be kept clean, clear and unobstructed at all times. The path of travel in hallways and to exits may not be blocked by furniture or any other movable object.
(28) 
The client must abide by room capacity limits. It is unlawful to exceed the capacity of any room. Failure to abide by room capacity limits may result in the cancellation of the event without refund or prorating of fees if the rental participants do not adhere to these facility rules.
(29) 
The city strictly prohibits the use of flammable liquids, compressed gases, fog or smoke machines, candles or any type of open flame; the throwing of rice, paper or metallic confetti, birdseed or other materials in the facility or on the grounds; “parking lot parties”; pools, fountains, ponds or landscapes inside or outside the facility, outside tents and stages, inflatable jumping rooms, or inflatable water slides; animals of any kind in a city facility, with the exception of service animals; smoking in a city building within 25 feet of a door, window or ventilation; nudity; and drugs. Explosives are not allowed near or inside the facility. Vehicles of any kind are not allowed in the facility.
(30) 
A Forest Hill police officer, Tarrant County deputy sheriff or Tarrant County deputy constable may be required for security; however, security shall be required for any commercial event. The fee charged will be at the current off-duty rate with a 4-hour minimum; payment is to be made in cash to the center staff upon arrival. Officer/deputy upon arrival [sic]. All costs associated with the hiring of security services will be assumed by the client. The city reserves the right to require monitoring during any event held on city property.
(31) 
The signed agreement must be shown to city authorities on demand.
(32) 
The facility is under video surveillance 24 hours a day.
(33) 
All participants and spectators shall not be allowed to park on any grassy areas and shall park in designated parking areas only. A client shall not charge for parking on the city property at any time.
(34) 
The client shall be entitled to use only the area(s) that have been rented.
(35) 
10% discount will be considered for various room rentals for city residents with proof of residency (current water bill or valid driver’s license) of the applicant only. 10% discount will be considered for various room rentals for nonprofit organizations with proof of 501(c)(3) status.
(36) 
Kitchen includes: commercial refrigerator, freezer, heating cabinet, ice machine, sink, and use of rolling carts.
(37) 
Flat-screen televisions are located in all meeting rooms with plug-ins for use with laptop computers.
(Ordinance 2015-07-001, sec. 2 (15-5), adopted 7/7/15)