CHAPEL RENTAL CONTRACT

Transcription

1 CHAPEL RENTAL CONTRACT This agreement, made between the Cedar Falls Home Owners Association, as represented by the Chapel Coordinator, and the Client, whose information is entered below, is for the purpose of renting the Chapel and Pavilion facilities at Cedar Falls. These facilities are referred to here as the Chapel. The Client, who owns property or has rented a cabin in Cedar Falls, wishes to reserve the facilities for an event on the day of, 20. TERMS AND CONDITIONS Fees: Owners of property in the Cedar Falls community and their immediate family members will not be charged a deposit or Chapel Use fee for the use of the Chapel, as their dues cover these costs. However, the property owner must be present for the entire event and is responsible for any damages to the Chapel. Clients of rental properties in the Cedar Falls community who wish to use the Chapel will be charged a Chapel Use fee of $400. The Chapel will be available for one hour for rehearsal, two hours for decoration, and four hours for the event. Dates and times for each of these must be reserved with the Chapel Coordinator. Additional time may be reserved through the Chapel Coordinator at a cost of $50 per hour. Payment may be made by check, money order, or cash. Please note checks will not be accepted within 14 days of the event. Notice: All fees are subject to change. However, the fees in effect when this contract is signed will remain in effect through the event. The Cedar Falls Home Owners Association Board of Directors reserves the right to revise or modify the policies and procedures without prior notice. The Association reserves the right to deny the use of the Chapel to any party without explanation. Deposit: A refundable damage deposit of $200 is required in addition to the Chapel Use Fee. Client initials Page 1

2 The Chapel Coordinator will perform a pre-event inspection at the beginning of the reservation period and a post-event inspection at the end of the reservation period. If there has been no damage to the facilities, a refund check will be mailed within 7 days. This deposit does not relieve the Client of responsibility for damages to the Chapel or Pavilion, but will be used toward repair. The remainder of repair costs will be billed to the Client. Reserving the Chapel: Events are scheduled on a first come, first served basis. Rehearsal, decorating, and event times must be scheduled with the Chapel Coordinator: Lynell Jansen cell llyraejansen@aol.com cedarfallshoa@comcast.net Rehearsal and/or decoration time may be scheduled for the day prior to the event if desired. The deposit of $200 and the Chapel Use fee of $400 must be received at the time this Chapel Rental Contract is signed for the reservation to be booked. Cancellation: The Chapel Coordinator must be notified of any cancellation. Cancellations 15 days or more before the event date will receive a full refund of the Chapel Use fee and deposit. Cancellations within 14 days of the event will incur a $50 charge. Refund checks will be mailed within 7 days of the cancellation. Scheduling: There will be no events scheduled before 1:00 p.m. on Sundays. Alcohol: For insurance reasons, no alcoholic beverages are permitted at the Pavilion. Only sacramental wine is permitted in the chapel. Altar: The altar at the Chapel has been consecrated. No food or drink may be placed on the altar except consecrated hosts, water, oils and sacramental wine/juice. Capacity: The Chapel can accommodate up to 50 people. Client initials Page 2

3 Decorations: Decorations, with the exception of the candelabras mentioned below, are not included in the Chapel Use fee and are the responsibility of the Client. A block of two hours may be reserved for decoration time and is included in the Chapel Use fee. Real flowers may be used. A protective mat/covering should be placed under all potted plants and/or live floral arrangements. No tape, pins, glue, nails, staples or wires may be used on the pews, windowsills, chancel, doors or walls. Decorations may be used to mark row reservations, but should be attached using ribbon or net. All decorations to include flowers, ribbons, silk arrangements, potted plants, floor coverings, etc. must be removed immediately following the event (or after the photography session is complete). Two candelabras and a unity candelabra are available for use, if desired. Use of the candelabra must be arranged with the Chapel Coordinator. Candles are not included. Protective floor covering must be used under all candles, unless they are dripless, chase, or electronic. Candles must be extinguished prior to leaving the building. Arches are permitted. All decorations must be removed and leave no trace. Seasonal decorations that have been placed in the Chapel should not be removed or rearranged without approval from the Chapel Coordinator. No rice, bird seed or live flower petals may be used in the Chapel. No confetti may be used in the Chapel or on the grounds. Dressing Room: A dressing room is available. Florists: Florist services are not included in the Chapel Use fee and are the responsibility of the Client. The Chapel does not have a place for florists to prepare or assemble arrangements. Nursery: Nursery facilities are not available. Client initials Page 3

4 Officiant: Officiant services are not included in the Chapel Use fee and are the responsibility of the Client. Note: The HOA can provide contact information for an ordained and licensed minister to act as an officiant. Parking: Eight (8) spaces will be reserved adjacent to the Chapel for the event. Carpooling is encouraged. Overflow parking is at the pool area. All parking must be in designated parking areas. Do not park in the grass or in the driveway to the right of the chapel. Photographer/Videographers: A photographer/videographer is not included in the Chapel Use fee and is the responsibility of the Client. Photography/videography are expected to be completed within the reservation period. Note: The HOA can provide contact information for a professional wedding photographer. Programs: Printed programs are not included in the Chapel Use fee and are the responsibility of the Client. Pavilion Use: The pavilion adjacent to the Chapel may also be used during the period reserved for the event. Additional time may be purchased at a rate of $50 per hour. All trash must be placed in trash receptacles provided. All decorations must be removed and leave no trace. The firepit may only be used during moderate to low fire hazard times. Winds must be at or near calm. Fires must be completely extinguished before leaving. Rehearsals: A block of one hour may be reserved for rehearsal time and is included in the Chapel Use fee. Smoking: The Chapel is a smoke-free facility. No smoking is allowed in the chapel or on the porch. Sound: Use of the Chapel sound system is included in the Chapel Use fee, but must be arranged through the Chapel Coordinator. Indemnification: By entering into this agreement and the use of the facilities, the Client does hereby acknowledge, consent and agree to fully indemnify and Client initials Page 4

5 hold harmless Cedar Falls HOA, its directors, officers and the Chapel Coordinator from any and all claims, losses, damages, suits or actions either the Client, the Client s guests or any and all other third parties on the premises in connection with the Client s event, arising out of injury, loss or damage to person or property. The Client agrees to fully indemnify and defend Cedar Falls HOA, its directors, officers and the Chapel Coordinator in the event of the assertion of any such claim or action, including any attorney s fees or costs that may be incurred by Cedar Falls HOA, its directors, officers and the Chapel Coordinator in connection therewith. The client assumes the responsibility and the risk of any and all such claims, losses or damage to person or property as described herein. Breach: In the event the Client should breach any of the terms or conditions of this agreement, including, but not limited to, failure to restore the property in proper and undamaged condition or any other violation wherein it becomes necessary for Cedar Falls HOA to pursue a legal claim or action against the Client, then in addition to any and all other remedies, Cedar Falls HOA shall be entitled to recover its reasonable attorney s fees and costs incurred in pursuit of such claim or action. Client initials Page 5

6 CLIENT INFORMATION Name: Address: Phone: Cabin owned/rented: Relationship to owner: Rental company: Dates rented: Client initials Page 6

7 Signature & Acceptence I have read, understand, and agree to the terms and conditions set forth herein. The Chapel Use fee of $400 and the deposit of $200 has been received. This signed Chapel Rental Contract serves as the receipt. Signature Date: Client Signature Date: Chapel Coordinator/HOA representative Client initials Page 7