EVENT SPACE RENTAL AGREEMENT THE LIBRARY BALLROOM

Transcription

1 EVENT SPACE RENTAL AGREEMENT THE LIBRARY BALLROOM THIS AGREEMENT: Made as of this day is by and between New Street Properties, LLC D/B/A/ LIBRARY BALLROOM (the Lessor ), whose business address is 652 Mulberry Street, Macon, Georgia and (the Renter, and collectively, the Parties ). WHERE AS, Renter wishes to use the Library Ballroom for ( the Event ). In consideration of the mutual promises and covenants contained herein, the Parties agree as follows: 1. Space Rental: Owner hereby grants to Renter a limited and revocable license (the License ) to use the following space: THE LIBRARY BALLROOM (the Space ), located on 652 Mulberry Street. The License permits Renter to use the Space only on the Event Date, during the hours specified below, and only for the purposes set forth in Section 19 below. 2. Event Date and Time: The Event shall be held on at (the Event Date ) for guests, Rental of space gives Renter access between the hours of to for a 5 hour event. Renter shall not have access to the Space at any time other than during these hours on the Event Date, unless Renter receives prior written permission from Lessor. If the Renter will be using the property for a wedding ceremony, two (2) hours may be granted for a rehearsal at the discretion of the facility manager and in coordination with any other booked events on the previous day or days prior to the contracted date. Additional event hours, beyond the 5 hours allotted for the event, are charged at $ per hour. 3. Rental Fees: Package Type. Renter shall pay to Lessor a total fee of (the Rental Fee ) for the use of the Space, as determined in accordance with the fee terms set out in Schedule A, which is attached hereto. The Rental Fee balance is due in two payments. Half of the remaining balance is due 6 months before the Event Date with the remainder paid in full at least 3 months prior to Event Date, (the Payment Due Dates ). Events booked more than 6 months out qualify for a 10% discount if balance is paid in full at time of signing contract. PAYMENT DUE DATE(S) &. If Renter fails to pay the full Rental Fee by the Payment Due Date, Lessor shall have the right to revoke the License and to keep the full amount of the Deposit and any payments previously rendered thus deposits and refunds will be forfeited. Checks, cash and credit cards are accepted. A 5% FEE WILL BE ADDED TO ALL DEBIT/CREDIT CARD PAYMENTS AND IS NONREFUNDABLE. 4. Deposits: a. Non-Refundable Scheduling Deposit: A non-refundable Scheduling Deposit of $ for a Friday, Saturday or Sunday rentals must be paid to Lessor upon the execution of this Agreement. Lessor shall have no obligations under this Agreement until the Deposit is paid in full. The nonrefundable Scheduling Deposit will be applied toward the rental fee for specific date above and does not transfer if renter chooses to reschedule. b. Refundable Damage Deposit: A refundable Damage Deposit of $500 is due three (3) months prior to the event. The Damage Deposit will be refunded within 15 business days after conclusion of the event, unless The Library Ballroom is not left in the same or similar condition as it was prior to Renter s entry and use of the premises. In the event that repair and/or excessive cleaning are needed, the Damage Deposit will be applied to those cost, and Renter will be responsible for any deficiencies. Lessor reserves the right to charge to the Damage Deposit any and all fees for additional use and/or time of the staff that have not been previously agreed upon in Schedule A. INITIAL

