Elegante @ JLB Community Center Reservation Details

Contract Date:  05/15/2016 
Event Date:  05/31/2016 
How did you hear about the Elegate?  Friend 

Customer Information

Client Name:  Jacob Shireman 
Contact Name:  Jacob Shireman
Contact Title:  Friend 
Contact Phone:  770-317-9021 
Contact Alternate Phone:  850-665-0490
Contact Email:  jshireman85@gmail.com
Contact Address:  123 Main Street, Somewhere, CA 12345
Alternate Contact Name:  John Doe
Alternate Contact Phone:  770-321-4567]
Alternate Contact Email:  jshireman85@gmail.com 

Event Information

Type of Event:  Wedding 
Number of Attendees:  100
All Inclusive Packge:  No 
Catering:  Yes  |  Catering Co.:  Feed Me Catering 
Additional Rentals Needed:  No  (If yes, see attached order form)
Dancing:  Yes   |  Dancing Location:  Indoors 
Band/DJ Name:  DJ Now  770-317-9876 
Event Planner:  Jane Fonda  123-456-3214 
Alcohol:  Yes   Alcohol Sales:  No   Alcohol Permit #:  NA 
Event Start Time:  5:00pm    Event End Time:  10pm 
Setup Day:  05/31/2016 

Fees & Packages

Wedding Receptions & Cermony

Wedding Package:  Lucky Package 
Wedding Package Amount:  $2500 

*Lucky Package includes 2 hours for set up on day before if available. Up to 12 hours on day of event. 2 hours on day after for final wrap up. White or black linens. Janitorial, Venue Coordinator, 20 round tables & 150 white chairs.

Non-wedding Event

Non-wedding Package:  None
Non-wedding Event Amount:  $0.00 

* Non-wedding Event (8 hr event) includes 8 hours on day of. One complimentary hour for set up, decorating, etc. Not available on Saturdays. Includes tables, chairs and linens.

Extras:  $0.00 
Reservation Deposit (applied to total):  $500 
Total Charges:  $3000 

Community Center Rental Agreement

Policies & Procedures

Overview

All Events: The venue must be vacated no later than 11:30 pm

Furniture:  20, 60” round tables, 6, 8’ rectangle tables, 3, 6’ rectangle tables 149 white resin bistro stacking chairs

NOTE:  Leasing agent can coordinate additional rental items needed.  An invoice will be generated and presented to client for payment.

Final Payment

Final payment is due 4 weeks prior to the event.  A non-refundable reservation deposit of $500 will be due at time of booking.  If final payment is not made at least four (4) weeks before, the date will be released for re-booking.

Times of Use

6am – 11pm    (depending on type of event)

For evening events, the JLB CC will be opened at a negotiated time for set up and deliveries.  It is understood that the building will be open and unlocked and will not be supervised by JLB or any other agent.  Lessee is responsible for supervising the building and all activities in it prior to event.  JLB nor any other agent for JLB will be responsible for damages, thefts or any other mishaps due to lack of supervision after building is opened for set up.

Deliveries of rental items may be dropped off one day prior to, or the day of event.

All guests and service providers must be off of the premises by 11:30 p.m.  If the building is not vacated by 11:35, overtime charges will be assessed at the rate of $225 per hour billed. Overtime charges will be deducted from the security deposit.

There are no facilities for the storage of rental equipment before or after the event. 

Finalization of Event Plan

Final plans for the use of the JLB CC, including hours of usage and areas to be used must be decided on and communicated to leasing agent at least three weeks prior to the event. Failure to pay outstanding charges by the deadline is subject to cancellation without refund.  You will be expected to abide by the hours you have reserved.  Credit or refunds will not be given for unused hours.

Client will provide agent with a list of vendors and any special requests from each (extra power, access, etc.).

Labor

Labor is to be provided by the Lessee or may be provided by the leasing agent for an additional fee.  Under no circumstances is the JLB, leasing agent staff or security personnel to be used to provide labor for set-up or cleaning of the facility.  If leasing agent staff or security is used for labor related to an event, the hourly rate of $75.00 will prevail and be deducted from the lessee security deposit. 

Security

Security and/or supervision is required for all night-time events and all events where alcohol is served.  Security and/or supervision will be coordinated and provided by the rental agent.

Alcohol

Alcohol is allowed during private events, without license only if it is served free of charge and to invited guests only.  Under no circumstances will alcohol be served to the general public or to minors.  Alcohol shall not be served for more than five (5) consecutive hours. Security and/or supervision is required when alcohol is being served.  No alcohol is allowed outside the property gates.  Fundraisers by organizations must provide liquor license if alcohol is to be served.  A copy must be provided to leasing agent three weeks before the event.  During the event, the license must be posted on the JLB CC premises as required by law.  Fundraising organizations may not advertise their event in a way that would lead to the misunderstanding that the event is being sponsored by the JLB or agents of JLB.

Use of any part of the upstairs portion of the JLB CC and any or all other space not contracted for under this agreement is strictly prohibited.

