Rental Agreement Drew County Fair Grounds

 Name of Renter: _______________________________________________________

Type of event: ___________________ (Must be specific, if birthday party, list age)

Date of event: ___________________

Email Address: ________________________________________________________

Address: _____________________________________________________________

City: _______________________________ State: ________ Zip: ________________

Phone Number: (___) _________________ Cell Number: (___) __________________

Check #: _______

Rental fee: _______

 Deposit: _______

Utility fee: _______

Amount returned to renter: _______

 Available Facilities:

 Please indicate which facility you wish to rent:

___Homer Pace Building – Inside restroom facilities, some food prep/cooking facilities.

(Kitchen, Ice machine, stove and refrigerator is not available at this time)

__2 hours (includes set up/ clean up) $50 plus $50 deposit

__4 hours (includes set up/ clean up) $150 plus $150 deposit

__More than 4 hours $300 per day plus $300 deposit

 · Rental fee and deposit must be made with 2 separate checks and submitted with rental agreement form.

 · A limited number of tables and chairs may be available and will be counted at rental and after event.

 · Bathroom trash must be emptied after event along with all other trash in the building.

Set up time: _____________________

Event time: ______________________

End time for clean-up: ______________

(Fair Grounds use ____________ # of tables; # _____________of chairs before rental)

(Fair Grounds use ____________ # of tables; # _____________of chairs after rental.)

· Any damage to the grounds or existing structures will result in loss of deposit and may incur additional fee.

Total: $ _________________.

By signing below, the renter acknowledges that he/she has read, agrees with, and will abide by the Drew County Fair Grounds Rental Regulations; the renter agrees to abide by all other regulations of the city, county and state. Renter also agrees to be financially responsible for damages which exceed the deposit amount.

Renter Name: (print) __________________________________ Date: __________

 Signature: ___________________________________________________________

 For Reservations To check availability or reserve fairgrounds property, please e-mail: tammystain@yahoo.com

 Please read the regulations for renting the facility/grounds.

An agreement will be signed and the applicant/organization renting the facility/grounds will abide by this agreement.

General Regulations for Rental of the Facilities :

1. Separate checks for deposit and rental fee are due 30 days in advance or at the time of booking.

 A signed agreement must be returned with the fees.

Contact Grounds Rental Chairman Tammy Stain at (870) 723- 9282 to arrange to have grounds unlocked.

2. Deposit will be returned within 2 weeks of the rental date if there are no damages and facilities are cleaned. A fair board member will check the facility after each use.

3. Alcoholic beverages, drugs or any other illegal substances will not be allowed or tolerated on the grounds or in the facilities.  The Drew County Sheriff’s Department, the Monticello Police Department, and the Drew County Fair Association may make periodic spot checks at any time to insure compliance.

 4. All rental groups are responsible for damages, breakages and/or loss of kitchen equipment, tables, chairs and other furnishings and will pay for replacement of any equipment of damages to the buildings.

 5. The facilities are to be cleaned after rental by renter. Failure to clean up after event will result in loss of deposit.

 6. No phone provided in rental facilities.

7. No smoking or tobacco products are allowed in the buildings.

8. The Drew County Fair Board members will not responsible or held liable for personal injury or theft of personal property

 9. The Drew County Fair Grounds is operated by Drew County Fair Board members The Fair Board reserves the right to restrict use of the facilities in the best interest of the Drew County Fair and reserves the right to cancel any reservation which it finds to be in conflict with the purpose of the Drew County Fair Board.

10. The Drew County Fair Board Members retains the right to be on the premises at any time during your event.

11. A formal rental agreement form must be signed by the applicant or organization wishing to rent the grounds or building.

12. Reservations made and not kept for 2 consecutive dates may result in rental agreement being terminated by the Drew County Fair Board.

 13. Cancellations must be made 2 weeks in advance to receive full deposit and rental fee. Cancellations made less than a week before the scheduled event will receive a refund of the deposit and 50% of the rental fee.

14. Use of the grounds may be required by more than one group. However, attempts will be made to allow each group space as needed.

15. A minimum of three (3) Certified Security Officers, approved by the Drew County Fair board and the Drew County Sheriff, are required for all dances and parties (including birthday parties)-Fee’s for the (3) Certified Security Officers will be set by and paid to the Drew County Sheriff.  Security Officers for other functions may be required at the discretion of the Drew County Fair Association.

16. All trash must be bagged and removed from the building and grounds. There are dumpsters available on the grounds.

17. Renters are responsible for turning out all lights and turning off all Heating and air conditioners, locking all doors and gate when function is over. Additional fees will be assessed if units left on overnight.

18. The Drew County Fair will only supply bathroom tissue for the bathrooms, no paper towels will be allowed in the bathrooms as there are hand dryers in each bathroom. 

 19. All checks must be made out to Drew County Fair. Driver’s license number, birthdate, phone number must be written on all checks.

20. Non-residents of Drew County will be required to have an approved Drew County resident Co-Sign rental agreement or pay a deposit of $1,000.00.

Deposit and Rental Fee: Separate checks for the deposit and rental fee for all reservations should be sent 30 days in advance or at the time of booking.

 No credit cards are accepted. Please do not send cash.

 Checks should be made out to Drew County Fair and mailed with a self-addressed-stamped-envelope. Driver’s license number, birthdate, phone number must be written on all checks.

Mail to Drew County Fair-Rental P O Box 1155, Monticello, AR. 71657.

The deposit is equal to rental fee.

Cancellation Policy Reservations must be cancelled 2 weeks before the reservation date.

 Cancellations made less than a week before the scheduled event will receive a refund of the deposit and 50% of the rental fee.

No refunds are given for no-shows.                                                                  7/2024