I. RENTAL
Å A CAC staff person and security guard will be present from
the scheduled setup time until cleanup is completed. It should be understood that their duties
concern only the security and interpretation of the property.
Å Reservation requests are
considered definite when:
A/ The applicant is 21 years of age or older.
B/ The
CROSSROADS ART CENTER has agreed to the date, time, location and number of
guests.
C/ A signed copy of this agreement has been
returned to the Art
Center.
D/ A nonrefundable
reservation fee of $100 has been received.
If the total rental fee is less than $100 the total fee is due in full
at time of reservation.
Å The CROSSROADS ART
CENTER reserves the right
to refuse rental of its public spaces for events for which there is no bona
fide and identifiable sponsor.
Å A $100 security deposit will be paid when
the balance of the reservation is due (30 days prior to event) The security deposit will be returned within 30 days
after event or when all accounts are settled, if there is no infraction of
the contract. The Renter is
liable for overtime fees and/or carpet cleaning charges, incurred as a direct
result of the event, in excess of the security deposit. Your security deposit is fully
refundable within 14 days of termination of the contact provided that real and
personal property are in the same condition as when rental commenced and all
terms of this agreement are met.
III. CERTIFICATE
OF INSURANCE
Å The Renter agrees to assume all
responsibility for any injury to persons attending the event, or loss of their
property. The Renter also agrees to
assume responsibility for damage or theft to the Art
Center and its artistic and other
contents by anyone attending the event to the extent that the negligence,
recklessness or willful conduct of the Art Center
staff does not cause any such occurrences.
Å Host
liquor liability is required when the Renter supplies own alcoholic
beverages.
Å In no case
will the Art Center be available without this
coverage.
IV. HOLD HARMLESS
Crossroads Art Center
LLC does not assume any liability for loss, damage or injury to persons or
their personal property. Neither do we accept liability for any inconvenience
arising from any temporary defects or stoppage in supply of water, gas,
electricity or plumbing. Nor will Crossroads Art Center LLC accept
liability for any loss or damage caused by weather conditions, natural
disasters, acts of God, or other reasons beyond its control.
______ Initial
V. SERVICE FEES
All fees, without deduction for the deposit, are due no later than
30 days prior to the event.
Optional Fees:
Å For groups over 100 A CAC security guard may be required
at each exit used in addition to the main entrance: $50 per hour. This will be determined by the owners of the
art center after they have discussed the party with the individuals hosting the
event.
VI. USE OF NAME APPROVAL
The Renter must submit, prior to use, proofs for any/all
materials where the Crossroads Art Center’s
name is used to the CROSSROADS
ART CENTER
for approval.
(Note: Any description of the Art Center
must read as: CROSSROADS ART CENTER.)
VII. EVENT TIME:
Å It is understood that set-up for all events cannot begin on the Main
Floor before the Art
Center’s closing time of
6:00 p.m.
Å Cleanup must be completed by 12 a.m.
Å In no case may any catering/vendor equipment or supplies be
left in the building after the conclusion of the event or for later pick
up. The CROSSROADS ART
CENTER will not be
responsible for any lost or stolen catering/vendor supplies or equipment. This is the responsibility of the
Caterer/Vendors and Renter.
Å The Caterer
may arrive at 6 p.m. to unload, unless special approval is
obtained, and shall be responsible for all preparation and materials brought
into the site. The Caterer must enter the Art Center
through the Rear Entrance.
VIII. CATERER
Å The Renter will be responsible for the entire cost of
catering presentation.
IX. WALK-THROUGH
A logistics walk-through of the
Art Center must be scheduled by the Renter with the Caterer, any significant
vendors and the Art Center Owners, and must take place a minimum of three weeks
prior to the event in accompaniment with a provided Checklist. All arrangements for the event, including the
placement of tables, set-up of equipment and scheduling of installations must
be approved at this time.
X. CATERER/VENDOR RULES
Å Frying food
in hot oil is prohibited, as are open fires used in grilling.
Å At bars all
liquids and ice must be held in heavy plastic containers, NOT plastic
bags. Plastic floor runners are required
behind bars if on carpet.
Å Open alcoholic beverages are prohibited outside of the building, The Caterer is required to place a drop table
or trash container at each entrance used by the Renter.
Å The
Information Desk may not be used as a service surface, such as a bar or buffet,
and the Cash Register should not be moved.
Å Votive
candles are allowed; tall candles must be in protective chimneys.
Å All
trash from events must be removed from the premises.
XI. RULES
Å No smoking is permitted in the building.
Å The use of CONFETTI, GLITTER, SMOKE MACHINES,
BUBBLE MACHINES, raw rice and balloons (unless anchored) is prohibited.
