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UNITARIAN UNIVERSALIST FELLOWSHIP OF MONTGOMERY
SPECIAL EVENT CONTRACT
This agreement is made and entered into on this the ______ day of _________________, ________________ by and between the Unitarian Universalist Fellowship of Montgomery (hereinafter "UUFM") and _____________________________________________, (hereinafter "Sponsor").
Basic Service Package:
The UUFM facilities located at 2810 Atlanta Highway are offered for rent as a fund raising activity by UUFM as set forth herein:
| Chapel | 3 hours (minimum) | $250.00 |
Fellowship Hall | 3 hours (minimum) | $400.00 |
The time begins when the doors are unlocked for you and concludes when the building is empty and the doors are locked at the conclusion of the event and after clean-up is completed. The Chapel time can be split on two dates (for example for a rehearsal and for the ceremony). The Fellowship Hall time is for only one date.
Supplemental service time:
If the amount of time in the Basic Services package is insufficient for your needs and you need additional time for example for arrival and set up, to conduct your rehearsal, to hold the actual event and/or for clean up, then you need to rent additional time. Supplemental time in the Chapel or the Fellowship Hall is $65/hour.
The Chapel seats a maximum of 150 people; The Fellowship Hall accommodates 100 people at a seated event; it will accommodate 125 people at a stand-up event.
1. Date and time of Event:
The UUFM agrees to lease the following facilities to Sponsor On the dates and times set forth for the purposes described herein:
| Chapel | Date: | _____________________________ |
| | Time: | _________to__________ |
| | Description of Event: | ________________________________ |
| Fee: | ___________________ |
| Number of Participants | ____________ |
| Chapel | Date: | _____________________________ |
| Time: | _________to__________ |
| Description of Event: | _________________________________________ |
| Fee: | ___________________ |
| Number of Participants | ____________ |
Set Up time:
Chapel additional set-up time:
| | Date: | _____________________________ |
| Time: | _________to__________ |
| Fee: | __________________(_____hours @ 65.)
|
| Fellowship Hall | Date: | _____________________________ |
| Time: | _________to__________ |
| Description of Event: | _________________________________________ |
| Fee: | ___________________ |
| Number of Participants | ____________ |
Set up time:
Fellowship Hall:
| | Date: | _____________________________ |
| Time: | _________to__________ |
| Fee: | __________________(_____hours @ 65.)
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2. Items included/excluded in this agreement :
A. Chapel:
The Use of the Chapel shall include the use of the vestibule, the chapel, the hallway and bathrooms on the main floor for guests and dressing space on the first floor.
B. Fellowship Hall:
The Use of the Fellowship Hall shall include the use of the vestibule, the hallway and bathrooms on the main floor for guests and the Fellowship Hall itself. The kitchen is also included but no cooking is allowed in the kitchen. The kitchen may be used for storage, warming, and serving food but cooking is specifically prohibited. None of the dishes, glassware and/or utensils in the kitchen are included in this agreement. The refrigerator in the kitchen may be used by the sponsor.
The Use of the Fellowship Hall also includes the use of three round tables and 10 rectangular tables and 100 folding chairs. Sponsor is free to bring in additional rental equipment.
C. Parking
All parking spaces in the front and the back of the facility will also be available for use of the sponsor's guests during the times described hereinabove.
D. Minister
Sponsor is responsible for selecting and providing a minister or other authorized official to conduct the ceremony. The UUFM does have a minister on staff and the sponsor may wish to consult with him to determine his availability and make separate payment arrangements with him for his services.
3. Damage/ Security Deposit
Concurrent with the execution of this contract, the sponsor agrees to pay a non-refundable security deposit of 50% of the contract price plus a damage deposit of $250.00. In the event the event is cancelled, the security deposit is non-refundable but the damage deposit will be refunded to sponsor.
The Damage deposit will be refunded within 7 days after the conclusion of the event with deductions for any failure of the sponsor to leave the facility in substantially the same condition in which he/she found the facility and/or to remove all garbage and/or trash from the premises.
4. Payment of Fees:
Concurrent with the execution of this contract the sponsor will pay the 50% security deposit and the damage deposit. Fourteen days prior to the event the balance will be due and payable and full. Fees due and payable are summarized on Exhibit A which is attached hereto and incorporated herein by reference.
5. Cancellation:
A. By the UUFM:
The UUFM reserves the right to cancel any event upon ninety (90) days notice with full refund of all fees paid by the sponsor. Additionally, in the event of unforeseeable circumstances such as fire, weather damage, or any other cause beyond the control of the UUFM, the UUFM may cancel an event at any time with full refund of all fees and shall have no further liability to Sponsor.
The UUFM also reserves the right to give Sponsor written notice of breach of any terms of this agreement by Sponsor and to cancel the event if the breach is not cured within 24 hours. In the event of a breach by sponsor of any of the terms of this agreement, the 50% security deposit is non-refundable. In the event of cancellation by the UUFM under this provision, the $250 damage deposit will be refunded.
| All notices to sponsor are to be transmitted as follows: |
| Mail: |
| ____________________________________________ |
| ____________________________________________ |
| ____________________________________________ |
| Facsimile:____________________________________ |
| E-Mail:______________________________________ |
B. By the Sponsor:
Cancellation 14 days or less before the event: The final payment of the balance of the fee, is due 14 days prior to the event and is non-refundable upon payment. The payment is due in the UUFM office by close of business on _____________________. The fees for basic services are non-refundable at that time. In the event the Sponsor cancels after this time the $250 damage deposit will be retained as liquidated damages.
