McKee Rental Request
Thomas M. McKee Building Policies and Procedures Agreement
The Ranch, Larimer County Fairgrounds & Events Center
The Thomas M. McKee Building was built with the intention of being a self-sufficient community building. Please leave the facility cleaner than how you found it.
SCHEDULING:
1) Due to the high demand for bookings in the Thomas M. McKee building, each community/ non-profit user group is allotted (2) complementary Meeting Rooms and (1) reduced Exhibition Hall booking per month. All additional bookings are charged the full commercial or standard rate.
2) Non-profit/community user groups can book only 6 months in advance from the date of inquiry.
3) You must complete the Thomas M. McKee Building Rental Request Form to request a booking in the building. The Ranch’s Scheduling Coordinator will determine availability and a response to your request will be sent within 10 days of receiving this form. **Please note that completing and submitting this request does not guarantee a reservation. All events must be contracted through The Ranch.
4) You will have access to the building according to the available times that are noted on the Rental Confirmation (The main glass front doors unlock/lock via automatic timer).
FACILITY INFORMATION:
Please enter the facility through the South facing main glass doors.
1) Exhibition Hall:
a. All equipment for the exhibition halls is located in the storage room. There are 90 heavy duty 8’ tables, 20 lightweight 8’ tables, 300 metal chairs, and 2 pegboards. There is (1) 14’x 14’ permanent projector screen on the Southwest (Hall A) wall. All equipment is first- come first- serve for the users of the building.
b. Upon completion of your event all equipment that was taken out of the storage room must be returned and organized in a neat and orderly way. This includes having all the tables and chairs on their respective racks within the room.
c. The Contractor shall, at its sole expense, provide general liability insurance covering all of its activities and the activities of its agents, subcontractors and invitees hereunder in the following minimum amounts: for injury to any single person in any single occurrence, $1,000,000.00; for injury to two or more persons in any single occurrence, $1,000,000.00. The County shall be named as additional insured. The Contractor shall provide to the County a certificate of insurance evidencing that adequate insurance has been provided no later than 14 days prior to the commencement of Contractors use of the facility.
2) Meeting Rooms:
a. Each room comes equipped with 8’ rectangular tables, chairs, dry erase board and projector screen.
b. You may set the room any way you would like with the provided equipment.
c. There are additional tables and chairs in the storage closet in the hallway if you need extras- these are available on a first-come-first-serve basis.
d. Upon the completion of your event, the room must be reset according to the diagram posted in the room.
3) Masonville Kitchen:
a. ONLY sack lunches and potlucks (homemade non commercial foods) are allowed for groups up to 50. Larger groups of 50 or more requiring food and beverages must go through Ovations Food Services. The Masonville Kitchen is designed to be a preparation and serving area only. Cooking of food is not permitted in the facility per Larimer County Health code standards.
b. Upon receiving confirmation of the availability for your event, the Kitchen Key must be picked up and returned at The Ranch office during business hours (9am – 5pm) Monday – Friday. The Kitchen will not be accessible unless you have picked up the Key 1 week prior to the event date.
4) If your meeting requires moving the divider walls, specific rental items (stage, PA, etc.), or catering you must list your needs on the Thomas M. McKee Building Rental Request Form. Special requests will not available less than two weeks from the first day of the event. There will be a cost for the labor, as well as the rental costs for these needs.
5) ONLY sack lunches and potlucks (homemade non commercial foods) are allowed for groups up to 50. Larger groups of 50 or more requiring food and beverages must go through Ovations Food Services. Food brought in from restaurants is not allowed. NO OUTSIDE catering can be brought in to the facility or outside food sold in the facility- even if it has been donated.
6) All parking for the building is in the 4-H parking lot (Lot H) with overflow in Parking Lot A, and is first- come first- serve. Parking Lots at The Ranch are not exclusive to individual events.
FACILITY RULES:
• If your event is not listed on the calendar schedule located in the Thomas M. McKee entranceway, you do not have an event scheduled.
• You must use the room that is listed on your confirmation/contract. You MAY NOT switch rooms.
• No smoking within 20 feet of building
• It is illegal to bring outside alcoholic beverages onto the Larimer County Events Complex, including the McKee Building - Colorado Statue Regulation 12-47-901(1)(h)(I).
• No pets inside buildings (unless licensed service animal, or for a specific animal-related event)
• Pets must be on a leash at all times outside and please clean up after them.
• No loading or unloading through glass doors
• Please protect our floors & walls - No duct tape!
• Please use only Gaff or painter’s tape. Gaff tape can be purchased at The Ranch for $30 per roll.
• ALL CHILDREN MUST BE SUPERVISED BY AN ADULT AT ALL TIMES.
FIRE CODE:
• No tents or umbrellas wider than 4’ across (blocks sprinklers in case of fire)
• Do not block any exit doors or prop any doors open.
• Any flammable decorations must be sprayed with a fire retardant.
• Any vehicles in display must have less than ¼ tank of gas, tape over the gas cap, & one battery cable disconnected.
TO AVOID A CLEANING CHARGE, PLEASE LEAVE THE ROOMS CLEAN FOR THE NEXT GROUP:
• The floor must be vacuumed or swept (if needed).
• The correct number of tables & chairs are arranged in the room based on the diagram located in the room. Please take extras back to the storage room.
• The lights in the rooms and hallways must be turned off.
• Any cleaning products you may need (trash bags, vacuum, products to wipe down tables, etc) are located in the janitor’s closet at the end of the hallway next to the restrooms.
• Please wipe down any tables/chairs that need to be cleaned (food, crafts, etc).
The Thomas M McKee Building is a multi-use building. There will be other events using the facility, please be respectful of other events around you by keeping noise levels down, be considerate that you are all sharing the same building. We would like to keep the building in great condition for the whole community to use for years to come, so please take care of it!