Town of Beaver Cove         

Community Room Guidelines

There have been many functions held in the Community Room. 

From family gatherings to meetings. 

We have had many donations to the library that has been set up 

for the use of the residents.

 Please contact Kim Larsen, Administrative Assistant, 695-2880 during business hours to schedule an event and reserve the room.  There are some forms that need to be filled out for insurance purposes and Kim can help you with them. 

1.Available to: Local, state and federal government sponsored programs

  Beaver Cove and area organizations

  Private parties (excluding profit-making ventures)                                                                                                             

2.Fee structure:       Summer (May 1 through September 30)

   A.   Local, state and federal government sponsored programs:  No Charge

   B..  Beaver Cove organizations, legally and/or informally organized, whose sole mission

         is to conduct activities for the benefit of Beaver Cove and its residents:  $15

   C..  Area organizations whose membership is drawn from communities

          across the region and whose sole mission is not limited to conducting activities

         solely for the benefit of Beaver Cove and its residents:  $25     

    D.. Private Parties:

                                       Taxpayers:  $75

                                       Non-taxpayers:  $150

                                       Winter (October 1  through April 30

A. Local, state and federal government sponsored programs:  No Charge

 B..Beaver Cove organizations, legally and/ or informally organized,                    

      whose sole mission is to conduct activities for the benefit of Beaver Cove

      and its residents:  $25

 C..Area organizations whose membership is drawn from communities across the region, whose sole

     mission is not limited to conducting activities solely for the benefit of Beaver Cove and it's residents. $40.

 D..Private Parties:

                       Taxpayers:      $125                    

                      Non-taxpayer    $250

Security Deposit:  $15 ( for groups in B and C and $100 for group D) refundable after 

inspection following clean-up of  event.

All fees must be submitted with application for the event or 

                         reservations will not be  made.

  ALL FEES ARE ASSESSED ON A PER DAY BASIS!

   3.   Liability:The Town of Beaver Cove will be held harmless from all liability for any loss

         or damage to person or property, either private or belonging to the town,

         occurring during set-up, duration or clean-up of a non-town sponsored activity.

         Should any loss or damages to person or property occur, the lessee (individual)

          or group renting the facility) will be financially responsible for all subsequent

          expenses incurred.

         Determination of damages to town property will include the grounds of the Municipal Offices. 

         Release and indemnification form (see attached) must be signed before reservation will be approved

          by the Board of Selectmen.   

   4.   Alcohol: Alcohol, including beer, wine and hard liquor, may be provided at private

parties only if the appropriate permit from the Maine Department of    Public Safety, Liquor Licensing 

& Inspection Division (samples attached) is obtained and is on file with the Town of Beaver Cove a 

week prior to the scheduled event.  At no time will alcohol be available for sale.  At

no time will alcohol be served to minors.  At no time will alcohol be consumed outside the

 facility;  that is, on the grounds of the Town of   Beaver Cove Municipal Office Building.  

At no time will alcohol be served after 11:00 p.m.

   5.   Smoking: Cigarette, cigar and pipe smoking is strictly prohibited in the facility.

         Cigarette, cigar and pipe smoking may occur at a designated spot on the grounds of the Town of

Beaver Cove Municipal Office Building.  All consumed cigarette and cigar butts will be disposed 

of in a receptacle provided.

   6.   Scheduling:

a.    The rental day begins at 12:01 a.m. and ends at 12 midnight.  The facility will be available 

       for event use between the hours of 8 a.m. and 12 midnight    .

b.         Set-up and clean-up must be performed in the 24 hours of the rental day as described above.

c.         In the event set-up and clean-up or tear down requires use of the day before and/or the day 

        following the day of actual event, rent will be charged for each and any of those days.

d.         All scheduling must be done through the administrative assistant at the Beaver Cove Town Office.

e.         Reservation will not be made until all appropriate forms completed and Rental Fees

       paid and Security Deposit for  (B,C, D) is received.

f.          Reserved events must be cancelled (24) hours prior to the start of the event in order to receive the

       rental fee and Security Deposit.   If the Board of Selectmen think the cancellation was 

        unavoidable, they can authorize the return of all fees.

7.    Usage:

a. The lessee of the facility must be 21 years of age or old

b. The lessee will be responsible for picking up the key for the facility,

    the day before the event. The Town Administrative Assistant will explain

    the arrangement  for obtaining the key. After your clean up, leave the

     Community Room key on the kitchen counter.

c.   The facility must be returned to the town following the event in the

     same condition in which it was found prior to the event.  All materials

     associated with the scheduled event, including trash, must be removed

     from the site and all of the facility, including kitchen area, bathroom and

     floors must be thoroughly clean.  (Please review attached check list.)

 d. Events involving minors must be attended by a minimum of two adults.

 e. The facility comes “as is”.  All items necessary for set-up are the responsibility  of the 

    lessee

 f.   No tacked, stapled or taped decorations are allowed.  Decorations may be hung with 

     a “special tape” which will not damage walls.  Tape will be at lessee’s expense.  

