The Carquinez Women s Club

Transcription

1 2018 Summer Rental Rates for The Old Homestead Availability April 1 st November 14 th 10AM to 11PM (consecutive hours) The Carquinez Women s Club Rental Rate Non-Refundable Reservation Fee Security Deposit Non-Refundable Rehearsal Fee 8 hours Applied to Rental Rate See Article B1b 1 hour in the garden Balance Due 90 days prior to event Friday - Sunday Due at Contract Signing $2000 $1000 Established 1914 California Historical Landmark No. 731 Located at: The Old Homestead 995 Loring Avenue Crockett, CA Mailing address: PO Box 164 Crockett, CA Payment address: PO Box 564 Pinole, CA Event Coordinator ~ Keri Martin (talk or text) ~ 510.NOW.LINE / (fax) ~ oldhomesteadevents@gmail.com ( ) Due 90 days prior to event Due at time of rehearsal booking Extra Time Fee For each additional hour, over and above the 8-hour Rental or 1-hour Rehearsal Due 90 days prior to event or at time of approval if within 90 days of event $500 $100 $200 Please inform our Event Coordinator if you are a resident of Crockett, Port Costa, or Tormey Set-Up Fee For the use of Old Homestead tables or chairs includes setup and teardown Payable to Maureen Fowler, Event Staff Leader Quote available upon request please contact Maureen or Cancellation Policy If the Customer cancels the reservation at any time the Non-Refundable reservation fee is forfeited. If Customer cancels the reservation less than ninety (90) days prior to the event, the Rental Rate and Security Deposit are forfeited. Timeline Requirements Due at Contract Signing Signed Agreement Non-Refundable Reservation Fee Due 90 Days Prior to Event Balance of Rental Rate Security Deposit Insurance Certificate Credit Card information to be placed on file until security deposit refund is processed Due 30 Days Prior to Event Day of Event Plan to Event Staff Leader Plot Plan to Event Staff Leader Due 90 Days Prior to Event or at time of Extra-Time Fee approval if within 90 Days of Event Due at Time of Rehearsal Booking Non-Refundable Rehearsal Fee 3-4 Weeks After Event Security Deposit Refunded by check Payment Payments can be made by Credit Card, Debit Card, Check, Money Order, or Certified Check. Cash is not accepted. Credit Card and Debit Card payments will be accepted over the phone, in person, by fax, or by mail. Checks must be made payable to the Carquinez Women s Club and remitted to the Event Coordinator in person or mailed to PO Box 564, Pinole, CA If the payment is returned, at no fault of the company, an additional $45 returned-payment fee is payable at the time the customer resubmits the payment. Insurance Customer agrees to provide a Certificate of Liability Insurance providing Bodily Injury and Property Damage Liability Protection in the amount of $1,000,000 per occurrence, naming The Old Homestead, C&H Sugar Company, Inc., and the Carquinez Women s Club, its directors, officers, agents, staff, employees, and volunteers as additional insured, and is required 90 days in advance of the event. Please also refer to Article B Paragraph 1(d) for more information concerning insurance requirements Summer Rental Contract Revised September 2017 Page 1

