ACA BUSINESS CLUB EVENT SPACE RENTAL AGREEMENT AND CONTRACT
The following ACA Business Club Event Space Rental Agreement and Contract is between the ACA Business Club and the "Renter". Please carefully read the conditions and responsibilities of Renter below to make sure all parties understand the requirements of providing for everyone’s safety and keeping the ACA Business Club a well maintained and safe location for future use.
Special Event Liability insurance is required of all renters and is due no later than ten (10) days prior to your event. The insurance must, at renter’s sole expense, provide and maintain public liability and personal property damage insurance, insuring ACA Business Club employees, contractors and contracted vendors against all bodily injury, property damage, personal injury and other loss arising out of renter’s 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. ACA Business Club shall be named as an additional insured of said policy.
If alcohol is to be served please make sure that the policy includes Host Liquor Liability coverage to protect you against alcohol- related accidents, as you are ultimately liable for the safety of your guests. Established catering services may use their license and insurance to cover this.
Any caterers and/or outside vendors, companies, and/or institutions must provide a copy of their certificate of insurance and catering License to ACA Business Club, naming the ACA Business Club as stated, and will be delivered at least one month prior to the event.
Renter agrees to indemnify, defend, and hold the ACA Business Club its landlord, building owners, 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, it officers, its employees, and agents of alcoholic beverages at the ACA Business Club.
in the event the ACA Business Club, its landlord, building owners, 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 ACA Business Club, its officers, landlord, building owners, employees and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred by the ACA Business Club, including all collection expenses and interest due.
We highly recommend that a caterer from our ACA Business Club recommended caterers list be used for your event. Our recommended caterers have experience working at the ACA Business Club and are familiar with our regulations, policies, and procedures. Use of caterers not on our recommended list may result in an increased deposit and fee.
Insurance: All caterers working at the ACA Business Club are required to have a valid certificate of insurance and a credit card on file with us.
Kitchen Policy:The ACA Business Club Cafe is production space and is to be used for final food presentation, plating and bussing only. Please note that the ACA Business Club does not provide dishes, glassware, pots, pans, knives, utensils, or any type of consumable goods (i.e. paper plates, cups, napkins, etc.) 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.
The ACA Business Club wants to make every event a special and welcome experience. Therefore every effort will be made to allow renter to prepare decorations reflecting their creative requirements. We ask that only the staff of the ACA Business Club rearrange and move any furnishings, including, but not limited to, artwork, lamps, antiques or seating. No nails, screws, staples or penetrating items are to be used on our walls or doors. No glitter or foil (non-paper) confetti is allowed on site. Only low tack tape is allowed on our doors and wall. Any damage will be charged after your event.
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 use the premises in a considerate manner at all times. during underage events, such as birthday parties, we prefer that underage individuals do not have in and out privileges. Conduct deemed disorderly at the sole discretion of the ACA Business club staff shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases no refund of the event costs shall be made.
The ACA Business Club encourages music however, please be aware that the premises are located near other businesses and noise regulations do apply. In the event that renter’s event creates a disturbance due to high noise volume, the ACA Business Club’s onsite manager has 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 ACA Business Club’s 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.
Date-Hold deposit is non-refundable from 25 days prior to event: No space rental payment(s) will be refunded.
LOAD-IN/LOAD-OUT AND STORAGE
All load-ins and load-outs must take place within the designated timeframe given by the ACA Business Club. If there is an event prior to yours a timed delivery will be required. The ACA Business Club is not responsible for checking in or handling any items brought into the venue by rental companies. All external items must be checked in and signed for by the client or client’s representative. All excess material (such as bubble wrap, boxes, hangers, plastic, etc.) created by deliveries must be removed and disposed of by rental company, client, or client’s representative.
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 ACA Business Club to insure that pick-ups are scheduled and executed.
CLEANING, TRASH AND EQUIPMENT REMOVAL
The ACA Business Club 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.
Caterers must remove all trash, composting and recyclables from the site, as we do not have adequate storage facilities. All trash, including sorted recyclables and properly sorted compostables, must be collected, properly bagged and removed, and placed in the outside dumpsters.
Failure to remove or clean will result in additional $75 clean up fee and will be charged to the credit card on file. The ACA Business Club encourages those renting space to consider green, sustainable, fair trade, ecologically sound cleaning and zero waste solutions. The ACA Business Club proudly commits to as close to zero waste events as possible.
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 a drug free and non-smoking facility at all times, 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 ACA Business Club 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 ACA Business Club or the safety of its staff, guests, or building contents.
ENTRY AND EXIT
Renter agrees that the ACA Business Club staff may enter and exit premises during the course of the event. A representative of the ACA Business Club will be on site during your entire event and will be checking periodically with the responsible parties to insure everything is running smoothly. We will also be checking the bathroom, the overall premises, replenishing hand towels and toilet paper, and will be available for questions or to respond to needs or issues that may arise at any time.
LOST AND FOUND
The ACA Business Club takes 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 ACA Business Club be engaged in the promotion or co-production of your event, it is imperative that we see and approve all marketing messages and communications.
We are happy to provide professionally created images 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 history of the ACA Business Club.
A representative of the ACA Business Club and/or promotional materials and signage will be present at all events, and any questions about the space, its contents or about our upcoming events and the charities we support can be directed to that representative.
Credit Card Payment Authorization: The ACA Business Club requires a credit card to be on file during the entirety of your event. Please complete and sign this Agreement to authorize the ACA Business Club to make a debit(s) to your credit card listed below. By signing this form you give the ACA Business Club permission to debit your account as indicated below. This permission does not provide authorization for any unrelated debits or credits to your account.
I authorize the ACA Business Club to charge the credit card indicated in this authorization form according to the terms outlined in this Agreement. Date-hold deposits are non-refundable. This payment authorization is for the event described in this Agreement. I certify that I am an authorized user of this credit card and that I will not dispute the payment with my credit card company; so long as the transaction corresponds to the terms indicated in this form.
Please note that the space rental fees balance will also be charged to this card thirty (30) days prior to your event. Bar, catering, equipment, and miscellaneous costs will be billed separately. Any additional costs that arise after that date will be charged within two (2) days of your event.
Alternative Payment Methods: Payments for the event may also be made via cash, check or ACH. 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.
By signing this form I understand and agree to the terms outlined in this ACA Business Club Event Space Rental Agreement and Contract.
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THE ACA BUSINESS CLUB | 6840 W. 105th ST. OVERLAND PARK, KS 66212 | 800.793.2582 | WWW.ACANETWORK.ORG/KANSASCITY