Fundraising groups and non-profits must designate one person to contact the leasing agent.  They are not to contact JLB staff or personnel directly.  The designee will be responsible for following the policies of the JLB and will act as the liaison between leasing agent and the fundraising group.

Interior

The interior use of the JLB CC must be cared for by the lessee.  Lessee must provide plastic and place it under ice chests or any receptacle which could sweat, drip or leak.  No affixation of any material is allowed on the walls.  No confetti, rice, glitter or any small items for decoration or throwing will be allowed.  Candle flames must be protected by a candle holder meant for that purpose.

Dancing

A dance floor must be used indoors.  Dance floors placed on the grass area must be removed the day after the event to avoid damage to the turf.

Kitchen

The JLB CC kitchen is a service kitchen only.  Preparation of meals in their entirety is not permitted.  Ovens and stoves may be utilized for warming only.  The refrigerator may be used to the extent that it does not interfere with contents already in it.  The kitchen must be cleaned by lessee or caterer post event.  All food, food containers and trash must be removed.  All surfaces must be wiped down. BBQ’s are to be set up on the North alley outside the gate.

Exterior use of tents, canopies or fixtures require prior written approval the leasing agent three weeks prior to the event.

Decorations

Glitter and rice are not permitted.  No tacks, nails or tape is permitted to interior walls.  Flower petals must be organic.  Floral wire may not be used in trees or on plants.  NOTE:  ONLY 3M Commander products may be used to affix decorations to walls and ceiling.

Cleaning

Janitorial services are provided by rental agent.

Lessee is responsible for bagging and disposal of garbage and trash in dumpster on the North side of the building.  This includes decorations.  Food and drink spills must be cleaned up by the Lessee.  The carpeting must be free of stains, burns, tears and excessive wear.   In the event that these rules are not followed, the security/cleaning deposit, or portion of, may be retained by the leasing agent.  If facility is left clean and in good order the deposit will be returned within ten business days.

Smoking

Smoking on JLB CC property is strictly prohibited.  Smoking is allowed in the parking lot and off the property grounds.  If cigarette butts or cigars are left inside the premise, either in the garden or interior the security deposit will be forfeited in part or entirely.

Garden & Synthetic Lawn

Do not abuse the synthetic lawn with:  vehicle traffic, heavy static loads, fireworks, open flames, use of wire brushes, shepherds hooks and tent stakes.  Punctures in the synthetic lawn of any kind are not permitted.  Tents or canopies must be secured using drums, not stakes.

Designated Contact

A representative of the lessee must be designated three (3) weeks before the event.  This person will be responsible for following rules pertaining to the use of JLB CC, will be designated contact and will be in attendance for the duration of the event.  Leasing agent will not take direction from anyone other than the designated contact. 

Service Providers The lessee may secure the service providers of their choice and will assume and accept full responsibility for damage or problems caused by the neglect, unprofessionalism or inexperience caused by them.

Leasing agent and/or JLB will provide a list of preferred service providers to client.  Use of preferred service providers is not mandatory however additional deposits and fees will apply if they are not used.

Food Service / Catering:  Full service catering is highly recommended.  This means a licensed, professional caterer who will prepare and serve the meal as well as provide clean up after the meal. All service ware must be rinsed, crated and placed outside the building on the East side ramp.  All food items and food residue must be removed from the building at the conclusion of event.  Failure to do so may result in forfeiture of part or all of deposit.

DJ Service:   A professional DJ with a proven, established reputation is highly recommended.  Additional fees may apply if a licensed professional is not used.

Music: Music may not be so loud as to disturb the public.

Following the event, may be next day, the JLB CC and the surrounding area will be evaluated for damage and cleanliness.  Inside, outside, bathrooms, decks and grounds will be inspected.  Deductions will be made for any infraction of rules governing the use of the JLB CC, leased premises and/or surrounding grounds; and or any cleaning deemed by leasing agent to be above and beyond normal.

Insurance

Lessee will provide an event insurance policy naming JLB and Elegante as additional insured.  Policy is required at time of payment four (4) weeks prior to event.

Event Conclusion   It is the responsibility of the client to ensure that event ends on time.

Requirements Checklist:       Date due to leasing agent:  1 month prior to event

______  Reservation Fee (non-refundable & applicable to total bill) $500

______  Event Insurance Policy (obtain from your personal insurance carrier) Policy must name Junior League of Bakersfield AND Elegante as additional insured. This policy must apply to all times you are on the premises including set up and event times.

______  Additional rentals list (if applicable)

______  List of service providers / vendors and timeline

______  ABC License (if applicable) ABC ofc: 4800 Stockdale Hwy. #213   (661) 395-2737 

 

Junior League of Bakersfield Community Center Rental Agreement

This facilities Rental Agreement dated as of 05/15/2016, is entered into between Leasing Agent, Elegante for the Junior League of Bakersfield (“Lessor”) and Jacob Shireman (Lessee) for the rental of the JLB CC at 1928 19th Street, Bakersfield, California 93301 for the following event Wedding to be held on 05/31/2016 (date of event) from 5:00pm to 10pm.

