2017 WEDDING Rentals

Transcription

1 2017 WEDDING Rentals FOR ALL WEDDINGS 3:00PM 12:00AM $3,900 $500 non-refundable deposit required upon execution of contract to hold date. Includes: o house, grounds, observatory, tent location, 50 x 60 tent over back patio, o 1 hour access on day before (prior to 4:00PM) for rehearsal, o Astronomer-Docent, o 250 Natural padded wooden folding chairs, o round tables, o 10 Tall or low Bistro tables, o 7 42 round tables, o 10 8 Rectangle tables Renter must contract with Stewart Parking Solutions ( ) for parking. Parking time will begin one hour prior to the event until the last car is gone. Renter must contract with one of the approved Wedding/Event Planner. 1 licensed bartender is required. Events end at 11:00PM - everyone must be out by midnight if later than midnight an addition fee of $100 per hour will be added to the final bill. Access to Dyer Observatory prior to 3PM on the day of the rental requires special arrangements with an additional $100 charge per hour. Pricing: $3,900 OTHER Appointments are required for all visits. Hours listed include setup, teardown, and clean-up time. Hilltop can accommodate parking for 120 vehicles total. Associate Vice Chancellor for CNGR must authorize any waiver of this policy. Available for rental March November.

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3 FACILITY RENTAL INFORMATION OBSERVATORY RULES Vanderbilt Dyer Observatory is a one-of-a-kind treasure. It is a wonderful venue for special events of all kinds; weddings, receptions, dinners, meetings and more. The Observatory staff is pleased to offer the use of the buildings and grounds as part of Vanderbilt s outreach effort. These Observatory Rules have been developed to protect the building and grounds so that visitors may enjoy them for years to come. It is our primary responsibility to promote the mission of Vanderbilt Dyer Observatory: inspiring student and public interest in science through experiencing the wonders of astronomy and space exploration. Important Considerations 1. Caterers must provide proof of insurance, and a Certificate of Insurance naming Vanderbilt University (2401 Vanderbilt Place/Nashville 37212) as an additional insured with a minimum of $1,000,000 liability for each event. 2. All weddings and wedding receptions must use a Wedding/Event Planner/Caterer from the Approved list as the point of contact. 3. Alcohol may be served only by a licensed bartender. 4. All food and trash must be removed, appropriately secured, double-bagged, and placed in the dumpster by the catering entrance at the end of the event. If these items are not removed, a $200 charge will be incurred. 5. Dyer Observatory is first and foremost a place of education and has valuable items in its display cases. All children must be supervised and unruly guests will be asked to leave. 6. Dyer Observatory provides the venue, the 60 x 50 tent covering the backyard patio, one staff person (Event Supervisor representing Vanderbilt), an Astronomer (2 hours providing telescope viewing weather permitting or Observatory tours) during the time of the event. All other professionals (caterers, photographers, AV personnel, lighting, sound needs, etc.) must be the responsibility of the renters. 7. Capacity restrictions are to be strictly followed by order of the fire marshal, 75 persons in the Library and 250 persons under the tent. 8. No animals are allowed on the grounds with the exception of service dogs.

4 9. Only battery operated votive candles, torches, etc. are allowed inside observatory. live flames outdoors must be enclosed in glass containers, on Dyer property. Sparklers and fireworks are strictly prohibited. 10. Birdseed, bubbles, or rose petals may be thrown outside only. No confetti allowed inside or out. 11. Smoking in the buildings is strictly prohibited and outside only permitted in designated areas. Smoking outside may be prohibited due to weather conditions. 12. Dyer Observatory has 10 8 rectangular tables, seven 42 round tables, round tables, Bistro tables, high or low. These are available for use at no extra charge and will be pre-set with proper instructions. In addition, we have 250 natural wooden padded chairs, also at no extra charge. 13. Nothing may be taped, wired, stapled or nailed to any wall or floor where damage can occur. Please consult Dyer staff concerning decorations. 14. Renter is responsible for removal of all boxes, decorations, flower arrangements, etc. immediately after the event. 15. Due to parking limitations on top of the hill (120 cars maximum), renter must contract with Stewart Parking Solutions ( ) beginning an hour prior to time of the rental. 16. Customer will provide certificate of insurance two weeks (14 days) before the first day of the event. Security Deposit Reservations are taken on a first-come, first-served basis. A security deposit of $500 rental fee is required to reserve your date and time. This deposit will be applied toward the rental fee and is non-refundable. Rental Fee The full balance of the rental fee is due seven days prior to the day of your event. Cancellations Should your event be cancelled, your deposit is non-refundable. Wedding Rehearsals Your rental fee includes access to the Observatory for one hour (before 4:00PM) for a rehearsal prior to the wedding.

