Sample of Special Events and Wedding Venue Contract and Policies
PLEASE PRINT
Event: _______________________________________________________________________________
Name of Renter: _______________________________________________________________________
Address: _____________________________________________________________________________
Home Phone: ____________________________ Cell Phone: _________________________________
Email: _______________________________________________________________________________
Event Date: ______________________________ Event Time: _________AM/PM to _________ AM/PM
Rehearsal Date: ___________________________ Time: _____________AM/PM to ___________AM/PM
Number of Guests: Estimated Number of Vehicles:
VENUE RENTAL FEE(S)
To reserve a specific date and time this contract MUST be signed, dated, and accompanied by a damage deposit of $500.00, a security deposit of $250.00, and ½ of the total rental fee. The balance of all rental contracts is due 60 days prior to your event date. For rentals arranged less than 30 days in advance of the event, payment is due in full with the completed and signed contract.
A refundable DAMAGE DEPOSIT of $500.00 to be paid by a separate check or money order, returnable to the RENTER(S) up to two (2) weeks after the event has been held once the property has been inspected for any potential damage from the special event or wedding.
The RENTERS agree to pay a non-refundable SECURITY DEPOSIT of $250.00.This payment is for the use of the venue for the specified date of event/wedding and is payable at the time of the contract signature. If for any reason, Mountain Moonrise LLC (doing business as) Mill Creek Resort is unable to fulfill its contractual obligation under this contract, the entire deposit will be returned with no further penalties or liabilities. In the event of a cancellation by the RENTER of this special event/wedding, this deposit will be non-refundable.
The RENTER(S) agrees to a minimum booking of eight (9) cabins, campground including canvas tent sites, & vintage trailers, and/or available RV spaces for the dates of (fill in dates) at Mill Creek Resort. Cabin check-in time after 4 PM on (dates) & check out time by 11 AM on (date)
TERMS AND CONDITIONS:
1. USE OF PREMISES AND GROUNDS
A. Facility and grounds are only to be used for the stated purpose(s). Use of the meadow and main building restrooms are permitted. Toilet paper will be provided for the main building restrooms only. Restrooms will shut down by 10 PM.
B. Set up and breakdown times must fall within the agreed-upon rental time period.
C. All music must end by 10 PM to comply with Mill Creek Homeowner’s CC & R’s.
D. We recommend that you designate a specific person as your Event Contact (NOT someone in the Bridal Party) to communicate directly with the owners of Mill Creek Resort before and during your event. Your contact person will need to check-in and sign off with Mill Creek Resort on the day of the event and at the end of the event. This is crucial in order to have the Damage deposit returned.
E. Mill Creek Resort cabins are smoke-free, smoking allowed outside only.
F. No pets are allowed off-leash on the property.
G. Children must be supervised at all times.
H. No rice, confetti, glitter, silly string, tacks, staples, balloons, or other damaging adhesives may be used within the meadow or within the surrounding property of Mill Creek Resort. Only votive candles and candles in hurricane-style enclosures are allowed.
I. Absolutely no weapons or firearms are allowed on Mill Creek Resort property.
J. No sparklers, bottle rockets, sky lanterns, firecrackers, or any other fireworks are allowed.
K. A venue walk-through is required before the day of the special event or wedding.
L. Parking will be discussed and agreed upon based on the needs and size of the event. The restaurant parking lot will not be available for event/wedding guest parking during restaurant hours.
M. Renters must provide their own portable restrooms; one per 100 guests.
N. Mill Creek Resort owners monitor event activities and have the authority to enforce contract rules. Mill Creek Resort owners can terminate a rental event at any time if the renter does not honor contract provisions or local laws.
2. SET UP AND BREAKDOWN
A. Party may gain access to the resort’s meadow for set up after 11 AM on the day of the event.
B. Breakdown must be completed by 12 PM (Noon) on the date after the event. All decorations and rental equipment must be removed at the end of the event.
C. All trash and recycling must be removed from the meadow and placed in the dumpster located at the Mill Creek Resort parking lot.
D. Additional trash on the grounds (including cigarette butts) & any street signs must also be removed and taken to the dumper located in the Mill Creek Resort parking lot.
E. Mill Creek Resort will provide trash cans for the event. The Renter will supply trash liners.
F. Notify on-site staff of any damage that may occur during the event.
4. CANCELLATION POLICY
A. All cancellations must be in writing.
B. Cancellations made within three (3) days of signing this Rental Agreement: All money paid is refunded less a $100 administrative charge.
C. Cancellations made more than 60 days prior to the event: 50% of the TOTAL rental fee is forfeited by Renter. 100% of the damage security deposit and 50% of the TOTAL rental fee are refunded.
D. Cancellations made less than 60 days prior to the event: The entire TOTAL rental fee is nonrefundable. The Security/Damage Deposit only will be refunded to the Renter.
