HomeMy WebLinkAbout2018-830-Visitor Bureau-Extraordinary Ventures Rental Agreement Qontract #cgvwnhfzrbnzbxfbxfkbfwzfzdtrdsfd 5 Page 1 of 9
THE EVENT CENTER
EXTRAORDINARY VENTURES
Extraordinary Ventures RentI Agreement
Event Sponsor ' s Name : Visitors Bureau
Name of Organization / Event : OPTIMIZE YOUR ONLINE PRESENCE
Primary Contact ' s Name : Marlene Barbera
Phone : 919 - 245 - 4323
Primary Contact ' s Email : mbarberaC@visitchapelhill . org
Billing Address :
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Event Details :
Date of Event ( s ) : Tuesday, May 15 , 2018 j
Rental Start Time : (includes set- up time) 2: 00 pm
Rental End Time : (includes clean - up times) 4: 00 pm
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Room ( s ) Reserved : Great Hall
Expected Attendance :
Alcohol : _________Yes No Rental Items : Yes __X_____ No
Event Charges
Basic Event Price : $ 200
Cleaning Fee : $ 100
Additional Rental Items : $ 0
Security Deposit : $ WAIVED
Total Rental Amount : $ 300
This document serves as a binding agreement between the Sponsor (Visitors Bureau ) , hereafter
known as the Sponsor and Extraordinary Ventures , hereafter known as EV . The Sponsor desires
to use the services of EV for their (OPTIMIZE YOUR ONLINE PRESENCE) on (Tuesday , May 15 ,
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2018 ) . Both parties agree to abide by the following conditions .
Sponsor 's Initials here;
Methods of Payment Cash , checks , credit cards and money orders are accepted Checks should
be made payable to ; Extraordinary Ventures, Inc, Security Deposit will be deposited and held
until after completion of the event and returned unless damages occur or there is a breach in
the Rental Policy Agreement .
Section L. Reservations , Payments , and Cancellation
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Reservations :
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To reserve a date and time for an event at the Event Center (" reservation ") , the Host must read j
this Agreement , sign and date it confirming full understanding of all terms , conditions , �
responsibilities , rules and regulations , and submit payment to cover the Non - refundable
Reservation Fee of 25 % of Total Event Charges to the Event Center Director . Until all steps
outlined above are completed , a reservation is not confirmed and the Event Center Director at
their sole discretion may book the space to another party .
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Sponsor's Initials here:
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Payment :
Payment must be made in full at the time of the initial reservation or in installment payments
according to the Three - Step Payment Schedule as shown on Page 1 . Full payment for the
entire event , including the Security Deposit , must be received by Event Center Director no
later than 30 days prior to the event. All late payments must be approved by the Event Center
Director . Any late payment may be subject to an late payment fee of 20% of the amount then
due .
Any payment that is returned for insufficient funds , or for any other reason , will be subject to a
$ 200 or 50 % fee , whichever is greater , and the Event Center Director may at their sole
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discretion cancel a reservation and collect the owed funds plus the penalty fee .
Event Cancellation Policy :
If an event is canceled by Host within 5 business days of initial reservation , any amounts paid
by Host will be returned by Event Center without consequence . If an event is canceled by Host
anytime thereafter , the Non-refundable 25 % Reservation Fee (the payment that reserves a
spot on the Event Center calendar) will not be returned under any circumstance . If an event is
canceled by Host within 90 days of the date of the event , the Non-refundable Confirmation
Charge will be forfeited . There are no exceptions to this policylAll cancellation requests must
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be received by Event Center Director in writing .
Sponsor"s Initials here:
Section II . Event Center ' s Rights and Responsibilities
On - site Management : Event Center agrees to provide Event Center staff to meet with Host at a
time mutually agreed by Host and Event Center Director on the day of Host' s event . Event
Center staff will open the facility , provide Host or Host ' s designee with an additional tour of the
space which has been reserved for Host' s event ( if so required ) , and answer any questions that
Host may have at that time . Event Center does not undertake to provide staff availability for the
entire duration of Host' s event . Lock- up duties for all evening events will be performed by
cleaning staff subcontracted by Event Center .