  1. RENT
    1. The rental fees for the premises are detailed in the JLB CC rental information sheet and are hereby agreed upon by the lessee and lessor as the appropriate fees to be charged under this facilities rental agreement (see attached).
    2. The balance of the rental fees are due three (3) weeks prior to the event. No exceptions. Should the event cancel, the reservation deposit will not be refunded.
      1. If fees are not paid by the three week deadline date, specified in this agreement, the Lessee’s event will be cancelled and the deposit will be retained by the leasing agent.
      2. Rental Fees / Rental Times:
        1. In making arrangements for your event, it is understood that all of the time you (lessee) or any person associated with your event may be considered “rental time” subject to hourly charges.
        2. Rental time includes, but is not limited to, set-up, preparation, decorating and clean up.
        3. The only acts that are not considered rental time are brief and reasonable deliveries of furniture and party rentals, flowers decoration, baked goods, etc. Every effort should be made to coordinate the delivery of the above items so they arrive at the same time.
        4. Final plans for the use of the JLB CC must be decided and communicated to the leasing agent three weeks in advance of the event.
        5. Lessor will be responsible for ensuring their event ends on time and for paying for time that exceeds their specified rental hours. Additional time will be billed in 15 minute increments and deducted from the cleaning / overtime deposit.
        6. The JLB and/or its leasing agent will not refund any rental fees from specified hours that the Lessor does not use.
  2. DEPOSITS
    It is agreed that the Lessee will pay a non-refundable reservation deposit of $500.00 to reserve the date of the event and will pay the entire balance of the rental fee no later than four weeks prior to the event. Additional Deposits:  Security / Cleaning / Damage = $500.00
    This deposit is refundable in its entirety if premise is left in good condition and all food service is cleaned and removed from the building.  If part or all of the deposit is retained by leasing agent, a detailed explanation of charges will be provided to the lessee within ten working days of the event.
  3. CANCELLATIONS
    Cancellations should be made as soon as possible.  Reservation deposits will not be refunded under any circumstances.  If the entire rental fee was paid in advance and the cancellation is received within 3 months or more before the event, a refund for the amount over the reservation fee will be made within 10 working days of the cancellation. If the cancellation is received less than 3 months then 20% will be charged of the total amount.
  4. USE
    Unless a full service event, lessee will provide any necessary catering, equipment, liquor license (if applicable) and any other associated items related to the functioning of the event.  The Lessee will also provide for cleanup of the facility immediately after the event (reference the rental clean up procedure & requirements).  Lessee will be financially responsible for any damage done to the grounds, the JLB CC or any of the JLB CC contents during said event caused by the Lessee, any agent, guest, attendee, or any individual associated in any way with a guest, attendee or event service provider.
  5. SUPERVISION / SECURITY
    Security and/or supervision is required for all evening events and events featuring alcohol of any kind.  There will be no additional fees for “supervision” of events.  However, if “security” is deemed necessary, additional hourly fees of $35.00 per security guard will apply.  Security charges will be added to the Lessors rental agreement and must be paid for three weeks in advance of the event.
  6. GENERAL LIABILITY
    Lessee, as a material part of the consideration to be rendered to the Lessor under this agreement, waives all the claims against the JLB and rental agent for damages to all personal property for the Lessee, guests of the event, or anyone associated with the event, in, on, or about the premises, and for injuries to personals in or about the premises, from any cause arising at any time.  Lessee will provide an event waiver insurance policy in the amount of $1,000,000.00 naming JLB and Elegante (rental agent) as “additional insured.”  Furthermore, Lessee agrees to hold JLB and its rental agent exempt and harmless for, and on account of, any damage or injury to any person or personal property of any person, arising from (1) Lessee’s use of property, (b) Lessee’s failure to keep the property and surrounding areas clean and in good condition.  JLB and its leasing agent shall not be liable to Lessee for any damage by or from any act or negligence of any other actor related to the event or to the property.  Lessee further agrees to pay for all damages to the premises, as well as damage to any property within the premises, theft from premises, including but not limited to flooring, walls , furniture lighting, appliances, etc. caused by misuse or neglect of himself or anyone in any way affiliated with the event or a guest, agent, invitee thereof.  Insurance policy must apply to anytime that you are in the building this includes but is not limited to set up times and event times.
  7. FINAL AGREEMENT AND AMENDMENTS
    This agreement, coupled with the attached ‘policies & procedures’ constitutes the entire agreement between the Lessor and the Leasing Agent relating to the rental of the premises.  Any prior agreements, promises, negotiation, or representations not expressly set forth in this agreement are not in force and effect unless it is in writing and signed by the Lessee and Leasing Agent.
  8. COMPLIANCE WITH ALL LAWS
    Lessee agrees to comply with all laws, statutes, ordinances, and requirements of all city, county, state, and federal authorities now or later in force pertaining to the use of the premises.  Lessee further agrees to be bound by the terms of the attached “Policies and Procedures’ rental of the JLB CC and the ‘Rental Information Sheet.
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11/24/2017