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Event Rental Agreement

Beaver Station Cultural & Event Center Facilities Rental Agreement

This Facilities Rental Agreement ("Agreement") is entered into as of the date set forth on page 3, between Beaver Area Heritage Foundation d/b/a Beaver Station Cultural & Event Center ("BSCEC") and the client identified on page 3 ("Client"). In consideration of the mutual promises and conditions contained in this Agreement and intending to be legally bound, BSCEC and Client agree as follows:

BSCEC extends permission to use the space and shall include access to and from the space per contracted event date(s) and times. BSCEC shall furnish heat, air conditioning and electricity required for the normal operation of the space.
Client accepts the space “as is” and agrees to leave the space in as good condition as when entered by Client. Events may not create any hazard or impose undue hardship to the BSCEC facility. Video surveillance is used for purposes relating to safety of individuals and security of BAHF buildings and property.
If Client’s guest count increases, the appropriate rates will apply and the increased rate will be added to the Client’s final balance. No refunds or adjustments to rates will be made for a lower than expected guest count.
Evening events must conclude by 11:00 PM. Client will have up to one hour following the event to exit the building.
Smoking is NOT permitted anywhere on the BAHF campus, including: the station, courtyard, entrance circle, sidewalks, belvedere, museum, log house or grassy areas. Smoking is only permitted in the designated area and parking lot.
No open flames, fog or bubble machines, are permitted; however, votive or enclosed candles are acceptable.
Pyrotechnic/fireworks, including sparklers, are not permitted inside or outside of the building.
Decorations may not be hung with nails, tacks, glue, tape or adhesive strips. Confetti or artificial flower petals are not permitted.
BSCEC reserves the right to control and manage facilities and personnel, and to enforce its general operational policies for the management and operation of such facilities, and personnel. Client agrees that every person connected with the Client’s use of venue shall abide by all applicable laws, ordinances, and rules and regulations of lawful authorities having jurisdiction as well as the rules and regulations of BSCEC.
Client must comply with Terms and Conditions in this Agreement. BSCEC reserves the right to terminate this agreement or event, should any violation occur.
Client shall not transfer, assign, sublicense or subcontract to others any portion of Client’s rights or obligations hereunder except with prior written consent of BSCEC.
No collections or solicitations, whether for charity or otherwise, and or raffles, auctions or other fund-raising activities shall be allowed without prior approval of BSCEC. Any organization seeking to use the venue for an event involving an admission charge or involving fundraising must qualify as a not-for-profit, tax-exempt organization under section 501(c)(3) or other sections of the Internal Revenue Code providing for exemption of Client from income taxation.
Client shall not issue tickets, or other documents of admission, in excess of the capacity of the space as determined by BSCEC. Event guests must remain within the limits of fire code capacity.
Client agrees to conduct the event in an orderly manner in full compliance with applicable laws and BSCEC regulations. Client is responsible for damage done to any part of premises caused by negligence. Event Hosts may address and/or eject unruly guests from the premises. Police will be notified when necessary to protect guests and BSCEC property.

Rental Items/Contracted Services

The use of the venue-provided tables and chairs is included in the rental fee. The client is responsible for additional furniture that is not in the venue’s inventory. Rentals must be made from a company from BSCEC approved list, delivered on the day of the event and be removed immediately following the event. BSCEC is not responsible for lost or stolen items.
BSCEC must approve in advance all arrangements for decoration, music, and contracted services not provided by venue. No wooden or other dance floor type structures are permitted on top of marble flooring.

Payment and Cancellation:

The event is considered confirmed once the Agreement has been signed by the Client and returned with the specified deposit. BSCEC reserves the right to book the facilities with another Client on a requested date at any time prior to BSCEC’s receipt of the signed Contract and full deposit.
Final rental payments, including event host and any other add-on service, must be paid 30 business days prior to the event.
If Client’s address changes from initial Agreement, Client will supply an alternate address for post-invoicing purposes.

Client may terminate the Agreement with written notice to BSCEC, subject to the following cancellation charges:

Date of Termination	Amount Refunded to Client
0-180 days prior to event	0% of deposit – Plus remaining balance unless space is rented
181-364 days prior to the event	0% of deposit – Will not be invoiced for remaining balance
365 + days prior to the event	100% of deposit less 10%

Should BSCEC terminate this Agreement at any time prior to the expiration for breach of Client’s obligations hereunder, BSCEC shall be entitled, at BSCEC's option, to retain all rental and usage fees paid by Client as liquidated damages.

