Rental Information 2777 Mission Road Nashotah, Wisconsin 53058-9793
FACILITY DESCRIPTIONS James Lloyd Breck Refectory: The refectory is located right by Adams Halls and can seat up to 139 people. Round tables and chairs are set up in the refectory and are available for use. Additional tables and chairs are available as well. There is no A/V wiring or equipment in the refectory. $300-$450 Adams Hall auditorium: Adams Hall auditorium can seat up to 298 people. It can seat 150-175 with tables for meal purposes. Adams Hall is equipped with a sound system, a projector and 2 mounted screens. Additional A/V resources are also available. $1000 Adams Hall conference rooms: Adams Hall has five conference rooms that can seat 21 to 62 people (depending on the room). Conference rooms contain tables, chairs and podiums. Conference rooms are equipped with mounted speakers, projectors, screens, and white boards. Additional equipment is available as needed. $50-$100 Library Seminar Room: The LSR is located on the lower level of the library and can seat up to 24 people. Tables, chairs, and a TV and VCR/DVD player are available in the LSR. There is no fixed projector in the LSR (a portable projector is available for use). $75 Bishop Parson s Lounge: St. Luke s Lounge can hold up to 15-22 people. There is a large conference room table, chairs, and a piano in St. Luke s lounge. Additional chairs are available as needed. There is no A/V wiring or equipment in the lounge. $50 Gymnasium: The gym can hold a maximum of 150 people. Limited sports equipment is available upon request. $750
Regulations Governing Use of Facilities Nashotah House reserves the right to cancel a reservation if it conflicts in any way with the general policies of the House regarding events on campus. Nashotah House reserves the right to change a reservation to another location if comparable facilities can be provided when a change is deemed necessary. The Events Coordinator must approve any changes in scheduled facilities. Such changes include, but are not limited to, the removing, moving, or addition of any furniture, equipment, decorations, and/or stage properties. There are several designated outdoor smoking areas on campus with signs posted. Outside of these designated areas, no smoking is permitted. No smoking is permitted in campus buildings. Failure to follow these guidelines could result in removal of offending parties from campus or cancellation of event. In the interest of personal safety of guests of Nashotah House, students, staff, and faculty, all reservations for space are approved on the assumption that the space will not be used in excess of the normal seating capacity and will be used as follows: (a) that all aisles leading to exit doors must be kept clear and unobstructed, (b) during the period of use, all doors must remain unlocked. Alcohol Policies We are not permitted to sell alcohol at catered events, private or public. We cannot allow customers to have a cash bar. We are permitted to serve alcohol at private events without a license All alcohol must be obtained from a licensed wholesaler and can be purchased with a volume discount but not received as a donation. No person may procure for, sell, dispense, or give away any alcohol beverages to any underage person not accompanied by his or her parent, guardian, or spouse who has attained the legal drinking age. Equipment & Audio/Visual Needs Nashotah House has a variety of equipment available for use within the facilities including tables, chairs, podiums, LCD projectors, screens, a keyboard, and microphones (lapels, corded and wireless microphones). Courtesy Nashotah House is a theological seminary and places its responsibilities therein above its responsibilities as a space for non-seminary events. We ask that all renters respect the presence of students, faculty, and staff while they are on campus. This means refraining from excessive sound volumes and offensive behaviors (music included). Decorating Guidelines for Nashotah House Events Please check with the Events Coordinator for the specific times your room will be available for decorating or set up. All decorations should be removed immediately following an event.
Use of nails, staples, tacks, pins, glue, tape or adhesive is not permitted on any surface, including windows and floors. The only tape permitted is blue painter s masking tape. No taping on wood or glass surfaces of any kind is allowed, including wood floors. Use of glitter, beads, straw, tinsel, real flower petals or confetti of any size is not permitted. Silk rose petals are allowed. Decorations may not be placed on glass or wood surfaces unless there is fabric or some other form of protection between the decoration and glass or wood. If a decoration contains water or a flame, a protective tray of some type must be used. No objects can be suspended from the ceiling without prior approval. If approval is given, assistance will be given to hang them. Decorations, displays, centerpieces, and/or exhibits that require flame or water must be pre-approved by the Events Coordinator (religious elements excluded). Music While Nashotah House does not directly provide musician services we do refer renters to professional musicians for weddings and other events. For more information, please contact Hannah MacMillan directly at 810.820.0043 or via email at hrmacmillan1@gmail.com. Parking Upon application approval, the renter will be informed of appropriate parking locations near the rented space. Additional Policies Certain spaces on campus (i.e. St. Mary s Chapel and the Red Chapel) are sacred spaces and will not be rented out without special authorization from the Dean and President. These spaces are also subject to strict photography policies. It should also be realized by any party who stages events at Nashotah campus that several of our buildings are historic spaces and should be treated with special care and reverence. Hours of Operation Extended hours of operation are available to private renters upon approval. The following rental hours may be available after all department programs and classes have been scheduled: Monday Sunday, 8:00 a.m. 1:00 a.m. All guests of the event must vacate the buildings/grounds by 1:00 a.m. Custodial personnel hired by the customer must have buildings/grounds cleaned per Policy and Procedures and vacate the premises by 2:00 a.m.
