Phoenix Event Center User Policy

The Phoenix Event Center (PEC) is located at 3433 Libbert Road, Newburgh, IN. The PEC is a fully accessible facility with space suitable for a wedding (with bridal and groom rooms), wedding reception, reunion, club or business meeting, or other private functions.

Scheduling

Reservations for the PEC are scheduled with the Ohio Township Trustee’s office.  Inquiring organizations should authorize one individual to serve as the contact person for the group.  This person will be responsible for scheduling the reservation and coordinating details, including any arrangements for building access and instructions for facility use. The contact person must be present at all times during the event and is responsible for assuring that the PEC is left in its original condition. Reservations will be confirmed in writing by the Township upon receipt of any applicable fees/deposit and a completed Indemnification/Release form.

Availability

The PEC’s normal hours of operation are 8:00 am to 8:00 pm Sunday – Thursday, and 8:00 am to 12 am Friday and Saturday. Any exceptions must be approved in writing by the Ohio Township Trustee. The Ohio Township Trustee office will attempt to accommodated all rental requests; however, the Trustee Reserves the right, in its sole discretion, to restrict frequency of use and to schedule the PEC based on the best interests of the PEC and the community. The Trustee also reserves the right, in its sole discretion, to change cancel, or revoke reservations at any time.  In the event of a change or cancellation, the Township will give the affected group as much advance notice of the change as possible.

Rental Fees

ONE-HALF DAY

Sunday-Thursday

 6 hours for

 $600

 

FULL DAY

 

Sunday-Thursday

 

12 hours for

 

$900

 

WEEKEND DAYS

Friday-Saturday

16 hours
8:00 am – 12:00 am 

at $1,600

+$250 additional
(if Sunday is needed 9:00 am-Noon)

 

*Non-Ohio Township Resident/Business subject to an additional $200 fee

Cancellations

A cancellation policy is necessary to ensure efficient use of the PEC. Late cancellations and “no-shows” prevent others from using the PEC. A renter’s initial deposit/payment will be held and be refundedable for seven (7) days. If the initial deposit/payment is made in cash, any refund will be issued by check. After that seven (7) day period, the intial deposit/payment will become non-refundable.

Cleaning and Damage Deposits

A refundable cleaning damage deposit will be required for the use of the PEC and will be collected from the renter’s contact person.  The Township may apply all or part of such deposit to the cost of damage or excessive cleaning caused by renter’s failure to follow PEC rules.  Any unapplied deposit shall be returned within thirty (30) days after the event.  The amount of the cleaning and damage depost is $300 and is due at the time of key pick-up, unless alcohol will be served at the event, in which case the amount will be $500. Damages or cleaning costs that exceed the cleaning and damages deposit will be the responsibility of the renter, as well as any attorney’s fees incurred in collection. 

Payments

Payment is to be made as follows: 50% at the time of booking and execution of the rental agreement, 50% no later than thirty (30) days in advance of the event, and damage deposit at key pick-up.  Failure to make the final 50% payment at least thirty (30) days prior to the event may result in the cancellation of your reservation. Non-Ohio Township Resident/Business subject to an additional $200 fee. 

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