Hampstead Annex Use Policies
The Pender County Hampstead Annex has certain available space for use by Pender County residents civic, governmental, non-profit, and other community groups for public meetings when they are not in use for County government functions. Official County activities or functions will always have priority over other activities or functions and the County reserves the right to cancel any room reservation(s) at any time due to a County activity or function.
** Pender County does not provide folding chairs, tables, AV equipment other than what is described below. **
**No organization is permitted to leave equipment of any kind in the Hampstead Annex after an event has been completed. **
First Floor Meeting Room (Room # 102) – includes conference table seating for 10, TV/monitor, and whiteboard):
- Occupancy of the room may not exceed 15.
- Available during normal operating hours (no attendant required) - can be booked with at least 48-hour notice.
- Available after normal operating hours (attendant required at $20/hour) - must be booked with at least 14-day notice (to schedule appropriate staff).
- Rental Rate:
- $10/hour for County resident or nonprofit organization.
- $15/hour for non-County resident or for-profit organization.
- $20/hour with 3 hour minimum for Facility Attendant after normal operating hours – required.
- The building must be vacated by 10 pm.
- No insurance required.
Auditorium - Fixed auditorium seating, a podium with a self-contained audio system:
- Occupancy of the room may not exceed 244 in the auditorium seating area and 48 on stage.
- Available during normal operating hours for groups under 100 people in attendance (no attendant required) - can be booked with at least 48-hour notice.
- Available after normal operating hours (attendant required at $20/hour) - must be booked with at least 14-day notice (to schedule appropriate staff).
- Rental Rate:
- $45/hour for County resident or nonprofit organization
- $75/hour for non-County resident or for-profit organization.
- $20/hour with 3 hour minimum for Facility Attendant after normal operating hours – required.
- The building must be vacated by 10 pm.
- Insurance required naming Pender County as Additional Insured. Insurance must be provided prior to receiving an invoice.
- Invoice must be paid 14 days prior to the event to secure the space.
Parking Lot
- Half the parking lot may be used during normal operating hours, but activities may not infringe on normal business in the Annex and adjoining Sheriff's building. Therefore, the entire front row of parking spots in front of both buildings may not be used, blocked, or be inaccessible by other members of the public for any reason.
- The entire parking lot may be used after normal operating hours, but activities may not infringe on normal business in the Sheriff's building. Therefore, the entire row of parking spots on the left side of the Sheriff's building may not be used, blocked, or be inaccessible by other members of the public for any reason.
- Rental Rate:
- $25/hour for County resident or nonprofit organization.
- $35/hour for non-County resident or for-profit organization.
- Access to restrooms within the Annex will not be permitted and the organization renting the parking lot is responsible for obtaining port-a-johns. Port-a-Johns may arrive no more than one business day prior to the event and must be picked up the next business day after the event has concluded. Port-a-Johns may only be placed in locations designated by Pender County.
- Insurance required naming Pender County as Additional Insured.
- Use of inflatables, grills, Food Trucks, etc. are not permitted without appropriate insurance or permits.
TERMS AND GUIDELINES FOR USE
Use of the facilities in no way constitutes an endorsement by Pender County of any group’s activities or beliefs. The county shall not discriminate in providing meeting room space on the basis of race, religion, age, gender, political affiliation, national origin, or disability.
- The use of the county’s meeting rooms will be limited to meetings for which no admission charge, fee, dues, or donations may be charged or solicited by the user, nor may any item or service be sold or advertised.
- Reservations shall be on a first-come, first-served basis. Reservations should be made by a person 21 years or older.
- Standing reservations (i.e. “second Tuesday of each month) are generally prohibited. Only approved government affiliates may be allowed standing reservations under certain conditions.
- All rooms are to be accessed through the main entranceway to the building (frontage facing US Highway 17). The Annex and all rooms are ADA accessible.
- Requests for use of any available room in the Hampstead Annex shall be submitted on this application form to Parks and Recreation at parksandrec@pendercountync.gov or call for information 910-259-1330. Application forms are also available at the Hampstead Annex and on the Pender County Parks and Recreation web site. All applications are subject to review and approval by the County Manager.
- The person/organization booking the meeting room shall be responsible for arranging the room or facilities ahead of time to suit their needs and for returning the room or facilities to orderly condition. County staff does not set up chairs or tables. Organizations may be placed on probation or prohibited from future use of the facilities if the responsible representative fails to carry out the duties outlined herein satisfactorily.
- There are no on-site kitchen facilities for public use and food may not be prepared on the premises. Beverages (cups with lids or bottles are encouraged) may be brought into the building hallway only.
No food or beverages are allowed in the Auditorium at any time. No smoking, firearms/weapons, gambling, or alcoholic beverages are allowed inside any County buildings.
- When a meeting is scheduled after County hours, appropriate arrangements must be made to properly secure and vacate the building as scheduled. Each user is responsible for leaving the room(s) in a clean and orderly manner.
- In any advertisements for meetings, the County’s name may be used only in conjunction with the specific location of the meeting.
- No room may be considered reserved until the corresponding invoice for space has been paid in advance and written confirmation has been sent by the County.
- Pender County reserves the right to deny the use of the facility to any person or organization at any time and the Pender County Manager or designee is the final authority on the interpretation of the Policy for Public Use of Pender County facilities.
- Pender County may amend or alter these Policies at any time by action of its Board of Commissioners or their designee.
ADDITIONAL TERMS FOR AUDITORIUM USE
- Food and/or drinks are prohibited in the Auditorium and backstage dressing areas.
- Nothing may be pinned, stapled, sewn, taped or attached in any manner to the stage curtains.
- Only soft dance shoes and non-mark soled shoes are allowed on the stage floor. There are to be no spiked/stiletto-heeled, tap, or clogging shoes on the stage.
- The Auditorium has 240 fixed seats available. No chairs, tables or other fixtures may be placed in the aisles at any time. “Standing Room” and sitting is also prohibited in the aisles. At no time may the total room occupancy, including those sitting or standing on the stage or dressing room areas exceed 292.
RELEASE FROM LIABILITY
The undersigned hereby releases Pender County, its Commissioners, Elected or Appointed Officials, employees, agents, officers, contractors or any other person or entity acting at the direction of Pender County whether paid or unpaid from any and all claims, demands, damages, actions and causes of action, suits, losses and liabilities, however denominated, whether known or unknown, contingent or absolute, apparent or unapparent, accrued or unaccrued, arising out of or related in any way to:
- the undersigned’s use of, presence at, ingress to or egress from said County Facilities;
- any act, omission, event, incident, transaction or occurrence of any person, firm, corporation or other entity on or in the vicinity of said County Facilities; and
- any circumstance or condition (latent, obvious or otherwise) in or near the vicinity of said County Facilities.
- The cancellation of a reservation by the County or other action which results in the unavailability of the County Facilities, either in there being late access or no access. The undersigned understands and agrees that the sole remedy for a cancellation or unavailability of County Facilities, with or without notice, is the return of the fees paid.
It is also understood the undersigned is responsible for any damages that may occur to the County Facilities during the time of usage and further agrees to reimburse the County for the cost of repair.
The undersigned has had a full and fair opportunity to read, consider the same and obtain legal or other advice; and the undersigned represents to Pender County, and acknowledges that such representation is material and may reasonably be relied upon by Pender County, that the undersigned has read, understands, and fully consents and agrees to the foregoing.