Rental Policy and Use Agreement

This Rental Policy and Use Agreement (“Agreement”) governs the use of the IRON TRAIL MOTORS EVENT CENTER (the “Facility”), owned and operated by the City of Virginia, Minnesota (the “City”). By reserving or using the Facility, the individual or organization (“User”) agrees to comply with all terms contained herein.

  1. Reservation and Agreement. Reservations require submission of an application and approval by the City. The City reserves the right, at its sole discretion, to deny, condition, or terminate any reservation. A signed agreement is required prior to use.
  2. Fees and Payment. A deposit equal to the full room rental fee is required at the time of booking. The City reserves the right to require full payment in advance of any event unless alternative arrangements are approved. The User is responsible for all additional costs, including but not limited to damages, overtime, cleaning, labor, and administrative expenses, which are not limited to the amount of the deposit. Any add-ons, changes, or additional services will be invoiced following the event at the standard rates in effect on the date of the event. All remaining balances are due within thirty (30) days of the invoice date.
  3. Facility Services. The City will provide standard room setup prior to the event, utilities, and staffing for the event including post-event cleanup. Only designated and approved areas may be used. Use of unauthorized areas or additional ancillary items will result in additional fees, which will be included on the final invoice.
  4. Priority of Use. City governmental activities take precedence. All other reservations are scheduled on a first-come, first-served basis.
  5. Food and Beverage. Catering must comply with all applicable laws and licensing requirements of the State of Minnesota.  Alcohol service is restricted to City-approved vendors, and unauthorized sales of alcohol are prohibited. If alcohol is to be served, consumed, and/or sold at the Facility, security personnel provided or approved by the City shall be required. Such security services will be arranged by the City and billed to the User at a rate designated by the City per security staff member. The number of required personnel and duration of service shall be determined by the City based on the nature and size of the Event. The User agrees to pay all associated security costs. No outside alcohol may be brought into the Facility at any time. All alcohol must be provided and served by City-approved vendors in compliance with Minnesota Statutes and applicable City of Virginia ordinances. Violation of this provision may result in immediate termination of the event without refund.
  6. Cancellation Policy. Cancellations made at least 14 days prior to the event will receive a full refund of all rental fees paid. Cancellations made fewer than 14 days prior will forfeit up to 100% of the rental fee, based on costs incurred and the City’s ability to rebook the Facility. The City reserves the right to cancel events when necessary, including for public safety or operational reasons.
  7. Capacity and Safety. Users must comply with all occupancy limits, fire codes, and safety regulations. The City may terminate an event immediately if conditions pose a risk to persons or property.
  8. Decorations and Alterations. No nails, tacks, tape, or other damaging materials are permitted without prior written approval. The use of glitter, confetti, or similar materials is strictly prohibited at all times. Open flames of any kind, including candles, are prohibited in accordance with the Minnesota State Fire Code. Any violation that results in additional or extraordinary cleaning will be assessed additional cleaning fees.
  9. Additional Clean Up and Damages.The User is responsible for ensuring that the Facility and all ancillary items are returned in the same condition as originally provided. The User shall reimburse the City for all repair and cleaning costs.
  10. Security and Supervision.The City may require security personnel at the User’s expense. The User is responsible for the conduct of all attendees, guests, vendors, and agents associated with the event. Children under the age of 13 must be supervised at all times by a responsible adult. Unattended children are not permitted within the Facility. The User is responsible for ensuring adequate supervision of all minors present during the event. Failure to comply may result in termination of the event without refund.
  11. Conduct and Compliance. Users must comply with all federal, state, and local laws and ordinances. The City may terminate use for violations without refund.
  12. Insurance Requirements. The City may require proof of liability insurance. When required, coverage shall be no less than $1,000,000 per occurrence and shall name the City of Virginia as an additional insured.
  13. The User agrees to indemnify, defend, and hold harmless the City and its officers, employees, and agents from any and all claims, damages, losses, and expenses arising out of or resulting from the User’s use of the Facility.
  14. Personal Property. The City is not responsible for lost, stolen, or damaged personal property.
  15. Photography and Media Use. The City reserves the right to capture and use photographs, video, or other recordings of the Facility, equipment, and setups for promotional and advertising purposes. By reserving or conducting an event, the User consents to such use and agrees to notify attendees.
  16. Smoking Policy. Smoking is permitted only in designated outdoor areas in accordance with applicable laws.
  17. Admission and Sales. Admission fees, ticket sales, and merchandise sales require prior written approval from the City.
  18. Authority and Enforcement. The Park & Recreation Director or designee shall have authority to enforce this Agreement and make determinations regarding Facility use.
  19. General Terms. This Agreement constitutes the entire agreement and is governed by the laws of the State of Minnesota.
  20. Payment Processing Fees. All credit and/or debit card transactions are subject to a 3% convenience fee.

By paying the required deposit and/or using the Facility, the User acknowledges that they are securing the reservation and agree to be bound by all terms and conditions set forth in this Agreement. By paying the required deposit and/or using the Facility, the User acknowledges that they are securing the reservation and agree to be bound by all terms and conditions set forth in this Agreement.