Whistle Hollow Farm Event Venue Contract
This Contract ("Contract") made this _______ day of __________________, 20___, is by and between Bahhur Events LLC ("Venue"), whose business address is 2488 Borden Grant Trail, Fairfield, VA 24435, and ____________________________________________________________________("Renter"), collectively referred to as the "Parties".
This Contract regards the use of the property provided by Venue, at the address above, on _______________ to _______________ which is an event venue and does not include services or equipment to plan, coordinate, set-up, deliver, perform/conduct, or tear down/ clean-up after the event in consideration of the mutual promises and covenants contained herein, the Parties agree as follows:
1. Event Information
Time of Event:___________________________________________________________________________
Approximate number of attendees:_________________________________________________________
Service/Items provided by the Venue: Tables and Chairs, Parking Attendant
2. Renter's Information
Renter Phone Number(s):_________________________________________________________________
Renter Contact Person:___________________________________________________________________
Renter Contact Person During The Event:___________________________________________________
3. Venue Infromation
Venue Name: Whistle Hollow Farm
Venue Business Name (If Applicable): Bahhur Events LLC
Venue Phone Number(s):_________________________________________________________________
Venue Contact Person:___________________________________________________________________
A signed "Event Venue Contract" and payment of the deposit are necessary to confirm the stated services from the Venue.
5. Payment and Rental Deposit
The total cost for use of the Venue and it's facilities described in this Contract is $______________: To reserve services on the date/s requested, the Venue requires this Contract to be signed by the Renter and an initial payment of 50% ($______________) of Toal Cost to be deposited, This deposit is Non-Refundable. Payment of the remaining balance ($_____________) of the rental fee is due _________________ (30) days in advance of the event. A receipt from the Venue will be provided for each.
6. General Conditions
Renter's activities during the event must be compatible with use of the building/grounds and activity in areas adjacent to the Venue space and building. This includes but is not limited to playing loud music or making any noise at a level that is not reasonable under the circumstances. The music must be contained at an acceptable sound level so as not to disturb the local surrounding area. The Venue event coordinator will help to establish acceptable sound levels. Any complaints from neighbors or other parties may require the levels to be reduced further. Venue reserves the right to require Renter(s) to cease the music it deems inappropriate, in its sole discretion. Venue also reserves the right to require the Renter(s) to lower the sound level or cease playing music, in its sole discretion.
In accordance with local regulations, music (DJ or live music) must stop no later than 11:00 p.m.
All guest must be off the Venue premises no later than 12:00 a.m. (Midnight).
The venue will not supply any equipment to the Renter unless specified in writing before the period of hire. If any is used, the Renter agrees to use the equipment belonging to the Venue in a safe manner and return it in good working order. Where equipment is damaged, charges will be made to the Renter's account.
8. Catering Services
It shall be the responsibility of the Renter to select a cater to cater food. If your event is catered, the catering company will be responsible for set-up, break down, and clean-up of the venue space.
9. Alcoholic Beverages
As the host of a private party, the Renter acknowledges responsibility for the proper and lawful consumption of alcoholic beverages at the Venue during the duration of the event described in this Contract. The Renter/Bartender/ Catering service and its agent will exercise due care in serving alcoholic beverages, and will refuse service to any person appearing to be under the age of 21 or any person who appears to be intoxicated. Identification and proof of age will be requested from any person who appears to be under 21 years of age before being served. Alcoholic beverages will be removed from anyone believed to be a minor or from any intoxicated person.
10. Photography/ Videography
The Renter's photographer, videographer and Dj may arrive at a time that is agreed upon between them and the Renter. But not before the start of the Renter's rental time. They may prepare an area for photographs, but must not interfere with the Venue's staff as the staff prepare the facilities for the Event.
The Venue reserves the right for each Renter to use any area of the Venue for wedding/reception photograph session. All times for utilization of different areas of Venue will be coordinated with the schedule for each Renter. The Venue reserves the right to use any photographs or other media reproductions of an event in our publicity and advertising materials.