2 5. Cancellations: Any cancellations by Renter will result in forfeiture of the Scheduling Deposit, and depending upon the time of the cancellation may also result in forfeiture of Rental Fee. If Renter cancels the reservation for the Event within five (5) months of the Event, Lessor shall be entitled to retain the entire Rental Fee and the Scheduling Deposit. All cancellations must be submitted in writing via certified mail with acknowledgement. Renter Signature: 6. Condition of Premises: Lessor shall make sure that the Space conforms to the following specifications by the Event Date: Aside from the specifications set forth above, the Space shall be provided as-is, and Lessor makes no warranty to Renter regarding the suitability of the Space for Renter s intended use. Renter shall leave the Space in the same or similar condition as when Renter entered. Renter shall be responsible for any damage caused to the Space beyond ordinary wear and tear. Lessor shall be entitled to arrange for any necessary repairs at Renter s expense. Renter s Damage Deposit will be applied to the costs for any repair resulting from Renter s entry and/or use of the premises. If a deficiency remains after the Deposit is applied to the costs for repair, Renter shall reimburse Lessor for any such repair costs within 30 days of receipt of Lessor s written request for reimbursement, which request shall be accompanied by written verification of the amount of the expenses incurred. 7. Décor: Glitter, confetti and colored tissue paper is prohibited and may not be used under any circumstance, and usage will result in forfeiture of Damage Deposit. The use of birdseed and rice is prohibited as these items present a slip hazard. Helium balloons are not allowed due to ceiling height. If any candy/chewing gum/play-doh/etc. is found on the floor or elsewhere, cleaning expense will be taken out of the Damage Deposit. The Library Ballroom will allow fresh or dried flower loose petals, bubbles, or sparklers as an outdoor wedding send off. This activity MUST take place outside of the building. Waxless candles are suggested. If regular candles are used, they must be completely enclosed to prevent wax from getting on tables and furnishings. Use of any prohibited items causing damage to premises will be repaired at Renter s expense as detailed in section This is a non-smoking facility: Please ensure that all smoking takes place in designated outdoor areas. All cigarette butts must be disposed of in outdoor receptacle. Butts thrown on ground or in parking lot will incur forfeiture of percentage of Damage Deposit for excessive cleaning. 9. Pets: Absolutely NO pets allowed that are not previously approved. Clean up of any approved pet is the sole responsibility of the Renter. All pets must be secured in kennel outside of ceremony itself and are not allowed out during reception. Approved pets are not allowed on any table, bed or furniture. Failure to abide by these rules will result in the forfeiture of the entire Damage Deposit and the Renter will be responsible for any additional cleaning charges. 10. Independent Service Providers: Renter hereby indemnifies and holds harmless Lessor, its employees, officers, directors and agents from any damages, actions, suits, claims, or other costs (including reasonable attorneys fees) arising out of or in connection with any damage to any property or any injury caused to any person (including death) caused by any independent service provider employed by Renter to provide services for the Event, including any acts or omissions on the part of Renter, its employees, officers, directors, independent contractors, or other agents. a. Caterers: Caterers/Renter must sign a Library Ballroom Rules Acknowledgement form prior to the Event. All caterers must be licensed and insured. Caterers must submit form to the Library Ballroom no less than two weeks prior to event date with a copy of liability insurance, naming Library Ballroom as additionally insured, and license documentation. All belongings must be removed from the facility immediately following conclusion of the event. Lessor is not responsible for equipment. Library Ballroom will not supply trash bag or any other catering needs. Caterers are responsible for taking out food related trash. b. Bands, DJs, Photographers, and All Other Independent Service Providers: All belongings must be removed from the facility immediately following conclusion of the event. Lessor is not responsible for equipment. INITIAL

