Sample Venue Rental Contract
Camps and Classes
This Contract is hereby executed between ____________________________ (“Renter”) and the Waterford Foundation, Inc., on (date) ______ __________________.
This Contract governs the terms of a rental of the ____________________ _______________ on ( date) ________________for the following purpose: _____________________________.
The Waterford Foundation’s buildings are rented “As Is” in broom clean condition. They are historic properties. Please treat them as you would a fine piece of furniture….very gently.
Fees, Deposits, and Insurance
- Half of your Rental Fee is due with a signed copy of this agreement to guarantee your reservation of the property for your event. This fee is nonrefundable unless the event must be cancelled by the Waterford Foundation due to an Act of God that might make the property unusable. The balance of the Rental Fee is due sixty (60) days before the event or you risk loss of your reservation.
- A Security Deposit of $1,000 is required for all rentals of Waterford Foundation properties and is due with the balance of your Rental Fee sixty (60) days prior to your event. It will be kept in a special escrow account. We ask that the building and grounds be left in the same condition you found them. The cost to repair any damage caused by you or your guests or any special cleaning services required as a result of your use will be deducted from your security deposit. Otherwise, we will return your security deposit within thirty (30) days after the event has concluded.
- Insurance. You must provide a Certificate of Insurance indicating personal or commercial general liability coverage with a combined single limit of $1 million per occurrence. It must state that the Waterford Foundation, Inc., is an Additional Insured. Evidence of this insurance is due with your final payment. If your insurance company does not provide this type of coverage, you may visit www.wedsafe.com to purchase a policy. The toll free number is 877-723-3933.
Safety and Security
- Children attending an event must be supervised at all times.
- Fire Alarm. Any tampering with the alarm system will result in a $500 fee being deducted from your damage deposit.
- Smoking is not permitted in any building, on any patios, or within 25 feet of either. Ashtrays must be provided outside if your guests are going to smoke there.
- No Fires, fireworks, sparklers or any other Open Flames are allowed anywhere on Waterford Foundation property. Gas Grills will be allowed outside if attended at all times. They must be at least 15 feet away from all buildings and patios. Battery operated candles are allowed inside.
- Keys. You must arrange for a key to a building with our office manager. The office is open Monday – Friday, 9 AM – 5 PM. Keys must be returned immediately after your event (you may use the mail slot at our office). Please be sure to lock all doors when you are not in the building. When Building Coordinators have been assigned to your event, they will have keys to lock and unlock the building for you.
- Security Officer. The Waterford Foundation reserves the right to retain the services of a Security Officer if we deem it necessary because of the number of guests or the nature of the celebration. The cost will be charged to the renter.
- Function Control. The Waterford Foundation reserves the right to terminate a function if we feel it is out of control or if those attending the event refuse to follow Foundation policies.
- Parking is available only on the Old School property or by special arrangement on the Bond Street Meadow. Do not park on our village streets. Most homes do not have driveways, so the streets are where villagers have to park, and the streets are not big enough to accommodate additional cars. A parking attendant is required for events with more than 75 guests at an additional cost of $50 per hour .
- Nothing may be nailed, taped or otherwise affixed to the exterior or interior walls, fixtures, floors, or entrances of any Waterford Foundation building.
- Heating and Air Conditioning. Air conditioning must be set at 80 degrees, and heat must be set at 55 degrees while you are not in the building. All windows and doors must be kept closed if heat, air conditioning, or amplified music is on. (See Amplified Music, #15 below.)
- Please be sure that all Indoor and Outdoor Lights are turned off and Windows and Doors are locked when you are not in the building.
- No Amplified Music is permitted outside Waterford Foundation buildings. Music inside the building in use should not be heard outside beyond the closest property line. All of our buildings have residential neighbors. Please respect their privacy and property. There is an 11 PM cutoff time for all music on Friday and Saturday; cutoff time is 10 PM Sunday – Thursday.
- Removal of All Your Event-Related Items must be completed immediately following the event or by the end of the next business day.
- Lost Articles left after an event may be held for one week and then discarded if unclaimed. The Waterford Foundation shall not be held responsible or liable for any lost items.
- Vacating Buildings. All buildings must be vacated by Midnight on Friday and Saturday and by 11 PM Sunday through Thursday
- Gardens and Grounds in Waterford are not to be disturbed. Picking flowers, foliage, or greenery is strictly prohibited.
- Confetti, party-poppers, silly-string, and rice are prohibited inside and outside all Waterford Foundation properties. Only birdseed, grass seed, bubbles, or real flower petals may be dispensed outside the buildings.
- Trash. Please do not allow littering. All trash must be removed immediately after the event. If the gardens or grounds are littered, you may incur a cleanup fee.
- Deliveries. The Waterford Foundation must have advance notice of all deliveries. When Building Coordinators are assigned to events, please coordinate these deliveries with them. You must be present to receive your deliveries.
Vendors, Caterers, Tents
- Approved Caterers. All Vendors must be approved by the Waterford Foundation. The Waterford Foundation maintains a list of approved vendors, including catering firms. These caterers are familiar with Waterford Foundation policies and the restrictions of historic sites, and they fully comply with all local, state, and federal laws. They are fully licensed and insured (providing Certificate of Insurance naming the Waterford Foundation, Inc. as an Additional Insured). If one of our approved caterers is unable to meet your requirements, please consult the Waterford Building Coordinator prior to contracting any other caterer.
- Liquor. Our approved caterers are licensed to serve liquor and enforce state laws and Waterford regulations. Specifically, 1) bartender(s) provided by the caterer must attend bar(s) throughout the event; 2) guests are prohibited from serving alcohol, including kegs, to themselves or other guests; and 3) under-age drinking is strictly prohibited.
- Tents are only allowed on the Bond Street Meadow with approval of the Waterford Foundation. There is an additional $150 charge. The tent may be installed the day before the event anddismantled by the end of the next business day.
- You are responsible for being sure that your caterer and others helping with your event are familiar with these regulations.
- Fees are subject to change without notice.
Please review the indemnification language below. To accept this contract, sign below.
By signing below, I agree that I have read and understand the terms of this Building Rental Contract and agree to adhere to these requirements of the Waterford Foundation, Inc., as a condition of my rental of a historic building or property owned by the Waterford Foundation. I also agree to defend, indemnify, and hold harmless the Waterford Foundation from and against all claims, actions, or causes of action, liabilities, including attorneys’ fees, and costs arising from the defense of any claim arising out of or resulting from the rental of a Waterford Foundation building as described in this contract, except in instances where the Foundation’s gross negligence is determined to be the principal or sole cause of the loss.