Building Use Policy & Guidelines
A Renter’s use of the CCC shall be governed by the following guidelines, terms, and conditions, as well as all applicable laws, rules, and regulations for the Town of Edgartown.
All CCC Rental Agreements shall name an adult responsible for all contact between the CCC and the Renters, including the security of the CCC and payment of the Rental Fee. Use of the CCC does not, in any way, imply endorsement of a Renter’s policies or beliefs. If a renter violates the terms of these policies and guidelines, they may be asked to leave and/or be denied future use of the CCC.
The CCC is available for rental from 8 am to 11 pm (the noise ordinance is 10 pm in the town of Edgartown). Unless other arrangements have been made, the building must be clean and locked by 11 pm. You may also reserve the facility in the event of rain. This must be done at least two weeks before your event. A $100 non-refundable fee will be charged to hold the date.
Rental Capacity: 80 guests inside the building, 120 guests for outdoor use/tent is arranged. Two porta-potties are required and supplied by the renter for more than 50 guests.
Air conditioning is not available.
CCC is not approved for overnight events.
CCC has a priority for use:
1. CCC programs and functions
2. Non-profits/town
3. All others (defined as for-profit and private functions).
1. Rental Responsibility:
The individual signing the Rental Application assumes all responsibility for the rental. All payments, correspondence, and communications regarding the use of the facility will be made through this individual. The CCC Manager will review all Rental applications. The CCC reserves the right to deny an application. CCC contributing members receive a discounted rate for rentals. The CCC Manager reserves the right to change the fee structure for building rental.
Rental Rate Guidelines:
Wedding and Rehearsal Dinners require a $750 per event refundable security deposit.
All other private events require a $500 refundable security deposit.
● Wedding: Contributing Member - $1,500; Non-Contributing Member - $2,000
● Rehearsal Dinner/Private Event: Contributing Member - $500; Non-Contributing Member -$1000
● Advertised Public Event open to the Chappy Community: No fee
● Non-Profit Event: $75.00
● Events charging admission (concerts, etc.): CCC will receive 30% of the admission fee NOT to exceed $200
Meeting (for-profit organization)
1-50 people $300
51-90 people $600
● Memorial Services: No fee
● Other: Fees determined by event & CCC Manager
Optional Services/Fees:
● Cleaning: $40/hour billed to the renter
● Mosquito Spraying is available at the renter's expense. To arrange for the spraying, contact O’Deer at 508-627-2928.
● Special Lawn mowing is available at the renter’s expense. The CCC has a policy of natural lawn management, which may not meet the renter’s expectations. To arrange, contact the CCC Building Manager.
● Tables and chairs can be rented. 8-foot tables are $5 per table, card tables are $5 per table, and chairs are $2 per chair. If you bring your own tables and chairs, there will be a $100 charge to move CCC furniture.
3. House Equipment and Furnishings:
Limited Kitchen Facility
● Refrigerator
● Microwave
● Dishwasher
● Gas stove
● (9) 8ft tables (available to rent)
● (2) Card Tables (available to rent)
● (140) Wooden Folding Chairs (available to rent)
● (2) Sofas
● (8) Arm Chairs
● (1) Large Wooden Square Tables
● (1) Projection Screen
● Audio/video equipment
4. Rental Contract:
The Rental will be confirmed once the CCC receives a completed and signed Rental Agreement, security deposit, and 50% rental fee.
● Checks should be made out to CCC.
● Rental Deposit: 50% required with a signed Rental Agreement.
● Security Deposit must receive the final deposit as a separate check.
● Rental Payment Balance: Must be paid 8 days before the event.
● If required, all proper insurance forms must be provided 30 days before the event.
● A Town Permit is required for any event that charges admission and serves alcohol.
5. Security Deposit:
A security deposit must be provided with the Rental Agreement to guarantee clean-up of the CCC and surrounding areas and cover any damages that may occur to the CCC. The
security deposit must be in the form of a separate check made payable to the CCC. The check will be held until the rental date is completed. If the facility is not left in good order, the CCC reserves the right to reduce or keep the entire security deposit. The security deposit refund, less any deductions for damages and excessive cleaning will be returned to the Renter after the CCC has been inspected. There may be an extra security deposit charge if you use a tent.
6. Cancellation Policy:
Notification of cancellation is required from the CCC in writing.
