Colonial Court Celebrations, Inc.
14339 Pautsky Lane
Bentonville, Arkansas 72712
(479) 795-2929 or (479) 366-3167
e-mail address: cccelebrations@yahoo.com
RENTAL AGREEMENT
Bride/Renter:________________________________ Groom/Renter :___________________________________
Other Renter:_______________________________________________________________________________
Address:_____________________________________________Email:_________________________________
Contact numbers:____________________________________________________________________________
Date of Event:________________________________Type of Event:___________________________________
Check-in time: _______________________________ Check-out time:_________________________________
1 Hour Rehearsal date/time:___________________________________________________________________
THIS AGREEMENT is made by and between the above named persons, hereinafter referred to as “renters” and Colonial Court Celebrations, Inc., (aka Colonial Court), for good and valuable consideration and for the mutual covenants and conditions herein contained, the parties agree as follows:
Whereas, the wedding package price, plus taxes or other fees, if applicable, for the date/s and time/s set out above is $______________. Sales tax, lodging tax, or other applicable fees required by law have been added to this rental amount. The package price may be paid in a lump sum or in three (3) installments and must be paid in full no later than ____________________. Colonial Court does not charge or require any gratuity charge or tip.
Whereas, in addition to the package price, taxes, or other fees, if applicable, the renters shall pay a $500.00 security/damage deposit in order to reserve any event date. No reservation is guaranteed or confirmed unless this Rental Agreement is signed and returned with the security/damage deposit. Rentals are on a first come first serve basis. Due to the popularity of certain wedding dates each year, the person first interested in renting for a specific date will be given first opportunity to reserve the date by signing the Rental Agreement and paying the $500 deposit within three (3) days of notice that there is another person interested in that same date. Otherwise, Colonial Court will rent to the other interested party without further notice. If purchasing an all inclusive wedding package, the photography deposit and dj deposit must also be paid up front in addition to the $500 deposit.
1. The $500 security/damage deposit is not applied to the event fees. All parties agree that the deposit will be deposited into any business account of Colonial Court. This deposit shall be retained by Colonial Court until the facility is inspected and cleaned by Colonial Court owners following the event. If there is no loss or damage of the property and premises by renters or their guests, the security/damage deposit shall be refunded within seven (7) days following the event. If there is loss or damage, renters shall forfeit all or part of the security/damage deposit at the discretion of Colonial Court’s owners or agents. Renters shall be notified in writing of the loss or damage as well as the amount of the deposit to be forfeited. Further, renters are responsible for all losses or damages to premises and/or furnishings and furniture caused by the renters, guests, visitors, or any other persons exceeding the amount of the $500 deposit. If legal action becomes necessary to collect for losses or damages, collection expenses, court costs, and attorney fees shall also be the responsibility of the renters. By renting the premises, renters are assuming all risk and liability for any damage done to person or property or visitors occasioned by the present or future condition of the premises, both latent and manifest. Colonial Court and its owners are not responsible for accidents or injury to renters, guests, visitors, or any other persons or for the loss of money or valuables of any kind. Renters do hereby agree to release, acquit, and forever discharge Colonial Court, its officers, affiliates, agents, servants, employees, its personal representatives, successors and assigns, and any and all other persons, firms or corporations in privity with it, of and from any and all claims, demands, and causes of action, that renters may have, have had, or ever have arising out of or by reason of the renters’ rental for the event. Further, renters agree to indemnify, protect, and hold harmless Colonial Court, its officers, affiliates, agents, servants, employees, its personal representatives, successors and assigns, against any claim for injuries, damages, or other consequences asserted by renters or their guests, visitors, or any other persons during the rental term and times.
2. The deposit, event fees, or other fees must be paid in cash or by check, money order, or cashier’s check. Any check not honored by the bank may result in cancellation of the event, unless the deposit, rental fees, or other fees, plus assessed bank service charges are paid in cash within ten (10) days after notice to the renters.
3. Cancellation:
A. If renters cancel ninety (90) or more days prior to the event date, all parties agree that $250 of the deposit shall be retained by Colonial Court as a processing fee for the canceled reservation.
B. If renters cancel eighty-nine (89) or less days before the event date, all parties agree that the full $500 deposit shall be retained by Colonial Court as a processing fee for the canceled reservation. Renters also agree that it shall be their responsibility to reimburse Colonial Court for any deposits or fees paid to vendors under the all inclusive packages, if necessary. Said reimbursement shall be paid immediately to Colonial Court at the time of cancellation.
If Colonial Court owners or agents must cancel any event for any reason that is not due to the cancellation by renters or renters' non-payment or non-compliance of the terms and provisions of this Rental Agreement, a full refund of the deposit, event fees, lodging fees, taxes or other applicable fees paid by renters shall be refunded to renters within three (3) days of cancellation by Colonial Court.