The Renter must designate one individual as Contact Person who must be available to effectively communicate with on-site coordinator.
11. Use and Care of the Venue, Property and Premises
The Venue and any additional services requested may only be used for the purpose(s) for which they are hired. The Renter and their guests/delegates are responsible for any willful or negligent loss and/or damage to the Venue, furniture and equipment. Any costs of making good will be charged to the Renter. The manager of the Venue will check the area before and after the event to note any damage. The Venue encourages you as the Renter to allocate a member of your party to accompany the manager of the Venue during the inspection. All furniture and equipment has been inventoried and may not be transferred between rooms without prior agreement to the venue.
No fixing materials damaging or living traces on the property allowed. Only push-pins and drafting tape may be used to affix decorations and/or signs. Any other decorations, signage, electrical configurations or construction must be pre-approved by Venue. Under NO circumstances can decorations be hung from light fixtures. All decorations must be removed without leaving damages directly following the departure of the last guest, unless special arrangements have been made between the Renter and the Venue. Screws are not permitted at any location.
Health and Safety incidents or Accidents are to be reported to the manager of the Venue. Renters are responsible for crew and their behavior and welfare.
All electrical outlets on the Venue are available for use at an Event. The Vendors are welcome to inspect the locations and numbers of outlets prior to booking.
The Venue had adequate toilets for their occupancy.
Smoking is not permitted anywhere in the buildings. Ash-buckets will be provided outside, on all sides of the building. Please do not discard on ground.
The use of any type of flame is prohibited in all buildings and throughout the site. The new battery operated "flameless candles" are permitted for use.
The use of birdseed is permitted only outside of the wedding and reception farewells. Rice, confetti, flower petals, balloons, glitter fog machines, pyrotechnics, fire crackers and blowing bubbles are not permitted inside or outside the facilities.
Children under the age of 18 are Renter's complete responsibility. Know where the children are at all times. Children are not permitted near the pond.
No pets allowed. Only a family pet actively involved in an event can be accepted.
The Venue reserves the right to request any person or group of people acting unruly and contrary to rental regulations to leave the premises. Assistance from law enforcement agencies may be requested if this request is not met immediately.
The Rental Space must be cleaned and returned in a condition at the end of an event to a reasonable appearance as it was prior to the rental. Renter is responsible for the removal of all decorations.
Rental items must be scheduled for pick- up no later than __________________________________.
12. Responsibility and Security
The Venue does not accept any responsibility for damage to or loss of any articles of property left at the Venue prior to, during or after the event, The Renter agrees to be responsible for any damage done to Venue by the Renter, his guests, invitees, employees or other agents under the Renter control. Further, Venue shall not be liable for any loss, damage or injury of any kind or character to any person or property caused by or arising from any act or omission of the Renter, or any of his guest, invitees, employees or other agents from any accident or causality occasioned by the failure of the Renter to maintain the premises in a safe condition or arising from any other cause.
The Venue provides emergency exits for everyone's safety. All exits are marked with lighted signs for easier visibility. Under NO circumstance are these exits to be blocked or compromised in any way. In the event that an emergency arises, there will be a designated area for all individuals to gather for easier and accurate accountability of all guest.
The Renter, as a material part of the consideration of this Contract, herby waives on its behalf all claims and demands against Venue for any such loss, damage, or injury of the Renter, and hereby agrees to indemnify and hold Venue free and harmless from all liability for any such loss, damage or injury to other persons, and from all costs and expenses arising there from, including but not limited to attorney fees.
13. Delivery Time
Delivery dates and times of any rentals must be coordinated with the Venue for appropriate welcome to be arranged. All property belongings to Renter, Renter's invitees, guest, agents and sub-contractors, and all equipment shall be delivered, set-up and removed on _________________. Should the Renter need earlier access for the set-up purposes, this can be arranged. The Renter is ultimately responsible for property belonging to the Renter's invitees, guests, agents and sub-contractors.
