Facility Request Form

  • WELCOME

    Ada Jenkins Center Meeting/Event Space Request Form

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    Thank you for your interest in hosting an event at the Ada Jenkins Center. We are pleased to provide a variety of spaces to accommodate your needs, from meeting rooms, commercial kitchen, to reception areas, and our gymnasium. Please fill out this request form to help us understand your requirements and confirm availability.

    Please note: By completing and submitting this form, you acknowledge that you understand and agree to the terms and conditions outlined in the usesage information. Submitting this form is not a confirmation of your request. A staff member will review your information and will contact you to discuss availability and next steps in the process for confirming your reservation.

    Important Notes:

    • All meeting/event space reservations require a 2 hour minimum time frame.

    • Set-up and tear down time must be included in rental time frame.

    • Upon request, a limited amount of tables, chairs, tablecloths and A/V equipment can be provided by AJC for an additional cost.

    • Renter is responsible for supplying decor and other use-specific items.

    • If the event is for more than 100 people, an off-duty police officer must be secured through the Town of Davidson. Contact 704-892-5131 for the town’s associated costs and requirements.

    • Renter is responsible for post-event cleaning.

    • No animals are allowed inside the premises, with exception of service animals.

    • Smoking inside building is prohibited.

    • Cookers, BBQ grill, etc. must be at least 10 feet away from the building. .

      Additional terms can be found on Facility Use Agreement, which will be presented upon formal request of space.

    • Event-Meeting Space Information 

    • For Historic West Davidson Residents:

      Please submit the form and one of our team members will discuss affordable pricing options for your specific event or functions.

      Important Notes

      1. All meeting/event space reservations require a two (2) hour minimum time frame.
      2. Set-up and tear-down time must be included in the rental time frame.
      3. Upon request, a limited number of tables, chairs, tablecloths, and A/V equipment may be provided by AJC for an additional cost.
      4. Renter is responsible for supplying décor and other use-specific items.
      5. If the event is for more than 100 people, an off-duty police officer must be secured through the Town of Davidson. Contact 704-892-5131 for the town’s associated costs and requirements.
      6. No animals are allowed inside the premises, with the exception of service animals.
      7. Smoking inside the building is prohibited.
      8. Cookers, BBQ grills, and similar equipment must be located at least 10 feet away from the building.
      9. Additional terms can be found in the Facility Use Agreement, which will be presented upon formal request of space.

      Post-event Cleaning 

      Renter is responsible for post-event cleaning, including the following:

      • All unused food, trash, and other waste must be placed in plastic trash bags and deposited in the trash and/or recycling dumpsters located outside the building in the parking lot.

      • All used tabletops must be wiped down.

      • Floors must be dry swept and wet mopped if and where needed due to spills or other messes.

      • NOTE: A $100 cleaning fee will be charged if these requirements are not met.

      General Rental (e.g., Business Use, Reunions, Celebrations, Meetings)

      • Rate: $200 for 2 hour session|$600 per day (5+ hours)
      • Included Amenities:Access to a limited number of tables and chairs
      • Additional Notes:Renters are responsible for providing their own paper products, utensils, napkins, and similar items.

      Partner & Nonprofit Organizations (Proof of 501(c)(3) status required)

      • $75 an hour (2 hour min.)

      Deposit Requirements:

      • A minimum deposit of $100 is required at the time of booking.
      • The deposit amount may be adjusted based on the space or items used at AJC’s discretion.
      • Deposits are refundable if all contractual responsibilities are met, and the space is left in good condition.

    • Facility Request Application 

  • Event Information

    Please fill out the following information. This will assist Ada Jenkin's staff in assessing your specific request and needs for your event.
  • Format: (000) 000-0000.
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  • Until

  • NOTICE: THE SELECTED DATE AND TIME IS LESS THAN OUR REQUIRED 2 HOUR MIN. PLEASE ADJUST THE DATE AND TIME TO SUBMIT.

  • Off-Duty Police Officer Required for this event. Please contact 704-892-5131 for the town’s associated costs and requirements.

     

  • Please review the following information prior to submitting a request:

    Reservation and Payment Policies

    • Advance Reservations: All reservations must be made at least seven (7) business days before the requested event date to ensure availability and processing time.
    • Reservation Confirmation: Your reservation will be confirmed upon receipt of a completed contract along with the applicable fees.
    • Refundable Deposit: A refundable deposit of $100 is required with the contract, payable to the Ada Jenkins Center. This deposit will be refunded if the facility is left in good order and undamaged. If damages exceed the deposit amount, the renter will be responsible for covering any additional repair costs.
    • Payment of Fees: All applicable fees, including the deposit, facility use fee, and any staff coverage fees ($25/hr if required), must be paid in full before the event.
    • Non-Profit Requirements: Non-profit organizations must provide IRS documentation confirming their 501(c)(3) status to qualify for applicable rates.
    • Cancellations: Cancellations made less than forty-eight (48) hours before the reserved date will incur a $25 cancellation fee.
    • Event Timing: Reservation times must include setup and breakdown. This ensures sufficient time for both pre-event preparations and post-event cleanup.
    • Insurance Requirements: A certificate of insurance with coverage of at least $1,000,000 must be provided for all businesses or nonprofit events, listing the Ada Jenkins Center, the Town of Davidson, and Charlotte-Mecklenburg Schools as additional insured parties. An indivdiual person or personal event, insurance is not required.
    • Event Conclusion Time: All events must conclude by 10 PM, and a responsible adult over the age of 25 must be present at all times during the event.
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