Policy Information

Neighborhood House at Wellstone Center (“NH @ WC”) is delighted to welcome “Renter” into our facility. Please read these facility policies carefully, as they include important information regarding renting with NH @ WC.

Event Specifications
NH @ WC can schedule events by the quarter hour. All rentals should include any time needed for setup and takedown of the event. Most rooms come with a standard setup at no additional charge. NH @ WC can accommodate special setups for an additional fee.

Parking
NH @ WC is pleased to offer Renter the complimentary use of our attached parking ramp, which features 165 spaces. NH @ WC and the City of Saint Paul are not responsible for damage to or theft of/from any vehicle parked on the premises. Please note that cars will be towed at the owner’s expense if parked in the El Burrito Mercado parking lot across the street from the Wellstone Center.

Loading and unloading of equipment/materials (when using flat bed carts or similar items) should be handled at door C at the north entrance of the building near the receiving area and dumpsters. Unloading should not take place through the parking ramp or main entrances.

Food & Beverage
Renter is welcome to bring food and beverages or hire an outside catering service of Renter’s choosing. If Renter plans to serve alcohol, please be aware that the Wellstone Center is a city facility and there are specific policies regarding alcohol consumption. Renters wishing to serve alcohol are required to have facility approval; only serve beer, wine, or champagne (absolutely no exceptions) through an approved licensed liquor caterer; pay for an off-duty Saint Paul Police officer to provide security (booked through NH @ WC); and stop serving alcohol at least 30 minutes prior to the end of the event. Please note that a violation of any policies regarding alcohol constitutes grounds for immediate cancellation of an event without refund. NH @ WC can provide more information and a list of catering companies upon request.

NH @ WC can provide up to 100 cups of regular coffee and/or ice water for events at an additional charge. Water is supplied in either pitchers or a large cooler; unfortunately, decaffeinated coffee and hot water are not available through NH @ WC. All beverage services must be requested in advance. Should more than 100 cups of coffee and/or water is needed or if continuous beverage service is required, please consider using an outside catering company.

We do ask that all food and beverages stay in only those spaces listed on Renter’s invoice (no food or beverage allowed in the Neighborhood House Performance Space) and that Renter does their best to clean up when the event is finished.

Decorations
NH @ WC does not provide any type of decorations, including linens, piping, and drapes. Renter is responsible for securing all linens and decorations. Decorations and signage can only be affixed with blue painters tape or 3M command products; the use of any other products is prohibited. NH @ WC can provide more information regarding decorating policies upon request.

Audio/Visual Equipment
NH @ WC can provide numerous audio/visual equipment options to fulfill an event’s needs. If audio/visual equipment is needed, a price list can be obtained from NH @ WC staff. Renter agrees to assume all financial responsibility in the event equipment is damaged, lost, or stolen during Renter’s event.

Wireless Internet
NH @ WC is equipped with wireless Internet. A user name and password are required for access and can be obtained for a nominal fee.

Cell Phones
Due to the construction of the facility, some cell phones and other wireless devices receiving outside signals will not work within our building. There is a courtesy phone available in all spaces which can be used for local calls by dialing 9 and then the number. Alternatively, in rooms 107, 207, 208, 209, 210, and 212 a wireless conference phone is available for an extra charge.

Conduct
NH @ WC strives to provide a welcoming, community-oriented environment at all times. By holding an event at the Wellstone Center, Renter agrees to take responsibility for all actions and conduct of any and all persons involved with Renter’s event. This includes, but is not limited to: monitoring children, keeping noise levels to a respectable level, and occupying only those spaces detailed on the rental invoice. On any given day, the Wellstone Center has multiple events, parties, and meetings occurring and counts on all renters to show respect to the facility, staff members, tenants, and other renters in order to maintain our sense of community.

Damage to the Facility
By signing an agreement and renting from NH @ WC, Renter agree to assume financial responsibility for any and all damage to the building, grounds, and any property owned by Neighborhood House, the City of Saint Paul, and/or any facility tenants caused by any and all persons associated with Renter’s event at the Wellstone Center. The amount of said damages will be determined by the Director of Community Center Services.

Payment/Damage Deposits
Renter’s event will be guaranteed upon our receipt of a copy of a signed agreement, due within 7 days of the receipt of the rental invoice and agreement unless other arrangements have been made. By signing an agreement, Renter agrees to abide by the payment conditions below. Failure to follow these guidelines may result in the cancellation of Renter’s event.

For rentals where the initial event date is 31 days or more from the original invoice date, a payment in the amount of 50% of the invoice total or a signed purchase order for 100% of the invoice total is due within 14 days of the original invoice date. The remaining balance is due no less than 14 days before the initial event date. Any costs associated with last-minute changes or requests are due in full no less than 7 days after the final event date.