2 ADDITIONAL INFORMATION, TERMS AND CONDITIONS OF THE AGREEMENT A. Payable at Time of Booking: 1. Reserving The Old Homestead for a specific Event Date: Non-Refundable Reservation Fee: Customer agrees that in order to reserve an event date at the Property they will provide a Non-Refundable Reservation Fee of 50% of the rental rate that is due at the time of the signing of this Agreement. This fee is non-refundable and will not be returned in the event of a cancellation. A one-time change in the event date will be allowed provided that The Old Homestead can accommodate the new date. The new date must be scheduled within the same calendar year as the original date and failure to do so will result in forfeiture of the Non-Refundable Reservation Fee. 2. Reserving a Rehearsal Time, the week prior to the specific Event Date: Non-Refundable Rehearsal Fee: Customer agrees that in order to reserve a one-hour garden rehearsal time they will provide a Non-Refundable Rehearsal Fee that is due at the time they book the rehearsal. If the customer would like longer than 1 hour they may make advance arrangements for extra time at the applicable fee. This fee is non-refundable and will not be returned in the event of a cancellation. There will be no additional cleaning services provided prior to the event. B. Customer Agrees the Following Shall be Due Prior to the Event: 1. Due 90 Days Prior to Event: a. Rental Rate Balance The remaining 50% of Customer s rental rate is due ninety (90) days in advance of the event. b. Security Deposit A Security Deposit is required to be paid 90 days before Customer s event and will be refunded 3-4 weeks after Customer s event if there is no damage to the buildings, structures, furniture, grounds, landscaping, staff overtime, extra clean up, additional time charges, or any other charges or fees requiring payment. i. If Customer cancels the event prior to ninety (90) days of the event, the Security Deposit will be refunded. The Security Deposit will not be refunded if the cancellation occurs after the ninety (90) day cutoff. ii. The Customer agrees to pay for any damage to the buildings or structures, furnishings and/or grounds including plants and Trees that exceed this refundable deposit. iii. Charges against Customer s Security Deposit will be made for any cost including, but not limited to, damages to floors, walls, furnishings, landscaping, patios, fences, furnishings both inside and outside, building(s), structure(s) and/or employee overtime charges, additional rental time charges, additional cleaning fees and any other unusual costs incurred. iv. In addition, the Customer s credit card will be charged for any damages not covered by Customer s security deposit. c. Credit Card Ninety (90) days prior to the event, Customer agrees and shall provide the Company, by telephone, fax or mail only, a valid credit card number, the name that appears on the card, expiration date, security number, and billing address. These will be held on file by the Company, in the event the fees and charges are not paid by the Customer as required pursuant to this Agreement. A detailed invoice of those charges and a copy of the receipt will be sent to the Customer in the event this credit card is charged. The Customer hereby authorizes the Company to charge this credit card. d. Mandatory Insurance Coverage i. The Customer must obtain two types of Insurance Coverage prior to the Event. These include: a. Host Liquor Liability Insurance policies (if intended to use at the Property) and b. General Liability Insurance Coverage; providing Bodily Injury and Property Damage Liability Protection in the amount of $1,000,000 per occurrence. ii. The coverage for the Host Liquor Liability insurance must be with a carrier having a minimum best rating of X (10). iii. Limits must be $1,000,000 each Common Cause and $2,000,000 Aggregate. iv. Defense is Outside Policy Limits. v. The Old Homestead, C&H Sugar Company, Inc., The Carquinez Women s Club, its Directors, Officers, Agents, Staff, Employees, and Volunteers will be added to the policy as additional insured. vi. Servers or Caterers must carry all required liquor licenses as required by local law Summer Rental Contract Revised September 2017 Page 2

3 vii. viii. The Customer will present to The Carquinez Women s Club, The Old Homestead Event Coordinator, the Certificate of Insurance(s) displaying the above at least ninety (90) days in advance of the event. Failure to do so will result in a cancellation of the event without a Deposit Refund. Customers in the past have secured insurance through their homeowner s insurance, renter s insurance, or online from websites such as a. To make it more convenient for our customer s insurance needs, eventshelper.com has created the link 2. Payable to Event Staff Leader: a. Set-Up Fee i. If applicable, the Set-Up Fee (quote upon request) is required to be paid directly to the Event Staff Leader. ii. Contact the Event Staff Leader to discuss the availability of the following equipment covered by the Set-Up Fee: a. Reception folding chairs i. 150 Taupe Metal Folding Chairs included ii. 140 White Wooden Folding Chairs for rent b. Round tables i. 5 diameter ii. Seats 8 people comfortably iii. 19 tables for 150 Guests c. Rectangular tables i. 8 long ii. Seats 10 people comfortably iii. 15 tables for 150 Guests d. Round sweetheart table i. 4 diameter ii. 1 table for Bride and Groom iii. The Set-Up Fee includes: a. The use of The Old Homestead equipment, set-up one time for the event. b. A plot plan of the grounds provided by the Event Staff Leader for the Customer to mark where they would like the equipment to be placed. c. The Event Staff setting up the tables and/or chairs at the beginning of the Customer s rental time. d. The Event Staff arriving 30 minutes before the end of the Customer s rental time to tear down and store the cleared tables and chairs. i. Tables and chairs must be clear of all items, such as decorations, food and gifts, before event staff is allowed to begin tearing down. iv. The plot plan must be submitted to the Event Staff Leader a minimum of thirty (30) days prior to the event. v. Once the plot plan has been received and reviewed, a member of the Event Staff will contact the customer approximately one week before the event date to review the seating plan and answer any questions regarding tables and/or chairs. vi. Minor alterations to the seating plan on the event day are acceptable and will be handled by the Event Staff. C. RESTRICTIONS The Customer has read and agrees to abide by the following rules and restrictions at the Property. Non-compliance could result in the forfeiture of the Security Deposit. 1. Alcoholic Beverages Alcoholic beverages may only be served to individuals over twenty-one (21) years of age. The sale of alcoholic beverages is prohibited. Exceptions can be made for fundraising events for charitable organizations, and these events must be pre-approved by the Company. 2. Birdseed and Rice The use of birdseed, rice, glitter, confetti or loose candy is not permitted inside or outside the facility. 3. Bubbles The use of bubbles is permitted outdoors only and only ordinary soap bubbles are permitted. 4. Capacity The venue can accommodate a maximum of one hundred fifty guests (150) guests Summer Rental Contract Revised September 2017 Page 3

