YWCA WEDDING CEREMONY/RECEPTION AGREEMENT POLICIES & REGULATIONS

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1 YWCA WEDDING CEREMONY/RECEPTION AGREEMENT POLICIES & REGULATIONS Rental Availability and Fees We are pleased to offer the following accommodations for your event: On the day of the event, renters, their guests and service providers are allowed in the building during the following hours ONLY: Day of Week Rental Hours Ceremony & Reception Fees Reception or Ceremony only fees (single floor) Reception on both floors Monday -Thursday* 1:30pm - 11:00pm $1,750 $1,550 $1,900 Friday* 1:30pm - 1:00am $2,550 $2,350 $2,700 Saturday 12:00pm - 1:00am $3,250 $3,000 $3,550 Sunday 12:00pm - 12:00am $2,350 $2,050 $2,500 *Monday Friday events may begin after 6:00pm. The commercial kitchen is available after 3:30pm Monday through Friday. Rental fee includes use of specified room(s) and available tables and chairs. Linens are not provided. *It is recommended that renters allow adequate time to decorate prior to event in order to provide a gracious and prepared occasion for you and your guests. It is recommended to schedule AT LEAST ONE HOUR at the end of the event to allow for cleanup and departure from the YWCA by times listed. Arrival before or departure after the above hours (including all service providers) will result in forfeiture of renter s damage deposit at the rate of $100 per half hour or portion thereof. Fees include set up of Great Room for ceremony and/or the Grand Ballroom for reception, dressing areas for wedding attendants and a one-hour rehearsal during one of these times: Mondays-Thursdays, 5:30-6:30 p.m.; 6:45-7:45 p.m.; or 8:00-9:00 p.m. Rental fee also includes use of facility for bridal portraits, Mondays-Thursdays, 9:00 a.m. - 5:00 p.m. Rehearsal times and bridal portrait times are subject to availability of YWCA Great Room and Grand Ballroom and must be scheduled with the Facility Rental Associate. DEPOSIT & PAYMENT TERMS A signed and approved contract and 50% deposit of your rental fee is required to reserve your date. The balance of your rental fee is due in full 120 days prior to the event. If rental balance is paid by the due date, renter will receive a $250 refund to be mailed with the damage deposit refund. Events booked 120 days or less prior to event date must pay full rental amount. Payments may be made by credit card (MasterCard or Visa only), cash or check payable to the YWCA Fort Worth & Tarrant County. Please note a 3% convenience fee will be applied to all credit card payments and a $35.00 fee will be charged for any and all returned checks. A $500 refundable damage deposit is required 30 days prior to the rental date. All damage deposit payments are cashed. We do not hold checks. Damage deposit will be returned within thirty (30) business days of event if renter, guests, service providers and everyone else associated with the event comply with YWCA Polices and Regulations. The full damage deposit will be held if any YWCA property is found damaged or removed from premises or if any YWCA regulations are violated. Any individual or organization renting the YWCA facilities assumes all liability for damages or injuries to the premises as a result of usage. Before and following the rental period, a YWCA representative will check areas for damages and cleanliness with a representative from the rental party. Charges for damaged items will be based on replacement costs. If repairs are more than the deposit, renter will be financially responsible for the cost of repairs not covered by the deposit. The final decision will be made by the YWCA.

