Venue Rental Agreement

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Payment Terms:

A non-refundable 25% deposit is required at the time of booking to secure the Client’s event date. This deposit is applied toward the total rental fee.

The $250 refundable security deposit is also due at booking.

The remaining balance is due as follows:

• The final balance is due 14 days before the event date.

All payments made (excluding the refundable security deposit) are non-refundable.

Overtime:
Any time used beyond the contracted rental period will be billed at the venue’s hourly rate in full-hour increments. Overtime must be paid before the Client exits the venue.

Late or missed payments may result in cancellation of the reservation at the Provider’s discretion.

Rescheduling and Cancellation Policy:

Client Cancellation:

Cancellations made 30+ days before the event forfeit the 25% deposit but will receive credit for all other payments toward a future event within 6 months.

Cancellations made within 30 days of the event result in forfeiture of all payments.

Rescheduling:
Clients may request rescheduling at least 14 days in advance, subject to availability. A rescheduling fee may apply for peak or high-demand dates. Only one reschedule is permitted per contract.

Provider Cancellation:
If The Ivory Venue must cancel due to emergencies, unsafe conditions, or reasons beyond its control, the Client will receive a full refund, including the deposit.

Additional Terms: 

Client and all vendors must follow all Venue rules and guidelines. The Client is responsible for all guests, vendors, and third parties during the rental period.

• The Provider may offer additional services such as décor, catering, and event assistance for an additional fee.
• The Client must provide a full vendor list (bartender, DJ, caterer, decorator, etc.) at least 7 days before the event.
• All guests and vendors must exit the Venue by the contracted End Time.
• Alcohol is allowed, but must be served only by a licensed bartender.
• All décor, rental items, food, trash, and personal belongings must be removed by the End Time.
• Venue must be left in reasonable condition; excessive damage or cleaning beyond standard expectations will be deducted from the security deposit or billed separately.

This order form (“Order Form”) and the Rental Terms and Conditions attached hereto (collectively, the “Agreement”) is entered into by and between the client specified in the Order Form (“Client”) and   (“Provider”). Any capitalized terms used but not defined in this Order Form have the meaning set forth in the Rental Terms and Conditions.

Accepted and agreed by their duly authorized representatives of the parties as of the Effective Date.

Rental Terms and Conditions 

These Rental Terms and Conditions (these “Terms”) set forth the terms governing Provider’s rental of the venue described on the Order Form (“Venue”) to Client and are hereby incorporated into the Agreement. 

