Rental Agreement - Branches at the Carnegie

Branches at the Carnegie

Facility Rental Agreement (2026)

Policies, Procedures & Deposit Policy (2026)

PHILOSOPHY

1. Our mission is to provide affordable space where arts, culture, and community can thrive for the benefit of Auburn.
2. Rental fees are set at reasonable levels that support operations, create reserves for improvements, and maintain long-term sustainability.
3. To remain financially stable, AFTA endeavors to rent spaces as frequently as possible, considering:

Consistency with AFTA’s Mission
Compatibility with current rentals
Staff/volunteer capacity
Neighborhood impact
Facility maintenance

4. Rental approval considers the nature of the proposed use and optimal use of the facility.

RESERVATIONS

1. Space may be requested by submitting a Facility Request Form.
2. Reservations are confirmed only when the signed Rental Agreement, full fees, and a Certificate of Insurance are received.
3. Reservations may be made up to 3 months in advance, or up to 1 year with staff approval.
4. Events (including cleanup) must end by:

9:30pm Sunday–Thursday
10:00pm Friday–Saturday

Exceptions require written staff approval.

ACCESS & USE

(Note: facility is not fully ADA accessible — please inquire for assistance)
1. Renters must be at least 18 and personally supervise the rental, 21 if alcohol is involved.
2. Multiple compatible rentals may be scheduled; respect for other renters and neighbors is required.
3. Changes in event plans require staff approval and an updated agreement.
4. Staff may provide access and secure the facility at the end of the rental.
5. Key Deposit: A $200 refundable deposit is required if a key is provided for the rental. Failure to return the key forfeits the deposit at the end of the rental.
6. Early arrival is not permitted unless pre-paid.
7. This is a smoke-free facility including within 75 ft. of entrances and/or windows.
8. Restrooms may not be used for cleanup or prep of any materials.

DECORATIONS & CLEAN-UP

1. User is responsible for setup and cleanup and must leave the facility in its original condition.
2. The Art Sink must be used for cleanup; restrooms may not be used for cleanup.
3. Permitted attachment methods: Command Hooks, Branches picture hanging system,
Post-its. Tape is not permitted on walls, moulding or windows.
4. Prohibited items:
Indoors: open flames (battery candles OK), rice, bird seed, burning incense, propane heaters, grills
Outdoors: confetti, rice
5. Renter pays for any damage.
6. All event items and trash must be removed by the end of the rental period.
7. Storage is not available; extended use charges apply for items left onsite.
8. Staff does not provide setup, take-down, decoration, or cleaning services; additional cleaning fees may apply.
9. Facility must be left as found.

INSURANCE

1. USER/RENTER agrees to hold AFTA and the City of Auburn harmless (see Hold Harmless clause below).
2. A $1,000,000 Insurance Liability Certificate naming both: “THE CITY OF AUBURN AND ALMOSTFREETOALL, INC.”
as “Additional Insured” is required before the rental will be confirmed.

EQUIPMENT

1. Do not drag or slide furniture; lift items to avoid damage.
2. All equipment must be returned to original locations.
3. Available equipment:
Upstairs: 80 chairs, ten 60” round tables, fourteen 6’ rectangular tables, WiFi, piano, restroom
Garden: assorted patio furniture, 16 outdoor chairs
Downstairs: ADA restroom, tables/chairs per capacity
4. A/V equipment may be available and requires advance arrangement; additional fees apply.

ALCOHOL

1. Alcohol may be consumed only if insurance coverage includes alcohol liability.
2. USER/RENTER must obtain all required applicable permits or licenses.
3. All state/local laws regarding alcohol consumption must be enforced.
4. Renter must ensure no one under 21 consumes alcohol.

PARKING

1. Park only in designated public parking areas; do not block driveways.
2. Refer to the AFTA parking map on the website, branchesatthecarnegie.com

FEES

1. Fees follow the approved Facility Rental Information schedule.
2. Full payment is due upon acceptance of the Facility Request.
3. Failure to vacate the facility as scheduled results in additional charges.
4. No refunds for unused reserved time.
5. Additional fees apply for A/V equipment, if available.

RENTAL SPACE AVAILABILITY

Sunday–Thursday: 7:00am–9:30pm
Friday–Saturday: 7:00am–10:00pm
Exceptions may be approved by staff and confirmed in writing.

CANCELLATION POLICY

No-shows are non-refundable.
Cancellations 30+ days before event may be subject to a cancellation fee.
Cancellations within 30 days of the rental incur a minimum $20 fee and up to 50% of the rental fee at AFTA’s discretion.
AFTA may cancel a confirmed rental if necessary due to extreme unforeseeable circumstances.

SECURITY/CLEANING DEPOSIT

Covers excessive cleaning, damage, or failure to return space to original condition.
If cost of the damage repair exceeds the deposit, renter must pay the full cost of repairs.

Deposits will be secured by credit card. Credit card information is processed securely and not retained beyond the authorized transaction.
Charges may apply for:

Extra cleaning
Lost/unreturned key
Damage to facility or equipment

ADDITIONAL RENTAL POLICIES

1. In emergencies, call 911 , then notify your Rental Host via phone number provided, or Staff at (530) 488-9591.
2. Report safety concerns or facility issues immediately.
3. During inclement weather, AFTA may attempt to relocate outdoor events indoors or offer alternate dates.

HOLD HARMLESS, INDEMNIFICATION & LIABILITY AGREEMENT

The USER/RENTER agrees to indemnify, defend, and hold harmless AlmostFreeToAll, Inc. (AFTA), Branches at the Carnegie, the City of Auburn, and their officers, directors, employees,
volunteers, agents, affiliates, and contractors (“AFTA Parties”) from and against any and all claims, demands, damages, losses, liabilities, costs, or expenses (including reasonable attorney fees and court costs) arising from or related to:
1. The USER/RENTER’s use or occupancy of the facility, grounds, equipment, or furnishings;
2. Acts or omissions of the USER/RENTER, its guests, vendors, service providers, or participants;
3. Injury, illness, or property damage occurring during or resulting from the rental, except where caused solely by the gross negligence or willful misconduct of AFTA Parties;
4. Violations of law, including alcohol regulations, committed by the USER/RENTER or event attendees;
5. Damage to the facility, equipment, furniture, landscape, or surrounding property; and
6. Failure of the USER/RENTER to comply with this Agreement or failure to supervise attendees.

This Agreement does not create a partnership, joint venture, or agency relationship. Renter may not incur debt or obligations on behalf of AFTA or the City of Auburn. In any legal dispute arising from this Agreement, the prevailing party is entitled to reasonable attorney fees and costs. This indemnification survives the end of the rental period.