E. Mill Creek Resort may cancel rentals due to inclement weather, emergency conditions, or events beyond the control of Mill Creek Resort. In case of a cancellation initiated by Mill Creek Resort, all rental and deposit monies will be refunded.
5. FOOD & CATERING
Caterers are Renter’s responsibility and use of Mill Creek Resort kitchen or restaurant is prohibited.
Caterers are responsible for:
-Setting up/Breaking down
-Water and electricity supply
-Cleaning areas used by the caterer
-Removing all garbage to the dumpster in the Mill Creek Resort parking lot
Please allow appropriate time for break down & clean up.
6. MUSIC & ENTERTAINMENT
A. All music and/or DJs must crease playing by 10 PM.
B. Bubble machines, fog machines; dance wax, or any other similar substance is not allowed on the property.
C. Renters must supply their own dance floor if needed.
D. Mill Creek Resort will supply electrical needs for music.
7. INDEMNIFICATION AND HOLD HARMLESS AGREEMENT
The Renter agrees to indemnify and hold Mountain Moonrise LLC & Mill Creek Resort, its officers and agents harmless from and against any and all liability, claims, actions, demands, or losses of any kind and nature that may occur or be claimed with respect to any person or persons, corporation, property of chattels, on or about Mountain Moonrise LLC & Mill Creek Resort, or to the property itself resulting from any act done, or omissions by or through the Renter, its agents, contractors, employees, invitees, or any person on the premises of Mill Creek Resort by reason of the Renter’s use or occupancy thereof. These may include but are not limited to accident, injury, or damage to property arising from any act of the Renter or Renter’s guest, whether intentional or negligent, which occurs during use. Renter agrees to pay all costs and attorney fees incurred by Mountain Moonrise LLC & Mill Creek Resort owners and representatives in defending any such claim or action brought against the owners and representatives.
8. PERSONAL AND ABANDONED PROPERTY
Mountain Moonrise LLC & Mill Creek Resort and its representatives assume no responsibility for any property placed in the facility or the premises or any property that is left on the premises after the event is over.
9. INSURANCE
Renter must provide a Certificate of Liability Insurance 30 days prior to the event. This insurance certificate must explicitly state the following conditions:
A. $1,000,000 Bodily Injury and Property Damage Liability Limits;
B. $1,000,000 Host Liquor Liability must be specifically included in the above coverage;
C. Mountain Moonrise LLC & Mill Creek Resort, its owners, officers, agents, and employees must be named as additional insured for any claim or claims resulting from or growing out of the Renter or event.
Failure to provide evidence of this insurance to Mill Creek Resort owners, 30 days prior to your event, can cause immediate cancellation of your event. Cancellations resulting from the failure of Renter to provide Mill Creek Resort proper and timely certificate of liability insurance will be treated as a renter-caused cancellation occurring less than 60 days prior to the event.
10. ALCOHOL
A.Renter agrees and warrants that there shall be NO CONSUMPTION OF ALCOHOL BY PERSONS UNDER AGE 21. Renter agrees to refuse to allow alcohol to be served to, or consumed by, any person who is visibly intoxicated or under 21 years of age. Renter shall monitor all service, if any, of alcohol and specifically acknowledges that Renter is solely liable for the consumption of any alcohol by any person on the premises and that such liability shall extend to any aspect regarding the consumption of alcohol. Mill Creek Resort may ask guests for identification to verify age and reserves the right to ask the entire party to leave if (1) a minor is consuming alcohol, (2) an adult is providing alcohol to a minor, or (3) a guest or guests appears intoxicated and refuses to leave the premises.
B. If alcohol is SERVED at an event, we must receive proof in advance that you or persons contracted by you have a valid Service permit from the California Alcohol Beverage Control.
C. Alcohol is not allowed to be sold unless Renter contracts a vendor with all appropriate permits and licenses.
D. Alcohol served at the event /wedding may be consumed in the meadow area only.
E. Renter shall indemnify and hold Mountain Moonrise LLC & Mill Creek Resort harmless from all liability for improper use of alcohol.
Agreement by Signature
Signature indicates the Renter agrees to all terms and conditions stated herein.
Renter Name (Printed)
Date
Signature Date
Mill Creek Resort ( Printed Name of Representative) Date
Signature Date
Venue Rental Fees
Non Refundable Security Deposit: $250.00
Damage Deposit: $500.00 (paid by separate check or money order)
Meadow Rental Fee: $TBD
Cabin Rental Fee: $TBD (bed tax included)
Amount due upon signing of the contract: $TBD (security deposit, damage deposit, ½ of rental fees)
Date Received
Balance due 60 days before the event: $TBD (remaining balance minus security deposit)
Date Received: TBD