Rental Terms and Conditions
These Rental Terms and Conditions (these “Terms”) set forth the terms governing Provider’s rental of the venue described herein to Client (also referred to as “Renter”), and are hereby incorporated into and made a part of the Rental Agreement (the “Agreement”) by reference.
Use of the Facility
Renter shall have use of the facility solely for the purpose of hosting the scheduled event on the agreed-upon date and time as outlined in this agreement. Renter agrees to use the facility in a safe, responsible, and respectful manner. Renter is responsible for the conduct of all guests, vendors, and service providers during the rental period. Any behavior deemed reckless, unlawful, or damaging to the property may result in immediate termination of the event and forfeiture of the Damage Deposit. The facility may not be used for any unlawful purpose or in any manner that violates local, state, or federal laws. Smoking, use of illegal substances, or any unauthorized open flames are strictly prohibited on the premises.
Renter agrees to return the facility in the same condition as it was received. All personal items, decorations, trash, and rental equipment must be removed or properly disposed of by the end of the rental period. Additional cleaning fees may apply if the facility is left in poor condition.
Any use of amplified music, alcohol, or third-party vendors (e.g., caterers, DJs, decorators) must be approved in advance by the Vendor and may require additional documentation, permits, or insurance coverage.
Facility Rules
Renter shall only use the facilities for the agreed upon and lawful purpose and has the sole responsibility for obtaining any required county, state or federal licenses or permits prior to the event. Renter shall agree to abide by the general Facility Rules and Regulations, and accepts sole responsibility for advising its guests, employees, agents, vendors and subcontractors of these Facility Rules and Regulations and for the compliance for all rules.
Renters Responsibility’s:
Please respect our venue.
No Smoking inside or anywhere on the premises.
No use of burning candles. Battery operated only.
No use of pyrotechnic devices or fog machines.
No glitter, confetti or artificial flower petals allowed anywhere on property.
No bird seed, rice or bubbles inside the building.
No reptiles, birds or any animals with the sole exception of a certified service dog.
No writing on the projector board.
Closing Process:
Leave 6 tables set up with 6 chairs around each one.
Leave all buffet tables set up in adjoining serving area.
Dispose of all table-top decor and wipe down all tables and chairs. Any stains found on chairs will be assessed a cleaning fee taken from Damage Deposit.
Deflate and remove all balloons and place into trash.
Return all items to stage
Return "private event" signs
All trash cans must have liners at all times. No trash is to be placed into trash cans without a liner.
All trash must be removed from building and properly placed into trash recepticle.
Do not drag trash bags, tables, chairs or any equipment across floors. Any damage found to wood floors could result in loss of Damage Deposit.
DO NOT remove any Community Woman's Club items or equipment from the premises. Any property found missing will incur loss of Damage Deposit.
Vendors and Safety Requirements
Renter agrees that any vendors engaged for the event, including but not limited to caterers, florists, decorators, musicians, and rental companies, must be pre-approved by the GFWC Community Woman’s Club prior to the event. The Club reserves the right to deny access to any unapproved vendors.
Caterers are responsible for the complete removal of all food waste, garbage, debris, and catering equipment from the premises immediately following the event. The facility must be left in the same condition in which it was provided. Failure to do so may result in additional cleaning fees, deducted from the Damage Deposit. All alcoholic beverage service or sales of any kind must be served by a licensed and insured bartender who carries a full liquor liability policy in the amount of not less than $1,000,000. GFWC
Community Woman’s Club must be listed as an additional insured on any liquor liability policy.
All vendors must utilize the northwest ramped door for loading and unloading. No exceptions.
No club equipment or vendor-supplied equipment may be placed in a manner that blocks or impedes:
Doorways
Visitor walkways
Handicap-accessible areas
Emergency exits
At no time shall any passageway or exit door be blocked, obstructed, or rendered unusable. Renter is responsible for ensuring that all vendors comply with these safety requirements. Violation of these terms may result in the immediate termination of the event without refund and/or loss of the Damage Deposit.
