Date Format: MM slash DD slash YYYY
This WILL include Set-Up time.
Must Be Before 12am
“Wrap Time” refers to the agreed upon time the booking party must have the event space returned to its original condition and ready to leave the space.
o “Wrap Time” refers to the agreed upon time the booking party must have the event space returned to its original condition and ready to leave the space.
o A signed contract and date-hold deposit in the amount of 50% of the costs associated with the event space rental must be received to reserve your date(s) and time(s). 50% of the DEPOSIT is non-refundable..
o The balance of your space rental fee is due thirty (30) days prior to your event.
***$1000 Fully refundable Damage Deposit will be put on hold 10 days prior to your event, Deposit will be returned based on Event Space and Rental Items and their conditions in which they are returned. This deposit will be held on credit card provided below***
o Miscellaneous costs, such as bar, catering, furniture, and equipment rentals are due before the start time of your event.
o A copy of your Special Event Liability Insurance (see INSURANCE section) is due no later than ten (10) days prior to your event.
o Any additional costs that arise will be due within two (2) days of your event.
Payments should be made to The Gala Nipomo. Cash, Check, and major credit cards are accepted. A CREDIT CARD AUTHORAZATION FORM is located on the last page of this contract.
50% refund of the deposit is allowed up to ninety (90) days prior to event, as your agreement to rent “The Gala Nipomo” on this date may cause the loss of additional bookings or business. “The Gala Nipomo” owned fixtures, furniture, customized pieces and technology pieces rented or purchased are nonrefundable if the event is cancelled. Reserved food and beverage catering, along with rentals outside of “The Gala Nipomo” are subject to your separate agreements and contracts. Purchases necessary to produce your event may not be refunded or may not be refunded in full if costs have been incurred toward that obligation.
CONDITIONS AND RESPONSIBILITIES OF RENTOR
Please read the information below to make sure all parties understand the requirements of providing for everyone’s safety and keeping “The Gala Nipomo” a well maintained and safe location for future use.
A signed contract and date-hold 50% deposit of the costs associated with the event space rental must be received to reserve your date(s) and time(s). The balance of your space rental fee is due thirty (30) days prior to your event. Miscellaneous costs, such as bar, catering, furniture, and equipment rentals are due before the start time of your event. Any additional costs that arise will be due within two (2) days of your event. No terms are implied granted and no work will be allowed to commence until full payment is received.
Special Event Liability insurance is required of ALL renters with attendees more than 50 people. It is due no later than ten (10) days prior to the event. The insurance must, at the renter’s sole expense, provide and maintain general liability insurance, including but not limited to bodily injury, property damage, personal injury, insuring “The Gala Nipomo” employees, contractors, and contracted vendors against all bodily injury, property damage, personal injury and other loss arising out of the renters use and occupancy of the premises, or any other occupant on the premises, including appurtenances to the premises and sidewalks. The insurance required hereunder shall have a single limit liability of not less than $1 million, and general aggregate liability of not less than $2 million. “The Gala Nipomo” shall be named as an additional insured of said policy.
If alcohol is served at the event your policy must include Liquor Liability coverage. This coverage should protect you, “The Gala Nipomo” against alcohol-related accidents, as you are ultimately liable for the safety of your guests. Any caterers and/or outside vendors, companies, and/or institutions must provide certificate of insurance, evidencing General Liability and Liquor Liability coverage, as well as a copy of their Cater License to “The Gala Nipomo” as stated, and will be delivered at least seven (7) days prior to the event. In addition to the liquor liability coverage if ANY type of liquor besides beer and wine is served a security guard must be provided at the sole cost of the rentor and documentation of hire of a security company must be provided 30 days prior to event.
Renter agrees to indemnify, defend and “The Gala Nipomo”, its landlord, building owners, officers, employees, and agents harmless of and from any liabilities, costs, penalties, or expenses arising out of and/or resulting from the rental and use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by renter, its employees, and agents of alcoholic beverages at “The Gala Nipomo”. In the event “The Gala Nipomo” its landlord, building owners, officers, employees and/or agents, are required to file any action in court in order to enforce any provisions of this agreement, renter agrees to pay “The Gala Nipomo” its officers, landlord, building owners, employees and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred “The Gala Nipomo” including all collection expenses and interest due.
Planner/ Coordinator Standards
We REQUIRE a professional Planner/Coordinator for all Weddings and Events that have over 20 attendees. We have an on-site coordinator that has ressonable packages to choose from. This ensures your day runs smoothly and vendors are all handled accordingly. You will need to provide this information 30 days before your event is scheduled.
We require that all professional catering be done through our preferred vendor list. Our recommended caterers have experience working at “The Gala Nipomo” and are familiar with our regulations, policies, and procedures. Use of caterers outside of our vendor list is possible but may require a fee. Insurance/Credit Card—all caterers working at “The Gala Nipomo” are required to have a valid certificate of insurance and a credit card on file with us. Kitchenette Policy— “The Gala Nipomo” kitchenette is production space and is to be used for final food presentation, plating, and bussing only. Please note “The Gala Nipomo” does not provide dishes, glassware, pots, pans, knives, or utensils. The kitchen production space will be provided in a clean condition and the space should be returned to a clean condition immediately following your event. A final walk-through with a member of our event staff is mandatory at the close of your event. Please refer to check lists either attached to this document or with “The Gala Nipomo” team member. Caterers must remove all trash, composting and recyclables from the site. All trash, including sorted recyclables and properly sorted compostable, must be collected, properly bagged, and removed by the caterer or party renting the space. Failure to remove or clean will result in additional fees to the caterer and will be charged to the caterer’s credit card or rental party on file.
Space Details/ Conduct
CAPACITY and SPACE DETAILS
• Gala Building—Front entry room is 400sq ft can be used as extra seating for 20and or display space. Middle section of building is 960sqft capacity is 80-100 at table/seated dinner; 150 lecture style; 160-200 standing reception. Back section of building is 640 sqft features a 10’Bar, kitchenette with sink, fridge and oven.
• Gala Courtyard— 7500 sqft: Separate space for food truck/trailered BBQ/caterer. Separate waterfall/stage/fire-pits/game-lounge area. With additional space to fit large event tent up to 40’ x 20’
• Bridal retreat room—200 sqft 15 max capacity.
Absolutely Nothing is allowed inside of the fish pond or waterfall areas. You will be charged $200 for anything being put into the water in either of these spaces including hands/rocks/food/drinks etc. If for any reason any of the fish die and it is decided that it is because of your event you will be charged appropriately for the cost of the fish. (Please understand there are fish worth thousands of dollars in the pond) If any of the plants or landscaping is harmed there will be a charge of $200
“The Gala Nipomo” wants to make every event here a special and welcome experience. Therefore, every effort will be made to allow renter to prepare decorations reflecting their creative requirements. No nails, screws, staples or penetrating items are to be used on our walls or floors. Glitter or foil (non-paper) confetti is not allowed on site. Only low tack tape is allowed on our floors and walls. Any damage will be charged after your event.
If ANY other liquor other than beer and wine is served a hired security guard must be provided at the renters expense. There is absolutely no drug use or smoking of any kind tolerated on premises or within 25 feet of the building including loitering or congregating outside on the sidewalk at any time during the event. Disparaging remarks or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Renter and guests shall always use the premises in a considerate manner . During underage events, such as graduation parties, underage individuals do not have in and out privileges. Conduct deemed disorderly at the sole discretion of “The Gala Nipomo” team members shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases refunds of the event costs will not be available. During events using or selling alcohol, alcoholic beverages must not be taken outside the event spacewalk. All legal consequences and ramifications are the sole responsibility of the rental party and/or event space.
“The Gala Nipomo” encourages music and lots of dancing! We require all professional disc jockey (DJ) services be done through our preferred vendors. Our recommended DJ’s has experience working at “The Gala Nipomo” and is familiar with our regulations, policies, and procedures. Use of DJ outside of our preferred vendor list is possible but may require a fee. Please be aware the premises are located near residential units and therefore neighborhood noise regulations do apply. In the event the renter’s event creates a disturbance due to high noise volume, “The Gala Nipomo” team members have full authority to ask the renter, DJ or live music presenter to turn the entertainment down and/or off. If repeated disturbances are created, at “The Gala Nipomo” discretion, renter may be expelled from the premises or the offending noise will be ended. In the event of disturbances to the point of expulsion, no portion of the event costs will be refunded to renter. The renter will also be solely responsible for any fines or fees associated with noise ordinances. Loud music must end by 10 p.m. Additional time can easily be added provided the volume is modest and it cannot be heard beyond the boundaries of the property or by immediate neighbors: However, additional time is never guaranteed, and events may not be advertised and/or promoted as such. CANCELLATION Date-Hold deposit is non-refundable.
Other Important Notes
EXPIRATION OF LEASE
As “The Gala Nipomo” are leaseholders within our space and may interact and/or partner with other leaseholders in our building, all deposits and costs associated with “The Gala Nipomo” will be 100% refunded in the case of an expiration of lease or unforeseen notice to vacate. “The Gala Nipomo” holds this policy for parties in agreement to “The Gala Nipomo” only. All third-party agreements will be observed separately.
LOAD-IN/LOAD-OUT AND STORAGE
Limited storage is available upon request. Storage fees will be applied to any items left overnight or beyond normal load-in/load-out times. This also applies to items left post event for shipment out via courier. Note: It is not the responsibility of “The Gala Nipomo” to ensure that pick-ups or deliveries are scheduled and executed.
CLEANING, TRASH, AND EQUIPMENT REMOVAL
“The Gala Nipomo” will be in a clean condition prior to your event. Within two (2) hours following the event, you are required to return the space to the same clean condition in which it was found. All rental equipment must be removed immediately following your event.
CITY, COUNTY, STATE, AND FEDERAL LAWS
Renter agrees to comply with all applicable City, County, State, and Federal laws and shall conduct no illegal act on the premises. This is always a drug free and non-smoking facility , and there are no exceptions. Renter shall not sell alcohol on premises at any time. Renter may not serve alcohol to minors on the premises at any time. Renter agrees, for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner “The Gala Nipomo” reserves the right, in its exclusive discretion, to expel anyone who, in its judgment, is intoxicated or under the influence of alcohol or drugs, or who shall, in any manner, do or participate in any act jeopardizing the rights, use permit, or insurability of “The Gala Nipomo” or the safety of its staff, guests, or building contents.
ENTRY AND EXIT
Renter agrees that “The Gala Nipomo” staff may enter and exit premises during the course of the event. A representative of “The Gala Nipomo” team member will be available during your entire event and may be checking periodically with the responsible parties to insure everything is operating correctly. They will also be checking the restrooms, the overall premises, replenishing hand towels, toilet paper, and will be available for questions or to respond to needs or issues that may arise.
LOST AND FOUND
“The Gala Nipomo” take no responsibility for personal effects and possessions left on premises during or after any event. We do, however, maintain a lost and found and will hold recovered items up to 30 days. Every attempt will be made to return any recovered item to its rightful owner.
PROMOTIONS AND COPYRIGHT
It is important to us that you have a fantastic and successful event. Should “The Gala Nipomo” be engaged in the promotion or co-production of your event, it is imperative that we see and approve all marketing messages and communications. Before using our name, it is required approval come from our team. We are happy to provide professionally created images and graphics of our space for promotional materials. We hope you will refer others here and are happy to answer any questions you might have about the types of events we do. We are also happy to personally welcome your guests and speak to them about the historic nature of the building, or its contents. A representative of “The Gala Nipomo” (your event host) will be available during all events to answer questions about the space, its contents or about our upcoming events and the charities we support can be directed to that representative.
Credit Card on File Form *Mandatory
“The Gala Nipomo” LLC requires a credit card to be on file during the entirety of your event. Please complete and sign this form to authorize “The Gala Nipomo” to make a debit(s) to your credit card listed below. Once complete, please email to firstname.lastname@example.org
By signing this form, you “The Gala Nipomo” permission to debit your account as indicated below. This permission does not provide authorization for any unrelated debits or credits to your account.
By signing below I agree and authorize
The space rental fees balance will also be charged to this card thirty (30) days prior to your event.
Bar, catering, equipment, furniture, and miscellaneous costs will be charged ten (10) days prior to your event. Any additional costs that arise after that date will be charged within two (2) days of your event. Please note that if you choose to use an alternative form of payment, payment-timeframe remains the same. If the alternative method of payment has not been received by the due date the original credit card will be charged.
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