Venue Contract Agreement
To ensure a pleasant service experience, please take time to read the following information
RENTAL AGREEMENT
**PLEASE NOTE: IT IS YOUR RESPONSIBILITY TO READ THIS CONTRACT THOROUGHLY BEFORE SIGNING**
Please call the office for questions regarding the Facility. Celebrations Event & Rental is pleased to enter into this Agreement with _____________________________________ (“Client”) on ____________, 2025 for Client’s use of the Facility_____________, subject to the following terms and conditions:
1. Permission to use
The proprietor grants to Client, and Client accepts, permission to use the Facility solely on the Event Dates, and during the Event Time, subject to the terms and conditions as agreed upon below.
2. Use of Facility
The Facility must NOT be used for PAID events and must be used only for purposes as indicated on the agreement.
CONGREGATION IN FRONT OF THE BUILDING OR WITHIN A ONE BLOCK RADIUS AT ANY TIME THROUGHOUT THE DURATION OF THE EVENT IS NOT ALLOWED. FIRECRACKERS/EXPLOSIVES IN THE FACILITY OR WITHIN A ONE BLOCK RADIUS OF THE FACILITY IS ABSOLUTELY PROHIBITED. THE USE OF ANY TYPE OF GRAFFITI, CONFETTI, GLITTER, SILLY STRING, STAPLES, NAILS, OR SCREWS, IS STRICTLY PROHIBITED. BALLOONS MUST BE DEFLATED AND BAGGED AFTER EVENT. WALL AND/OR CEILING DECORATIONS ARE STRICTLY PROHIBITED. ANY CONDITION OF FACILITY DEEMED TO REQUIRE OVER EXCESSIVE CLEANING BY “CLOSER”(TRASH IN THE PARKING LOT AREA & TRASH LEFT INSIDE OUR FACILITY) WILL START AT A PENALTY OF $175.00 WILL BE CHARGED.
NO SPARKLERS OR FOG EFFECTS ALLOWED
Venue does not allow the use of sparklers/ fog machines, or any similar special effects, as these can immediately trigger the fire alarm system.
Please keep in mind:
• If the fire alarm is triggered, it will automatically alert the fire department.
• The fire department typically takes up to one hour to respond, which will significantly disrupt your event.
• In such cases, the client will be fully responsible for:
• A $500 fire department response fee will be charged.
• Any additional charges for staff time required to reset the system and manage the incident
If your vendor assures you that their equipment will not trigger the alarm, it is still the client’s responsibility to decide whether to proceed with their services.
By choosing to move forward, the client assumes full liability for any consequences, including fees and event disruption.
Should the Facility be used for purposes, or in a manner, other than those agreed, and/or neighboring property be adversely affected through client or client’s guests’ activity, the proprietor has the right to STOP the event, TERMINATE the Agreement and RETAIN ALL FUNDS RECEIVED. x_____________
3. Down Payment and Payment Terms
Down Payment: A non-refundable down payment of $500 is required to secure the reservation of the Event Date and Event Time. The proprietor will not reserve the date until the down payment is received and the contract is signed by the Client. Once the Client has reserved the date in our calendar, the venue is unable to offer that date to another potential client.
Full Payment: The total Event Fee must be paid in full no later than seven (7) days before the event. X_____________
*THIS CONTRACT WILL SERVE AS A SECURITY DEPOSIT. WE DO NOT CHARGE AN ADDITIONAL SECURITY DEPOSIT FEE. CLIENT MUST READ, SIGN, AND ENTER AND SEND A COPY OF ID & CREDIT CARD INFORMATION. Any additional fee, damage or loss incurred will be charged automatically from the credit card on file.(see paragraphs 2., 4., 11. 12. 13 and 18.)X_____________
FAILURE TO MAKE FULL PAYMENT AT LEAST 7 DAYS PRIOR TO AN EVENT DATE WILL RESULT IN IMMEDIATE CANCELLATION OF THE RESERVATION. ALL FUNDS RECEIVED WILL BE RETAINED. *Bookings made within 2 weeks of a requested date must be paid in full. Any cancellations are subject to 0% refund. X ______________
4. Event time/Grace period/Additional Time
The standard rental period of 7 hours or Full Day 14 hours includes set-up and break-down time. Music must be 30 turned off minutes to an hour before event end time. Charges for, nor will allow an extension of time due to Client’s or Client’s guests’ late arrival to any event. Latest time allowed in premises: AFTERNOON EVENTS (9AM-4PM SLOT) AN EXIT LATER THAN 4:15PM, EVENING EVENTS (5 PM - 12 MIDNIGHT AN EN EXIT LATER THAN 12:15 AM. EXITING THE FACILITY AFTER THE PERMITTED ALLOWED TIME WILL CHARGED AN AUTOMATIC $300 FROM CREDIT CARD ON FILE. (no exceptions)X_____________
5. Cancellation Policy. (THERE ARE NO EXCEPTIONS TO THE POLICY, SO PLEASE DON’T ASK)
Please see the cancellation schedule below. The Refund amount shown is based on the understanding that full payment of the Event Fee was already made at the time of cancellation. Please note: postponements are considered cancellations. We are not responsible for weather, travel, or guest/attendee circumstances, etc. Cancellations must be made in writing or by person-to-person communication (no voicemail message). IF FOR ANY REASON WE ARE UNABLE TO OPERATE DUE TO GOVERNMENT MANDATE (PARTICULARLY BUT NOT LIMITED TO COVID-19) POSTPONEMENT WITHIN 18 MONTHS OF THE EVENT WILL BE GRANTED AND NO CANCELLATION FEE WILL BE CHARGED. NO REFUNDS WILL BE MADE WHATSOEVER. X ____________
ALL CANCELLATIONS ARE SUBJECT TO A MINIMUM LOSS OF $500 X_____________
a. A confirmed booking shall only be deemed to be canceled when the Business receives written notification of the cancellation from the Client.