    Any damage to walls due to tacks, staples, tape or the like will result in the loss 

    of security deposit.

 g .Open flames are prohibited in the facility.  Candles may be used if contained in glass candle holders.

 h.  Animals are not permitted inside the facility with the exception of guide/Seeing Eye Dogs.

 i.   Cooking in the facility is restricted to the equipment provided in the kitchen area.  

     Gas/propane grills may be set up outside the facility.   Charcoal grills use are not permitted.

 j.   Good judgment must be displayed for the duration of the event.

     No raucous behavior will be tolerated.  Music may be lively but not so loud as to be disturbing. 

    Should authorities have to be contacted due to behavioral problems or to much noise,

    the scheduled event will be terminated immediately and will, at a minimum, 

    result in the loss of the security deposit.

8.Violations: Violation of any of the above guidelines will result in loss of security

  deposit and usage privileges.  Damages assessed in excess of security

   deposit will be billed to the lessee.

9.Changes: The above usage guidelines and associated charges are subject to change

    without notice.  The Beaver Cove Board of Selectmen may waive/increase

    restrictions and fees as it deems necessary.

                 Community Room Usage Check List

                  General

1.         Room capacity:  132 without tables and chairs, 62 with tables and chairs.  (Formula:room square

        footage is 924 sq. ft.:  15 sq. ft. / person with tables and chairs, 7 sq. ft. without tables and / or chairs.

2.         Tables and chairs are available at the facility.  If there is not enough, you must supply the rest.

3.         When an individual group rents the use of the Community Room and set-up and clean-up is 

        required for that event it must be accomplished in the 24 hour span of the rental agreement. 

       If the group feels it will take longer, they must rent the room for a day before or a day after 

       to accomplish their event or party.

4.         Facility stove, ovens, refrigerator are available for use by group or caterer.

5.         Access to facility is through rear lower level doors.

6.         Vehicles must be kept off grass during set-up, duration of event and clean-up.

7.         The only decorations allowed in the facility will be table top, those able to be strung

       without damage to the facility, or those hung with non-damaging sticky tape.

8.         No furniture, appliance or decorative items in the facility may be moved other than

       tables and chairs used to seat participants for the scheduled event.  No tables and chairs 

       are to be used outside of the Community Room facility unless good weather

       prevails and the ground is dry and free of snow.  Rental groups for their event are

       not permitted to use the table and chairs off of  Town Office grounds.

9.        The use of the phone in the Community Room can be used, but you have local

       access only.

10,   In case of emergency, call 911:  for non-911 emergencies, call a member of the

        Board of Selectmen as follows:  Jack Bair 695-3624, Darrin Peck 695-2732,

       Tom Kirkman 695-2547.

                                                          Clean-up

1.        All materials necessary for event and clean up must be provided by the lessee.  This

      includes (but not necessarily limited to ) plates, silverware, drinking cups, napkins,

      serving pieces, dishwashing detergent, spray surface cleaner, paper towels, broom,

      mop, pail, floor cleaner, trash bags, vacuum, etc.

2.       All tables and chairs used for scheduled event must be wiped down and left in clean,

      non-sticky condition.

3.      Stove top, ovens, sink and counters must be left in wiped down, non-sticky condition.

4.       Dirty hand-prints (or the like) on the walls, windows, door should be cleaned off with 

      spray cleaner.

5.       Bathroom must be policed, toilet sink and mirror wiped clean of any surface spotting.

6.       Both kitchen and bathrooms floors should be damp mopped to remove any spills.

7.      Tables and chairs should be stacked.

8.       Facility floor should be swept and spills cleaned up.

9.       Trash should be bagged and removed from Town facilities.  You supply own trash bags.

10.    Facility should be checked for personal items left behind, including bathroom and window sills.

11.    Close and lock any windows that might been left open during event.

12.    Make sure stove burner and oven knobs are in off positions.

13.    Check to see refrigerator door is closed tightly.

14.    Clean outside receptacle of extinguished cigarette and cigar butts:  remove from Town

       property for disposal with your trash.

15.     Make sure all lights are turned off before leaving

16.     Make sure both doors are locked when leaving.

17.     When clean up is complete, leave Community Room key on kitchen counter.

18.     Security deposit will be returned after facility is inspected by town representative, not

       later than one week.  

Revised February 16, 2006