4 5. Catering The Property at this time does not provide a preferred list of caterers; therefore, the Customer can use their preferred caterer. 6. Clean Up, Recycling, and Garbage a. All dining and food tables must be cleared of all dishes, decorations, and garbage after the event. b. All cans, bottles, and cardboard must be recycled in the containers provided. c. Garbage cannot be mixed with recycled items. d. All trash must be removed from the building and placed in the dumpster. This includes garbage from the kitchen and bathrooms. e. Excess garbage may result in an added charge by the disposal company. 7. Dancing Dancing is not permitted in the building, on the deck, or on the shade patio. A concrete circle near the band area is provided for dancing. All amplified music must stop by 10:00PM. 8. Decorations a. Decorations and/or table coverings must not be fastened with tacks or staples. b. All decorations must be removed prior to leaving the premises. c. The use of nails, tacks, staples, or glue is not permitted inside or outside the facility and especially on trees and other landscaping. d. Nothing can be affixed to the trees, including tacks or nails. e. Any signs, decoration or balloons placed anywhere outside must be removed before leaving. f. Balloon releases are not allowed. 9. Dogs No dogs are allowed at any event unless they are service dogs, and all owners must pick up after their dogs. 10. Emergencies and Natural Disasters In the event of an emergency or a natural disaster or other extraordinary circumstances, the Company reserves the right to reschedule an event. The Company also reserves the right to deny a request that was previously approved. In this event, every effort will be made to give as much advance notice as possible. 11. Flames Open flames, including but not limited to candles, torches or fireworks, are not allowed inside or outside. Small votive candles in glass containers and candles in hurricane lamps are allowed. 12. Furniture a. Interior furniture may not be removed from the building. b. Dining table, buffet table and piano must be protected at all times. c. Dining table, buffet table, piano and trunk are not to be moved, altered or adjusted by the Customer. i. Doing so will result in the forfeiture of the Security Deposit. d. 1 or 2 leaves may be removed from the dining table upon prior arrangement with the Event Staff Leader as part of the setup of the Event. 13. Jumpies/Jump Houses Jumpies/jump houses are not allowed at any time on the property. 14. Kitchen a. The kitchen stove is provided to reheat food only. Cooking is not permitted due to fire regulations. b. Spills and stains on all kitchen surfaces, including counters and cupboards, stovetop, oven, refrigerator and sinks must be cleaned. c. A commercial refrigerator is provided for use during the rental time. No Freezer is available. DO NOT store ice in the refrigerator. d. The use of barbecues, mobile kitchens, taco carts, food trucks and similar types of equipment utilized to cook or prepare food is restricted to the designated area. The Event Coordinator or Event Staff Leader will identify the location of this designated area. e. Cooking and serving utensils are not provided. f. Caterers must be informed of these conditions prior to the event Summer Rental Contract Revised September 2017 Page 4