Cancellation more than 14 days prior to the event: If the UUFM receives notice of cancellation more than 14 days prior to the event and before the final payment is due, there will be no further amount due and owing from the sponsor other than the 50% security deposit. The $250 damage deposit will be refunded
6. Set Up Clean Up Take Down
A. Set Up
The sponsor will provide the UUFM with set up instructions 14 days prior to the event. A diagram will be provided (Exhibit C) and any changes in the set up of tables and chairs will be the responsibility of the sponsor after that date. If no set up instructions are provided by that time, the UUFM will make the tables and chairs available to the sponsor but will not set them up for sponsor.
B. Clean Up
The sponsor will be responsible for removing everything from the facility that was not there at the time of their arrival including but not limited to waste, trash, garbage, food, bottles, decorations. This includes materials thrown on walkways and parking lots. (See Paragraph 9).
C. Take Down
The UUFM will be responsible for take down of the tables and chairs.
7.Personnel
The UUFM will provide one contact person for this event. That person will be designated at the time this contract is signed and a deposit is paid. All arrangements relating to this event must come through this person. This individual will also be responsible for being present on the day/night of your event and addressing any issues that may arise.
The sponsor is required to provide one contact person for this event. That person will be designated at the time this contract is signed and the deposit is paid.
8. Musicians
In the event the Sponsor desires to have music at their event, the sponsor is responsible for providing instruments, seating for musicians, amplification systems and electrical requirements for musicians.
The piano in the Chapel is available for use by the sponsor but cannot be moved from its present location.
The UUFM contact person reserves the right to control the volume of any amplified music so as not to bother neighbors surrounding the facility. No music may be set up out of doors.
9. Decorations:
Sponsor is responsible for decorations at the facility. Times for set-up and take down of decorations must be coordinated with the UUFM contact person and the time must be reserved and paid for either as part of the basic services time or additional set up time.
Any decorations not removed at the conclusion of the evening will be considered abandoned by the sponsor and removal will be effected by the UUFM and costs of removal will be deducted from the damage deposit.
Florists shall arrive with all arrangements self-contained and ready for display.. Cleanup of all flowers, leaves, ribbon, etc. during the decorating process is the responsibility of the florist. Decorators must bring all personnel and equipment needed such as step stools, ladders, drop cloths, tools etc. UUFM personnel are not allowed to assist with decorating.
Dripless Candles may be used in the altar area of the chapel and in one location in the Fellowship hall such as on a serving table or cake table. . The sponsor is responsible for providing appropriate candle holders which are acceptable to the UUFM contact person. No candles may be used anywhere else in the building.
We recognize that it is traditional to throw rice or birdseed or other materials at the bride and groom during their departure. For safety reasons this is prohibited on these premises. The use of anything other than flower petals is prohibited-either indoors or outdoors on the walkways or parking lots. If you have a proposal for another material to shower on the bride and groom please present it to your contact person for his/her consideration. It is the sponsor's responsibility to clean up whatever is thrown on the walkways or parking lots.
10. Catering
The UUFM assumes no liability for any food served on its premises and the sponsor agrees to indemnify and hold the UUFM harmless from any liability arising out of the consumption of food provided by the sponsor and/or any Caterer hired by the sponsor for this event.
All tableware, flatware, drink ware, china are to be provided by sponsor or caterer and are to be removed immediately following the event. The sponsor and/or caterer must provide plastic bags and must remove all food waste and garbage from the premises at the end of the evening.
11. Alcoholic Beverages on Site
The sponsor may serve beer, wine and/or champagne on site subject to the following limitations. The serving of alcohol to minors under the age of 21 and to individuals who are apparently intoxicated is prohibited. The sponsor agrees to secure "special events liability coverage" from a commercial insurer satisfactory to the UUFM naming the UUFM as an additional insured. The UUFM reserves the right to approve or reject any proposed liability coverage.
12. Photography
The UUFM is hereby specifically authorized by sponsor to make and use pictures of sponsor's event in the UUFM's "Event Album" to show prospective sponsors decorations and/or planning ideas for upcoming events.
Sponsor agrees to the terms and conditions of the contract contained hereinabove and hereinafter sets their hand(s) this the ______________ day of ____________________, 2007.
Sponsor:
__________________________________________
Print Name of Contracting Party
__________________________________________
Signature
__________________________________________
Street Address
__________________________________________
City/State/ Zip
Home Phone:_______________________________
Work Phone ______________________________
E-Mail: ___________________________________
Fax: ______________________________________
UUFM of Montgomery:
By: ________________________________________
Its: _________________________________________
Receipt of the 50% rental deposit and $250 security deposit is hereby acknowledged_________
UUFM Contact Person:
__________________________________________
Print Name:
__________________________________________
Name
Phone:_______________________________
Phone _______________________________
E-Mail: ___________________________________
Fax: ______________________________________
Sponsor Contact Person:
__________________________________________
Name
__________________________________________
Street Address
__________________________________________
City/State/ Zip
Home Phone:_______________________________
Work Phone ______________________________
E-Mail: ___________________________________
Fax: ______________________________________
Attached Exhibit A is incorporated herein as a part of this contract and further summarizes and outlines the obligations of the Sponsor under this contract.
For more information, please select one of these areas.
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