Eligible organizations need to apply to this program. Some things to be aware of before applying…

• Charitable organizations with 501(c)3 status, and non-profits with broad impact to the community are our main focus.

• Private groups with limited membership access such as homeowners associations are not likely a good fit for civic use rates, but can always rent the hall at our normal rates.

• Applications are reviewed and approved by the Hall’s Executive Board, based on our criteria for civic use discounts. As such, civic use applications should be submitted at least one month prior to when you would like to first rent the Hall.

• Anyone who has a last-minute need to use the Hall, or who does not qualify for civic use rates can rent the Hall through our normal rental process and rates, pending availability.

• Our goals with these rules and guidelines is to ensure equitable, transparent, and sustainable use of the Hall for all who qualify.

• Cleaning the Hall is your responsibility, and we hold our Civic Use renters to high standards of care & cleanliness in order to make this discount program work.

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If you would like to speak with someone before applying, please give us a call or send an email to info@clintoncommunityhall.org

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Who is eligible for civic use rentals?

Charitable organizations with 501(c)3 status, and non-profits with broad impact to the community are our main focus, and are most likely to be approved. Must be located in Clinton or on South Whidbey, or demonstrate a high-level of impact for our local community.

• While 501(c)3 status isn't required, we use that status to help us determine the viability and longevity of an organization. Those without 501(c)3 status must demonstrate how they act as an organization, and must show a history & the potential for longevity. If we feel an applicant is not likely to be operating in a year or two they won't be approved.

• Generally, a single person applying for our Civic Use program won't meet our requirements; group involvement and dynamics are important to demonstrate longevity.

• An organization that needs just a single use of the Hall (as opposed to an ongoing need), is less likely to be a good fit.  

 

How long do civic use agreements last?

You only need to apply once. Each year the Hall Board reviews participants for renewal for the following calendar year. This is to ensure that participants remain eligible under the program guidelines, and use the Hall respectfully.

 

How do rental payments work?

• For single-use rentals, payments are due at the time a rental agreement is approved (typically within 30 days, but always before a rental).

• For ongoing/recurring rentals, payments are bundled and invoiced upon booking.

• We will invoice for rental fees via email, for online payment (or you can pay by check).

 

Why can’t our organization use the Hall for free?

It costs money to maintain the Hall in good working order. The board has a fiduciary responsibility to the Hall’s members to ensure the continued viability and use of the hall for future generations. We rely on a combination of membership dues, donations, occasional grants, and rental fees to keep the Hall financially secure. Each use of the hall costs in terms of utilities, maintenance, cleaning and time. Our civic use agreement is meant to offer use of the Hall at lower costs for local nonprofits, but we cannot offer use of the Hall for free.

 

What happens if I need to change or cancel a rental?

• Cancellations need to be made three weeks in advance. Any cancellation less than three weeks will lose the payment amount for that date. Cancellations made with at least three weeks notice will be refunded.

• Date change requests need to be made three weeks in advance, and depend on availability. We would ask that date changes be kept to a minimum to help us reduce overhead for the civic use program.

• Adding new/additional rental date(s) outside the scope of any existing rental agreement would require a separate rental agreement.

 

What other rules or fees apply?

Our standard rental terms and conditions apply to civic use agreements, with the following exceptions:

• Security deposits are not required from civic use renters. However, any damage to the Hall caused by civic use renters will need to be paid. Failure to pay for damage to the Hall may result in cancellation of your civic use agreement. 

• All renters are responsible for cleaning the hall after use, and for disposing of garbage and recycling. If any additional cleaning is needed as a result of your use of the hall, a fee may be assessed. We do this instead of charging a per-use cleaning fee in order to keep civic use costs down. But it relies on our civic use renters to be responsible in keeping the facility tidy and clean. Failure to pay fees or mistreatment of the hall may result in cancellation of your civic use agreement. Please note that we expect an exceptionally high level of cleaning & care from our Civic Use partner organizations.

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Before applying or renting, please review our full rental agreement terms below:

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1. Damage/cleaning Deposit: Our regular $250 deposit is waived for Civic Use rentals. However, any damage, excessive cleaning, or garbage/recycling fees as a result of a rental will be charged to the renter. A minimum $100 charge is assessed for any issues with improper cleaning, and may be higher depending on the severity. A warning is given the first time there is a cleaning issue; a second time will result in loss of Civic Use status for the organization. Failure to pay any assessed costs will result in the loss of Civic Use rental privileges.

2. Cancellations and Other Requests: Cancellations need to be made three weeks in advance. Any cancellation less than three weeks will lose the payment amount for that date. Cancellations made with at least three weeks notice will be refunded. Date change requests need to be made three weeks in advance, and depend on availability. We would ask that date changes be kept to a minimum to help us reduce overhead for the civic use program. Adding new/additional rental date(s) outside the scope of any existing agreement would require a separate rental agreement and payment.

3. Setup and Cleanup: Setup and cleaning must happen within the established rental timeframe. Renter's key code will allow access during the rental period including time requested for setup and cleanup. Renter is responsible to leave the hall — and the grounds around the hall — in the condition in which it was found. Tables and chairs stacked. Floors cleaned. All inside lights must be turned off. Outside porch light should be left on. Dishwasher’s hot water heater must be turned off. All doors and locks must be secured. Failure to clean the hall may incur cleaning charges, and may result in a loss of your Civic Use status.

4. Food Removal: All food brought in by Renter must be removed from the kitchen, refrigerator and freezer. Any food or ice left behind will be thrown out and deposit will be forfeit. The Hall cannot accept donation of your left over or unused food items. 

5. Alcohol: Alcohol is permitted, however the Renter is responsible for determining if they are required to have a Banquet permit (available at Washington State liquor stores). Caterers and vendors of alcohol may post their Class 1 license in lieu of a banquet permit. No alcohol permitted outside of the building. No minors are to be served or allowed to drink in the hall.

6. Insurance: Renters/hosts for events serving alcohol are responsible for all risks and claims relating to their event. If alcohol is served it is recommended the Renter obtain insurance that covers their liability. An online search may provide you with event insurance options. 

7. b Smoking is not allowed anywhere in the building and not allowed within 25 feet of the building. Renters are not allowed to sleep in the hall or use hall as overnight lodging. No guns, weapons or illegal substances are allowed on the premises. No fires in the fireplace.

8. Conduct: Renters are responsible for the conduct of their guests and any damages or loss caused by guests. Performer conduct and performance content, whether live or recorded, must be appropriate for general audiences. Profane, lewd, indecent or slanderous conduct or content is unacceptable.

9. Concessionaires using kitchen without food handler’s permit must sell only pre-packaged goods.

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I hereby agree to the rental arrangements herein. I have read the Conditions of Use, understand the requirements, and agree to comply with all conditions. I state that I have the authority to enter into this Agreement for the applicant or organization, agree that the applicant or organization will observe all applicable conditions of use and will exercise the utmost care in the use of the facility and premises. Further, I hereby release, indemnify and promise to defend and hold harmless the Clinton Progressive Association, its officers, or agents from and against any and all liability, loss, damage, expense, actions and claims, including costs and reasonable attorney’s fees incurred by the Clinton Community Hall, its officers, and agents in defense thereof, asserting or arising directly or indirectly on account of or out of or incident to Renter’s use of the Clinton Community Hall pursuant to this Agreement. The Renter will reimburse the Clinton Community Hall for any damages resulting from use of the Hall. ​