Policies & Guidelines Contract Deposits/Payments A non-refundable deposit of $1000.00 is due upon reserving the date with a signed contract. Final payment is due 10 business days prior to your event. The only exception is if you are having a small, private event. Event Details & Guarantee Numbers Final event details are due 10 business days prior to your event. This includes timing, menu, rentals and bar service, etc. Clients are required to provide a final guaranteed number of guests and entrée choices 10 business days prior to your event. This guarantee cannot be reduced. Food and Beverage All food and beverage for events must be purchased through Nashotah House Refectory & Catering Services. Final guest counts are required at least ten business days prior to your event. You will be billed based on this final count unless it exceeds the given final number. We require that all table plans and place cards be submitted with final guest count. If you have chosen a plated dinner option, we ask that you provide us with the meals being ordered. Wisconsin Health Code states that no food or beverage items, which remain uneaten after the event, may be removed by the customer or its attendees. Entertainment & Décor Nashotah House Refectory & Catering Services reserves the right to control the sound level of any entertainment group performing on our premises. We do not allow fog machines or any form of pyrotechnics, as they interfere with our fire alert system. We also must approve, in advance, any special props the DJ intends to use. Finally, we cannot allow the DJ to play what we consider to be overly loud or offensive music, and we will insist that the DJ stops playing if he/she refuses to cooperate with this policy. We do not allow affixing anything to our walls, floors, or ceiling with tape, staples, nails, or any other substance. Displays, decorations, floral arrangements, etc., are all subject to our approval. Please note that the repair for
any damages to the walls, furniture or carpets due to negligence on the part of a guest will be billed directly to the credit card deposit. Waiver and Release of all claims Due to the difficulty and high cost of obtaining liability insurance, all individuals and organizations renting facilities, or hosting events at Nashotah House Theological Seminary are required to sign this Waiver and Release in lieu of providing proof of liability insurance coverage. Payment As stated above, final payment is due 10 business days prior to your event. Any additional charges, bar tabs etc. are due at the conclusion of your event. Nashotah House Refectory & Catering requires payment to be made by either cash or credit card unless prior arrangements have been made. Nashotah House Refectory & Catering Services also requires you to file a credit card number including the expiration date with us, in the event of billable damage. No amount of money will be charged to this card unless there is an excess of damage. You will be informed of any such damage in the week following your event, and billed accordingly. Please also note that should you cancel your event for any reason you will not be refunded your deposit; and if it is 10 days or less before your event you will not be refunded your final payment, but you will be allowed to reschedule your event at the cost of an additional deposit. Please read all of the above information carefully, as we adhere strictly to our company policies. Once you have read all of the above information and have decided to confirm your reservation, please sign below authorizing charge of your $1000.00 deposit. This document should be understood to be a formal contract and we cannot accept a deposit without this signed document. I have read, understood and agree to conform to the regulations and policies contained in this contract. I HEREBY AGREE TO THE TERMS AND CONDITIONS OUTLINED IN THIS CONTRACT Printed Name: Date: Customer signature:
PLEASE PRINT CLEARLY Address Phone number Email Date of function Est. Number of People Time of Arrival Time of Departure Amount of deposit Name as it appears on card: Type of Card: (Visa)( Amex) (Discover) (Mastercard) Number: Expiration Date: Security Code: Signature of cardholder
Waiver and Release of All Claims Use of Facilities at Nashotah House Theological Seminary Due to the difficulty and high cost of obtaining liability insurance, all individual's renting facilities at Nashotah House Theological Seminary (hereafter "the Seminary") are required to sign this Waiver and Release in lieu of providing proof of liability insurance coverage. Please read this form carefully and be aware that by the execution of this Waiver and Release Lessee and those persons participating in the event ("Participant") are deemed to be releasing and waiving all claims for injuries that Lessee and/or any Participant might sustain arising out of the event. Lessee understands that the Seminary may not carry insurance for injuries sustained by any Participant in the event. Therefore, each Participant in the event will look to his/her own health insurance policy for any injuries sustained in connection with or arising out of the event. The absence of health insurance coverage does not make the Seminary responsible for payment of medical expenses. As the individual sponsoring the event, Lessee agrees to assume the full risk of any injuries, including death, damages or loss regardless of severity, which Lessee or any Participant may sustain as a result of participating in any and all activities connected with, associated with, or arising out of the event. Lessee does hereby release, waive and relinquish any and all claims that he/she may have against the Seminary and its directors, officers, trustees, agents, servants and employees as a result of the event, including any claims for negligence. Lessee does hereby fully release and discharge the Seminary and its directors, officers, trustees, agents, servants and employees from any and all claims from injuries arising out of or associated with the event, including death, damage or loss which Lessee may have or which may accrue to him/her on account of sponsoring the event, including all claims for negligence on the part of the Seminary in connection therewith. Lessee further agrees to indemnify and hold harmless and defend the Seminary and its directors, officers, trustees, agents, servants and employees from any and all claims from injuries, including death, damages and losses sustained by Lessee and /or any Participant arising out of, connected with, or in any way associated with the activities of the event, including all claims for negligence on the part of the Seminary in connection therewith.
PERMISSION TO SECURE TREATMENT In the event of any emergency, Lessee authorizes the Seminary to secure from any licensed hospital, physician, and/or medical personnel any treatment deemed necessary for any Participant, and Lessee agrees that he/she will not hold the Seminary responsible for payment of any medical or medical-related services performed pursuant to their permission. It is Lessee's responsibility to inform each Participant of the terms of this Waiver and Release. I have read and fully understand the aforementioned Waiver and Release of All Claims and Permission to Secure Treatment, and all information supplied by me is accurate and current. Nashotah House Theological Seminary Lessee Signature: Signature: Print Name and Date: Printed Name and Date: