MECKLENBURG COUNTY COMMUNITY SERVICES CORP
EVENT SPACE RENTAL AGREEMENT AND CONTRACT
Event date: ______Event Purpose: ______
Set-Up Time: ______Event Start Time: ______
Event End Time: ______Complete Time:______Number of guests: ______
Single or multipledays/nights:______Event Name: ______
Contact: ______
Company: ______
Address: ______
City: ______State: ______Zip: ______
Primary Phone: ______Secondary Phone: ______
Email address:______
ROOMS, CAPACITY, RATES, AND AVAILABILITY.
- A rental day for the following rooms is based on the period from 8:00 am to 12:00 midnight Saturday and/or Sunday. Time is inclusive of load-in and load-out. Additional time is subject to additional fees. It is understood that your event may be for shorter time period.
The complex room 110 ______. Capacity: 26 people. Rate: $100.00 per rental day.
The complex room 111 ______. Capacity: 76 people. Rate: $175.00 per rental day.
The complex room 112 ______. Capacity: 56 people. Rate: $150.00 per rental day.
The complexrooms 111 and 112 ______. Capacity: 131 people. Rate: $325.00 per rental day.
The complexrooms 110, 111, and 112 ______. Capacity: 157 people. Rate: $425.00 per rental day.
The Complex kitchen room 119 ______Rate: $100.00 per rental day. Final preparation, plating, bussing only.
- Rental time for the following is based on the total hours shown for each room. This time is inclusive of load-in and load-out. Additional time is subject to additional fees. It is understood that your event may be for shorter time period. these rooms may be available for weekday or evening rental.
Lake Country Distance Learning Center room 123______Capacity: 24 people. Rate $125.00 per eight (8) hours.
Lake Country Distance Learning Center room 125______Capacity: 30 people. Rate $115.00 per eight (8) hours.
Southside Virginia Community College room 126B______Capacity: 75 people. Rate: $150.00 per eight (8) hours.
RENTAL FEES AND DEPOSIT.
- A signed contract, full rental fee,and a damage/security deposit of $300.00 is due when reserving space at The Complex.
- For events requiring multiple days, the rental fee will be reduced by fifty percent (50%) for each subsequent day.
- The deposit will be returned to you within ten (10) business days after the date of your event. Any additional charges for damage or cleanup will be deducted from this deposit.
- Any additional costs that arise will be due within two (2) days of your event.
- A deposit is not required for meetings lasting three (3) hours or less, assuming no food or beverage is served at the meeting, and there are no decorations or moving of furniture or equipment.
PAYMENT. Payment should be made to the Mecklenburg County Community Services Corporation or MCCSC via cash, check, or USPS money order.
REFUNDS.No refunds of the space rental fees will be paid if cancellation occurs ten (10) days prior to an event, as your agreement to rent space at The Complexon this date may cause the loss of additional bookings or business.
RESCHEDULING.Should you need to reschedule your event, there will be a $50.00 administrative fee.
CONDITIONS AND RESPONSIBILITIES OF RENTER. Please read the material below to make sure renter understands the requirements of providing for everyone’s safety and keeping The Complex a well maintained and safe location for future use.
ALCOHOL. If renter plans to serve alcohol at their event, renter is required to comply with all local, state, and federal liquor laws. It is the renter’s responsibility to determine if a license is or is not required. Contact the Virginia Department of Alcoholic Beverage Control Lynchburg office at 434-582-5136 or online at for information.
LIABILITY.
- Renter agrees to indemnify, defend, and hold MCCSC its landlord, building owners, officers, and agents harmless of and from any liabilities, costs, penalties, or expenses arising out of and/or resulting from the rental and use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by renter, its employees, and agents of alcoholic beverages at The Complex.
- In the event MCCSC its landlord, building owners, officers, and/or agents, are required to file any action in court in order to enforce any provisions of this agreement, renter agrees to pay MCCSC, its officers, landlord, building owners, and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred by The Complex, including all collection expenses and interest due.
KITCHEN POLICY.Except for those persons, groups, or organizations that have entered into a separate kitchen lease agreement, MCCSC kitchen is production space and is to be used solely for final food preparation, plating, and bussing only. Please note that MCCSC does not provide dishes, glassware, pots, pans, knives, or utensils. The kitchen production space will be provided in a clean condition and the space must be returned to a clean condition immediately following your event. A final walkthrough with a member of our staff is mandatory at the close of your event. Please refer to check lists posted in the kitchen production area. All trash must be collected, properly bagged, and removed by the renter. Failure to remove or clean will result in additional fees to the renter and will be charged and deducted from the security deposit.