Food and Beverage:

1. If the event is to be catered, a caterer must be selected from an approved list provided by BSCEC.
2. Client may provide food for 25 people or less only, from any source that does not require cooking or heating on premises. With the exception of: sinks, refrigerator and freezer, only an approved caterer may operate BSCEC kitchen equipment.
3. Desserts, including cakes and cookies, may be brought in from an outside caterer or provided by the Client.
4. The use of alcoholic beverages is allowed under the following specific conditions:
  - The Client must agree to defend, hold harmless, and indemnify BSCEC from all loss or damage arising from the dispensation of alcoholic beverages at the venue.
  - Client will lawfully purchase and provide any alcohol to be served on premises. There can be no fee charged by Client to anyone for alcoholic beverages.
  - All clients must adhere to the specific regulations established by the Pennsylvania Liquor Control Board, the Pennsylvania State Police Bureau of Liquor Control Enforcement, and all Commonwealth of Pennsylvania liquor laws.
  - Client is permitted to allow guests to self-serve alcoholic beverages provided that Client is fully responsible to ensure that guests do not consume inappropriate amounts of alcohol and that no one under 21 years of age has access to alcohol.
  - Alcoholic beverages served from a bar or server are only permitted by BSCEC approved caterers with qualified and insured bartenders or a qualified and insured bartending service from the BSCEC approved list.
  - Shots of alcohol are not permitted.

Force Majeure:

The performance of this Agreement by either party is subject to acts of God, war, government disorder, curtailment of transportation facilities, or other emergency, making it inadvisable, illegal or impossible to provide the facilities. In such event, this Agreement may be terminated by either party upon written notice to the other without penalty.

Contract Interpretation/Amendment; Dispute Resolution:

1. The failure of BSCEC to enforce, in any one or more instances, any of the terms and conditions of this Contract shall not constitute or be deemed to be a waiver or a relinquishment of such terms and conditions in the future, or of any of the remaining terms or conditions of this contract.
2. This Agreement can only be changed by an agreement in writing signed by the parties hereto. This Agreement shall be binding upon and inure to the benefit of the parties hereto, their legal representatives, successors, and permitted assigns.
3. This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Pennsylvania, without regard to conflicts of laws principles. All disputes arising under this agreement shall be resolved solely in the Court of Common Pleas of Beaver County, Pennsylvania or in Pennsylvania Magisterial District Court No. 36-2-02. Client hereby consents to personal jurisdiction and venue in said Courts and hereby waives any and all defenses based on personal jurisdiction or venue, and further waives the right to trial by jury.

Insurance:

Client agrees to obtain and keep in force, during the term of its occupancy and use of premises for the event, a policy or policies of comprehensive liability insurance, with limits of $300,000 per occurrence, with such responsible insurance companies as shall be satisfactory to BSCEC, in its reasonable discretion. Client agrees to deliver to BSCEC at least seven (7) days prior to the event (the "Insurance Due Date") copies of certificate(s) of insurance evidencing the foregoing coverage(s).

Photographs and video:

Client authorizes BSCEC to publish photographs and video taken on the rental date to use in print, online, video-based marketing materials and publications. Client releases and holds harmless BSCEC from any reasonable expectation of privacy associated with the images and acknowledges that participation is voluntary and financial compensation of any type will not be received.

Event Rates:

Number of Guests	10 – 29	30 – 60	61 – 90	91 – 120	121 – 161	161+
Friday	$2,200	$2,200	$2,200	$2,400	$2,600	$3,000
Saturday	$3,200	$3,200	$3,200	$3,400	$3,600	$4,000
Sunday	$600	$700	$900	$1,200	$1,600	$2,000

Saturday rate applies to holidays.

Event Details:

Details	Information
Type of Function
No. of Guests
Start Time
Rental Date
Rental Rates
Rental Rate	$
Belvedere/Event Lawn Rental Rate	$
Total Rental Rate	$
Payment Details
Deposit Amount	$
Date Paid
Paid By	Stripe/CC
Rental Rate Balance	$
Additional Fees (Calculated 30 Days Prior)
Event Host (required)	$20 per hour / TBD
Self-Serve Beverage Fee (if selected)	$30 / $65 / $125 / $250 / $400 / $550
Courtyard Heaters (if selected)	$100
Other
Coat Check (optional)	$20 per hour / TBD
Total Final Payment	$

Acknowledgement and Signature:

Final Payment is due 30 days prior to Rental Date. Proof of personal liability insurance coverage must be received by BSCEC one week prior to event.

Client has read the Beaver Station Cultural and Event Center Facilities Rental Agreement and intending to be legally bound, hereby agrees to the terms and conditions contained in this Agreement.

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November 21, 2024 10:38 am EST

Event Rental Agreement Uploaded by Leanne Rogowski - leanne@beavestation.org IP 67.163.228.12