Instructions:

1. Email to set up your reservation dates and get penciled in.
2. Fill out this Rental Reservation Form.
3. Send a deposit. 

Once we receive this form and a deposit, we will email you a confirmation of the reservation.

Arrival Time

If you have separate arrival times for setup crew and the main group, please indicate both. When you arrive, please have the individual in charge contact Jesika Holloway at 678-941-7649. Remember that payment is due upon arrival.

Departure Time

If you have separate departure times for cleanup crew and the main group, please indicate both. Before departing, the facility is to be returned to the same clean and orderly condition it was in at the beginning of the rental. 

Note that if you change the specs of your event on this form it may impact the price. 

The deposit is nonrefundable if you cancel.

Responsibility of Scheduling Group
The scheduling group (hereafter “Lessee”) is responsible for ensuring all T.M. “Mort” Ewing Newton County Agricultural Center and Georgia FFA-FCCLA Center policies and procedures are followed by event participants.

Facilities must be returned to the same clean, orderly condition in which they were found. All trash must be bagged, tied, and placed in designated trash receptacles. Decorations, equipment, and personal items must be removed immediately after the event. Damage to walls, floors, fixtures, property, or equipment will result in repair or replacement charges.

Safety and Pre-Event Inspection
The Lessee assumes responsibility for conducting a thorough visual inspection of the facility and surrounding grounds prior to use. This includes checking for potential hazards such as fallen or overhanging tree branches, damaged fencing, or other unsafe conditions.

Any concerns must be reported to Center staff before the event begins. By proceeding with use of the facility, the Lessee acknowledges that the premises are in satisfactory and safe condition and accepts them as-is.

Security
The safety and security of all guests, participants, and property are a top priority at the T.M. “Mort” Ewing Agricultural Center and Georgia FFA-FCCLA Center.

Each rental group is strongly encouraged to establish its own security plan and personnel appropriate for the size and nature of the event. Security may include volunteers, hired officers, or designated event staff who assist in monitoring crowds, managing entry and exit points, and responding to potential safety concerns.

The Center highly recommends that rental groups hire security personnel when any of the following apply:

• The event is ticketed or involves paid admission.
• The general public is invited or expected to attend.
• Attendance is expected to exceed 200 people.

Please communicate security plans to the Center staff in advance. 

The Lessee is ultimately responsible for maintaining a safe environment for all guests and ensuring compliance with all applicable laws, local ordinances, and Center policies throughout the duration of the event.

Emergency Procedures
The Lessee must ensure that all event staff and participants are aware of emergency procedures before the start of the event.

• Reporting Emergencies: In the event of a medical, fire, or law enforcement emergency, dial 911 immediately, then notify Center staff immediately..
• Access for Responders: All access roads, gates, and driveways must remain clear for emergency vehicles at all times.
• Incident Reporting: Any accident, injury, property damage, or security incident must be reported to Center staff promptly. The Lessee may be required to complete an incident report form.
• Evacuation and Safety: The Lessee is responsible for directing participants to safety in the event of severe weather, fire, or other emergencies until professional responders or Center staff assume control.
• Medical Support: The Lessee must provide adequate first-aid supplies and trained personnel suitable for the nature of the event.

The Center reserves the right to intervene or require specific emergency protocols if staff determine that conditions pose a risk to health, safety, or property.

Payment
Payment is due upon arrival unless otherwise approved.

• Payment after the event but within 30 days will incur a 5% late fee.
• Payment within 31–60 days will incur a 10% late fee.
• Returned checks will incur a $25 service fee.
• Payments may be made by cash, check, or money order payable to Georgia FFA-FCCLA Center.

Cancellations
All cancellations must be made in writing.

• Cancellations 60 days or less before the event: 50% of the full payment will be charged.
• Cancellations more than 60 days before the event: 20% of the full payment will be charged.
• This amount may be reduced if the reservation is rebooked. All cancellations forfeit the deposit.

Health & Safety
Group leaders must ensure that all attendees follow basic health and sanitation practices:

• Wash hands frequently with soap and water (minimum 20 seconds).
• Use hand sanitizer (at least 60% alcohol) when soap and water are unavailable.
• Avoid sharing cups, utensils, or food.
• Regularly disinfect high-touch areas (doorknobs, sinks, toilets).
• Report serious illnesses to Center staff immediately.
• Anyone who has had a fever, vomiting, or diarrhea must be symptom-free for at least 24–48 hours before arrival
• If illness occurs during the event, notify group leaders and/or Center staff promptly. The Center reserves the right to consult public health authorities as needed.