2 FOOD AND BEVERAGE Food and beverages may be served. Due to state laws regarding legal liability, only a licensed bartender may serve alcohol. You can choose any licensed bartender you want or we can supply you with some recommendations, but we will need a copy of their license at least 2 weeks prior to your event. If this license is not in our possession, no alcohol will be served. Renters and their service providers shall comply with state and local regulations regarding service of alcoholic beverages to their guests. Renters shall be responsible for providing transportation for the safety and well-being of all guests. Renter assumes all liability for any damage suits filed for serving a guest over the legal limit or a minor. Renters guests may not bring their own alcoholic beverages to an event. Kegs and margarita machines are not allowed on YWCA premises. YWCA does not allow storage of alcohol overnight. DELIVERIES Delivery and pickups are the responsibility of the renter and should be coordinated with the necessary people to be certain that a YWCA Fort Worth & Tarrant County representative is accessible during the time in question. Receiving, handling and shipping charges may apply. No COD packages will be accepted. Renters will be assigned delivery and pickup times after the contract is signed and deposit is received. Service providers and renters will be permitted to deliver and pickup items on the assigned days and times only. SERVICE PROVIDERS Renter or representative of renter must be on premises when service providers are in the building and must be available to accept deliveries. The YWCA will not sign for any deliveries. Please make prior arrangements with your service providers. All service providers (caterer, rental company, florist, musicians, etc.) are the responsibility of the renter. Caterers must provide a copy of liability insurance. Equipment of service providers shall have and be rolled on dollies with rubber casters; metal casters are not allowed. Musicians and DJs must be located on the Grand Ballroom stage. All equipment must move through the stage door and equipment may not be rolled across or placed on the ballroom floor. Deliveries of equipment and catering supplies must be carried on service elevator and may not be carried on historic guest elevator. The floor must be protected from liquid with a plastic and absorbent overlay under all beverage containers such as ice chests. Photo booths may not be placed in elevator pathways blocking hallways or walkways or on Grand Ballroom floor. DISPLAYS AND DECORATIONS; PROPERTY The YWCA Fort Worth & Tarrant County is not responsible for any loss or damage to property belonging to renter or renter attendees and does not maintain insurance covering it. All displays and/or decorations will be subject to prior approval and the YWCA Fort Worth & Tarrant County reserves the right to contract and charge for YWCA Fort Worth & Tarrant County staff to provide the labor for any removals of such. Renters may decorate the Great Room, the Grand Ballroom and the staircase banisters. Renters may not attach tape, florist clay, tacks, screws or nails to YWCA property indoors or outdoors, especially on the Ballroom or Great Room floors. Decorations may be attached to the staircase banister with either ribbon or covered floral wire. Crepe paper decorations and flammable items are not allowed. Do not attach decorations to antique furniture, ceiling fixtures, draperies, walls or doors. Do not remove anything from walls or shelves in any area of the YWCA. Floor runners are not allowed on the stairs but may be placed in Great Room for wedding ceremony. Silk or fabric rose petals may be used in Great Room only. Only votive candles and hurricane lamps are allowed in the Great Room or Grand Ballroom; caterers may not use candles with exposed flames on food service tables. Only votive/tea lights may be used in candelabra in the Great Room during a wedding ceremony. Renters must place protective drip plates under candles placed on mantel or tables. NO candles on windowsills in Great Room or Grand Ballroom. Birdseed may be thrown (in moderation) outside but is NEVER allowed INSIDE THE YWCA. No rice, no rose petals, bubbles, confetti, glitter, sparklers, silly string, candy hearts or potpourri are allowed inside or outside the building. Do not decorate cars on the YWCA or YMCA properties. No wax, powder or substance may be used for the dance floor in the Grand Ballroom. Note: The Great Room and the porch and stair railings of the YWCA will be decorated for Christmas between the Monday following Thanksgiving and the first business day following New Year s Day. Do not move or remove any decorations.

3 AUDIO VISUAL EQUIPMENT Advance notice must be given prior to use of a/v equipment. If rear projection system will be used, an appointment must be scheduled with YWCA staff at least two weeks prior to event date. Staff will not be available for day of event operation of rear projection system. FURNITURE To simplify your planning process and to help defray expenses, the YWCA provides sufficient tables and chairs for your event. An oak bar is available for use in the Grand Ballroom. YWCA will set tables and chairs in the Great Room and the Ballroom for event, as designated on room charts; YWCA will provide seating for up to 175 guests in the Great Room and up to 175 guests in the Ballroom. The setup will be due 30 days prior to the event. Please do not stack or lean furniture or chairs against the walls in the Great Room and Grand Ballroom. Linens are not provided by the YWCA. The use of tables and chairs from caterers, rental companies, etc. is prohibited. YWCA furniture and equipment can be used ONLY in rooms for which they are designated by the YWCA. Moving furniture between floors is prohibited. Fire & Safety Code prohibits additional furniture placement in the second floor hallway. SMOKING The YWCA building is entirely non-smoking. This includes commercial and caterers kitchens, restrooms, hallways and elevators. Renter is responsible for making guests and service providers aware of and in compliance with the no smoking policy. The full damage deposit will be held if there is evidence of smoking in the building. Fog machines are not permitted. PROMOTIONAL CONSIDERATIONS We have the right to review and approve any advertisements or promotional materials in connection with your function that specifically reference any name or logo of the YWCA Fort Worth & Tarrant County. Any photographs featuring the YWCA building that are published must include identification as the YWCA Fort Worth & Tarrant County. FORCE MAJEURE In no event shall we be liable for consequential damages of nature for any reason including but not limited to weather or other acts of God, governmental authority, malicious damage, etc. Should an emergency make it impossible for the facilities to accommodate you and your guests, your event may be rescheduled, however should you choose not to reschedule, your rental fees will not be refunded. THEFT/ DAMAGE Please know that we will take legal action against anyone who maliciously causes damage to the facilities. You may be held responsible for the actions of your guests, service providers (caterers, musicians, rental deliveries, etc.) and other concerned parties. SAFETY & SECURITY We will not assume liability or responsibility for the safety of clients, guests or invitees brought to the YWCA Fort Worth & Tarrant County. Children are to be under adult supervision during the entire rental period and do not allow anyone access to: 3 rd, 4 th, 5 th floors, or YWCA Child Development Center and playground. Elderly guests may be dropped off and picked up at the handicap entrance. We are not insured or responsible for any loss or damage to your property. The YWCA reserves the right to require you, at your expense, to provide security personnel. This personnel must be supplied by a reputable licensed guard or security agency doing business in the city or county in which we are located, which agency will be subject to our prior approval. Such security personnel may not carry weapons. For the safety of persons and property, no fireworks or incendiary devices may be used indoors or outdoors on the YWCA Fort Worth & Tarrant County property. Group agrees to comply with all applicable federal, state and local laws, including health and safety codes and federal antiterrorism laws and regulations including all provisions of the Patriot Act and regulations of the U.S. Department of Homeland Security and the Office of Foreign Assets Control. Group agrees to cooperate with YWCA Fort Worth & Tarrant County and any relevant governmental authority to ensure compliance with such laws.

