Rental policies

The Lighthouse Barn

The Barn is the indoor event space at the Sports Complex (101 E Erie Ave). It works for receptions, dinners, meetings, memorials, fundraisers, holiday parties and community celebrations. Animals are not included in a Barn rental — ask about an animal appearance as an add-on.

What comes with it

• 24 low-top tables, each with 4 chairs (96 seats)
• 20 high-top tables, each with 4 bar stools (80 seats)
• 5 smart TVs connected to each other over HDMI — plug in once and show the same picture on all five
• Freezer space (there is no fridge space)
• Up to two coolers on request
• Heat in the rented space

Barn rules

• No cooking in the Barn. Catering that arrives ready to serve is fine.
• The Barn does not host children's activities or children's parties. For family events, look at the gazebos, the playground or the lots.
• Alcohol may never be sold in the Barn — or anywhere on the property — without a Pennsylvania liquor license, the Philadelphia permits that apply, and written permission from The Lighthouse.
• Need more tables, a different style, or linens? Rent them from Karley's Rentals: https://karleysrentals.com/. Deliveries and pick-ups must be scheduled with The Lighthouse.
• Everything else in the rental rules applies: no glass bottles, no pets, vehicles stay off the grass, clean-up by the end of breakdown time.

Fees and fines

From the Pre-Agreement and the Rental Agreement. Staff add these to a rental only when the rule was actually broken; they appear in your portal as a separate charge you can pay online.

| Situation | Fee |

|---|---|

| Promoting, advertising or inviting vendors/guests before the RA is signed by both parties | $500, and the rental may be terminated |

| Not disclosing the true per-person admission price before signing | $1,000 penalty and/or termination |

| Attendance more than 50 people over your estimate | $100 for each person beyond the 50-person grace |

| Large Event Rental Report not updated at least 10 days before the event | $100 |

| Tents, dumpsters or porta-potties delivered or picked up outside approved times | $100 |

| A guest publicly urinating | $500 — the guest leaves immediately and may be banned |

| Glass bottles brought onto the property | $200 per bottle |

| Staying past the end of breakdown time (after one free 15-minute grace) | $100 per 15 minutes |

| Selling alcohol without both Lighthouse permission and a liquor license, or guests bringing their own alcohol | $1,000 |

| Trash not cleaned up | $500 |

| Police called for unruly guests | The renter pays any police fees |

| Events of 1,000+ guests: one police car with two officers (arranged by The Lighthouse) | $1,900 |

Insurance

When your rental requires insurance (your portal checklist says so), the Rental Agreement asks for a certificate of insurance (COI) at least 10 days before the event with:

1. Commercial general liability — carriers licensed in Pennsylvania rated at least A-, VII by A.M. Best, on an occurrence form, including contractual liability: $1,000,000 per occurrence (bodily injury including death, and property damage) and $2,000,000 aggregate.

2. Workers' compensation, if you have employees, with the limits Pennsylvania law requires.

3. Commercial automobile liability of at least $1,000,000 combined single limit per accident for any vehicle entering or parked at the facility (owned, hired and non-owned).

4. Any other coverage The Lighthouse deems necessary for your event.

The certificate must name The Lighthouse, Inc. as additional insured on the general liability policy. Your vendors must meet the same requirements — you are responsible for them.

Where to get event insurance: The Lighthouse recommends https://www.theeventhelper.com/ (one-day event policies are usually quick and inexpensive). Upload the certificate in your portal; staff review it and confirm it on your checklist.

Large events

The bigger the event, the more the Rental Agreement asks for. Your portal checklist shows exactly which items apply to your rental and when each is due.

| Expected attendance | What is required |

|---|---|

| More than 300 | Extra security, recommended, approved and contracted by The Lighthouse: one security guard per 100 people after the 300 mark. The renter covers the cost (per guard-hour) and, where a firm is named in the RA, provides the signed security contract and proof of payment before the event. |

| 400 or more | The Large Event Rental Report — vendors, sponsors, staff and authorized vehicles, deliveries and their times. First version 15 days before the event, final version 10 days before. Porta-potties rented by the renter. Guest and authorized-vehicle list 10 days before. |

| 600 or more | A dumpster rented by the renter; drop-off and pick-up times approved by The Lighthouse. |

| 1,000 or more | One police car with two officers for the event. The Lighthouse handles the contract with the police department; the renter pays the $1,900 fee. |

Also for every large event:

• Vendors only set up and enter at the gate and within the window agreed at the walk-through (for the Sports Complex, usually the Whitaker Avenue gate). Vehicles are not admitted after the agreed cut-off.
• Renter staff must be present whenever vendors are on site, at set-up and at breakdown.
• Rooftop and other restricted areas have capacities set by staff; they are not negotiable on the day.
• The event ends at the time in the RA. Music stops at that time so guests can leave safely.
• The Lighthouse's safety team and the police coordinate crowd entry; renters may not open gates or bypass searches.