Parking
Guests have use of the entire parking lot except the 3 spaces at the West end of the lot behind the building which are reserved.
Room Capacity
The maximum capacity is 91 people.
Rental Time & Overtime Charges
Rental time must include all set-up and clean-up time. Renter is responsible for ensuring that all event-related activities, including vendor setup, guest arrival, breakdown, and removal of all personal items, occur within the contracted rental period.
All events must conclude no later than 11:00 PM, with all guests, vendors, and personal belongings off the premises by that time. Failure to vacate the property by 11:00 PM or the end of the contracted rental period (whichever is earlier) will result in additional charges.
Overtime is billed at the standard hourly rate, with each partial hour counted as a full hour. These charges will be deducted from the Damage Deposit, and any remaining balance will be invoiced to the Renter and due immediately.
Payment Terms
Renter shall pay the Total Cost to Vendor according to the following schedule:
Non-Refundable Retainer:
This initial payment is 50% of total cost and is considered a retainer and shall be applied toward the Total Cost. At a minimum, Renter agrees that the retainer fee fairly compensates Vendor for committing to provide the service and for turning down other potential projects and renters.
The remaining balance due no later than (14 days before the event date).
Failure to make timely payment may result in cancellation of the reservation and forfeiture of the Retainer at Vendor’s sole discretion.
Damage Deposit:
An additional $250.00 Damage Deposit will be included in the total cost. This deposit is refundable and will be returned in full within seven (7) business days following a satisfactory post-event inspection of the rental property. Any damage or excessive cleaning required may result in partial or full forfeiture of this deposit, at Vendor’s sole discretion.
Payment Methods:
All payments shall be made by cash or credit card. No checks will be accepted. Failure to make timely payments may result in cancellation of the reservation.
Cancellation Policy
If Renter cancels the event within thirty (30) days of its scheduled date, no refund will be issued, including but not limited to the booking fee/retainer and any additional payments made toward the Total Cost.
Any exceptions to this policy due to special circumstances (such as medical emergencies, extreme weather, or other unforeseen events) will be considered solely at the discretion of the Vendor and must be requested in writing. Vendor reserves the right to determine whether a partial refund, rescheduling option, or credit toward a future event will be offered.
Liability & Security
Renter agrees to be solely responsible and liable for the conduct, safety, and security of all individuals associated with the event, including but not limited to guests, employees, agents, vendors, and subcontractors. Renter shall take all reasonable actions necessary to ensure their safety and the security of the premises.
This responsibility specifically includes, but is not limited to:
Inspecting the Facility prior to the event for any known or hidden dangers and either correcting such conditions or providing adequate warning to all guests, employees, agents, vendors, and subcontractors.
Implementing reasonable security measures to ensure the safe and orderly conduct of all attendees and associated personnel throughout the duration of the event.
Preventing unauthorized individuals (non-invitees) from entering the Facility during the event.
The GFWC and the Club are not responsible for any items that are lost, stolen, or left behind on the premises before, during, or after the event. Renter assumes full responsibility for safeguarding personal and vendor property.
Insurance Requirements
Renter, at their own expense, shall procure and maintain liability and property damage insurance covering all liabilities arising from or related to the use or occupancy of the Facility, including all operations incidentally thereto.
Such insurance shall include, at a minimum:
A combined single limit of liability of not less than $1,000,000.00 per occurrence, and An aggregate limit of not less than $2,000,000.00.
The policy must:
List the Club as an Additional Insured, and Remain in full force and effect through the date of the event. Proof of insurance must be provided to the Club no later than fourteen (14) days prior to the event date.
We require the Renter to execute the attached Event Indemnification and Hold Harmless Agreement, in which the Renter agrees to assume full responsibility for any claims, losses, or damages arising out of the event.
