3347 Old Stage Road Central Point, OR

Transcription

1 Rental Agreement 3347 Old Stage Road Central Point, OR This agreement, dated, is made by and between Joseph and Sandra Dowling, dba The Willows Inn - LLP, hereinafter referred to as The Willows and. Hereinafter referred to as the "Client." The Willows hereby grants the Client short term use of The Willows grounds, upon all the conditions set forth herein. Event Date(s): Event Description: Wedding Ceremony & Reception Set-Up/Breakdown The Willows grounds are available for set-up and decoration from 10 A.M. on the event day. The ceremony and reception must be scheduled to be completed within any 5-hour period during the rental time frame. A ceremony is considered as beginning with the anticipated arrival of the first invited guest. Additional hours are charged at an hourly rate equal to 5% of the Total Estimated Rental fee (see below). All events must end no later than 10:00 p.m. and outside amplified music must stop no later than 9:30 p.m. Per Person: $ Estimated Guest Number: Total Estimated Rental: $ The Per Person charge is quoted anticipating a minimum of guests. 50% deposit due upon execution of this contract $ Date: Remaining 50% deposit due 150 days prior to rental date $ Date: Deposit and Payment Terms The Willows requires 50% of the above estimated charges to secure an event date. Five months prior (150 days) to the scheduled event, a second payment equal to the remainder of the full fee is due. Prior to the day of the event, an authorized credit card will be required for any additional charges incurred on the day of the event. This amount will be charged to the credit card on the day after the event, if not paid by check or cash on the event day. If extended payments are requested, a separate written payment schedule outlining any extended payment terms and conditions are considered part of this agreement. _ The Willows Event Contract, page 1

2 Cancellation Policy: If an event is cancelled before 150 days of the scheduled event date, 50% of the total deposit due is refundable provided an event of similar scope can be scheduled. Cancellations without 150 days notice prior to the scheduled event will result in a full forfeit of all deposits made and due. The refund of any deposits made with a credit card will be subject to an additional 5% cancellation charge, regardless of the date of cancellation. Insurance Certificate A certificate of insurance naming The Willows as an "additional insured" for a combined single limit of $500,000 is required. The Client may receive the above certificate through his or her business, homeowners or rental policy. The above insurance certificate must be received by The Willows 60 days prior to the rental date. The Client assumes full responsibility for any injury to their guests, theft, or damage to the property of their guest(s) from the time that such property was brought onto The Willows and until such property is removed from The Willows. The Willows assumes no responsibility for any such injury or damage to property. Indemnity Except to the extent of The Willows comparative negligence or breach of an express provision of this contract, the Client shall indemnify, protect, defend, and hold harmless The Willows from and against all claims, losses, damages, costs, liens, judgments, penalties, attorneys' and consultants' fees, expenses, and liabilities arising out of, involving, or in connection with, the use of The Willows by the Client, and any act, omission, or neglect of the Client, the Client's guests, contractors, and subcontractors. The foregoing shall include, but not be limited to, the defense or pursuit of any claim or any action or proceeding involved therein, and whether or not (in the claims made against The Willows) litigated or reduced to judgment. In case any action or proceeding is brought against The Willows by reason of the foregoing matters, the Client upon notice from The Willows shall defend the same at the Client's expense by counsel reasonably satisfactory to The Willows and The Willows shall cooperate with the Client in such defense. The Willows need not have first paid any such claim in order to be so indemnified. In the event of concurrent negligence of The Willows and the Client resulting in injury or damage to persons or property and which relates to the use of The Willows, the indemnifying party's obligation to indemnify the other party as set forth in this section shall be limited to the extent of the indemnifying party's negligence, and that of its agents, employees, guests, contractors and subcontractors. Alcoholic Beverages Hard alcohol, and distilled spirits served at events are strictly controlled at The Willows, and are restricted to limited offerings of mixed cocktails approved prior to the event as outlined in The Willows Bar Policy. OLCC restrictions require that no alcoholic beverages, other than those provided by The Willows or approved licensed agent of the Client's, are to be served or consumed at The Willows. It is the Client's responsibility to contact The Willows directly for all requests relating to the purchase and service of alcoholic beverages and provision of licensed servers. In the event that the Client or the Client's guests bring any alcoholic beverages or illegal substances onto The Willows property, the items will be removed and returned to the Client the day following the event. In the case of unforeseen behavior problems, The Willows and representatives of The Willows reserve the right to remove any and all alcoholic beverages and service to any and all guest(s) at the Client's event. The Willows Event Contract, page 2