Payments and deposits

• The rental fee is set in your quote and written into the Rental Agreement (RA).
• Deposit: within one week of signing the RA, half of the fee is due. This is a non-refundable security deposit — it holds your date. (Some larger agreements set a different first payment; your RA states the exact amount.)
• Balance: the rest may be paid with the deposit, and must be paid at least a week before the event.
• How to pay: by check or money order made out to "The Lighthouse Inc.", or online through the invoice link in your portal (Intuit QuickBooks / card checkout when enabled). Your portal shows every invoice, due date and receipt.
• If The Lighthouse terminates the RA without cause, your deposit and any balance paid are refunded promptly. Cancellations by the renter follow the cancellation policy.
• Fees for broken rules (see "Fees and fines") are added as separate charges to the card on file or your portal.

Rental rules

These are the rules every renter agrees to in the Pre-Agreement and the Rental Agreement (RA). Fees are listed on the "Fees and fines" page.

Booking

• A rental is not booked until the RA is signed by the renter and countersigned by The Lighthouse's Executive Director. Until then, no promotion, advertising, or inviting vendors or guests ($500 fine and possible termination).
• A walk-through with Lighthouse staff is required before the event to agree on layout, parking, entrances and exits.
• Renter sends a photo of their ID or driver's license when signing, and keeps a credit or debit card on file for any fees in the RA.
• If you charge admission, the true per-person price must be disclosed before the RA is signed.

On the day

• Use only your Assigned Space; everything else on the complex is off-limits. Vehicles stay off the grass and only authorized vehicles enter.
• Renter representatives must be present whenever guests, vendors or staff are on site, including set-up and breakdown.
• All children must be supervised at all times and stay in the assigned space.
• No glass bottles, no pets, no drugs or tobacco. Alcohol only with written permission — and never sold without a liquor license.
• Music (DJ, live or recorded) needs a BMI license before the event.
• Leave by the end of breakdown time; there is one free 15-minute grace period, then overtime is charged per 15 minutes.
• Clean up your entire assigned space using the trash cans and, for larger events, your rented dumpster. Fill in any tent holes in the grass.

Neutrality

The Lighthouse is a bipartisan organization and cannot be associated with events or organizations that publicly endorse or promote a political party, candidate, group or organization.

Events we cannot host

• Political events. The Lighthouse, Inc. is a bipartisan organization and cannot be associated with any event or organization that publicly endorses or promotes a specific political party, candidate, group or organization. Requests flagged as political are reviewed by a manager and, under our default policy, declined.
• Children's activities in the Barn. The Barn does not host children's activities or children's parties; the gazebos, playground and lots do.
• Alcohol sales without a license. Selling alcohol requires a Pennsylvania liquor license, Philadelphia permits and written permission from The Lighthouse. Requests to sell alcohol are reviewed by a manager.
• Sub-renting. Renters may not sub-rent or let a third party use the complex during their time without written consent.
• Filming and concerts are reviewed case by case.

Security and safety

• Events expected to have more than 300 people need extra security, recommended, approved and contracted by The Lighthouse — one guard per 100 people after the 300 mark. The renter pays for it (quoted per guard-hour) and, when a firm is named in the RA, provides the signed security contract and proof of payment before the event. Only the firm named in the RA may be used.
• The renter assigns enough of their own staff to check guests' belongings so no glass bottles, alcohol, drugs or weapons come onto the property.
• Events of 1,000 or more guests have a police car with two officers; The Lighthouse arranges it and the renter pays the fee.
• The Lighthouse's safety team runs entry: lines, searches and headcounts are not optional, and gates open and close at the times in the RA. If the police are called for unruly guests, the renter pays the resulting fees.
• Anyone who is aggressive or disrespectful to staff, or who ignores capacity limits in restricted areas, may be removed and banned from the property.

Recommended vendors and services

• Extra tables, chairs and linens: Karley's Rentals — https://karleysrentals.com/. Schedule deliveries and pick-ups with The Lighthouse; they must happen within your designated time or at a time staff approve.
• Event insurance: https://www.theeventhelper.com/ — one-day policies that meet the certificate requirements on the Insurance page.
• Music license: Broadcast Music, Inc. (BMI) — required for any DJ, live or recorded music. Contact BMI licensing before the event and upload the license in your portal.
• Security firm: for events over 300 people, security is contracted through The Lighthouse; when your RA names the firm, only that firm may be used. Provide the contract and proof of payment before the event.
• Porta-potties and dumpsters: the renter rents them directly for events of 400+ / 600+ guests; The Lighthouse can share the contact of the service it usually works with. Drop-off and pick-up times must be approved in advance.
• Animal appearance (greeting / photos): available as an add-on for family events — ask in your request.