General Use Policy

Event Coordinator
Renee Smith or her designee will meet with you prior to the start of your event. They will go over all of the Use guidelines and help with any other questions that you might have. The Event Coordinator or designee will then return at the end of your event. Coordinator or designee will be available by cell phone if any issues arise.

Decorations

  • No glitter, sequence or foil (non-paper) confetti is permitted
  • Only flameless, electric candles are permitted
  • Do not adhere or pin anything to the walls or sound bolsters
  • Popcorn and cotton candy machines are not permitted in the Event Centre

Validated Parking
Direct your guests to park in the Third Street parking deck located at 115 West Third Street. Validated parking tickets will be provided to event attendees when leaving the Event Centre.

Smoking
Please be aware that smoking is not permitted in the facility or on the Susquehanna Terrace.

Clean up
Clean-up is the Client’s responsibility and must be finished no later than the time identified in the contract. Client is expected to provide sufficient supervision to minimize food and beverage spills during the event. If the facility is not returned to “clean” condition after said event, an invoice will be forwarded to the Client. Client will then have fourteen (14) days to pay the invoice.

  • All tables must be cleared and cleaned of all items.
  • All trash must be placed in the receptacles provided, including trash from off the floor, window sills etc. All decorations must be taken down and removed from the facility.
  • Do not drag, push or pull full garage bags on any of the floors within the facility or elevator.

Catering Kitchen
What equipment is available to clients in the catering kitchen?

  • Commercial Refrigerator
  • Ice machine
  • Prep area
  • Sink and handwashing sink
  • Two (2) carts for loading and unloading
  • Oven and warming oven (residential size), please note that commercial sheet pans do not fit

Client is responsible for all kitchen clean-up. The kitchen area (work areas, oven, refrigerator and sinks) must be wiped down and returned to their original level of cleanliness.

Client Responsibilities and Conditions

Hourly Rental Fees
Charges are based upon the reserved times stated on the contract. RVT assumes the Client will adhere to those times and is not responsible for group deviation. Failure to adhere to the stated times may result in additional charges.

Michael Ross Event Centre and Mid-Town Plaza Use Policies
If Client is using the Michael Ross Event Centre catering kitchen and/or the Mid-Town Plaza a client initialed copy of the policies must be returned with a signed contract.

Alcohol
Alcoholic beverages consumed on property must be served in compliance with the Pennsylvania Liquor Control Board rules and regulations. In case of monetary exchange for alcohol, a licensed restaurant/caterer is required to apply and obtain an “off premise” license and also show proof of liability insurance.

Tobacco
Use of any kind in not permitted in RVT facilities. This applies to all interior space, rest rooms, corridors, lobbies, etc.

Cleanliness of Facility
The contracted facility will be in clean condition prior to your event. Immediately following your event, you are required to return the space to the same clean condition in which it was found. RVT staff will direct you where to dispose of trash and recyclables. If the facility is not returned to “clean” condition after said event, an invoice will be forwarded to the Client. Client will then have fourteen (14) days to pay the invoice.

Load-in/Load-Out and Storage
All load-ins and load-outs must take place within the designated timeframe given by RVT. RVT is not responsible for checking in or handling any items brought into the venue by rental companies. All rental equipment must be removed immediately following your event.

Right of Entry and Exit
RVT staff or appropriate emergency personnel may enter and exit premises during the course of the event. RVT staff may be on site during your event and can/will check periodically with the Client to insure everything is running smoothing.

Vandalism
The Client and all its participants are expected to exercise care in the use of RVT facilities and equipment. The Client shall assume full responsibility for the behavior of its participants and shall be held liable for bodily injury or property damage arising due to negligence or willful misconduct on the part of the Client and/or participants. RVT reserves the right to terminate services to any Client group or individual who participates in acts of vandalism and to assess the cost of damage and repairs to the Client. Loss of or damage to RVT property, over and above normal use will be billed to the Client.

Force Majeure
No damages shall be due for failure of an event occurring due to Acts of God, war, government regulation, disaster or strikes which make an event impossible.

City, County, State, and Federal Laws
Regulations of the Commonwealth or Pennsylvania and ordinances of the City of Williamsport relating to occupancy and use of decorations must be observed. This contract is governed by the laws of the Commonwealth of Pennsylvania without application of its choice of law provisions. By executing this contract, the Client consents to the exercise of personal jurisdiction over it by the courts of the Commonwealth of Pennsylvania and agrees to the sole and exclusive jurisdiction of the Court of Common Pleas, Lycoming County, Pennsylvania.

Scope of Agreement
This contract contains the entire agreement between the parties, and all representations oral or written not incorporated herein are superseded. Any and all modifications, additions, or deletions to this contract must be made in writing, signed and dated by each party’s authorized signatures, and attached to this contract.

Survivability of Terms
In the event a portion of this contract is deemed unenforceable the remaining terms will remain in force.

Liability
Client agrees to indemnify and save harmless RVT and the City of Williamsport against any and all costs, actions, claims, and demands, whatsoever that may result from the activities and events conducted by and under the sponsorship of the Client pursuant to this facility rental agreement with RVT. The foregoing indemnity shall include injury or death of any guest of the Client and shall not be limited in any way by an amount or type of damage, compensation, or benefits payable under any applicable worker’s compensation, disability benefits or other similar benefit act.

Insurance Requirements
General Liability Insurance is required for all events. The Client must furnish general liability insurance in the sum of at least One Million Dollars ($1,000,000.00) for said event, naming River Valley Transit as additional insured. Proof shall be in the form of a Certificate of Insurance in which RVT is included as an additional insured. The term of the insurance must cover the entire period of use as indicated by the dates and times on the application, including rehearsals and set-up. Said Policy of Client shall be primary and non-contributory to any other policy held by the River Valley Transportation Services or the City of Williamsport.

Cancellations
Either party shall have the right to cancel this Agreement upon written notice given to the other party before the scheduled use dates. If the Client reschedules, the total amount paid will advance to the rescheduled date. If the Client does not reschedule, they forfeit the non-refundable deposit. RVT has the right to cancel or postpone the Client’s use of the contracted facilities if, in the sole discretion of RVT, such use would interfere with the operation or use of RVT, or if the event cannot be held by reason of fire, flood, acts of God, strikes, labor disturbances, or other events beyond the control of RVT. The Client agrees to release and hold harmless RVT from any costs or damages due to the RVT’s cancellation or postponement of the Client’s use of the contracted facilities.

Deposit Information

A 50% Non-refundable deposit is required to hold your event date. To secure your event date, please sign and return this contract and pay your 50% deposit within 30 days of your requested event date. If your event date is less than 30 days away, please contact us immediately to process your deposit.

Payment – Remaining balance is due ten (10) business days prior to your event.

Have More Questions?

    For room rental availability or additional information please complete the form below or call (570) 326-2500.

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