3 11. Sale and Service of Alcoholic Beverages: a. Exclusive Right: The Library Ballroom must approve all alcohol served at events held. If Bar Services (which includes the serving of alcohol) are needed for the Event, The Library Services shall have exclusive right to provide bartenders and will provide such services if requested. All alcohol must have a written approval on this contract by The Library Ballroom. (See Schedule B) If any alcoholic beverages are brought onto the property, without the permission of Library Services, then the police will be notified immediately. Kegs are not allowed at The Library Ballroom. b. Indemnification: Renter hereby indemnifies and holds harmless Lessor, its employees, officers, directors and agents from any damages, actions, suits, claims, or other costs (including reasonable attorneys fees) arising out of or in connection with any damage to any property or any injury caused to any person (including death) relating to the sale or service of alcohol at the Event, including any acts or omissions on the part of Renter, its employees, officers, directors, independent contractors, or other agents. Renter agrees to indemnify and hold harmless the Lessor for any damages arising out of the sale and service of alcohol at the Event. c. Fees: The sale and service of alcohol may require a separate fee. The amount and time of payment which will be determined according to Schedule B, attached hereto. 12. Cleaning of Facility: Renter agrees that all items brought in by Renter or any vendor will be removed from The Library Ballroom immediately following the Event. Renter is responsible for the disposal of all trash. Lessor is not responsible for any items left at the conclusion of the Event. 13. Sound System: The Library Ballroom sound system may be used for speech or recorded music for an additional fee. DJ/Musicians may not attach their system to our system. Some packages listed in Schedule A of this contract include the sound system. 14. Climate Control: The heat or air conditioning is turned on, as appropriate to the season, prior to the event. Every attempt will be made to insure your comfort, recognizing the limitations of an historic structure such as Library Ballroom and its systems. With the exception of guests entering and exiting The Library Ballroom, doors are to be closed at all times to ensure proper comfort levels of air conditioning and/or heating. Adjustments to heat or air conditioning thermostat controls are to be made only by The Library Ballroom staff. 15. House Supervisor: The Library Ballroom will assign a House Supervisor to be on hand to open and close the building for every event. He/She will be present during the hours in which the event is taking place. The House Supervisor s sole responsibility is to supervisor the use of the facilities and to make certain the rules and regulations are understood and the Renter complies with these rules and regulations. The House Supervisor will also make sure that the approved floor plan is followed and that all decorations comply with the rules and regulations. 16. Security: The Library Ballroom requires one (1) security officer per 100 guests at each function. The Library Ballroom will arrange for security. No outside arrangements will be allowed. Cost of security services is included in most rental packages. 17. Indemnification: Renter hereby indemnifies and holds harmless Lessor, its employees, officers, directors and agents from any damages, actions, suits, claims, or other costs (including reasonable attorneys fees) arising out of or in connection with any damage to any property or any injury caused to any person (including death) caused by Renter s use of the Space, including any acts or omissions on the part of Renter, its employees, officers, directors, independent contractors, or other agents. Renter shall notify Lessor of any damage or injury of which it has knowledge in, to, or near the Space, regardless of the cause of such damage or injury. Furthermore, Renter hereby indemnifies and holds harmless Lessor s landlord, its employees, officers, directors, and agents from any damages, actions, suits, claims, or other costs (including reasonable attorney s fees) arising out of or in connection with any damage to any property or injury caused to any person (including death) caused by Renter s use of the Space, including any acts or omissions on the part of the Renter, its employees, officers, directors, independent contractors, or other agents. INITIAL

4 18. Right of Entry: Lessor shall have the right to enter the Space at any time for any reasonable purpose, including any emergency that may threaten damage to the Space, or injury to any person in or near the Space. 19. Permitted Use: Renter is authorized pursuant to the License to use the Space to hold the Event, and for no other purpose, unless Lessor gives Renter prior written authorization for additional permitted uses. Renter may not use the Space in any manner that may render the insurance for the Space or upon any of Lessor s property void, or which may result in increased insurance premiums for Lessor with respect to the Space or any other of Lessor s property. 20. Compliance with Laws: Renter shall obtain and maintain any necessary permits, licenses, or other forms of permission necessary to use the Space according to the permitted uses set forth in Section 15 in a lawful manner. Renter shall not use the Space in any manner that would violate local, state or federal laws or regulations. Renter hereby indemnifies Lessor, its employees, officers, directors, or other agents for any damages, penalties, fines, suits, actions, or other costs (including reasonable attorneys fees) arising out of or in connection with Renter s violation of any local, state or federal law, rule, regulation or ordinance related to Renter s use of the Space. 21. Force Majeure: In the event that Lessor is unable, for reasons beyond its control, to make the Space available to Renter on the Event Date for the purposes as set forth in this Agreement, Renter shall have the option of choosing an alternate date to hold the Event (the Alternate Event Date ), at no extra charge to Renter. If Renter selects an Alternate Event Date that is reasonably acceptable to Lessor, then the Alternate Event Date shall replace the Event Date for the purposes of this Agreement, and all obligations, rights, duties and privileges as set forth in this Agreement shall remain binding on the Parties. If within 30 days of the original Event Date Renter and Lessor cannot agree upon an Alternate Event Date, then Lessor shall refund to Renter the full amount of the Rental Fee (including the full Deposit). In neither case and under no circumstances shall Lessor be liable for any additional costs or damages suffered by Renter (over and above the Rental Fee) arising out of a rescheduling or cancellation of the Event pursuant to this Section Revocation: Lessor shall have the right to revoke the License at any time prior to the Event Date, provided it gives Renter prior written notice of revocation. Lessor s right to revoke is limited to the following reasons for revocation: nonpayment of fees, breach of this Agreement, or if the Space is being rented for a purpose which Lessor subjectively finds inappropriate. In the event that Lessor revokes the License prior to the Event for reasons other than nonpayment of fees or breach of this Agreement by Renter, Lessor shall refund to Renter the full amount paid by Renter in connection with this Agreement, including the entire Scheduling Deposit. 23. Assignment: Neither Party may assign or transfer their respective rights or obligations under this Agreement without prior written consent from the other Party. 24. Governing Law: This Agreement shall be construed in accordance with, and governed in all respects by, the laws of the State of Georgia, without regard to conflicts of law principles. 25. Counterparts: This Agreement may be executed in several counterparts, each of which shall constitute an original and all of which, when taken together, shall constitute one agreement. 26. Severability: If any part or parts of this Agreement shall be held unenforceable for any reason, the remainder of this Agreement shall continue in full force and effect. If any provision of this Agreement is deemed invalid or unenforceable by any court of competent jurisdiction, and if limiting such provision would make the provision valid, then such provision shall be deemed to be construed as so limited, and the remainder of this Agreement shall continue in full force and effect. INITIAL