Emergency Contact Information :
In case of an emergency , serious problem , or if facility must be vacated earlier than scheduled
in Host ' s reservation , Host will contact Event Center Director Amelia Haves at (Cell ) 919 - 830 -
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9 5 2 6 ( Event Hosts - Please use this number only in the case of an emergency).
Multiple Bookings : Event Center reserves the right to book more than one event in the Event
Center facility on the same day and time . All due consideration will be given to avoid conflicts
which could result from noise or traffic concerns . To ensure that no conflicts of this nature
arise , Host may elect to pay a higher rate to have exclusive use of the entire facility . Host and
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attendees of Host ' s event are restricted to the rental areas listed in this Agreement . G
Photo Release : t.
Host grants permission to Event Center , at Event Center Director' s discretion , to take
photographs of Host' s event , and event attendees ; grants Event Center the right to make use of
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said photographs in its publications , including website , without payment or other
consideration ; agrees that these materials will become the property of the Event Center and I`
waives any right to royalties or other compensation arising or related to the later use of the
photographs ; and further agrees that Event Center may
use the photographs for any lawful purpose , including publicity, illustration , advertising ,
and Web content .
Sponsor 's Initials here. }
Section III . Host' s Rights and Responsibilities
Event Marketing :
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The permitted use of Event Center facility as a venue by Host does not signify or constitute an
affiliation between Extraordinary Ventures , Inc . or Extraordinary Ventures Event Center and the
event Host or an endorsement / approval of the event or event Host by Extraordinary Ventures ,
Inc . or Extraordinary Ventures Event Center . When advertising / marketing Host' s event , whether
in print , electronically , or orally , Host may not refer to Extraordinary Ventures , Inc . or
Extraordinary Ventures Event Center as being a " supporter , " " host , " or " affiliate " of Host or
Host' s event . Host may in no way state or imply that Extraordinary Ventures , Inc . or
Extraordinary Ventures Event Center supports Host' s stated or unstated mission or the
particular event being held at the Extraordinary Ventures Event Center . Further , Host is only
permitted to use the physical address (" 200 South Elliot Rd . , Chapel Hill , NC 27514 ") when
describing the venue location .
Police Security :
Police security enforcement is required at most evening social events at EV . Without exception ,
all events including alcohol are required to have extra police security guards present . Police
security will be contracted by Event Center on behalf of the Host and at the Host' s expense .
The decision on how many hired police security guards to have at an event will be in the sole
discretion of the Event Center Director . The full cost of such police security enforcement will be
paid by the Host and is listed on Page 1 of this Agreement .
Alcohol and Insurance :
Social events held at Event Center often require insurance . If an event is reasonably expected
to include alcohol - whether furnished by the Host , one or more of the guests , or brought
on to the premises by another party - insurance is mandatory . For events requiring
insurance , Event Center must receive a current Certificate of Insurance showing proof of one
million dollars of commercial general liability coverage . If alcohol is involved , liquor liability
coverage must also be included . The Certificate of Insurance must name Extraordinary
Ventures , Inc . , Spike , LLC , and Chanticleer Properties Triangle , I. I.C . as additional insured . Host
further agrees to hold harmless , defend , and indemnify Extraordinary Ventures , Spike LLC , and
Chanticleer Properties Triangle , LLC . A copy of the Certificate of Insurance must be submitted
to the Event Center Director a minimum 30 days prior to the event date to give Event Center I.
time to verify the insurance . Event Center Director retains the right to cancel any event and
retain all payments received if said Certificate of Insurance is not submitted on time .
Capacity .
It is Host ' s sole responsibility to accurately declare the expected attendance for Host' s event
and to make every effort to adhere to this attendance total . If actual attendance of an event
turns out to be greater than the declared expected attendance , Host is required to inform Event
Center Director promptly . If the attendance exceeds the declared expectation on Page 1 of this
Agreement and such information is not provided to Event Center Director promptly, Host will
be subject to additional charges at the discretion of the Event Center Director . All rooms at
Event Center have legal maximum occupancy limits for number of individuals allowed at any
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time . It is the Host ' s responsibility to know the occupancy limit for each room reserved and to
adhere to the limit for the safety of all . If, at any time , attendance exceeds the legal maximum
occupancy limit , the Host is considered in breach of this Agreement and the event must be
ended promptly . There are no exceptions to this policy.
