2019-2020 Daybreak Star Rental Guidelines

Reservations

Rental applications (must include User Agreement and Damage Deposit) are accepted at the Daybreak Star Indian Cultural Center M – F from 10am to 5pm (hours may vary). We also take payment via credit card over the phone. Rental applications are considered on a first-paid, first-served basis and are subject to space availability. All applications must be verified and approved by the Administrative Coordinator. This person will be your main point of contact for all dealings related to your event leading up to the actual event. Please direct all inquiries and submit all appropriate payments and paperwork to this person. Rental applications will not be accepted without a deposit payment. Your rental fee is due 2 weeks before the event. NOTE: You will not receive a reminder notice for your balance due. Non-profits may apply for a reduced rental fee. For more information, please contact the Administrative Coordinator.

Damage Deposit

A holding/damage deposit is required at the time of booking. The deposit is non-refundable due to cancellation. The deposit is separate from the rental fee. Deposits are refunded within 4-6 weeks following the event, if the building is in the same condition as when you arrived. The building rental fee is due two weeks prior to the event. Payment is by cash, cashier’s check, check (if reserved more than 2 weeks in advance), or Credit Card. Prices are subject to change without notice. If the deposit is paid via Credit Card, the bank fee for charging a credit card will be deducted from the deposit upon return.

Damage deposits are 100% refundable as long as the following conditions are met:

  1. The room, kitchen, bathrooms etc. (including outside) are left in a clean and orderly manner as stated in the DBS Rental Clean-up Checklist (on last page).
  2. Use of the room does not exceed the scheduled time.
  3. All equipment used is accounted for and undamaged.
  4. Additional staff time is not required as part of the rental.
  5. Damage to the building has not occurred.
  6. All rules/guidelines governing alcohol consumption as stated on the Alcohol Policy (page 4) are met.
  7. All rules/guidelines governing rental usage of the Daybreak Star Indian Cultural Center are met.

If these conditions are not met to the satisfaction of staff per these guidelines and others listed within this packet and accompanying documents, an appropriate fee will be deducted from the damage deposit. If you exceed the time reserved, you will be charged for the additional time and/or it may be deducted from the damage deposit. Minimum charge is 1 hour.  If necessary, the rental applicant will be charged to cover any additional costs. Please allow at least 4 – 6 weeks for the damage deposit to be returned.

Cancellation

Cancellation of room rentals will result in a non-refundable deposit. To cancel a room reservation, you must provide us with the following: (1) Written notification indicating your cancellation, (2) Applicant name (as it appears on your Use Agreement).

Equipment Rentals

(25) 8’ x 30” tables, (3) 6′ x 30″ tables and (250) chairs are provided with your rental fee. At additional cost, you may rent our 50” round tables for $10 each (20 total). The renter is responsible for the cost of renting any additional tables or chairs. Outside rental items are set up by the renter. We do not have A/V equipment.

Staffing Fees

A Daybreak Star staff person must be in the building at all times. A $25/hr staffing fee will be charged for each hour used including set up and clean up.

Kitchen Information

Use of kitchen to prepare food, use of one side of the walk-in refrigerator, conventional size oven for warming only (NO COOKING) offered at additional cost. The walk-in refrigerator is shared with our preschool program which is held during the week. Do not touch or compromise any of the food that is in the fridge. Kitchen space is insufficient for cooking or storing large amounts of food. Use of the stove and oven are permitted for warming only. Renters are not allowed to use the dishwasher. Kitchen must be cleaned to receive deposit back. Do not dump any grease or food down the drains. An appropriate amount will be deducted from the deposit is the kitchen is not properly cleaned.

Room Set Up

The building is available for you to decorate and set up the day of the event. Please coordinate a set up time with the Administrative Coordinator. If you plan on using our tables and chairs, a floor plan for the set up of your tables and chairs must be completed with the Administrative Coordinator two weeks prior to the event so we can have them ready when you arrive.

Max Room Capacity

Lower Level: 250 sitting down, 300 standing up. Lounge: 20 sitting down, 25 standing up.

Outdoor Events

The Upper Field behind Daybreak Star is available for rental. Arrangements/restrictions for outside events must be approved in advance of rental. Daybreak Star tables and chairs are not allowed outdoors. Extension cords are not provided. If you want to rent the grassy area directly across the street from Daybreak Star (not the Upper Field) please contact Discovery Park at 206.386.4236.

Catering

You may select a caterer of your choice. If you choose to use an outside caterer, food must be cooked and prepared offsite. The caterer is responsible for bringing any items needed for food service. The caterer must provide a certificate of liability insurance. Daybreak Star does not provide equipment or serving utensils. Caterer must be insured and provide a liquor license to serve alcohol. Food trucks are allowed and can park only in front of Daybreak Star, not on the grass.