4 COMPLIANCE WITH STATE AND LOCAL REGULATIONS Individuals and/or organizations renting the YWCA shall comply with all laws - federal, state and local - including all ordinances of the City of Fort Worth. All rules, regulations and requirements of the police and fire departments shall be observed. If requested by the YWCA, any permit, license or tax required for any activity shall be purchased by the renter and made available to the YWCA. It is also the responsibility of the renter to determine which laws and ordinances apply to the activity of the renter and to ensure compliance with same. Should any violation be found to exist, renter hereby assumes all responsibility for correcting or removing such violation CLEANUP Each renter and renter s service providers will be responsible for cleanup. All decorations must be removed prior to departure. All trash must be placed in the dumpster located outside the building. Any glass breakage is to be swept up and removed from premises. Rental items must be removed upon departure or stored in the area designated by YWCA for pick up the following business day. No rental items are to be left in either kitchen or in the public areas of the ground, first or second floors. The YWCA is not responsible for the delivery or storage of any property, items or material goods left in the facility. Items not picked up by 5pm the next allowable pick up day will become property of the YWCA Fort Worth & Tarrant County. Caterers and commercial kitchens must be cleaned as indicated on RENTAL CLEAN-UP CHECKLIST. Kitchen floors must be swept and scrubbed; brooms and mops are provided. The YWCA furnishes plastic trash containers and trash bags. The YWCA does not provide any other kitchen or cleaning item. YWCA staff will inspect the facility after rental event. Failure to comply with any cleanup rules will result in forfeiture of all or part of deposit. PARKING Parking is available in the YWCA Fort Worth & Tarrant County parking lot (3rd & Burnett) after 6:00pm Monday- Friday and available all day Saturday & Sunday. Additional parking is available at the parking lot adjoining First United Methodist Church Monday-Friday for a fee of $7.00 daily, $5.00 nights and weekends. The YWCA Fort Worth & Tarrant County parking lot and all meters are free after 6pm and free all day Saturday and Sunday. The YMCA parking lot (4 th & Lamar) is a pay lot. The YWCA Fort Worth & Tarrant County is not responsible for vehicles towed or ticketed in the YMCA lot. RIGHTS YWCA staff on duty during an event has complete authority to enforce all YWCA Fort Worth & Tarrant County rules and regulations. We reserve the right to observe all private functions and to cancel any event which goes beyond the bounds of propriety. In such cases no refund will be made. We will not assume liability or responsibility for personal injuries damages to, or loss of personal property, equipment, merchandise or articles left in the facility prior to, during, or following a function. Anyone being disrespectful will be asked to leave the premises and if compliance is not immediately forthcoming, the authorities will be called to assist and the event may be cancelled. The YWCA Fort Worth & Tarrant County reserves the right to amend, revise, add or change any of the above policies and regulations as deemed necessary by its Board of Directors and/or Executive Director. ARBITRATION The parties agree that any dispute in any way arising out of or relating to this contract, other than disputes involving patents, trademarks, trade dress, copyrights, trade secrets, false advertising, false representation, unfair competition and/or infringement of intellectual property rights, will be resolved by arbitration or the American Arbitration Association, pursuant to the organization s rules in the state and city for YWCA Fort Worth & Tarrant County. The parties agree that any arbitration award will be enforceable in state or federal court. The prevailing party in any arbitration or court proceeding will be entitled to an award of its reasonable costs and attorney fees and pre and post judgment interest.