5 27. Modification: This Agreement may not be modified except by written agreement signed by both parties. 28. Notice: Any notice required or otherwise given pursuant to this Agreement shall be in writing and mailed, addressed as follows: a. If to Renter:_ b. If to Owner: P.O. Box 102 Macon, GA Headings: The headings for section herein are for convenience only and shall not affect the meaning of the provisions of this Agreement. 30. Entire Agreement: This Agreement constitutes the entire agreement between Renter and Lessor, and supersedes any prior understanding or representation of any kind preceding the date of this Agreement. There are no other promises, conditions, understandings or other agreements, whether oral or written, relating to the subject matter of this Agreement. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed the day and year first above written. RENTER Signature - Print Name - Title - Contact Information: Address - LESSOR Signature - Print Name - W. Tony Widner Title - President Company - New Street Properties LLC dba The Library Ballroom Phone Number(s) - Address(s) - *Please make all checks payable to THE LIBRARY BALLROOM How did you hear about Library Ballroom:

6 Schedule A: Rental Fee Rates Base Rate Chart Library Ballroom Staff will set-up and break-down each event Monday Thursday Use of Ballroom Equipment, Audio/Visual Equipment, and a Ballroom Staff $250.00/hr 3-hour minimum Friday Use of Grand Ballroom, Ladies Reading Room, Downstairs Foyer and Prep Kitchen. Ballroom Equipment, Library Ballroom Attendant, Security Guard, Use of all Audio and Visual Equipment and offstreet parking Option to add the Bridal Suite depending on venue availability $1, approx. 5-hour party Access to venue from 8:00 a.m. Midnight Saturday - Use of Grand Ballroom, Ladies Reading Room, Downstairs Foyer and Prep Kitchen. Ballroom Equipment, Library Ballroom Attendant, Security Guard, Use of all Audio and Visual Equipment, offstreet parking and Saturday Night Stay in Luxury Bridal Suite $2, approx. 5-hour party Access to venue from 8:00 a.m. on Saturday - 11:00 a.m. on Sunday Sunday Use of Grand Ballroom, Ladies Reading Room, Downstairs Foyer and Prep Kitchen. Ballroom Equipment, Library Ballroom Attendant, Security Guard, Use of all Audio and Visual Equipment, offstreet parking and Option to add the Bridal Suite depending on venue availability Weekend Package - Includes 2 (Friday & Saturday) nights stay in Luxury Bridal Suite. Rental of The Library Ballroom for the Rehearsal and Rehearsal dinner. Rental of Library Ballroom for Wedding Ceremony and Reception. Library Ballroom Equipment and All Audio/Visual Equipment. Security Guard, Ballroom Attendant and Off-Street Parking. $1, approx. 5-hour party Access to venue from 3:00 p.m. Midnight $4, approx. 5-hour party on Saturday. Access to venue from 3:00 p.m. Friday - 11:00 a.m. Sunday NOW AVAILABLE FOR ONLY $3,450.00! Rates reflect Reception only, unless specified. $300 - Wedding Ceremony addition: includes 2 hours for rehearsal, additional Library Ballroom staff to assist in transition of space for reception, additional 30 minutes of event time. Additional event hours, beyond the 5 hours allotted for the event, are available for $ for each additional hour. Additional set-up hours are charged at $ (Set up hours are for caterer, florist, DJ, hostess decorations. Set up/decorating hours are not to be confused with event hours.) Everything is expected to be out the evening the event is over. The rates are subject to change and serve as general guidelines only.