5 Timing Events must end by 11:00PM; everyone must be gone by 12:00AM, a charge of $100 per hour is assed for overtime hours. If access to Dyer is needed prior to the time on the contract, special arrangements are required and an additional $100 per hour will be assed. Audio Visual Dyer Observatory provides the venue. Wireless internet is available. (Vanderbilt uses the MYMO technology. Please make sure you have the latest drivers for your wireless cards if wireless is crucial to your event.) A 120 screen and projector for Power point presentations are available in the library. All other sound, A/V personnel, lighting, etc. are the responsibility of the renters. NO alteration of Dyer Observatory A/V equipment is permitted without permission, and Dyer Observatory staff must do any alterations. Vendors A list of all vendors must be approved by Dyer Observatory two weeks prior to the event. Facility and Grounds Please remember the setting is outside and it may look differently for your event than it does on the day of your visit. Vanderbilt reserves the right to make improvements to the facility and grounds as necessary. The Observatory is located in a wooded setting and wildlife, flora, and fauna are present.

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7 1000 Oman Drive, Brentwood, TN phone: fax: dyer.vanderbilt.edu This Contract, entered into this between Vanderbilt University by and through Vanderbilt Dyer Observatory, hereinafter referred to as Vanderbilt, and, hereinafter referred to as customer. In consideration of the fee to be paid and of the mutual promises contained herein, Vanderbilt agrees to permit customer use of the following described facility. Date: Facility to be used: Purpose for which the facility is to be used: Type of event: Performers to be present (Band/DJ): Starting and finishing times: Event Start Time: Number of Guests expected: Event Planner/Caterer Payment Terms 1. Fee Customer agrees to pay the sum of $ rental for the use of the facility. Customer agrees to a non-refundable deposit of $ upon the execution of this contract. The balance is due seven days prior to date of the event. Should customer default or otherwise owe Vanderbilt for any charge due under this agreement, then Vanderbilt will keep the deposit and bill the customer for any charges incurred not otherwise paid from the amount of deposit. Customer agrees to pay collection costs and attorneys fees. In consideration for the fee paid by Customer, Vanderbilt agrees to provide the following: the Observatory venue, the 60 x 50 tent covering the backyard patio, one staff person (Event Supervisor representing Vanderbilt), an Astronomer (2 hours providing telescope viewing weather permitting or Observatory tours) during the time of the event, 10 8 rectangular tables, seven 42 round tables, round 2/1/2017

8 tables, round tables and 250 stackable indoor chairs, all of which may be preset with proper instructions from Customer. In addition, Vanderbilt will provide regular housekeeping after the event, such as routine mopping, vacuuming, cleaning of bathrooms, windows, etc. Customer will be responsible for removing all non- Vanderbilt items from the facility at the end of the event or otherwise making prior arrangements satisfactory to Vanderbilt. Failure to do so that results in housekeeping beyond regular housekeeping will result in an additional $100 per hour housekeeping charge. 2. Additional Customer Expenses Customer agrees to contract approved vendors for such services as set-up, teardown, additional rentals, caterers and parking. All other professionals (photographers, AV personnel, lighting needs, etc.) are the responsibility of the renters. An additional $100 per hour fee will be charged for early arrival or late departure. 3. Insurance Caterers must provide proof of insurance and a Certificate of Insurance naming Vanderbilt University as an additional insured with a minimum of $1,000,000 liability for each event. Customer and Vanderbilt shall each provide general liability coverage with a minimum limit of $1,000,000 per occurrence. Customer and Vanderbilt shall name the other as additional insured. 4. Indemnity Customer agrees to indemnity, defend, and hold harmless Vanderbilt from all demands, claims, suits, actions, or liabilities for personal or bodily injury (including death) or property damage sustained by any person or entity arising out of or resulting from the use of the rented facility, or space therein, by Customer, its employees, agents, successors, assigns or invitees, except such liability that arises directly and solely from the negligent acts or omissions of Vanderbilt in performing the services to be provided by it as described in this Contract. 5. Non-Assignment Customer may not assign or transfer the rights and obligations under this contract. 6. Compliance with Laws and Regulations Customer will comply with all laws, ordinances and regulations established by Federal, State, or local governmental agencies; and by all Vanderbilt Dyer Observatory House rules and regulations. Customer will require its agents and employees, and all persons dealing with it, to so comply. Maximum number of people in the library is 75 and under the tent 250. Music must end by 11:00PM; events must end by 11:00PM; everyone must be gone by 12:00PM. 7. Right of Entry In permitting the use of the space herein mentioned, Vanderbilt retains the right to enforce all necessary and proper rules for the management and operation of the premises involved, including the right to interrupt or terminate any event if deemed necessary by Vanderbilt in its sole discretion, in the interest of public safety or the 2/1/2017