5 INDEMNIFICATION To the extent permitted by law, you agree to protect, indemnify, defend and hold harmless the YWCA Fort Worth & Tarrant County, the YWCA National Organization and the owner of the YWCA Fort Worth & Tarrant County, and their respective employees and agents against all claims, losses or damages to persons or property, governmental charges or fines, and costs (including reasonable attorney's fees), arising out of or connected with your function, INCLUDING those claims arising out of the negligence of the YWCA Fort Worth & Tarrant County, or the negligence of any officer, employee, director, agent or representative of it. CANCELLATION On the day we receive your reservation fee, we begin telling other parties that your date is no longer available. Therefore, cancellations made 120 days or more prior to the scheduled event will receive a 50% refund of their reservation fee. Cancellations made 119 days or fewer before the event date receive no refund. Reservation fee is half of the rental fee excluding damage deposit. Rescheduling an event will not exempt the renter from cancellation penalties. Renter must give written notice of cancellation plans and must be signed by the authorized signer. COMPLETE AGREEMENT This agreement and any attachments constitute the entire agreement between the YWCA Fort Worth & Tarrant County and Renter with respect to the subject matter hereof and shall supersede all previous proposals both oral and written, negotiations, representations, commitments, and other communications between the parties. This agreement may not be released, discharged, changed or modified except in writing and signed by duly authorized representative of both parties. These rules are made for the protection of the guests attending your special event and for the preservation of the YWCA. We appreciate your cooperation. Failure to abide by any of these rules will result in forfeiture of the damage deposit. If damage caused by the failure to adhere to these rules requires repairs in excess of the $ damage deposit, the renter will be billed for the difference. The YWCA reserves the right to amend, revise, add to or change any of the above policies and regulations as deemed necessary by its Board of Directors and/or Executive Director. YWCA Fort Worth & Tarrant County and Renter have agreed to and have executed this Agreement by their authorized representatives as of the dates indicated below. _ SIGNATURES APPROVED AND AUTHORIZED BY: Renter YWCA Fort Worth & Tarrant County By: By: Title: Title: YWCA Authorized Facility Representative Date: Date: DELIVERY & PICKUP DATES/TIMES AVAILABLE FOR YOU: Delivery Date: Thursday 8:00am 5:00pm Pickup Date: Monday 8:00am 5:00pm *Please do not arrive before or after the times listed above on the assigned delivery or pickup date Following successful rental, return damage deposit to: Please ensure YWCA has correct address to mail refund. Name Address mailing address city state zip I would like to donate all or a portion of the damage deposit to go directly to YWCA programs & services. Amount $

6 YWCA WEDDING/RECEPTION RENTAL INFORMATION Event Date Day of Week Circle event(s) to be held at the YWCA: Wedding Reception Rehearsal Portrait Location of Wedding if other than YWCA (Please list location) Time YWCA Event will begin Number of guests expected Rehearsal Date Preferred Rehearsal Time Preferred: 5:30-6:30 6:45-7:45 8:00-9:00 Rehearsal dates and/or times are subject to change. Please do not arrive more than 15 minutes early for rehearsal. Person responsible for arrangements Relationship to bride: (Indicates person YWCA representative is to contact about event plans.) Cell Phone ( ) Address ( ) Person responsible for the walk through (Indicates person YWCA representative will do a walk through with before & after the event to insure deposit refund) Cell Phone ( ) Address ( ) Name of Bride Address Work Phone ( ) Cell Phone ( ) Address mailing address city state zip Name of Groom Address Work Phone ( ) Cell Phone ( ) Address mailing address city state zip This Area for Facility Staff Only Rental Fee: $ Damage Deposit: $500 Due by: Reservation Fee: $ (1/2 of rental fee) Rental Balance: $ (Second half of rental fee) Due by: Remaining Payment Date Amount Receipt # Applied to: Balance $ On Time: Y N Initials Total Due: (Rental Fee + Damage Deposit) $ Edited: 11/2012 LR

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