Å
Youth functions must be supervised at all times and are required to
have one adult chaperone per 10 children.
Å Standard
110v outlets are available in the building.
The Art Center is constructed of surface
materials, such as metal and concrete, which do not absorb sound. All stereo or other amplified instruments or
equipment is required to be kept at a level of amplification that is acceptable
to the Art Center Owners/Staff.
Å CLEANING: The
rented space will be cleaned after your departure. The rental fee you have paid
will provide for normal cleaning. If
additional cleaning is required, appropriate charges will be deducted from your
security deposit at the rate of $25 per hour.
All trash from events must be removed from the premises.
XII.
ABC REGULATIONS
Å Events in which money is charged for admission or food,
when alcohol is available; or liquor, including wine and beer, require an ABC
license.
Å Any event where
alcohol, wine or beer is served, requires a "special event” or banquet
license. Either license must be delivered to the Art
Center Owners, prior to the event, and will be posted at the event.
This means that the rentor or the caterer is
responsible for obtaining the ABC License.
Å Virginia ABC regulations must be complied with during the
course of an event. Under these regulations, if their guidelines are not
followed, the Art
Center is required to
close down the event.
Å The Art
Center reserves the right
to remove from the premises anyone inebriated or behaving in an objectionable
or destructive manner.
XIII. CANCELLATION
Should you wish to cancel this reservation, notice of
cancellation MUST BE IN WRITING AND RECEIVED MORE THAN 90 DAYS PRIOR TO YOUR
EVENT DATE. We will refund the sums you have paid, less a $100 cancellation
fee. If your notice
of cancellation is RECEIVED
LESS THAN 90 DAYS PRIOR TO YOUR EVENT DATE, you will forfeit all sums paid,
except your security deposit, unless we are able to re-rent the space to
someone else, at the same rate, for the same period. If the space is rented we
will only charge the $100 cancellation fee.
XIV. ADDITIONAL
TERMS AND CONDITIONS
The
undersigned, for himself/herself, his/her heirs, assignors, executors, and
administrators, fully releases and discharges Owner from any and all claims,
demands and causes of action by reason of any injury or whatever nature which
has or have occurred, or may occur to the undersigned, or any of his/her guests
as a result of, or in connection with the occupancy of the premises and agrees
to hold Owner free and harmless of any claim or suit arising there from. In any
action concerning the rights, duties or liabilities of the parties to this
agreement, their principals, agents, successors or assignees the prevailing
party shall be entitled to recover reasonable attorney fees and costs.
I have read the rules for the CROSSROADS ART
CENTER, understand my
responsibility and agree to the conditions set forth above.
________________________________________________
renter’s Signature date
Approved by:
________________________________________________
Owner CROSSROADS
ART CENTER date
SPACE
BEING RESERVED:
Please
check one
[ ] GALLERY 1
[ ] GALLERY 2
[ ] ENTIRE ART CENTER
___
- Other
RESERVED
DATES AND TIMES: IN:_________________________
OUT:__________________________
NUMBER OF ADULTS (over 21) ________
CHILDREN
(under 21) ________
PAYMENT
SCHEDULE
|
$_______
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Date
: _________
$100
Nonrefundable Reservation Fee
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$_______
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If the total rental fee is less than $100 the total fee is due in
full at time of reservation.
Date : _________
$100 Security Deposit Plus quoted rental fee minus Reservation
Fee
Date : _________
|
|
$_______
|
Rental Fee Quoted
|
|
|
Grand Total Due within 30 days of event OR RESERVATION IS
NOT VALID
|
|
|
|
|
|
NOTE: If your payment is late, you must pay a $50 late
fee. In addition, a $50 late fee is charged for all checks returned for NSF.
|
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INITIAL
|
__________
|
RENTER INFORMATION
________________________________________________
Company Name
________________________________________________
Contact Name
________________________________________________
Address
________________________________________________
Address
________________________________________________
Phone/Work/Cell
Home
________________________________________________
Email
________________________________________________
2nd
Contact Name
________________________________________________
Phone/Work/Cell
Home
________________________________________________
Email
________________________________________________
Caterer Name
________________________________________________
Phone/Work/Cell
Home
CREDIT INFORMATION (For Deposit &
Overages)
________________________________________________
Credit card #
________________________________________________
Name
________________________ ________________
Credit Card exp. Date
Signature
Total
amount
of Contract
PAYMENT BY CHECK: If the renter pays by check rather than credit
card, and the check is returned for NSF there will be a $50 service charge.
Checks should be made payable to Crossroads
Art Center.
MAILING
ADDRESS: This signed agreement along with a check, if applicable, should be
mailed to the following address: Crossroads
Art Center,
2016 Staples Mill Road,
Richmond, VA 23230.