9 interest of maintaining good order. Representatives of Vanderbilt may enter the premises at any time and on any occasion without any restriction whatsoever. 8. Payment for Damages Customer agrees to pay costs of repair or replacement for any and all damages of whatever origin or nature, which may have occurred during the use of the facility under this contract. 9. Event Requirements Attached to this Contract is a set of House Rules that apply to Customer s use of the facility, that include but are not limited to the following: Customer will provide a full and detailed outline of all services required two weeks (14 days) before the first day of the event. Customer will provide certificate of insurance two weeks (14 days) before the first day of the event. For all events, Stewart Parking Solutions ( ) must be contracted for overseeing the parking of vehicles beginning when the customer or one of their vendor s arrives onsite and remaining until the last guest leaves the Dyer Observatory property. All weddings and receptions must use one of the Wedding/Event Planners on the Dyer Observatory Approved List as your event planner. Caterers must provide proof of insurance, and a Certificate of Insurance naming Vanderbilt University (2401 Vanderbilt Place/Nashville 37212) as an additional insured with a minimum of $1,000,000 liability for each event. Alcohol may be served only by a licensed bartender. All food and trash must be doubled bagged and removed appropriately and placed in the dumpster by the catering entrance at the end of the event. If these items are not removed, a $200 charge will be incurred. Dyer Observatory is first and foremost a place of education and has valuable items in its display cases. Unruly guests and unsupervised children will be asked to leave. No animals are allowed on the grounds with the exception of service dogs. Only battery operated votives, torches, etc. are allowed. No live flames anywhere on Dyer property. Sparklers and Fireworks are strictly prohibited. Birdseed, bubbles, or rose petals may be thrown outside only. No confetti, inside or outside. Smoking in the buildings is strictly prohibited and outside only permitted in designated areas. Smoking outside may be prohibited due to weather conditions. Renter is responsible for removal of all boxes, decorations, flower arrangements, etc. immediately after the event. Rental companies may pick up their supplies on the next regular business day, between 9:00AM and 12:00PM. 10. No use of Vanderbilt name, works, or logos without express written consent from Vanderbilt. 2/1/2017

10 11. This contract shall not be binding on the parties until it has been signed by an authorized agent of Vanderbilt. Vanderbilt Dyer Observatory: By: Date Rocky D. Alvey, Director Customer: By: Address: Phone: Date 2/1/2017

11 APPROVED EVENT PLANNERS ALL WEDDINGS AND RECEPTIONS MUST USE ONE OF THESE WEDDING EVENT PLANNERS Or Approved Caterers Helen Morisette Cathy Phelan Weddings by Helen Wedding Planner APPROVED CATERERS ALL NIGHT TIME EVENTS AND ALL EVENTS OVER 50 PEOPLE MUST USE ONE OF THESE APPROVED CATERERS RIBBONS OF CHOCOLATE CATERING Pam Hogancamp or BEYOND DETAILS CATERING Brandy Dyer CORNER MARKET CATERING COMPANY Emily Frith cornermarketcatering.com KRISTEN WINSTON CATERING Kristen Winston kwcatering.com CATERING BY SUZETTE Suzette Lane MM Event Services Marian Worley VANDERBILT CATERING Michelle McGarry vanderbilt.mycateringcart.net A DREAM COME TRUE CATERING Sales@adctcatering.com SARGENT S FINE CATERING John Howard sargentscatering.com CHEF S MARKET Patti Corn patticorn@chefsmarket.com (615)

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13 CATERING RESPONSIBILTIES At the end of the event, please place all trash in the covered garbage cans, beside the garage. Please make sure the tops of the garbage cans are securely fastened, due to hungry raccoons. There will be a $200 fee charged if this is not followed. Double-bag all trash. Please leave kitchen, prep area, and kitchen floor as clean as you found it. Please do not leave food, dish water, or any items in the kitchen sink. Please make sure the drains are clean. Only water, tea, and leftover beverages may be poured into sinks. Under no circumstance are materials containing fats or solids allowed to be poured into drains. Caterers/their clients will be charged for plumbing services if clogs occur as a result. Ice may be disposed of on asphalt or driveway areas. Please do not dispose of ice on the grass. Please break down all Dyer tables and place securely in the Library. The caterer, as well as all vendors, are responsible for removal of all boxes, decorations, flower arrangements, and etc. immediately following the event. Rental Companies must pick up their supplies immediately after the event. Events may not extend past midnight. Gates lock at midnight. All clean up is to be completed by midnight. Caterers, catering staff, and all vendors may unload equipment and supplies at the side of the Observatory. Parking during the event is available in the overflow parking area just beyond the entrance gates to the Observatory.

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