Regulations for the use of the
Robbins Memorial Town Hall Auditorium
Who May Use the Auditorium
The Robbins Memorial Town Hall Auditorium is available for use to groups in the following order of priority:
Official Town purposes
Arlington non-profit organizations
Arlington residents for private functions
Other non-profit organizations
Other private functions
Application
No rental request will be scheduled until the written application has been received with all fees and confirmed by letter from the Function Manager. See the Rate Schedule below to determine the fees required.
General Rules
Self-catered parties are not allowed
.
You must work with the function manager on the arrangements for your event. You must complete the “Details Checklist” and contact the manager at least one month before your function to verify all final details.
According to the Town of Arlington Bylaws, there cannot be undue noise after 11:00 pm. The auditorium closes at midnight unless special arrangements are made with the function manager.
The capacity of the Town Hall auditorium is as follows:
*seating capacity of the balcony is 263
*seating capacity of the auditorium (meeting style) is 300-350
*party capacity of the auditorium (chairs and tables) is 250
*cocktail capacity of the auditorium (standing) is 350.
Rental of tables, chairs and tents (if used) for functions is your responsibility. Refer to the “Caterer Guidelines” for a listing of tables and chairs available on site.
Maximum precautions must be taken to avoid fire hazards. Candles must be completely enclosed in votives. Torches are not allowed on the grounds outside. Arlington buildings are smoke free. Smoking is allowed only outdoors on the house grounds.
Nails or tape must not be used on walls or woodwork
You may be required to hire an Arlington Police detail to be present at your function. Rates will be provided.
There are special requirements for events involving significant numbers of children, such as christenings, bar mitzvah’s, bat mitzvah’s. We will provide you with those special requirements.
Any infraction of the rules above will result in loss of your security deposit.
Liability to Persons and Property
Any approved applicant agrees to assume liability for any and all personal injury or property damage resulting directly or indirectly from the applicant’s use of the premises. The approved applicant further agrees to hold the Town and its Committee, agents and employees harmless from any and all liability, claims or assessments arising out of the applicant’s use of the Robbins Memorial Town Hall Auditorium and grounds.
The Town assumes no responsibility and expressly disclaims any liability or responsibility for damage to personal property belonging to the applicant, guests, or employees in or on the premises, for injury to persons invited to the premises or employed by the applicant for any purpose whatsoever.
The applicant shall agree to be responsible for and to reimburse the Town for any loss or damage to the building, its contents, equipment or grounds by the applicant, guests, employees or servants.
The Town reserves the right to require Personal Injury Liability Insurance with a minimum of $250,000, naming the Town of Arlington as additional insured. You will be apprised of this requirement at time of confirmation of your event booking.
If any alcoholic beverage is to be served, then the applicant shall secure liquor liability insurance, naming the town as an additional insured, in the amount of $1,000,000. A copy of the insurance certificate must be in place with the facilities manager and the town counsel two weeks in advance of the event. Failure to do so will result in no alcohol being served.
· All alcohol (including champagne toasts and alcohol-spiked punches) must be served by a hired, certified bartender.
· Bar service must close one half-hour before the end of the event.
· If there will be a charge for the drinks served, then a special “one-day permit” for serving alcoholic beverages must be obtained
from the Town of Arlington’s Board of Selectmen.
· You may take extra alcohol at the end of the party only at the functions manager’s discretion.
Permits
A permit for the sale of alcohol (“one-day sale of alcohol permit”) may be obtained from the Arlington Board of Selectmen. You must submit a letter to that office specifying the type of event you are having, the date and time and location of the event, and your plans for bartending service and liability insurance. You may contact the Board of Selectmen at 781-316-3020 or at Arlington Town Hall, 730 Massachusetts Avenue, Arlington, Ma. 02476. Your request must be approved officially by the Board of Selectmen, so you must allow enough time for your request to be on their agenda.
Penalties for Violations of State Laws
Criminal penalties are provided by Statute (General Laws, Chapter 143) for violation of State Laws relating to public safety in buildings. Exceptions to these laws may not be made.
Applicants are responsible for obtaining any local and state permits required for the proposed use of the Robbins Memorial Town Hall auditorium and grounds.
02102006__________________________________________
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