4. If renters have purchased an all inclusive package, renters are required to pay the photography deposit before
scheduling engagement or bridal sessions with the photographer and shall pay the dj deposit before consulting with the dj, choosing music from the dj's playlist, or entering into an agreement with the dj company. These deposits must be paid to Colonial Court along with the security/damage deposit and will be applied toward the agreed upon package price.
5. Check-in and check-out times are strictly enforced in order to prepare Colonial Court for other scheduled events. Late check-out will result in additional rental fees of $15.00 per each additional fifteen (15) minutes of time spent in the building. Colonial Court owners or agents will enter into Colonial Court at check-out time to secure and lock the buildings. Further, if another event is scheduled the next day, renters and guests must leave the premises immediately so Colonial Court owners or agents can begin clean-up and re-set beginning at midnight. Said late check-out fees will be retained from the deposit paid in advance by renters.
6. All personal items brought in by renters or their guests must be removed by renters by check-out time.
7. No property belonging to Colonial Court shall be moved or taken outside by renters or their guests; otherwise, renters shall forfeit all or part of the deposit, at the discretion of Colonial Court owners or agents.
8. Colonial Court’s owners or agents shall have the right to access and may be on the premises at any time for the purposes of inspection, supervision of building and grounds, security, management, or other purposes.
9. The total number of persons attending any inside wedding and/or reception must be limited to 112 or less in the main gallery and dining areas or 130 or less in the 1,200 sq. ft. building in order to comply with fire and city regulations. Statistically, 60% of invited guests attend wedding/reception events. Please consider this percentage when making your guest list. This means that, if you invite more than 180 guests, Colonial Court most likely cannot accommodate an inside wedding or seated reception.
Much larger weddings and/or receptions can be accommodated on the surrounding lawn areas outside. A head count, as accurate as possible, must be furnished to Colonial Court at least two (2) weeks prior to the event. If more than 112 people are expected to attend the wedding event, including the wedding party, the wedding and/or reception must be held with a combined usages of inside and outside space and use of the 1,200 sq. ft. building or the bride and groom must have a backup plan to rent tents or to have some other form of cover in the event of inclement weather and must also have a backup plan for parking.
10. All wedding package prices are based on 112 people for seating, tables and tablecloths, chair covers and sashes, and for catering. Renters must be prepared to pay an additional $8 - $12 per person over 112 in all inclusive packages where Colonial Court and other vendors are providing more food, tables, tablecloths, chairs, and chair covers and sashes to accommodate the additional people. The overage charge must be paid prior to the event date.
11. The bride and groom will choose one of the wedding packages to best suit their wedding needs and budget. COLONIAL COURT, IN ITS DISCRETION, MAY EXCHANGE ONE SERVICE FOR A DIFFERENT SERVICE ONLY IF THE ALTERNATE SERVICE FITS INTO THE SELECTED PACKAGE OR THE PACKAGE PRICE CAN BE INCREASED ACCORDINGLY.
12. Sorry, no pets are allowed inside of Colonial Court buildings.
13. No smoking is allowed inside Colonial Court buildings; however, smoking is permitted outdoors near the smoking receptacles.
14. No open flame, including candles, shall be allowed upon the property, except by special permission.
15. Following the event, renters or a person designated by renters to clean up must take all trash to the on-site dumpster and remove all decorations and food from the premises; otherwise, a $50 clean-up fee may be assessed to renters and secured from the renter’s deposit, at the discretion of Colonial Court owners or agents.
16. Colonial Court may not be used for any unlawful purpose. Renters are not allowed to charge admission, conduct raffles or auctions, or sell articles.
17. No food or drinks, except water, are allowed in carpeted areas please.
18. Colonial Court reserves the right to refuse to rent to any person for any reason.
19. Colonial Court cannot be sub-leased by renters for any reason.
20. Any changes to this agreement must be handwritten on the face of this Agreement and shall be initialed by all parties hereto.
21. By signing this agreement, renters acknowledge the amount of the fees to be paid to Colonial Court and agree to be responsible for payment in full in accordance with this agreement.
The terms and conditions of this Rental Agreement are accepted and agreed to by all parties this ____ day of _____________________, 20__.
_____________________________________
Renter
_____________________________________
Renter
COLONIAL COURT CELEBRATIONS, INC.
BY:__________________________________
April Johnson, Secretary
***Colonial Court owners and agents wish for our guests to have a beautiful, fun and memorable wedding event, but request that the Colonial Court buildings, furnishings, and outside areas be treated with respect and kept in a beautiful condition for our next guests.