For rentals where the initial event date is 15-30 days from the original invoice date, a payment or signed purchase agreement for the full amount of the invoice total is due within 10 days of the original invoice date. Any costs associated with last-minute changes or requests are due in full no less than 7 days after the final event date.

For rentals where the initial event date is 14 days or less from the original invoice date, a payment or signed purchase order for the full amount of the invoice total is due within 4 business days of the original invoice date or the day before the event, whichever is sooner. Any costs associated with last-minute changes or requests are due in full no less than 7 days after the final event date.

Fulfillment of all purchase orders is due within 15 business days of the first event date on the invoice.

NH @ WC accepts cash payment (in person only), checks payable to Neighborhood House (reference invoice number in memo field), MasterCard, and Visa. Please contact NH @ WC directly if paying by credit card and we will be happy to complete the transaction over the telephone. For government agencies, we do accept electronic funds transfers. Notification from Renter of intent to pay via electronic funds transfer is required.

NH @ WC is willing to consider custom payment plans on a case-by-case basis. All custom payment plans must be agreed to by both parties in writing. Please contact NH @ WC to discuss payment options.

Renter’s event may be subject to a refundable damage deposit at the sole discretion of NH @ WC. All damage deposits are due within 14 days of the original invoice date or 7 days before the first event date of the invoice, whichever is sooner. Cash, check, credit card, and signed purchase orders are all acceptable forms of deposit. Following a post-event facility review by NH @ WC staff, damage deposits — less any costs of damages, additional labor/cleaning costs, and/or outstanding amount due — will be refunded within ten (10) business days after the event.


Additional Facility/Staffing Fees
Renter will be charged an additional $50.00 per hour for each hour outside of the regular business hours of the facility. All events falling outside regular business hours must be prearranged. If event runs over the allotted time outside normal business hours, Renter will be charged an additional $100.00 per hour, which must be paid prior to leaving the facility.

Any event that requires extensive facility staff clean-up as determined by NH @ WC staff, may be subject to an additional fee of $50.00 per hour.

Cancellations
If Renter should cancel the rental more than 14 days prior to the event, 50% of the invoice total will be refunded. If the event is canceled within 14 days of the event, any payment(s) made will be forfeited. PLEASE NOTE: If Renter’s event is being held in any of the following rooms, any payment(s) will be forfeited regardless of when the cancellation occurs:

• Anna Heilmaier Meeting Room (#212)
• Bernard and Marie Ferber Community Dining Room (#31)
• North or South Gymnasiums (#70 & #71)
• Performance Space (#188)
• Large Event Space (#272)
  

Forced Cancellations
NH @ WC reserves the right to cancel any event for any reason. Possible reasons can include, but are not limited to: illegal activity, unauthorized alcohol use, failure to follow facility staff directions, disregard for the safety of any or all persons in the facility, and/or misuse of facility space or property. If NH @ WC does cancel an event for any reason other than those outlined in the “Emergency Closing” section of this document, any and all payments and deposits will automatically be forfeited. Furthermore, Renter agrees that the City of Saint Paul, Division of Parks & Recreation and Neighborhood House shall have no responsibility for anything Renter may suffer or incur due to such a cancellation.

Emergency Closing
In the unlikely event of an unforeseen condition, NH @ WC may be forced to cancel a rental prior to the event with little or no notice. Possible reasons for cancellation include, but are not limited to: a declared state of emergency, severe weather, unsafe environmental or health conditions, and/or interruption of utility services. In such an event, Renter agrees that the City of Saint Paul, Division of Parks & Recreation and Neighborhood House shall have no responsibility for anything Renter may suffer or incur due to such a cancellation. NH @ WC will attempt to notify Renter as soon as possible if such a cancellation occurs. All fees paid by Renter for events occurring during the emergency closing shall be refunded to Renter if the reservation is canceled by NH @ WC as outlined in this section.

Waiver of Liability
By signing an agreement and renting from NH @ WC, Renter agrees to indemnify, hold harmless, and defend Neighborhood House, the City of Saint Paul, and any facility tenants and their employees and volunteers from all liability from loss, damage, or injury to any and all persons and/or property in any manner involved with Renter’s event, without limitation. All consequential damages, whether or not resulting from the negligence of Neighborhood House, the City of Saint Paul, facility tenants, or their agents are the sole responsibility of Renter.

Neighborhood House at Wellstone Center appreciates the opportunity to welcome you into our beautiful facility. Please contact us with any questions. We look forward to assisting you with your event.