ENTERTAINGING AT THE AMERICAN LUNG ASSOCIATION JACKSONVILLE
American Lung Association invites you or your organization to host an event at out office. For size and
availability, please contact Karen Hughes at 904-520-7117 .
General Information
Cooperate entertaining fees include facilities fee
which covers after hours HVAC, security, overtime,
etc. For a list of general charges please see attached.
One or more members of the American Lung
Association staff must be present during your event.
All events must be sponsored and attended by an
American Lung Association member. All event
host(s) must be present until final cleanup has been
completed. For approved outside groups, there is an
additional fee for the rental or special equipment.
Technical specifications are available upon request.
The following information will be needed
at the time of request for use of the facilities.
1. Name of Business of Organization
2. Name of sponsoring ALA Member.
3. Type of Event
4. Name of contact person, title, and phone
number
5. Phone number of business or organization
6. Physical address of business or organization
7. Mailing address of business or organization
8. Do you intend to use any of American Lung
Associations AV equipment?
9. Will you be playing any videos, CDs or
DVDs?
10. Are there any special presentation aids you
will be using?
11. Certification of insurance for business or
organization and certificate of insurance for
all vendors (if used), naming
American Lung Association Reserves the Right
To:
Deny usage to any group or for any
program
Cancel any event up to and including the
day of the event if the person/organization
and/or suppliers do not comply with rules
and regulations
Approve ALL event advertising prior to
distribution and publication
Have an ALA member(s) present at all
times.
American Lung Association Hospitality
Rules and Regulations
All details must be finalized within 48
hours of your event.
Any revision(s) to events may necessitate
additional facility fees.
Guests using the space must schedule a
walk through with a project manager and/or
ALA member no less than thirty (30) days
before the event to finalize all event details.
Failure to do so will result in automatic
cancellation of your event and loss of
deposit.
All appointments held at the American
Lung Association with suppliers or venders
must be scheduled through our project
manager.
Appointments to show space will need to
be rescheduled if the appointments are not
kept within 30 minutes of scheduled time.
Failure to properly plan for additional
attendees may result in the organizations
failure to accommodate your request.
Your reservation for one of the listed
spaces will be guaranteed by our Executive
Director, upon receiving signed event
contract and payment, if applicable.
Suppliers and caterers may access the
kitchen three hours prior to the event
starting time.
Outside set up cannot begin in the Public
Areas of the organization before 5:00 PM
(Some exceptions made on Saturday or
Sunday events).
An invitation to your event must be on file
with our Executive Director.
 At the end of all events, all decorations,
flowers, catering, and event generated trash
must be removed from the organization, the
day or evening of the event, unless prior
arrangements have been made. Preparation
areas should be cleaned and mopped.
If the event requires that furniture is to be
removed, the host is responsible for
providing volunteers to assist with this,
under our supervision, or hire a preferred
mover.
The organization will close at midnight to
guests and suppliers unless prior
arrangements are made.
The event host is responsible for renting all
linens for the event, including those to be
used at the registration table.
ALA can only provide 46 chairs for our
boardroom.
Free standing decorations must be approved
by American Lung Association.
Cut floral arrangements or other
decorations must be approved by our
Executive Director prior to the event.
Dancing and live music must be approved
by American Lung Association prior to the
event.
No attachments may be made to the walls
in any fashion.
The following are PROHIBITED:
Events charging entrance fees
Alcoholic beverages
Cooking of foods on the premises
Candles, helium, glitter, confetti, rice,
birdseed, flower petals, or other similar
materials as decoration
Blocking the American Lung Association
signage
Food and beverages consumed at the
entrance or service entrance of the building
Smoking anywhere inside the building
We require that caterers:
Submit any set-up changes made, after
walk through, to our Executive Director at
least one week prior to the event.
Set up and break down all tables, chairs,
and other equipment not belonging to
ALA. Set ups for all deliveries must be
coordinated with the Executive Director
and set ups for meeting should not occur
prior to six hours before event.
Caterers are required to bring all their own
catering equipment. ALA does not provide
any catering/kitchen equipment.
Dispose of all event garbage in sealed bags
as provided by American Lung Association
at dumpster located outside on the right
side of the building. There is an additional
charge if the garbage is not disposed of
properly in the proper receptacle.
Clean and mop all preparations areas at
event end.
The Hospitality kitchen dish washer is off
limits to all caterers.
Set ups for all deliveries must be
coordinated with the Executive Director.
All rentals should be picked up after the
event ends. Following day pickups are not
allowed unless priory discussed.
We requite that all Musicians/DJs:
Provide electrical and space requirements
to our Executive Director 30 days prior to
event.
Set up and break down all equipment and
tables used.
Provide covering for electrical cords,
meeting safety regulations.
Provide linens to cover equipment tables.
Monitor volume levels throughout event,
not to exceed regulations.
NO property is to be left inside the building
for pickup at a later time without prior
approval of the Executive Director.
 Regarding Transportation and Parking:
Public parking is available at no additional
cost.
American Lung Association
Is responsible for floor cleaning in the
public spaces
Is not responsible for event staffing, gift
check, coat check
Is not responsible for any items misplaced
or damaged
Should this event be cancelled due to an
Act of God, both parties are relieved of
responsibility and a refund of deposit will
be made to the renting/reserving party.
________________________________
American Lung Association Representative
By signing the attached contract, the
renting/reserving party agrees to indemnify,
hold harmless and defend ALA from and
against any and all claims, demands,
damages, judgments, or liabilities of any
kind whatsoever and any costs incurred in
defending against the same.
The responsible party shall reimburse the
organization for any damages of an kind
whatsoever to the organization or any
property contained therein resulting from or
arising out of this event, to the extent
renting party, its guests, agents or suppliers
cause such damage.
_______________________________
Organization Designee
 EVENT CONTRACT
1. _____________________________________________________________
Name of Business or Organization

2. _____________________________________________________________
Name of Sponsoring ALA Member

3. ____________________________________ /_______________ /_________

Type Event Date Time

4. ________________________ /____________ /________________________

Name of Contact Person Title Email

5. ___________________________________________ /__________________
Physical address of Business or Organization Phone Number

6. _____________________________________________________________
Mailing address of Business or Organization

7. _________________________________________ /____________________
Caterer Phone Number

8. Do you intend to use any of the American Lung Associations AV Equipment? Yes No
a. If yes, describe how _____________________________________________

9. Will you have anyone speaking that will need a podium or microphone? Yes No

10. Will you be playing any videos, CDs. or DVDs? Yes No

11. Are there any special presentation aids you will be using? Yes No

12. Do you need Internet access? Yes No

13. Do you have a prepared presentation to be displayed? Yes No

a. If yes, what format is it in?
_____________________________________________________
14. List any special requests

____________________________________________________________________