5 15. Layout a. Dining tables may be set up on the lawn area, deck, shade patio, or in the small parking lot adjacent to The Old Homestead. b. Buffet/Serving tables may be set up on the deck area, inside the building, or in the small parking lot adjacent to The Old Homestead. 16. Lights The use of additional outdoor lighting not already provided is restricted. If outdoor string lights are desired, the Company can provide contact information for the approved vendor that provides this service. All payments for services are to be made directly to the vendor. 17. Parking Lot The Company is not responsible for valuables left in cars in the C&H parking lot. 18. Party Rental Items a. The Company is not responsible for rental items left unattended both before and after the event. b. All deliveries and pick-up of rental items must be scheduled during the rental time. 19. Smoking a. Smoking is not permitted inside the building. b. Smoking is allowed only in designated areas outside of the premises. c. All cigarette/cigar butts must be fully extinguished. d. All extinguished cigarette/cigar butts must be placed in the garbage dumpster(s) after the event. e. Ashtrays and/or receptacles for extinguishing cigarettes/cigars are not provided. 20. Tents/Structures a. For the purposes of this contract, an event tent is defined as a structure with or without sides that is erected using poles, ropes, stakes, barrels, water barrels, etc. b. No tents or structures are to be erected in the main parking lot in front of The Old Homestead; this area is designated for C&H employees, renters and guests to park their vehicles. c. An event tent is only permitted in the small parking area adjacent to The Old Homestead. d. Canopies and pop ups with rubber feet, umbrellas with stands, or other similar structures that protect the surface they are placed upon; are allowed upon the hardscaped areas of the deck and shade patio. e. Drilling or fixing into any material or surface is strictly prohibited. f. No refunds will be issued due to weather. 21. Time a. The rental agreement is for eight (8) hours and is to be consecutively scheduled hours between the hours of 10:00AM and 11:00PM on the day specified. b. The Old Homestead curfew is 11:00PM. c. Additional rental time, until curfew, may be purchased at an hourly rate of $200. d. Additional rental time must be consecutively scheduled with the original eight (8) hours of rental time. e. All decorating, setup and cleanup must be done within the Customer s paid rental time. f. If Customer exceeds the rental time a minimum of one (1) hour of additional rental time will be deducted from the Customer s Security Deposit. g. If Customer exceeds the building curfew, two (2) times Customer s additional hourly rate will be deducted from the security deposit. D. What is included with the Customer s Rental Large Parking Lot Access to a Warming Kitchen 12-foot-long Dining Table Small Parking Area Commercial Refrigerator Buffet Table Beautifully Landscaped Yard NO Freezer is Available 4-foot Round Glass Topped Table E. Successors and Assigns All of the provisions of this Agreement will be binding upon and inure to the benefit of the parties hereto and their respective heirs, if any, successors, and assigns. F. Choice of Law and Jurisdiction The laws of the State of California, without reference to conflict of law provisions, will govern the validity of this Agreement, the construction of its terms and interpretation of the rights and duties of the parties hereto. Any claims, legal proceeding or litigation 2018 Summer Rental Contract Revised September 2017 Page 5

6 arising out of, or in connection with this Agreement shall be brought solely in Contra Costa County, California, and Customer consents to the jurisdiction thereto. G. Interpretation This Agreement shall be interpreted in accordance with the plain meaning of its terms and not strictly for or against any of the parties hereto. H. Waiver Waiver by one party hereto or breach of any provision of this Agreement by the other will not operate or be construed as a continuing waiver. I. Assignment The Customer shall not assign any of the Customer s rights under this Agreement, without the prior written consent of the Company. J. Modification or Amendment No amendment, change or modification of this Agreement will be valid unless in writing signed by the parties hereto. K. Entire Understanding This Agreement and any exhibit attached constitute the entire understanding and agreement of the parties, and any and all prior agreements, understandings, and representations are hereby terminated and canceled in their entirety and are of no further force and effect. L. Unenforceability of Provisions Should any provision of this Agreement be declared or be determined by any court of competent jurisdiction to be wholly or partially illegal, invalid, or unenforceable, the legality, validity, and enforceability of the remaining parts, terms, or provisions shall not be affected thereby, and said illegal, unenforceable, or invalid part, term, or provision shall be deemed not to be a part of this Agreement. M. Attorneys Fees If the services of an attorney are required by any party to secure the performance of this Agreement or otherwise upon the breach or default of another party to this Agreement, or if any judicial remedy or arbitration is necessary to enforce or interpret any provision of this Agreement or the rights and duties of any person in relation thereto, the prevailing party will be entitled to attorneys fees, costs and other expenses, in addition to any other relief to which such party may be entitled. Any award of damages following judicial remedy or arbitration as a result of the breach of this Agreement or any of its provisions will include an award of prejudgment interest from the date of breach at the maximum amount of interest allowed by law. N. INDEMNITY The Customer hereby voluntarily assumes any and all risks including injury to any person or property, and agrees to indemnify, defend, protect, and hold harmless the Company, its directors, officers, staff, employees, volunteers, and agents from and against any claim, damage, loss, lawsuit, expense and/or liability (collectively, Claims ) whatsoever for any injury, death, or damage to any person or property in any way related to the use of the Property by the Customer, its guests, caterers, and any other person on the premises of the Property, except to the extent such Claims arise out of the sole negligence or willful misconduct of the Company; and that if there are minors in the group using the facilities at the Property, Customer will accept full responsibility for them throughout the period covered by this Agreement. Customer further agrees to acquire and maintain such insurance as required in the Section entitled Insurance at page 2 and at Section B(6) of this Agreement. This obligation of Indemnity shall survive the term of this Agreement Summer Rental Contract Revised September 2017 Page 6