b. The period of notice cancellation fee will be:
I. 90 days or more – 100% (if client had made full payment, with a minimum of loss of $500)
II. Between 30 and 90 days–(if client had made full payment, with a minimum of loss of $500)
III. Less than 30 days –0% (If client had made a full payment, no refund will be given)
6. Indemnification
Client agrees that it shall indemnify, defend and hold harmless the proprietor, from and against any and all damage, loss, claims, suits, demands, actions, fines, damages, liabilities, costs and expenses (including, without limitation, reasonable attorneys’ fees) arising out of or in connection with damage to property or injury to persons (including death) which arise out of Client’s use of the Facility, including any acts or omissions of Client, its agents, contractors, employees, invitees, helpers or subcontractors. Client shall provide the proprietor immediate notice of any injury or damage to persons or property in, to or around the Facility of which it is aware.
7. No Warranty
The Facility is provided “AS IS”, “WHERE IS” and without warranty as to its suitability for Client’s intended use.
8. Right of Entry The proprietor, and those persons authorized by her, shall have the right to enter, or remain in the Facility at all times during the event, including during an emergency involving possible injury to property or persons in or around the Facility.
9. Revocation
This Agreement is freely revocable by the proprietor and, upon written notice or in-person communication from the proprietor to Client, may be terminated at any time at the proprietor’s sole discretion.
10. Alteration to Facility
Client may not, unless given written permission by the proprietor, make any alterations including: paint, remove or install fixtures, remove wall coverings, make holes in the walls, or in any way render the Facility different from originally received by client.
11. Damage to Property
Client shall be responsible for the repair and/or replacement of the Facility (including sidewalk plants/fixtures) to the extent such repair or replacement is the result of Client’s (or its guests, agents, contractors, employees, invitees, or subcontractors) negligence, misconduct, misuse, abuse, or breach of the terms and conditions of this Agreement. Client shall deliver the Facility to the proprietor in as good condition as when received by Client, ordinary use and wear and tear excepted. We will send an invoice to the client as courtesy and charge automatically to the credit card on file.
12. Invitations
Wording on the invitations regarding intended use of Facility, must be in accordance with that on
agreement. Address of facility is: 4831 Tesla Dr. Suite #K Bowie MD 20715
13. OUTSIDE VENDOR FEE $300
Alcoholic Beverages/Bartender services
Alcohol may be served ONLY to persons age 21 or older under the terms and conditions consistent with the applicable laws of the State of Maryland as long as the Client abides by the following rules: 1) Client shall take full responsibility for and hold the proprietor harmless from ALL liability arising from the serving and consumption of alcoholic beverages; ii) If caterers are to serve, or provide a bartender to serve alcoholic beverages, the caterer shall provide to the proprietor a Liquor License and a certificate of insurance evidencing a Liquor Liability Policy at least fourteen days prior to Event Date. Failure to do so will result in revocation of agreement and retention of all funds received. 2) NO SALE OF ALCOHOL OR FOOD IS ALLOWED. The renter must hire a certified and licensed bartender or must request approval to serve alcohol through the State of Maryland.
(Only if client decides not to hire a bartender)Renter must obtain a STATE OF MARYLAND SPECIAL LICENSE APPLICATION FOR CLASS C-ONE DAY LICENSE. The application is due FOURTEEN (14) DAYS PRIOR TO THE DATE OF THE SCHEDULED EVENT. BOARD OF LICENSE COMMISSIONERS 9200 BASIL COURT, SUITE 420, LARGO, MARYLAND 20774 301.583.9980 X__________
Catering Services
Food Preparation Restrictions: All food must be cooked off-site and brought to the venue fully prepared. The venue only offers a kitchenette area for minimal food preparation.
Transportation and Temperature Control: The catering service is responsible for transporting food to the venue in a manner that maintains appropriate temperatures and freshness.
Cleanup Responsibilities: The catering service must remove all food-related trash and clean the designated area used for food service.