Parking is available at designated areas of the Venue, to include Handicap accessible parking. Venue Staff will be on-site and directing guest where to park. Parking is not permitted in front of any doors that would block an emergency exit.
The speed limit within the Venue complex is 10 mph and is strictly enforced for the safety of our guest.
15. Changes to the contract
In the unlikely event the Renter is required to change the date of the event, every effort will be made by Venue to transfer reservations to suppler the new date. The Renter agrees that in the event of a date change, any expenses including but not limited to deposits and fees that are non-refundable and non-transferable are the sole responsibility of Renter. The Renter further understands that last minute changes can impact the quality of the event and that Venue is not responsible for these compromises in quality.
16. Amendment, Cancellation and Termination
The Venue will acknowledge receipt of all the amendments/cancellations/terminations in writing via letter/email to the Renter indicating whether the amendments/cancellation/termination has been accepted.
If Renter cancels the reservation for the Event the deposit of $_______________ is non-refundable and shall be retained by Venue. If Renter cancels the reservation for the Event within 30 days of the event the Renter is responsible for payment of the remaining balance and the Venue shall retain the entire Rental fee, including the deposit as liquidated damages.
17. Liability Insurance
To the fullest extent permitted by the law the Venue shall not be liable for any loss or damage to property of the Renter or their guest/delegates.
The Renter and their vendors must provide liability insurance to the Venue. This policy is to cover all services provided by applicant on the property including, liquor, food, music, lighting, dance floor, etc., for the dates of the event. Venue is to be listed as an additional insured. A certificate of insurance with coverage dates (including set-up, event day, and clean-up) must be provided to Venue 30 days prior to the Event.
Renter hereby indemnifies and holds harmless Venue, their employees, agents, heirs, successors and assigns from any and all damages, actions, suits, claims, or other costs (including reasonable attorney fees) arising out of or in connection with any damage to any property or any injury caused to any person (including death) caused by Renter's use of the Venue, including any acts or omissions on the part of Renters independent contractors, guests, invitees, or other agents or arising out of or in connection with Renter's violation of any local, regional, or national laws, rules, regulations or ordinances related to Renter's violation of any local, regional, or national laws, rules, regulations or ordinances related to Renter's use of the Venue. Renter shall immediately notify Venue of any damage or injury of which they have knowledge in, to, or near the Venue, regardless of the cause of such damage or injury.
Renter shall obtain and maintain any necessary permits, licenses, or other forms of permission necessary to use the Venue. Renter shall not use the Venue in any manner that would violate any local, regional or country laws or regulations.
Venue shall have the right to revoke the contract at any time prior to the Event Date, provided it gives Renter prior written notice of revocation. In the event that Venue revokes the contract prior to the Event for any reasons other than non-payment of fees or breach of this Contract by Renter, Venue shall refund to Renter the full amount paid by Renter in connection with this contract.
20. Force Majeure
The ability to execute this Agreement by either party is subject to emergencies beyond the control of both parties such as a ear, strike, riot, crime, epidemic, sudden legal changes, as well as any government intervention an event subject to the Acts of God, including but not limited to hurricanes, flooding, earthquakes, fires, power outages or other emergencies. Should the event be canceled through a Force Majeure event, all fees paid by Renter to Bahhur Events will be returned to Renter within (30) days.
If any part of this Contract shall be held unenforceable for any reason, the remainder of this Contract shall continue in full force and effect. If any provision of this Contract is deemed invalid or unenforceable by any court of competent jurisdiction, and if limiting such provision would make the provision valid, the such provision shall be deemed to be construed as so limited.
Any notice required or otherwise given pursuant to this Contract shall be in writing between the Renter and Venue.
This Contract constitutes the entire agreement between Renter and the Venue, and supersedes any prior understanding or representation of any kind preceding the date of the Contract. There are no other promises, conditions, understandings or other agreements, whether oral or written, relating to the subject matter of this Contract. Upon signing of this Agreement, a fully executed agreement will be in force.
Renter Name Renter Signature
Renter Name Renter Signature
Venue Representative Name Venue Representative Signature