7 2018 Summer Rental Contract This agreement is entered into between, (individual), referred to herein as the Customer and the Carquinez Women s Club, a Non-profit organization with its place of business at 995 Loring Avenue, Crockett, CA ( Company ). This rental contract is referred to herein as the Agreement. Background and Purpose Subject to the terms and conditions of this Agreement, the Company hereby agrees to allow the Customer to utilize the real property known as the Old Homestead, having an address of 995 Loring Avenue, Crockett, CA (the Property ); and its Facilities, identified herein. CUSTOMER INFORMATION 1 Type of Event The Carquinez Women s Club Established 1914 California Historical Landmark No. 731 Located at: The Old Homestead 995 Loring Avenue Crockett, CA Mailing address: PO Box 164 Crockett, CA Payment address: PO Box 564 Pinole, CA Event Coordinator ~ Keri Martin (talk or text) ~ 510.NOW.LINE / (fax) ~ oldhomesteadevents@gmail.com ( ) Wedding/Reception/Bridal Party/Baby Shower/Celebration of Life/Reunion/Birthday Party/Party/Other 2 Event Specifics (Date/Number of Party/Hours) Number of Party From To Date Maximum Capacity 150 Consecutive Hours from 10AM to 11PM 3 Customer First contact Contact Information Primary Phone Address 4 Customer Second contact Street / City / State / Zip Code Contact Information Primary Phone Address 5 Customer Contact Alternate Guarantor Street / City / State / Zip Code Customer acknowledges that this person is able to represent them and make decisions on their behalf. Contact Information Primary Phone Address Street / City / State / Zip Code 2018 Summer Rental Rates for The Old Homestead Non-Refundable Availability Rental Rate Reservation Fee April 1 st November 14 th 10AM to 11PM (consecutive hours) Security Deposit Non-Refundable Rehearsal Fee 8 hours Applied to Rental Rate See Article B1b 1 hour in the garden Balance Due 90 days prior to event Friday - Sunday Due at Contract Signing $2000 $1000 Due 90 days prior to event Due at time of rehearsal booking Extra Time Fee For each additional hour, over and above the 8-hour Rental or 1-hour Rehearsal Due 90 days prior to event or at time of approval if within 90 days of event $500 $100 $200 Please inform our Event Coordinator if you are a resident of Crockett, Port Costa, or Tormey Set-Up Fee For the use of Old Homestead tables or chairs includes setup and teardown Payable to Maureen Fowler, Event Staff Leader Quote available upon request please contact Maureen or Summer Rental Contract Revised September 2017 Page 7

8 Cancellation Policy If Customer cancels the reservation at any time the Non-refundable reservation fee is forfeited. If Customer cancels the reservation less than Ninety (90) days prior to the event the Rental Rate and Security Deposit are forfeited. Timeline Requirements Due at Contract Signing Signed Agreement Non-Refundable Reservation Fee Due 90 Days Prior to Event Balance of Rental Rate Security Deposit Insurance Certificate Credit Card information to be placed on file until security deposit refund is processed Due 30 Days Prior to Event Day of Event Plan to Event Staff Leader Plot Plan to Event Staff Leader Due 90 Days Prior to Event or at time of approval Extra-Time Fee if within 90 Days of Event Due at Time of Rehearsal Booking Non-Refundable Rehearsal Fee 3-4 Weeks After Event Security Deposit Refunded by check Payment Payments can be made by Credit Card, Debit Card, Check, Money Order, or Certified Check. Cash is not accepted. Credit Card and Debit Card payments will be accepted over the phone, in person, by fax, or by mail. Checks must be made payable to the Carquinez Women s Club and remitted to the Event Coordinator in person or mailed to PO Box 564, Pinole, CA If the payment is returned, at no fault of the company, an additional $45 returned-payment fee is payable at the time the customer resubmits the payment. Insurance Customer agrees to provide a Certificate of Liability Insurance providing Bodily Injury and Property Damage Liability Protection in the amount of $1,000,000 per occurrence, naming The Old Homestead, C&H Sugar Company, Inc., and the Carquinez Women s Club, its directors, officers, agents, staff, employees, and volunteers as additional insured, and is required 90 days in advance of the event. Please also refer to Article B Paragraph 1(d) for more information concerning insurance requirements. SIGNATURES Customer hereby certifies that she/he/it has read and agrees to abide by the conditions and terms as set forth in this Agreement. All Parties agree that original, faxed, scanned, and electronic copies of signatures become legally binding once submitted. 1 Signature First contact Print Name 2 Signature Second contact Date 3 Signature Guarantor Print Name Print Name Date Date 4 Signature The Carquinez Women s Club Title Event Coordinator Print Name Keri P Martin Date All prices and procedures contained within this Agreement are subject to change. The Carquinez Women s Club reserves the right to continually improve and maintain the facilities as required Summer Rental Contract Revised September 2017 Page 8