SITE DECORATION. MCCSC wants to make every event here a special and welcome experience. Therefore, every effort will be made to allow you to prepare decorations reflecting your creative requirements. No nails, screws, staples, or penetrating items are to be used on our walls or floors. NO glitter or foil (non-paper) confetti is allowed on site. Only low tack tape is allowed on our floors and wall. Any damage will be charged after your event.
CONDUCT. There is absolutely no drug use or smoking of any kind allowed or tolerated on premises or on the property including loitering or congregating outside on the sidewalk at any time during the event. Disparaging remarks or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Renter and guests shall use the premises in a considerate manner at all times. During underage events, such as school dances, we prefer that underage individuals do not have in and out privileges. Conduct deemed disorderly at the sole discretion of MCCSC shall be grounds for immediate expulsion from the premises and termination of the rental period. In such cases NO refund of the event costs shall be made.
LIVE MUSIC/DJ’S/NOISE. MCCSC encourages music and lots of dancing! However, please be aware that the premises are located near residential units and therefore neighborhood noise regulations do apply. In the event that renter’s event creates a disturbance due to high noise volume, MCCSC or its onsite manager has full authority to ask the renter, dj’s, or live music presenter to turn the entertainment down and/or off. If repeated disturbances are created, at MCCSC’s discretion, renter may be expelled from the premises or the offending noise will be ended. In the event of disturbances to the point of expulsion, no portion of the event costs will be refunded to renter. Loud music must end by 10:00 PM during weeknights (Monday thru Thursday) and by 11:30 PMOn weekends (Friday and Saturday). Additional time can easily be added provided the volume is modest and it cannot be heard beyond the boundaries of the property or by immediate neighbors.
LOAD-IN/LOAD-OUT AND STORAGE. All load-ins and load-outs must take place within the designated timeframe given by MCCSC. If there is an event prior to yours a timed delivery will be required. MCCSC isnot responsible for checking in or handling any items brought into the venue by renter. All excess material (such as bubble wrap, boxes, hangers, plastic, etc.) created by deliveries must be removed and disposed of by renter, or renter’s representative. Limited storage may be available upon request. Storage fees will be applied to any items left overnight or beyond normal load-in/load-out times. The amount charged for storage will be determined by the MCCSC or their representative at the time of the occurrence. This also applies to items left post event for shipment out via courier.
CLEANING, TRASH, AND EQUIPMENT REMOVAL. The Complexwill be in a clean condition prior to your event. Within two (2) hours following the event, you are required to return the space to the same clean condition in which it was found. All trash, including sorted recyclables must be collected, properly bagged, and removed by the renter. All equipment must be removed immediately following your event.
LOCAL, STATE, AND FEDERAL LAWS.Renter agrees to comply with all applicable local, State, and Federal laws and shall conduct no illegal act on the premises. This is a drug free and non-smoking facility at all times, NO EXCEPTIONS. Renter shall NOT sell alcohol on premises at any time. Renter may not serve alcohol to minors on the premises at any time. Renter agrees, for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner. MCCSC, its officers, agents, and directors reserves the right, in its exclusive discretion, to expel anyone who in its judgment is intoxicated or under the influence of alcohol or drugs, or who shall in any manner do or participate in any act jeopardizing the rights, use permit, or insurability of MCCSCor the safety of its staff, guests, or building contents.
ENTRY AND EXIT.Renter agrees that MCCSC officers, directors, and agents may enter and exit premises during the course of the event. A representative of MCCSCmay be on site during your entire event to insure everything is running smoothly.
LOST AND FOUND. MCCSC and The Complex take no responsibility for personal effects and possessions left on premises during or after any event. We will, however, hold recovered items up to thirty (30) days. Every attempt will be made to return any recovered item to its rightful owner.
PROMOTIONS AND COPYRIGHT. It is important to us that you have a fantastic and successful event. Should MCCSC or The Complex be engaged in the promotion or co-production of your event, it is imperative that we see and approve all marketing messages and communications. MCCSC or The Complex are our names, please do NOT alter or modify them.
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applicant printed namemccsc representative printed name
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applicant signaturemccsc representative signature
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