Alcohol Policy

Alcohol is permitted inside the building only with a Banquet Permit purchased through the Washington State Liquor Control Board at a State Liquor store.  We must have the original copy two weeks prior to the event. The Liquor Control Board uses an online application system for citizens to apply for banquet permits. Banquet permits are to be purchased for events where liquor will be served that are not business or promotional, but instead invite-only gatherings such as weddings, company banquets, retirement parties, and club, organization or church events. Banquet permits are available to for-profit businesses, societies, organizations, and individuals. Retail liquor businesses may not use banquet permits. Liquor must be free of charge or brought to the event by those invited. More information here: http://liq.wa.gov/licensing/get-your-banquet-permit-online.

Lounge Room Rental

The Lounge is available for rental (20 sitting down, 25 standing up). It has a kitchenette, which includes a fridge, stove and sink. Four tables and chairs are available. Payment is due in full at time of reservation and is non-refundable if cancelled. The lounge is not available for rental alone on weekends.

Check In Prior to Your Event

For your convenience and safety, there will always be a staff person on duty during your event. Upon arrival, you must immediately check in with the person on staff. At this time, please ask our staff to conduct a pre-event room inspection. This service is helpful to note any pre-existing room conditions so that you are not held accountable for it. Pre-event room inspections will not be conducted if you have already begun your set up. If you will not be on site for the clean-up at the conclusion of your event, the person responsible for clean-up is required to also be at the pre-event room inspection.

Deliveries and Storage

All items brought must be taken with you after your event, including all food in the refrigerator and freezer. Renter must remove all decorations. Equipment may not be left in the building after the event. A $250 per day fee will be charged if objects are left in the building. Deposit refund will depend on clean up of facility. Daybreak Star Indian Cultural Center is not responsible for items left, lost or stolen.

Parking

Parking next to the building is limited, with 40 spaces adjacent to the building. Additionally, guests can park on the road leading up to Daybreak Star (fits about 40 cars).

Cleaning the Facility

You will have 1-2 hours to clean up after your event. You must be cleaned up and out by 12:00am. The building and surrounding area should be left in the same condition as when you arrived. All items brought with you must be taken with you, including all food in the refrigerator. Renter must remove all decorations. A $250 per day fee will be charged if equipment is left in the building. The rental applicant is responsible for cleaning the room(s) in accordance with the DBS Rental Clean Up Checklist. Cleaning supplies are available by contacting the staff person on duty. To help ensure the return of your damage deposit, please have the staff person complete a post-event inspection at the conclusion of the rental. Failure to follow the DBS Rental Clean-Up Checklist may result in forfeiture of the damage deposit and additional charges, and could also result in denial of future rental usage. Any cleaning and/or repairs that require staff time and/or materials will result in additional fees and staff/material costs deducted from the damage deposit and/or charged to the rental group. Deposit refund will depend on clean-up of facility. Daybreak Star Indian Cultural Center is not responsible for items left, lost or stolen.

Decorations

Decorations are permitted, but can only be hung with painter’s tape. Nails, tacks or screws are not allowed. The renter must remove all decorations following their event. No glitter, confetti or fake rose petals may be used. Artwork may not be taken off the walls. Do not place wet items on the hardwood floors, such as ice.

Smoking

Daybreak Star Indian Cultural Center is a tobacco and drug free facility. Smoking, chewing, etc. is prohibited inside the Cultural Center and within 25 ft. of any entrance, including e-cigarettes and vape pens. Please use the provided receptacles for proper disposal of cigarettes. The rental applicant is responsible for cleaning area of debris as a result of tobacco use associated with their event. Please see FAQ’s for Seattle Parks smoking ban for more information http://www.seattle.gov/parks/smokingban/files/smokingbanfaq.pdf.

Salmon Bake

Use of the salmon bake is allowed at an additional fee. You must provide your own wood and/or bbq briquettes.

Barbecues

The use of barbecues is restricted to the salmon bake area immediately adjacent to the patio. Do not use barbecues on the cement/paved area. The only types of barbecues that are permitted are home-type, kettle-style or propane-style barbecues. The use of a commercial-style barbecue is not allowed. The rental applicant will be held responsible for any and all damage in relation to the use of a barbecue.

Fireworks

All fireworks (including but not limited to sparklers, firecrackers, bottle rockets, etc.) are illegal in the City of Seattle. Use of fireworks at the Cultural Center may result in the immediate shut down of event, forfeiture of the damage deposit, and/or a fine from the Seattle Fire Department.

Insurance

Special events, corporate hosted functions, and other events are required to carry insurance naming the United Indians of All Tribes as an additional insured.  Special Event Liability insurance coverage with limits of not less than $1,000,000 per occurrence, $2,000,000 General Aggregate, on a combined single limit basis. The liability insurance document can be obtained through homeowners, renters, or corporate/non-profit insurance. You can call your insurance agent and send them the exact paragraph in the contract that discusses insurance and they should be able to get the certificate for you. For companies and non-profits there is usually no additional fee.  You can always use companies like http://www.wedsafe.com too. Please remember to make sure it has the proper wording and is for the appropriate coverage limits (see your contract for specifics).