Sponsors Initials here.
Section IV . Security Deposit and Specific Damages
Security Deposit :
A refundable Security Deposit will be included in Event Charges on Page 1 . The purpose of the
Security Deposit is to cover any damages , additional clean up expenses or monetary losses
incurred by Event Center in relation to an event that , in the opinion of the Event Center
Director , exceeds normal wear and tear . Damages , if any , are determined at the sole discretion
of the Event Center Director . Security Deposits will be returned no earlier than seven business
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days after an event has taken place .
Event Duration : The date and hours of Hosts event reservation are established on Page 1 .
After the Agreement is signed , there will be no flexibility given to event' s duration , without
prior written approval of the Event Center Director . The event ' s duration must include sufficient
time at the beginning to set up or assemble ( including the work of caterers , time to set up
rental equipment , etc) and sufficient time at the end for disassembly . At the specified end of an
event , all activities , functions , meetings , congregations , speeches , social interaction , music ,
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and / or festivities must cease , all persons in attendance must promptly leave the premises , and I
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general clean up by the Host must be completed promptly . Failure to abide by this policy will
result in a $ 200 fee for every half- hour of delay being deducted from Host' s Security
Deposit total .
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Host ' s Clean Up Responsibilities :
Disassembly and general clean - up at the end of an event is the sole responsibility of the Host .
Disassembly and general clean - up includes removing all event materials and personal items r
from the building , and performing all other duties in order to return the premises fully and
completely to its original condition and cleanliness . Importantly , the kitchen area must be
returned to its original condition and cleanliness by thoroughly cleaning all work areas , stove ,
oven , sinks , floor , dishwasher and microwave . Additional kitchen clean - up requirements are
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listed below . Absolutely nothing belonging to the Host or any guest must be left behind on the
Event Center premises . Failure to fulfill these responsibilities will result in a $ 200 fine or up to
50% of the Total Event Charges IN ADDITION TO total loss of Host' s Security Deposit .
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Kitchen Usage and Clean Up :
Kitchen usage is limited to preparation only . This means that food may be assembled and may
be warmed or kept warm using the oven and microwave . Perishables and beverages may be
chilled in the refrigerator or freezer . All areas must be cleaned thoroughly after use .
In addition , all food and other items used for an event must be removed from the refrigerator ,
oven , microwave , stove , and kitchen area . Leaving a dirty/ untidy kitchen will result in a $ 300
fee being deducted from Host' s Security Deposit total .
Rental Equipment Delivery & Pick Up Inventory Fee :
The Host will be charged an automatic fee of at least $ 200 per day for any props , displays ,
decorations , equipment ( rental or otherwise ) , personal items , foodstuffs or materials used in an
event that are dropped off earlier than arranged or left on the premises after an event is
complete , without prior approval of the Event Center Director , in writing .
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No Smoking :
Event Center is a 100 % Smoke - Free facility . Smoking is absolutely prohibited on the premises
at anytime . This includes all outside areas such as the parking lot and grounds in addition to
inside the facility . There are no exceptions tb this po/icy.� To ensure the cooperation and
comfort of Host' s attendees , Host agrees to advise its attendees of the smoke free policy . If
additional clean - up of cigarettes or cigarette butts is required , a $ 200 fee will be deducted
from Host' s Security Deposit total .
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No Beer Kegs :
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Beer kegs , no matter the size or variety , are absolutely prohibited on the entire physical c
premises of Event Center at any time . There are no exceptions to this policy! Failure to abide
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by this policy will result in a $ 300 fine IN ADDITION TO total loss of Host' s Security Deposit .
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Unauthorized Decorations :
Event Center prohibits decorations from being attached to walls , ceilings or floors without the
prior express permission of the Event Center Director . All decorations must be removed
promptly at the end of the event . All flames , glitter , and fog machines are deemed unsafe and
are absolutely prohibited . The cost of damages due to unauthorized decorations will be
deducted from the Host' s Security Deposit total .
