1. General Policy Statement:
(a) The applicant requesting the use of the Town Hall Facilities
must be a resident of the Town of Pleasant Garden and at least
eighteen (18) years of age. Only non-profit educational, civic,
cultural and environmental groups will be considered. Any group must
provide a benefit or service to the citizens of Pleasant Garden or
Guilford County, North Carolina, and must have been in existence at
least one (1) year prior to making the request. The only exception
is for political meetings in accordance with N.C.G.S. § 163-99. No
fee shall be charged.
(b) Complete applications must be received in the Town
Administrator’s Office at least ten (10) business days prior to the
date of the proposed use. Applications will be processed on a first
come-first served basis. Advanced bookings in advance of sixty (60)
days will not be permitted. NOTE: This application period may be
waived by the Town Administrator for Governmental use.
(c) The applicant is responsible for any and all damages to any
facility or grounds, including costs for cleanup. Meeting rooms are
only available during Town Hall hours and space must be returned to
its original form. The applicant shall assume full liability for all
accidents or claims of accidents as a result of activities taking
place associated with the use of Town Hall Facilities and shall
agree to indemnify and hold harmless the Town for any injury or
damage to any person(s) or property. This shall also include any
preparatory time of the area being readied for the use, and for all
follow-up activity related to the use. Depending upon the type of
event, proof of insurance may be required. If required, a copy of
the insurance policy must be submitted with the application. The
policy is to be one of comprehensive general liability in the amount
of not less than $300,000.00 for bodily injury per person,
$1,000,000.00 per occurrence, and not less than $100,000.00 for
property damage per occurrence. Any damage or accident must be
immediately reported to the Town Administrator’s Office, or as soon
thereafter the Office is open for business.
(d) Loud and disruptive behavior is prohibited.
(e) The Town will not provide personnel or equipment.
(f) No eating or drinking is permitted inside the facilities
unless advance provisions have been approved with the application
and comply with all laws and regulations of the State Department of
Human Resources, Division of Health Services. For purposes of this
Section, food prepared by a catering service will satisfy this
requirement. Home baked items such as cookies, cakes, brownies,
etc., are permissible as well.
(g) No functions with possession of alcohol or illegal drugs, nor
(h) No function will be allowed where any member of an
organization carries a gun, rifle, firearm, or other weapon. An
exception may be made for a memorial service or special event
associated with the recognition of any branch of the military or
historical conflict, so long as any weapon used is only discharging
blanks and the organization has received the appropriate permits
and/or permission from the Town and the Guilford County Sheriff’s
(i) The applicant is responsible for providing for proper
disposal of trash and debris.
(j) Signs, decorations, or other attachments may not be hung on
any building or permanent structure on the property.
(k) Ingress and egress to the grounds may not restrict the
orderly flow of traffic on adjacent roads and arteries, and traffic
must comply with all local, state, and federal laws.
(l) The applicant is responsible for registering the function or
event with the applicable local law enforcement authority, as well
as determining the need for any crowd control and security
enforcement that may be necessary.
(m) The Town will not accept reservations for a series of
meetings which would designate any Town Hall Facilities as the
regular meeting place for any organization.
(n) The applicant must comply with any further or additional
restrictions the Town chooses to place on the use of the Town Hall
Facilities, as allowed by law.
(o) All uses must be in compliance with local, state, and federal
laws, including the Americans with Disabilities Act.
(p) The Town Administrator, or designee, may revoke the
authorization to use Town Hall Facilities up to or during the use,
if a violation of this policy is discovered.
(q) The Town Administrator is authorized to approve applications.
(r) The Town reserves the right to deny any applicant the use of
Town Hall Facilities if such use could disrupt the operation of the
(s) No functions will be allowed involving sales, advertising, or
(t) No religious services shall be allowed.