Refunds for cancellations are as follows:
31+ days prior: 100% refund
16-31 days prior: 75% refund
8-15 days prior: 50% refund
0-7 days prior: NO REFUND
7. Care and Clean-Up of the CCC:
Proper clean-up after using the CCC is the Renter’s responsibility. The CCC has an optional cleaning service you may employ at $40/hr, or you may clean the facility yourself, with the approval of the CCC Manager. If you choose to clean the facility yourself, you need to provide contact information for the person responsible for cleaning up.
After the event, the following must take place:
1. Trash and litter must be sealed in plastic bags and removed from CCC premises.
2. Kitchen equipment, tables, counters, and sink must be cleaned and left in the original order.
3. Leftover food, rental equipment, and cooking accessories must be removed from the facility.
4. Bathrooms must be cleaned.
5. Floor must be broom cleaned.
6. Chairs and tables returned to storage areas.
7. A final check and walk-through with a CCC representative are required. Failure to leave the building as clean as it was found may result in a reduction or forfeiture of the security deposit.
8. Rental Insurance/Liability:
Renter hereby agrees to indemnify, defend, and hold harmless the CCC and its employees from and against any losses, claims, damage, liability, injury, compensation, and expenses, including attorneys’ fees incurred by the CCC arising from the use of the facilities by Renter or Renter’s guests or invitees that result in injury or property damage.
9. Food and Alcoholic Beverages:
If the Renter is serving food and alcoholic beverages, the Renter shall assume all responsibility related to the efficacy of the food and oversight of the consumption of
alcoholic beverages. Alcoholic beverages may only be served and consumed within the CCC. The serving of alcoholic beverages must conform to Massachusetts State regulations, whereby this event is: 1) by invitation only; 2) money is not exchanged for alcohol; 3) tickets are not sold; 4) a donation is not required or solicited, or 5) an entrance fee is not charged. The sale of beer and wine is strictly prohibited.
Permission by the CCC to serve alcohol requires that the Renter must provide adequate insurance for the event. There are 3 ways to secure proper insurance. (1) Special Events Liability Certificate of Insurance, including special coverage for liquor liability, provides comprehensive public liability of no less than $1,000,000 combined single limit for bodily injury and property damage to protect the renter and their guests. The CCC shall be named as an additional insured. Insurance shall be secured from a responsible company in good standing, subject to the CCC’s approval. We suggest www.wedsafe.com, and coverage costs start at around $100. (2) Add the CCC as additionally insured under the renter’s Homeowner’s Insurance Policy (Host Liability Coverage) for the event date and provide a copy of the Declaration page to the CCC. (3) Add the CCC as additionally insured under the renter’s caterer’s Commercial General Liability Insurance for the event date and provide a copy of the caterer’s Declaration page to the CCC.
The Certificate of Insurance must be submitted to the CCC no less than 30 days before the event.
Your signature on the Rental Application indicates that you have read provisions 7, 8 & 9 and know its terms.
No grills, etc., are to be used on the CCC deck.
10. Caterer Requirements:
1. If a Caterer provides food or alcohol, the Caterer must provide proof of his insurance coverage to the CCC 30 days before the event.
2. Certificate of Insurance for Commercial General Liability
3. Workmen’s Compensation Insurance
4. Liquor Liability Insurance
5. Copy of the Caterer’s Qualified Food Operator Certificate or Caterer’s License
11. Decorating and General House Rules:
1. If you are using a tent, please contact the CCC to arrange for its set-up and removal. The tent must be set up on CCC property. Candles must be enclosed by glass extending 3” above the flame.
2. The use of nails and screws in walls is prohibited.
3. Please submit a decorating plan for approval.
4. No balloons of any kind are permitted on the property.
12. General Rules/Regulations:
1. Smoking is prohibited on CCC Property
2. An adult or babysitter must supervise children under 10.
3. Please leave your pets at home.
4. Please be a good neighbor. Monitor your noise level.
5. Turn the heat to 55 in the big room.
6. Close the kitchen door and the kitchen pass-through, and turn the kitchen heat to 55.
7. Please turn out the lights and lock all doors when you leave.
8. Leave the building as you found it or better.
9. The library is not included in any rentals.
10. Fireworks and open fires are strictly prohibited.
11. Please remove all trash from CCC premises….Carry In- Carry Out.
