Event Venue Rental Agreement

This is a rental agreement between the person listed on the reservation and The Loft on Ballard, managed by EMC2 Travel & Event Planners, for the use of The Loft for the dates and times provided.

YOUR RENTAL

  • Includes the maximum use of the facility as described at the rates provided.  Additional set up and break down times are available at an additional charge

  • Includes all items selected from the Optional Choices

  • For Weddings - preview our micro-wedding pacakges for your best cost option.  

  • For events with Alcohol - you must select a bartender option and it is mandatory to be chosen based on the attendance of your group.  The Bartender fee does allow you to bring in your own alcohol to the venue and may not be charged for sale.

MAXIMUM OCCUPANCY

  • Maximum occupancy = 50 (Class B Occupancy Certificate)

RENTAL PERIOD & EVENT HOURS

The Loft is available for rent based on the times of 8am - 12a.  This time period includes time padded for setup, actual event time (6 hours is the maximum for the acutal event) and clean-up for a total of 10 usable hours.  The actual event must end no later than midnight, and we will allow for 1 hour past midnight for clean-up.  Additional event hours can be secured and will require additional fee. 

ADDITONAL TIME FOR SETUP, BREAK DOWN, DECORATING, VENDORS & ETC.

If the rentrenter or or its vendors need additional time for setup, room decorating, or etc., the renter amay ask for acces to the room beyond tthe contracted time for an additional charge.  Additional setup hours must be with the open and closing hours, i.e. only available for the hours immediately before or after the event times and at the venues discretion  The additional time will be charged at $50 per hour.  The time must be requested a minimum of 2 weeks prior to the event date and subject to availability. 

SECURITY DEPOSIT

Your initial deposit of 50% will be charged at the time of booking plus a refundable $200 security deposit.  The fee is required to reserve the date. The security deposit will be returned within 7 days after the event or when all accounts are settled, whichever is later, as long as there has been no infraction of the contract by the renter, your agents, your guests or your vendors.  A cancelation will result in forfeiture of the security deposit and rental deposit based on the sliding scale provided.  

PAYMENT SCHEDULE & POLICIES FOR EVENT SPACE, OPTIONAL AND REQUIRED ADD-ONS

  • To reserve your event's day and time, you will pay the event deposit equal to 50% of the costs at the time of booking plus the $200 refundable security deposit. 

  • 30 days before your event, you will pay 100% of the costs (including known extras & taxes)

  • Any added costs after the 30 days will be paid for in full at the time the addition has been included into the costs.  

  • Payments may be made by credit card, personal or business check, electronic payment or by cash.

  • A credit card may be requested to remain on file for any additional costs incurred the night of the event.

Any cancelation shall result in a total retainer of fees due and paid based on the cancelation sliding scale as liquidated damages.  The Loft reserves the right to cancel the event for which payments have not been received by the designated date.  If a cancelation occurs due to failure to pay the event fee by the required times, any payment made toward billing for the event will be forfeited as liquidated damages.  Said partial payment is in addition to the security deposit, which shall also be retained as per the this provision of the contract.

INSURANCE 

The Loft requires all events to be insured for bodily injury and property damage liability protection in a combined single limit amount of no les than $1,000,000 is required with each rental.  Please inquire with the Loft for securing this insurance if you do not already have the required insurance through your organization or company.  Event insurance ranges in price from $25 - $250 and sometimes higher for small social events.  

CATERER & FOOD

All food, linens, glassware, flatware and china is not provided by the venue.  You are able to secure this through a professional, insured and licensed caterer of your choice.  

BEVERAGES

Open alcoholic beverages can be brought in and require a bartender fee to be secured for the size of your attendees (not based on the number of people you anticipate to drink).  All alcohol must only be served by the bartender(s).  Security may also requested to be provided depending on the type of function being reserved.

Should you require a cash bar, the venue will provide you quotes for a professional, insured and licensed with TABC, bartender(s).  With a cash bar, you will not be allowed to bring in your own alcohol as this must be provided by the TABC licensed vendor only.  All sales are the property of the licensed vendor only.  ONLY certain civic or non-profit organizations are eligible to have a cash bar to raise money and all alcohol must be donated.  A proper liquor license or permit will be required and the bartender fees will still be mandatory.

Non-alcoholic beverages are able to be brought in at no charge, however are not able to be handled by the bartenders for cash sale.  

No outside alcohol is allowed to be consumed without a bartender fee.  If there will be a cash bar, no outside alcohol brought in by the rentor or their attendes will be allowed as determined by TABC.  The venue reserves the right to confiscate alcohol and stop all alcohol service if this is not followed.

FURNISHINGS

All furnishings must be provided by the renter or can be rented by the vendor.   The venue will provide the following:

  • Coat rack

  • Two 6' Rectangular Tables

  • Miscellaneous décor items and furnishings (see pictures)

  • Tables & Chair Rental with setup is additional cost.

Additional décor is allowed to be brought in or can be provided by the venue.  

DECOR & USE RESTRICTIONS

  • Smoking is not permitted in the building

  • The use of raw rice, confetti, glitter, fireworks or sparklers, silly string, smoke or bubble machines are prohibited.

  • No holes may be put in he walls, only certain tape or mounting strips may be used on approval.

  • Youth functions (under the age of 21) are required to have on adult chaperone (over the age of 21) per 10 minors.  

  • Only battery operated candles may be used.  

  • Any decorating items not removed during the cleaning time allotted will be disposed of by the venue.  Any items that require cost for disposal outside of normal trash can size items, will be deducted from the security deposit.  

HOLD HARMLESS

You agree that The Loft on Ballard and its booking agent, EMC2 Travel & Event Planners, is not responsible for any items personal or otherwise brought into the event facility or in the public parking lots that are lost, stolen, damaged or otherwise lose value.  Renter specifically waives and agrees to indemnify and hold harmless The Loft, its agents, employees and assigns (hired vendors), from any claims, loss or damage to any guests, vehicles or others as a result of the use of said event space, adjacent areas, parking lot and the Loft site or areas traverse to access said event space, unless said claim, loss or damage is the result of The Loft, its employees, or agents, direct intentional misconduct.

*RATES ARE SUBJECT TO CHANGE AND 8.25%, OR PREVAILING, SALES TAX WILL BE ACCESSED.

 

CANCELLATION POLICY

Any cancellation less than 14 business days prior to the event date, will result in a total retainer of all payments made to The Loft on Ballard's booking agency, EMC2 Travel & Event Planners, by the client as liquidated damages.  Should the venue resell the space for the scheduled event date, The Loft will refund the payments made, less 25%. 

 

Cancelation Sliding Scale liquidated damage amounts due:

90 days or more prior to event date 30% of payments received

60-89 days prior to event date 50% of payments received

31-59 days prior o event date 75% of payments received

30 days or less to event date 100% of payments received

 

The Loft and is booking agent, EMC2 Travel & Event Planners, reserves the right to cancel any event for which payment outlined in the payment schedule is not received by the schedule payment date, if the event violates any city ordinance rule, if the client mis-represents the type of event they are holding, or if the event promotes any hate, violence or etc. towards any other group because of their race, religion, or sexual orientation and will result in the cancelation sliding scale above.

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