McKee Building Rental Request
Thomas M. McKee Building Policies and Procedures Agreement
The Ranch Events Complex

Subject: Booking Policies & Procedures

Effective Period: Until Superseded 

Review Schedule: Annually

Date: February 2023


For this agreement, non-profit/community user groups and 4-H clubs are one and the same. 

The Thomas M. McKee Building (”Facility”) was built to complement 4-H youth development programming in Larimer County and to offer a self-sufficient community building to non-profit user grounds. 

Through our commitment to the McKee Charitable Fund:

  1. 4-H user groups in Larimer County may use the facility without expense.

  2. Service Club organizations, such as Rotary, Lions, Kiwanis, and similar organizations, may use the facility, and such groups will be expensed a fee under the terms listed in this agreement.

  3. Non-profit organizations with IRS tax exemption status 501(c)(3-8) may use the facility, and such groups will be expensed a fee under the terms listed in this agreement.

  4. 4-H or other shooting range programming may use the facility, and such groups will be expensed a fee under the terms listed in this agreement.

  5. The facility may be used by user groups not identified above, provided the above user groups have not already secured the facility. 

In the spirit of our commitment to the McKee Charitable Fund, the user groups identified above are using the facility self-sufficiently without staff assistance, set-up, housekeeping, etc. 

Article I

Scheduling:

  1. 4-H youth development programming has priority in scheduling the facility and may schedule events one year before the event date. 

  2. Due to the high demand for facility bookings, each qualified Larimer County non-profit user group is allotted two (2) complimentary meeting rooms, and one (1) reduced Exhibition Hall booking per month. All additional bookings in the same month are charged the full facility rate.

  3. Non-profit user groups can request a date up to six (6) months in advance only from the date of inquiry (“event date”).

  4. User groups must complete the Thomas M. McKee Building Rental Request Form to request the event date.

    • The Ranch Scheduling Coordinator will determine availability and respond within ten days of receiving this form. 

    • Completing and submitting the request form does not guarantee a reservation. All events must be confirmed and contracted through The Ranch personnel. 

    • If the event requires The Ranch personnel to set up the facility, such as moving the divider walls, installing a stage or audio-visual equipment, or the user group requesting catering, this information must be included in the initial request form. Special requests may not be available in all circumstances and will not be available less than two weeks from the event date. 

    • If The Ranch personnel can accommodate the user groups’ requests, an additional cost will be applied.

  5. A user group shall obtain and provide all insurance obligations outlined below at its sole expense.  The user group shall require all vendors, sub-contractors, and sub-leasees to comply with the same insurance requirements. Larimer County, c/o The Ranch Events Complex 5280 Arena Circle, Loveland, CO 80538, shall be named as an additional insured on all applicable policies during the duration of the event or the user groups’ occupancy of the facility, whichever is longer.  The user group shall provide The Ranch a certificate of insurance evidencing adequate insurance referencing the dates of the event and The Ranch Event Complex as the location has been provided following the requirements of this section with the signed contract and deposit.

General Liability:  $1,000,000 per Occurrence
$2,000,000 General Aggregate
Automobile Liability: $1,000,000 Combined Single Limit

Workers' Compensation: Statutory
Employers Liability:  $100,000 each accident$500,000 Disease - Policy Limit$100,000
Disease - Each Employee

Article II

Facility Information:

  1. User groups may park Parking Lot H, marked ‘4-H parking’ adjacent to the facility. Parking lots are not exclusive to one event.

  2. Enter the facility through the main South facing glass doors. 

  3. User groups can access the facility during the reserved timeframe. The facility doors will unlock at the beginning of the reserved timeframe and lock at the end. 

  4. All equipment within the facility is first- come first- served for all user groups using the facility.

  5. Complimentary WIFI is available to user groups.

 Exhibition Hall:

  1. Equipment for the exhibition hall(s) is/are in the storage room in the hallway. Standard inventory includes:

    1. ninety (90) heavy-duty eight (8) foot rectangle tables

    2. twenty (20) lightweight eight (8) foot rectangle tables

    3. One-hundred ninety-five (195) chairs

    4. one (1) fourteen (14) foot by fourteen (14) foot permanent projector screen (available only when reserving all exhibition halls or hall A)

  2. Upon completion of the event, the user groups must return and organize all equipment used neat and orderly and report any damaged items to The Ranch. This includes having all the tables and chairs on their respective racks within the room. 

Meeting Rooms:

  1. User groups may set the room, with the equipment provided, to meet the groups’ needs.

    • Additional tables and chairs are in the storage closet in the hallway.

  2. Upon the completion of the event, the room must be reset according to the diagram posted in the room.

Food & Beverage:

  1. Outside catering, food and beverage are prohibited in the facility and must not be sold, gifted, or otherwise distributed. Please contact the Scheduling Coordinator for additional catering information.

Facility Rules: 

  1. All events with a confirmed date will be listed in the Thomas M. McKee entranceway schedule book. If the user group event is not listed, the event has not been booked.

  2. User groups must use the room(s) assigned and communicated in the confirmation/contract received from The Ranch; switching rooms is prohibited. 

  3. Smoking within 20 feet of the facility is prohibited. 

  4. It is illegal to bring outside alcoholic beverages onto the Larimer County Events Complex, including into the facility ~Colorado Statue Regulation 12-47-901(1)(h)(I).

  5. Service Animals are welcome; other animals are not permitted inside the facility unless attendance is for a specific animal-related event.

  6. Animals must always be on a leash outside the facility; please clean up after your animal.

  7. Loading equipment in/out is not permitted through glass doors; overhead exhibition hall doors and non-glass doors must be used for loading in/out equipment.

  8. Please protect our floors, walls, and doors; duct tape, scotch tape, or similar types of tape are prohibited.

    • Gaff or blue painter’s tape is approved and can be purchased at The Ranch Administration Office in the First National Bank of Omaha building.

  9. An adult must always supervise children.

  10. Please respect other user groups scheduled in the facility, keep noise levels down, and be considerate that you are sharing the facility with other user groups.

  11. It violates this agreement to prop-open any door at the facility.

Fire Code:

  1. Tents and/or umbrellas are prohibited inside the facility.

  2. Do not block any exit doors or prop-open any doors.

  3. Flammable decorations must be sprayed with a fire retardant.

  4. Vehicles on display inside the facility must have less than ¼ tank of gas, tape over the gas cap, & at least one battery cable disconnected.

Cleaning Responsibilities:

  1. To avoid a cleaning fee, the room must be in the condition that the user group received it or better. 

  2. Floors must be vacuumed or swept.

  3. The correct number of tables and chairs are arranged in the room based on the diagram located in the room. 

  4. Extra items used must be returned to the storage room.

  5. The lights in the rooms and hallways must be turned off.

  6. Cleaning products are available, including trash bags, vacuums, and cleaning wipes, and they are in the janitor’s closet at the end of the hallway next to the restrooms. 

  7. Tables and chairs should be wiped down.

  8. All clean responsibilities must be completed before leaving the facility. 

Thank you, for understanding the building policies!

Acknowledgment of Policies

By checking the box below and entering my name, I declare that I have read and understand the above policies and agree to comply with them. I will insure that the facility is not damaged in any manner by virtue of such use, and I understand that I am fully responsible for prompt repair in accordance with the County's instructions, at my sole expense, of any such damage that shall occur.

Please complete the following form with information regarding your community/ non-profit event. Once submitted, 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.**

*Please note: events are NOT allowed to bring in outside catered food and beverages*