1. RENTAL AND COMPENSATION. Provider agrees to rent the Venue to Client under the conditions listed in these Terms. Client agrees to pay the fees outlined in the Order Form.
   Unless otherwise stated in the Order Form, the following payment terms apply:
   A non-refundable 25% deposit is due at booking to secure the event date.
   A $250 refundable security deposit is due at booking.
   50% of the remaining balance is due 30 days before the event.
   The final balance is due 7 days before the event.
   All payments made (except the refundable security deposit) are non-refundable.
   If a payment is declined due to insufficient funds, Provider may charge an additional fee.
2. CLIENT OBLIGATIONS. Client agrees to provide full cooperation and support for the rental of the Venue. Additional obligations include, but are not limited to:
   Providing a full vendor list at least 7 days prior to the event.
   Ensuring all vendors comply with Venue rules.
   Ensuring a licensed bartender serves all alcohol.
   Ensuring maximum capacity does not exceed 150 guests.
   Keeping noise levels, conduct, and décor within Venue guidelines.
   Ensuring all items brought into the Venue are removed by the End Time.
   Notifying Provider immediately if Client is unable to fulfill any obligation.
3. RESCHEDULING & CANCELLATION. If not specified in the Statement of Work, the following applies:
   Client-Initiated Cancellation
   Cancellations 30+ days before the event forfeit the 25% deposit but may receive venue credit for additional fees paid, usable within 6 months.
   Cancellations within 30 days of the event result in forfeiture of all payments.
   Rescheduling
   Must be requested at least 14 days prior to the event.
   Subject to availability.
   A fee may apply for peak dates.
   Only one reschedule is permitted.
   Provider Cancellation
   If Provider must cancel due to emergencies or unsafe conditions, Client will receive a full refund, including the deposit and security deposit.
4. CLEANING & REPAIR. Client is responsible for removing all personal items, décor, rentals, trash, and vendor equipment by the End Time.
   Provider will not be responsible for property left behind.
   If the Venue is left in poor condition or damaged:
   Provider may perform necessary cleaning or repairs.
   Costs will first be deducted from the $250 security deposit.
   Any remaining balance must be paid by Client upon receipt of invoice.
5. OWNERSHIP OF VENUE. The Venue is the property of Provider and will remain the property of Provider. Client will not encumber the Venue as a security interest in any manner and keep the Venue free and clear from any and all attachments, levees, encumbrances, and liens. 
6. INDEMNIFICATION. Client will indemnify, defend and hold harmless Provider and its officers, directors, employees and agents from and against all taxes, losses, damages, liabilities, costs and expenses (including attorneys’ fees and other legal expenses) from any actual or threatened third-party claim in connection with or arising directly or indirectly from (i) bodily injury, death of any person, or damage to real or tangible personal property resulting from Client’s failure to perform Client Obligations or from the willful, fraudulent, negligent, or other acts or omissions of Client; and (ii) Provider’s rental of Venue or Client’s use of the Venue under this Agreement, except to the extent that such claim is based on Provider’s breach of this Agreement, negligence or misconduct.
7. LIMITATION OF LIABILITY. EXCEPT FOR CLIENT’S OBLIGATIONS UNDER THE SECTION TITLED “INDEMNIFICATION,”: (I) NEITHER PARTY WILL BE LIABLE TO THE OTHER PARTY OR TO ANY THIRD PARTY FOR ANY INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, EXEMPLARY OR PUNITIVE DAMAGES WHETHER ARISING OUT OF BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), OR OTHERWISE, REGARDLESS OF WHETHER SUCH DAMAGE WAS FORESEEABLE AND WHETHER OR NOT SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES; AND (II) NEITHER PARTY’S LIABILITY ARISING OUT OF THIS AGREEMENT WILL EXCEED THE AMOUNT ACTUALLY PAID OR PAYABLE TO PROVIDER UNDER THIS AGREEMENT.
8. GENERAL
   1. Independent Contractor Relationship. The relationship between the parties is that of independent contractors. Neither party will have authority to contract for or bind the other party in any manner whatsoever.
   2. Entire Agreement. This Agreement constitutes the entire agreement and understanding between the parties with respect to the subject matter herein and supersedes all prior written and oral agreements, discussions, or representations between the parties. In the event of any conflict between the Order Form and these Terms, the Order Form will control.
   3. Assignment and Subcontracting. This Agreement is binding upon and inures to the benefit of the parties and their respective successors and permitted assigns. Neither party may assign this Agreement, without the prior written consent of the other party; not to be unreasonably withheld. Any such attempted assignment, delegation or transfer in violation of this Section will be null and void. There are no intended third-party beneficiaries to this Agreement. Provider may subcontract any of its obligations under this Agreement; provided that Provider will remain liable for its obligations and all acts or omissions of its subcontractors. 
   4. Force Majeure. Except for the payment of fees, neither party will be liable for failure or delay in performance to the extent caused by circumstances beyond its reasonable control.
   5. Governing Law; Consent to Personal Jurisdiction. This Agreement will be governed by the laws of the state or province (as applicable) of the principal place of business of Provider without regard to the conflicts of law provisions of any jurisdiction. To the extent that any lawsuit is permitted under this Agreement, the parties hereby expressly consent to the personal and exclusive jurisdiction and venue of the state and federal courts or other applicable courts located within the state or province (as applicable) of the principal place of business of Provider.
   6. Severability. If any term or provision of this Agreement is invalid, illegal, or unenforceable in any jurisdiction, such invalidity, illegality, or unenforceability will not affect any other term or provision of this Agreement or invalidate or render unenforceable such term or provision in any other jurisdiction. 
   7. Modification, Waiver. No modification of or amendment to this Agreement, nor any waiver of any rights under this Agreement, will be effective unless in a writing signed by the parties. Waiver by either party of a breach of any provision of this Agreement will not operate as a waiver of any other or subsequent breach.
   8. Notices. All notices, requests, consents, claims, demands, waivers, and other communications hereunder will be in writing and will be deemed to have been given (i) when delivered by hand (with written confirmation of receipt); (ii) when received by the addressee if sent by a nationally recognized overnight courier (receipt requested); (iii) on the date sent by email if sent during normal business hours, and on the next business day if sent after normal business hours; or (iv) on the third day after the date mailed, by certified or registered mail, return receipt requested, postage prepaid. Such communications must be sent to the respective party at the addresses indicated on the Order Form (or at such other address for a party as will be specified in a notice given in accordance with this Section).