This EVENT CENTER RENTAL AGREEMENT (“Agreement”) is made by and between Mount Bachelor Village Corporation, an Oregon corporation doing business as Mount Bachelor Village Resort, (collectively, and together with their respective successors and assigns, referred to herein as “we” and other variations of such pronoun), and the above-referenced individual or organization/association (referred to herein as “you” and other variations of such pronoun), effective as of the latest date set forth in the signature block below.
We hereby grant you a license to use the Event Room on the date and during the times specified above for purposes of holding the Event described above. Your set-up and teardown activities, along with your Event (including access to the Event Room by your attendees and vendors), must take place within the time period set forth above (the “Access Period”). If your teardown activities do not conclude by the end of the Access Period (30 minutes before the event starts and 30 minutes after the event ends), you may be charged an additional fee at the rate of $100 per hour.
*You agree to pay a Non-refundable Deposit Amount equal to the total rental fee on the booking date. In addition, you agree to pay the Cleaning/setup Fee set forth above on the booking date. If you cancel 30 days or more prior to the event date, the Cleaning/setup Fee shall be refunded. For cancellations less than 30 day prior to the event date, the cleaning fee shall be retained as additional damages. If you do not timely pay the Rental fee/non-refundable Deposit Amount or cleaning/setup Fee due, this Agreement shall automatically terminate and be of no further force or effect. You agree to pay us and hereby authorize us to charge any credit or debit card of yours on file with us for the total cost of (including labor costs and shipping fees) of (a) repair or replacement of all or any part of our property which is damaged, stolen, or lost by you or by your Event attendees or vendors, or (b) tearing‑down and disposing of items you leave on our premises.
No outside services are allowed without prior written consent by Mt. Bachelor Village Resort.
Catering services and limited other services require a separate written agreement.
COMPLIANCE WITH LAWS AND POLICIES
You agree to instruct all of your event attendees and vendors of the rules and restrictions set forth in this Agreement and the policies located at mtbachelorvillage.com and/or listed below or otherwise contained within this agreement and assume responsibility for any losses we may incur as a result of your failure to do so. In addition, you agree to comply and to cause your attendees and vendors to comply, with all applicable local, state, and federal laws, rules, and regulations (collectively, “Laws”) in connection with your event.
- Decorations: No sparklers, confetti, balloons, rice or similar items are allowed. Nothing shall be nailed or otherwise attached to wall, floors or any other part of the building. Any outdoor decorations must be approved by Mount Bachelor Village Resort and set up by a licensed vendor. All candles must be enclosed.
- Signs: All guests and groups must comply with our requirements for signs displayed in or around our premises, including any instructions we deliver as to the location, size, method of placement, and type of sign. Only stenciled or professionally printed signs will be permitted during an event. We encourage you to call in advance to confirm sign requirements. We reserve the right to remove any sign in our discretion, even if we previously approved the sign.
- No Smoking: Smoking is strictly prohibited on the event center property and throughout the resort.
- Damages: You are responsible for any and all damages (including extra cleaning) to the Event Center and/or furniture during the event. In the event of any damages or extra cleaning, we reserve the right to charge the credit card on file.
You agree to indemnify us (together with the landlord) from and defend and hold us harmless from and against any Losses suffered, incurred, or sustained by us or to which we become subject arising out of or related to (a) any violation of any Laws by you or your event attendees, or vendors, and (b) any harm or damage to persons or property caused by you, your event attendees, or vendors that occurs at the Event or as a result of the Event. As used herein, “Losses” means any and all damages, fines, penalties, deficiencies, losses, liabilities (including settlements and judgments) and expenses (including interest, court costs, reasonable fees and expenses of attorneys, accountants and other experts and professionals or other reasonable fees and expenses of litigation or other proceedings or of any claim, default or assessment). You understand that you may have the right to seek redress for Losses caused by your attendees or vendors directly from such persons and we agree to cooperate with you in seeking such redress, provided that you pay our costs of so doing (including any attorneys’ fees we incur in the process).
We are not responsible for lodging, food, transportation, baggage, flight delays, or other incidents resulting from inclement weather, acts of God, civil disturbances, your health or family emergencies, or other conditions beyond our reasonable control. If any such incident occurs, we reserve the right to cancel this Agreement and if we do so, we will refund any amounts you have paid in full. In addition, we reserve the right to cancel this Agreement for any reason at any time up to sixty (60) days in advance of your scheduled Event. If we do cancel this Agreement in advance of your scheduled Event, we will refund all amounts you have paid to us in full.
If you cancel this Agreement less than sixty (60) days in advance of your scheduled Event, we will charge any debit or credit card on file with us for the Total Rental Fee (less any Deposit Amount previously paid to us). If you cancel this Agreement more than sixty (60) days in advance of your scheduled Event, we will retain the Deposit Amount but will not charge you for the remaining balance of the Total Rental Fee.
Notwithstanding anything to the contrary contained in this agreement, we are not liable for any damages in excess of the total amount of the rental fee.
CERTAIN RESTRICTIONS, ETC.
We do not allow pets on our premises. We are not responsible for lost or damaged items. If an item is left behind and subsequently located by our staff, we will mail the item to you at your expense.
AMENDMENTS AND MODIFICATIONS
This Agreement may only be amended or modified in a written document signed by both parties hereto.
This Agreement may not be assigned by you without our advance written consent. We may freely assign this Agreement, without any obligation to notify you thereof, provided that our successor agrees to be bound by the terms and conditions hereof and to perform our obligations hereunder.