EVENT SPACE RENTAL AGREEMENT AND CONTRACT
CONDITIONS AND RESPONSIBILITIES OF RENTER
Please read the material below to make sure all parties understand the requirements of providing for everyone’s safety and keeping OUR HOUSE CULTURE CENTER a well maintained and safe location for future use.
CAPACITY - Main room: 75 standing reception, 50 – 60 table seating reception, 75 lecture style
Lounge: 25 standing reception, 10 table seating reception, 25 lecture style
Note: Both rooms are included in your rental.
DEPOSIT/RENTAL FEES - A signed contract and date-hold deposit in the amount of 50% must be received to reserve your date(s) and time(s). The balance of your space rental fee is due fourteen (14) prior to the day of your event. Any additional costs that arise will be due within two (2) days of your event. No terms are implied or granted and no work will be allowed to commence until scheduled payments are received.
INSURANCE/LIABILITY - Special Event Liability insurance is required of all renters and is due no later than fourteen (14) days prior to your event. The insurance must, at renter’s sole expense, provide and maintain public liability and personal property damage insurance, insuring OHCC/6S employees, contractors and contracted vendors against all bodily injury, property damage, personal injury and other loss arising out of renter’s use and occupancy of the premises, or any other occupant on the premises, including appurtenances to the premises and sidewalks. The insurance required hereunder shall have a single limit liability of not less than $1 million, and general aggregate liability of not less than $2 million. OHCC/6S shall be named as an additional insured of said policy. If alcohol is to be served please make sure that the policy includes Host Liquor Liability coverage to protect you against alcohol related accidents, as you are ultimately liable for the safety of your guests. Established catering services must have their catering/ license and insurance to cover this. Any caterers and/or outside vendors, companies, and/or institutions must provide a copy of their certificate of insurance and Catering License to OHCC/6S, naming the OHCC/6S as stated, and will be delivered at least fourteen (14) days prior to the event.
INDEMNITY - Renter agrees to indemnify, defend, and hold OHCC/6S, its landlord, building owners, officers, employees, 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 OHCC/6S.
In the event OHCC/6S, its landlord, building owners, officers, employees and/or agents, are required to file any action in court to enforce any provisions of this agreement, renter agrees to pay OHCC/6S, its officers, landlord, building owners, employees and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred by OHCC/6S, including all collection expenses and interest due.
CATERING STANDARDS - We highly recommend that a caterer from our OHCC/6S recommended caterers list be used for your event. Our recommended caterers have experience working at OHCC/6S and are familiar with our regulations, policies, and procedures.
Caterers must remove all trash, composting and recyclables from the site. All trash, including sorted recyclables and properly sorted compostable, must be collected, properly bagged and removed by the caterer.
Failure to remove or clean will result in additional fees to the client and will be charged to the credit card on file. OHCC/6S encourages those renting spaces to consider green, sustainable, fair trade, ecologically sound cleaning and zero waste solutions.
SITE DECORATION – OHCC/6S wants to make every event here a special and welcome experience. Therefore, every effort will be made to allow renter to prepare decorations reflecting their creative requirements. We ask that only the staff of OHCC/6S rearrange and move any furnishings, including, but not limited to, artwork, lamps, and seating. 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 following the event.
CONDUCT - There is absolutely no drug use or smoking of any kind tolerated on premises or within 25 feet of the building 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, OHCC/6S prefers that individuals do not have in and out privileges. OHCC/6S requests that there be a 1:15 adult to minor ratio. Conduct deemed disorderly at the sole discretion of OHCC/6S staff shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases, no refund of the event costs shall be made.
LIVE MUSIC/DJs/NOISE - OHCC/6S encourages a social and lively atmosphere. However, please be aware that the premises are located near residential units and therefore neighborhood noise regulations do apply. Client must adhere to music not exceeding 50 decibels. If renter’s event creates a disturbance due to high noise volume, OHCC/6S onsite manager has full authority to ask the renter, DJ or live music presenter to turn the entertainment down and/or off. If repeated disturbances are created, at OHCC/6S 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 p.m. during weeknights (Sunday thru Thursday) and by midnight on 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.
CANCELLATION - OHCC/6S reserves the right to cancel this agreement at any time if in the sole discretion of OHCC/6S cancellation is deemed necessary or appropriate for reasons of safety and/or security of guests or historic nature of building. In the event of such cancellation, the liability of OHCC/6S will be limited to a refund of 50% of the facility that has been paid. The client may cancel the special event no later than fourteen (14) prior to the scheduled date of the special event. In such case, the client may reschedule the event to another mutually convenient date but no later than one year after original scheduled date. In all other cases, the facility will be forfeited.
LOAD-IN/LOAD-OUT AND STORAGE - All set-up and clean up times must take place within the designated timeframe given by OHCC/6S. If there is an event prior to or following your event, a timed delivery will be required. OHCC/6S is not responsible for checking in or handling any items brought into the venue by rental companies. All external items must be checked in and signed for by the client or client’s representative. All excess material (such as bubble wrap, boxes, hangers, plastic, etc.) created by deliveries must be removed and disposed of by rental company, client, or client’s representative.
Limited storage is available upon request. Storage fees will be applied to any items left overnight or beyond normal set-up/clean-up times. This also applies to items left post event for shipment out via courier.
Note: It is not the responsibility of OHCC/6S to ensure that pick-ups are scheduled and executed.
CITY, COUNTY, STATE AND FEDERAL LAWS renter agrees to comply with all applicable city, County, 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. OHCC/6S 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 OHCC/6S or the safety of its staff, guests, or building contents.
ENTRY AND EXIT - Renter agrees that OHCC/6S on call representative will be available for pre-and post-event inspections and periodically through the event.
LOST AND FOUND - OHCC/6S take no responsibility for personal effects and possessions left on premises during or after any event. We do, however, maintain a lost and found and will hold recovered items up to 30 days.
PROMOTIONS AND COPYRIGHT - It is important to us that you have a fantastic and successful event. Should OHCC/6S engaged in the promotion or co-production of your event, it is imperative that we see and approve all marketing messages and communications. We are happy to provide professionally created images of our space for promotional materials.
We hope you will refer others here! A representative of OHCC/6S will be available to answer any questions about the space, its contents or about our upcoming events and the community based programs we offer.
OHCC/6S requires a credit card to be on file during the entirety of your event.
Please complete and sign this form to authorize OHCC/6S to make a debit(s) to your credit card listed below.
This agreement is governed by and in constructed in accordance with the substantive laws of the Commonwealth of PA.