Biosecurity
Lessee is responsible for ensuring all livestock comply with Georgia Department of Agriculture requirements, including:

• Requiring the use of medical papers on all livestock before the animals leave the trailer to enter the facility.
• Immediately reporting any possibility of a transmissible bacterial, viral or fungal infection to the staff of the Newton County Ag Center.
• Proof of a negative EIA (Coggins) test within the past 12 months for all horses.
• All livestock must meet current Georgia Department of Agriculture standards for animal health and safety.

Department of Agriculture Biosecurity

Georgia Reportable Animal Diseases

Trailers and Parking
Lessee must ensure all roads and driveways remain accessible for emergency vehicles (EMS and Fire) at all times. Parking must not block fire lanes or designated handicap-accessible areas.

Liability

• The Lessee accepts the facility as-is and agrees that the Center is not liable for accidents, theft, or injuries occurring during use. 
• Lessee is responsible for providing qualified medical staff and first-aid supplies for their group.
• Lessee assumes liability for damages to the property and agrees to reimburse the Center for repair or replacement costs.
• Under Georgia law (O.C.G.A. §4-12-3), livestock activity sponsors and facility owners are not liable for injuries or death resulting from inherent risks of livestock activities.
• The Center reserves the right to inspect events at any time.

https://law.justia.com/codes/georgia/2010/title-4/chapter-12/4-12-3/

Damages
Lessee will be charged for any damage or excessive cleanup required, including unauthorized use of tape, confetti, glitter, tacks, nails, or screws. Use only painter’s tape unless otherwise approved. Panels, bleachers, scales, and other equipment may not be moved or removed without Center approval.

Use of Center Name
The Lessee must not advertise or imply that the T.M. “Mort” Ewing Newton County Agricultural Center endorses any organization, product, or viewpoint without written permission from the Center Director.

Horses

• The T.M. “Mort” Ewing Newton County Agricultural Center is not liable for any injuries sustained from horses on the property. 
• All riders under the age of 13 must wear a helmet while riding in any event. *It is the responsibility of the reserving group to enforce the helmet policy*
• No outside shavings are permitted without prior approval, and shavings may not contain cedar wood.

Contracting Outside Services
All external vendors (catering, rentals, entertainment, etc.) must be approved in advance by the Center. Food Vendors must have a permit from the Newton County Health Department: https://www.gnrhealth.com/restaurant-regulations-and-forms/ 

Additional Policies

• The following are strictly prohibited on Center property: fireworks, illegal drugs, alcohol, firearms, glass containers, air horns, skateboards, scooters, rollerblades, and other items which may distract from the safety and enjoyment of exhibitors and spectators as determined by management.
• Vulgar language, violence, and threats will not be tolerated. Participants demonstrating these behaviors will be asked to leave the property. 
• Tobacco, vapes, and e-cigarettes are prohibited inside all buildings.
• All guests must participate in organized activities if it is past 10:00 PM.
• Waste must be disposed of in designated dumping areas.
• 911 calls must be reported to Center staff immediately.
• Panels may only be moved with permission from the Center’s staff.
• All panels, bleachers, equipment and pens will not leave the property. 
• The use of staples, screws, nails, duct tape, and other destructive materials are not permitted for use in any building (painter’s tape is accessible). 
• All horse riders under the age of 13 must wear a helmet while riding in any event.
• Handicap accessible areas may not be blocked in any way. 
• Failure to follow policies may result in additional fees or loss of rental privileges.

By signing below you agree that: 

The renting organization/group will assume any and all liability for ANY accident of participants in their group while at the Georgia FFA-FCCLA Center. They accept the facility as is.

The renting organization/group releases and holds harmless the Georgia FFA-FCCLA Center, their representatives, agents, servants and employees from all claims, actions, damages, liabilities, and expenses of any kind or nature resulting in loss of life, personal or bodily injury, and/or damage to property arising out of or from any occurrence in, upon, or at the Georgia FFA-FCCLA Center.

The renting organization/group will provide medical personnel and medical expenses for all participants while at the Georgia FFA-FCCLA Center.

You as the group respresentative do hereby acknowledge that you have reviewed the Georgia FFA-FCCLA Center Policies and agree to the terms and conditions stated.