7 Schedule B: Sale and Service of Alcohol The Library Ballroom will allow Renters to provide their own bar service with the following stipulations: 1. Renter must obtain a Special Event Liability Insurance policy to serve certain types of alcohol during event with a copy provided 30 days prior to the event. A detailed list of what is provided, who is working and bar plan must also be provided 30 days prior to the event with the Renter and Venue Manager signing the attached form with detailed information about supplies. 2. Renter may NOT allow guests to self-serve and must hire an approved bartender. 3. Renter must hire one (1) approved bartender per 75 guests. 4. The bar is only allowed open for approximately 5 hours. Bartenders may not serve guests prior to event start time. All alcohol must be taken off ice and put away immediately following the end of the event. 5. Library Ballroom staff reserve the right to shut down the bar should need arise. Serving underage guests is strictly prohibited and will result in forfeiture of deposit. 6. Bartenders/Renters are responsible for all bar trash. Library Ballroom also offers an Open Bar service: $ Includes 4 black linens to cover the bar, the bar riser and wooden topper, clear plastic 9 oz tumblers, beverage napkins, bulk ice for cooling drinks, clean ice for serving, stirrers and 2 bartenders for a 5-hour period. The Library Ballroom will ice down all beverages prior to the event. Wine, Beer and Sodas $12/person: Choice of 2 House Wines and 3 Domestic Beers $15/person: Choice of 2 Premium Wines, 3 Domestic Beers and Imports Liquor, Wine, Beer and Sodas/Juices $15/person: House brand liquors, 2 House Wines, 2 Domestic Beers $17/person: Call brand liquors, 2 House Wines, 3 Domestic/Import Beers $20/person: Premium brand liquors, 4 Premium wines, 4 Domestic/Import Beers Full bar menu description available upon request. Open bar lasts 5 hours. Minimum of 75. Drinks served after five hours will be billed on a running tab basis. If the renter has fewer people than paid for, they will not receive this amount back. If the head count is more than the amount given, the renter will be billed for overage. Champagne Toasts: $5/person (Brut, Andre or Korbel) Cash Bar Service & Rates Doubles: $8 Premiums: $7 Calls: $6 Wells: $5 Wine: $5 Imports: $4 Domestics: $3 Sodas and Juices: $1 Deposit for cash bar is required at a guaranteed minimum of $1125, which must be prepaid on credit card. Renter will receive refund for the money that is collected by the conclusion of the party. Payment All payments for bar including but not limited to: open bar, setup and bartender must be made (checks made payable to The Library Ballroom) 90 business days prior to the event, along with payment for rental fee. Checks and cash are acceptable. A credit card must be provided on the night of event during all open bars to account for possible overages in amount of people and time (5 hour limit on open bars). Renter will be immediately notified of any cases of overages. Credit cards must also be provided during running tab bars.

8 Please specify level: Please specify level: Liquor, Wine Beer and Soda Cash Bar Beer, Wine, and Soda Bar Open Bar Specify additional services/details: OTHER NOTES: Exhibit A Indemnification Agreement Indemnification of Lessor for Actions of Service Providers. Renter hereby indemnifies and holds harmless Lessor, its employees, officers, directors and agents from any damages, actions, suits, claims, or other costs (including reasonable attorneys fees) arising out of or in connection with any damage to any property or any injury caused to any person (including death) caused by any independent service provider employed by Renter to provide services for the Event, including any acts or omissions on the part of Renter, its employees, officers, directors, independent contractors, or other agents. Signed this day of, 20. RENTER Signature: Print Name: Title : LESSOR Signature: Print Name: W. Tony Widner Title : President Company New Street Properties, LLC dba The Library Ballroom