Liability for Damages: The client will be held responsible for any damage caused to the venue property or equipment by the catering service. It is recommended that the catering service carry their own insurance coverage, as the venue is not responsible for any damages, losses, or issues arising from the catering service
Vendors/Equipment If client’s or client’s vendors’ equipment is used, it MUST be removed by the end of the event. *IT IS HIGHLY RECOMMENDED THAT ANY OUTSIDE VENDORS YOU CONTRACT WITH CARRY THEIR OWN INSURANCE* Liability: The venue is not responsible for any damages, losses, or issues arising from the services provided by outside vendors. The client agrees to indemnify and hold the venue harmless from any claims related to outside vendors. Any equipment that is left behind will be disposed of . Compliance: All outside vendors must comply with the venue’s policies and regulations, including insurance requirements and adherence to event timelines.
By signing below, the Client acknowledges and agrees to the terms outlined in this agreement .X_____________
14. Media/Video Usage
Expected media coverage must be submitted to and approved by the proprietor in advance of the
function. It is important to note that the facility is under 24/7 surveillance - renting any of our facilities is an agreement/understanding that anyone who enters and is around the premises will be recorded. Booking any of our locations is also agreement/understanding that your event may possibly be used for social media marketing purposes.
15. No smoking, cooking, or open flames (except low-level heating burners)
The Facility is a smoke-free environment. ANY KIND OF SMOKING IS STRICTLY PROHIBITED IN ALL AREAS OF THE BUILDING AT ALL TIMES . In addition, with the exception of low-burning food heaters, no cooking or use of open flame (including candles) of any kind is allowed in any part of the Facility at any time.
17. Safety
To ensure client’s and client’s guests’ safety, Emergency Exits must be unlocked, but closed during the event. Clients and guests must use the facility's main entrance for entry and exit. Emergency exits are to be used DURING EMERGENCIES ONLY and shall not be used as a normal point of entry or exit.
18. Garbage
The client is responsible for their event clean up, removing and disposing of all trash in the dumpster located behind the building. (Bring enough trash bags). The facility must be left in good condition, as it was received (see paragraph 2.).
19. MANDATORY VENUE CLEAN UP FEE
A mandatory Setup-Cleanup Fee ranging from $259 to $299 will be applied to the client’s invoice. This fee includes the following services: Staff will set up all tables and chairs, based on the agreed guest count and layout. Staff will stack up tables, and chairs and clean up the venue floors after the event.
Miscellaneous
A. ENTIRE AGREEMENT; GOVERNING LAW: This Agreement, together with any exhibits attached hereto, contains the complete agreement of the parties concerning the subject matter, and supersedes any prior oral or written understandings, representations, or agreements pertaining thereto which have not been incorporated herein. This Agreement shall be construed and governed by the laws of Maryland.
B. NO AMENDMENT: No amendment or modification to this Agreement shall be binding upon the proprietor unless the same is in writing. THERE ARE TO BE NO MODIFICATIONS TO THE FOLLOWING CONTRACTED EVENT DETAILS WITHIN 7 DAYS OF EVENT EXCEPT THE ADDITION OF UPGRADES OR WITH PROPRIETOR’S WRITTEN CONSENT. x____________
C. It is Further Mutually Agreed between the parties that:
1. The client shall not violate any city, county, or state law in or about the said premises.
2. This Agreement is the product of jointly negotiation and drafting. No Provision herein will be
construed against either party on the basis that the party agreed to the language in question.
3. If any terms or provisions of this Agreement is found to be invalid, illegal, or unenforceable, in whole or in part, the rest remainder of this Agreement shall remain in full force and effect to the full extent permitted by law.
I have read, understand, and agree to the terms and agreement listed in this contract.
Client/Coordinator Signature: ________________________________ Date:___________________
Client Identification Information
(MUST EMAIL A COPY TO INFO@CELEBRATIONSER.COM)
Client Name on ID: __________________________________________________
Identification Type: __________________ ID Number # _____________________
State: _____________________________ Expiration Date: __________________
Credit Card Authorization
Credit Card Type: ____________________________(i.e. Visa, Mastercard, Amex)
Card Holder Name: __________________________________________________
Credit Card Number: _________________________________________________
Exp Date: ________________ CVV _____________ Billing Zip code____________
I authorize Celebrations Event & Rental to charge my credit card for the above reference account/event. Any additional purchase, service fee, penalties addition on contract, restocking, cleaning, replacement, broken rental, loss rental or service, late return charges, bounce checks (plus a $75 returned check fee) for the order hereby placed by me or my authorization agent (s) are also authorized to be charged to the credit card below. If the event location and client name is not the same as the card holder, I, the card holder, warrant and guarantee payment of the above account. I agree not to dispute any charges to my credit card except in the case of fraud or defective merchandise, where immediate notification of such defect is made, at the time of receipt.
I agree to the following cancellation Policy
Signature: ___________________________________________ Date: _______________
Printed Name: ___________________________________________