Property Damage and Host Liability :
The Host and all guests and attendees are required at all times to follow all rules and policies
of Event Center as well as obey all state and federal laws and take whatever precaution
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necessary to avoid harm to any party . Extraordinary Ventures , Inc . , Extraordinary Venture Event
Center and partners assume no responsibility for damages to the facility or its contents or the
loss or damage of any materials brought on the property at any time . The Host assumes full
responsibility for the conduct of all persons in attendance , including subcontractors , and for
any damages done to any part of the premises or theft of property. The cost of damages to
the premises or theft will be deducted from the Host Security Deposit and may exceed the
security deposit amount . Event Center retains the right to pursue legal action to recover
damages from negligent / accidental behaviors that exceed the security deposit amount .
Excessive Noise :
Excessive noise from events caused by loud music and / or bands , etc . , is not allowed . If an
event is engaged in excessive noise , either the Event Center Director or police security officers
present may order a reduction of the noise level . If noise levels are not reduced , the event may
be terminated at the sole discretion of the Event Center Director . Additionally, a $ 500 fee will
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be deducted from Host' s Security Deposit total , j
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Animals :
Pets are not allowed in the building at any time without the express approval of the Event
Center Director . Professionally-trained service dogs assisting individuals with disabilities are
permitted .
Sponsors /nXJ15 here:
Section IV. General Provisions
Notice :
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Any notice required or permitted by the terms of this Agreement must be in writing .
Indemnification :
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The event Host agrees to defend indemnify and hold harmless Extraordinary Ventures , Inc . ,
Extraordinary Ventures Event Center , Spike , LLC . , and Avison Young , Inc . from all claims
associated with the Event Host' s use at 200 S . Elliott Rd . Chapel Hill , NC .
Dispute Resolution :
The parties will resolve any claim or dispute arising out of or relating to this Agreement
through binding arbitration before one arbitrator conducted under the rules of the American
Arbitration Association or ,JAMS in the state and city in which Event Center is located . The laws
of the State of North Carolina will be the governing law . The arbitration award will be
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enforceable in any state or federal court . In any arbitration or litigation arising out of or relating
to this Agreement or the enforcement of any arbitration award , the prevailing party will recover
attorneys ' fees and costs including expert witness and arbitration fees and pre - and post -
judgment interest . Each party will be responsible for attorneys ' fees and interest associated
with the other party ' s efforts to collect any monies owed under this Agreement .
Force Maieure :
If acts of God or government authorities , natural disasters , or other emergencies beyond a
party ' s reasonable control make it illegal or impossible for such party to perform its obligations
under this Agreement , such party may terminate this Agreement upon written notice to the
other party without liability .
Assignment :
Event Host may not assign or delegate its rights or responsibilities under this Agreement
without the Event Center Director' s prior written approval .
Severability :
If any provision of this Agreement is held to be invalid or unenforceable that provision will be
eliminated or limited to the minimum extent possible , and the remainder of the Agreement will
have full force and effect . E
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Rescission :
In light of the specialized nature of the event space rental business , Event Center reserves the
right to terminate this agreement , at any time and without cause , by providing fifteen days
written notice to Event Host . If Event Center exercises this right of rescission , Event Host will be
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provided a refund of all amounts paid for event ' s reservation , without deduction of any sort ,
within five business days of having provided notice of rescission .
Waiver :
If either party agrees to waive its right to enforce any term of this Agreement , it does not waive
its right to enforce any other terms of this Agreement .
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Entire Agreement :
This Agreement , including any Attachments hereto , constitutes the entire agreement between I
the parties , supersedes all other written / oral agreements between the parties concerning its
subject matter , and may not be amended except by a writing signed by Host and Event Center
Director .
Sponsor's Initials here:
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I certify that I have been authorized to act for and to execute this agreement on behalf of
the Event Host . The Event Host has carefully read the Rental Policy & Agreement statement
and agrees without exception to abide by all the stated policies , rules and regulations
therein .
Event Sponsor : Visitors Bureau
Date :
( mm / dd / yyyy)
The Event Center Director : Amelia Hayes
Date : 4 / 23 / 2018
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To indicate your cce ance of this contract , type your name below and click the "Sign
Contra " bu
VISITORS BUREAU
emyee" amell
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AMELIA HAYES
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