3 Music and Entertainment All outside events held at The Willows involving amplified music must conclude by 9:30 p.m. Therefore, musicians and entertainers must complete their set-up and breakdown within the stated rental time of this contract and exit The Willows grounds by 10:00 p.m. Musicians and entertainers must supply all of the equipment necessary for their performance and are responsible for the placement and loading of their equipment on and off the premises. All amplification equipment used must be approved for use by The Willows before being used. Catering and Food Service No food preparation is allowed at the Willows by the Client, the Client's guests, contracted labor, or their subcontractors. However, fully prepared food and non-alcoholic beverages may be brought to The Willows for service at the event by a licensed caterer. The caterer is responsible for the removal of all garbage and debris from the event, including a bleach solution wash down of all surfaces, and a sweeping of all floors. Failure by the caterer to comply with the cleaning policy will result in a fee to the client for the additional cleaning staff. All food and beverage providers hired by the Client or agent of the Client must provide State of Oregon and Jackson County certification and licensure covering the date of the event. Decorations Sparklers and fireworks are strictly prohibited at The Willows. Throwing rice, birdseed, confetti, ticker tape, or streamers at The Willows is prohibited. In the event that the Client or any of the Client's guests proceed to throw rice, birdseed, confetti, ticker tape or streamers at The Willows the Client will be charged a cleaning fee of $ payable by the Client. Nails, staples, thumbtacks, or any product that could damage any of the structures and trees at The Willows are prohibited. A credit card number is required and charges will be applied for any and all property damage caused by the Client, the Client's guests, and their subcontracted labor. Parking Parking attendants are not provided by The Willows; however, signage and staff will direct guests to the proper parking areas. The Client, in cooperation with The Willows staff, must insure that guests park their vehicles in the designated parking areas. If any Client guests require handicap or elderly guest parking assistance, it is the responsibility of the Client to advise The Willows staff of their needs, and appropriate assistance will be provided. Client's Initial Equipment Set-Up/Breakdown The Client or agent acting on the Client's behalf is responsible for the set-up, break-down, and removal of any equipment not provided by The Willows as part of this agreement. The Client or agent of the Client is also responsible for the collection of all garbage to a designated area at The Willows. A reasonable fee will be assessed to cover any required additional cleaning staff. Any tenting structure rented by the client must be approved by The Willows and erected at least 24 hours prior to the event by an approved licensed and insured contractor. The Willows Event Contract, page 3

4 Rooms If the Client, or agent acting on the Client's behalf, secures the rental of the inn s guest room(s), those room(s) are for the exclusive use of the registered overnight guests, only. The guest rooms are not to be used by non-overnight guests on the wedding day or during the wedding ceremony and reception. Changing room facilities are available for the bride and groom and three toilets are available for wedding guests to use apart from the inn. Rehearsals Wedding and/or event rehearsals are allowed Monday through Friday from 11:00 a.m. until 8:00 p.m. Rehearsals must conclude no later than 8:00 p.m. and must be scheduled through The Willows. If another event is booked during the same time as the Client's rehearsal, the event will take precedence over the rehearsal without exception. All equipment, decorations, vehicles, or other property of the Client or the Client's guests, contractors, or subcontractors must be removed immediately following the scheduled rehearsal. During the scheduled rehearsal access to restroom facilities will be limited and The Willows staff will not be present. Wedding Coordination The Willows strongly encourages the Client to contract with a Wedding Coordinator/Consultant to provide services for both the wedding rehearsal and for the wedding/reception. The Willows staff does not assume responsibility for the timing of your event, for directing guests, or for coordinating the rehearsal or wedding activities. A coordinator can provide an invaluable service to the Client, including, but not limited to: coordination at the rehearsal, with placing the wedding décor, and with every detail on the day of the event, and can professionally handle any issues occurring at the wedding and reception. Additional Responsibilities The Willows cannot be held responsible for power outages, weather changes, or other environmental variances that are beyond The Willows' control. If children will be attending the event and/or rehearsal it is the Client's responsibility to provide proper supervision for children at all times while on The Willows' premises. In addition, it is the Client's responsibility to ensure that his or her guests, contractors and subcontractors do not wander from The Willows and designated parking areas onto neighboring properties. Please be advised that as an historic property with landscaped grounds that include older water features, it is the Client's responsibility to ensure guests do not deface or play in water features. There is absolutely NO SMOKING allowed in any of the structures located on the premises, without exception. Smoking is allowed in one designated smoking area only. There are NO CIGARS allowed anywhere on the premises. Service of alcoholic beverages does not commence until after the wedding ceremony, and will end when the amplified music ends. The service of alcoholic beverages cannot commence until substantial food service in compliance with OLCC regulations has begun. It is the Client s responsibility to insure their caterer coordinates with The Willows personnel in this regard. The Willows Event Contract, page 4

5 Entire Agreement This rental agreement sets forth the entire understanding and agreement of The Willows and the Client with respect to The Willows and the rental agreement thereof. All prior understandings or agreements are merged herein. This rental agreement shall not be modified without the prior written consent of both The Willows and the Client. I (We), the undersigned, hereby acknowledge that I (we) have read, understand, and agree to all the terms and provisions under this agreement that are expressly limited to those set forth about, as well as the charges and terms set forth above. Charges and terms set forth herein have been determined on a fair and reasonable basis. Client Name (print): Client Signature: Date: Credit Card# Expiration date: Type Mailing Address: Zip Home Phone: Cell Phone: Emergency Contact: (name & phone): The Willows Representative (print): The Willows Representative's Signature: Event Planner (print name & phone): 3347 Old Stage Road Central Point, OR The Willows Event Contract, page 5