YOUR_PROPERTY_NAME Event Rental Agreement
This Rental Agreement ("Agreement") is made by and between the Revocable Trust of Subhash Sonnad (dba YOUR_PROPERTY_NAME), ("Company"), and the person(s)/company/organization renting the venue ("Client" or "Renter").
Rental Venue
Company agrees to rent to Client designated spaces at 123 Main Stive (aka the Austin YOUR_PROPERTY_NAME). The specific included and excluded spaces are determined at the time of booking.
Rental Period
The rental period, start time, and end time are agreed upon during booking.
Fees
*For certain unpaid events benefiting the community, the rental fee may be waived.
- Reservation Deposit: A refundable deposit due at time of reservation. Not refundable if event is canceled. If the event happens, refunded along with cleaning deposits.
- Cleaning & Damage Deposit: A refundable damage waiver fee due upon booking, at least two weeks before the event. Used to cover cleaning and maintenance after the rental period. If damage exceeds this amount, Client is responsible for the excess.
- This fee will not be refunded if event is canceled less than 14 days before the scheduled date.
Guest Limit
Client agrees to a maximum guest count (including volunteers and paid attendees). $15 fee per additional person applies, and Client agrees to candidly report attendance.
Preparation & Cleanup Requirements
Staffing Requirements
- Pre-event Setup: Staff must arrive 90 minutes before event start time
- Post-event Cleaners: Required for cleanup after the event
- Parking Management: Staff required throughout the event to manage parking and prevent vehicles from parking in front of neighbors' houses
Cleaning Timeline
- Cleaners arrive at least 90 minutes before event start
- All cleaning must be complete by 1:01 PM the day after the event
- Cleaning not completed on time: $30 + $30/hour charge
- Deposits returned within 24 hours after cleaning photos are submitted
- A detailed cleaning checklist must be followed and photo-documented
Linens & Furniture
- Any used linens and towels must be washed and replaced into their closets
- Furniture moved during the event must be returned to original locations based on photographs taken before the event (renter's responsibility to photograph)
Client Obligations
- Address Privacy: Client agrees NOT to post the venue address in any distributed materials (texts, emails, social media, print). Instead, a link to the visiting page will be provided. $100 fee if address is posted.
- Marketing Materials: Client will send links to all marketing materials to the venue WhatsApp or email.
- Parking Management: Client manages parking to ensure no vehicles park in front of neighbors' houses. $150 penalty for each neighbor complaint.
- Noise Levels: Keep noise and music levels outside to a minimum after 9:30 PM. Doors must be kept closed when loud music is playing inside. No PA speakers at high volume after 9:30 PM unless entirely inside with doors closed. $100 fee for neighbor complaints about noise.
- Propane Usage: Any propane used during the event (heating, display, hot tubs) will be reimbursed from the damage deposit.
- No Alcohol or Cooking Meat Inside: No alcohol brought into or consumed inside the house. No cooking meat inside or storing meat in the kitchen refrigerator. Meat can be cooked on the back patio grill area and stored in other refrigerators.
- No RVs: No RVs parked onsite at any time. RVs can park on the frontage road (5-minute walk). $100 fee.
- No Animals Inside: No animals brought into the house or backyard. Dogs can be tied in the front yard but should not run free (neighbor dogs are aggressive). $100 fee.
Legal Terms
Warranty Disclaimer
Client acknowledges that the rental property is of a size, design, and capacity selected by Client, and that Company disclaims all warranties express or implied with respect to the rental property, including any express or implied warranties as to condition, fitness for a particular purpose or durability.
Damaged or Missing Rental Items
Damages include but are not limited to: chipped, cracked or broken items; stained and dirtied upholstery or fabric beyond normal wear and tear; loss or damage due to theft, misuse, abuse, or failure to care for items.
If Client discovers damaged or missing items prior to event start, Company must be notified immediately. Replacements will be provided if possible; otherwise fees will be refunded for those items.
Any damages after items are delivered to Client are the sole responsibility of Client, whether caused by Client, guests, venue staff, or third-party vendors.
Inclement Weather: Client agrees to arrange provisions to protect items from rain or inclement conditions. Failure to plan may result in Company not placing items outdoors.
Photography & Branding
Event photography will not be publicly posted without permission. The name "YOUR_PROPERTY_NAME" will only be used in describing the location and not as a host of the event.
Indemnification
Client voluntarily releases, indemnifies, and holds harmless Company from any and all liability, claims, and demands. Should Company incur attorney fees to enforce this agreement, Client agrees to indemnify and hold harmless Company for all such fees and costs.
Dispute Resolution & Jurisdiction
Disputes will first go to mediation in Your County, TX. This Agreement is governed by Texas law, with disputes handled exclusively in Your County courts.
Force Majeure
Neither party is liable for failure or delay due to unforeseeable causes (acts of God, war, pandemics, government orders, etc.). Amounts paid prior to a Force Majeure Event are available for transfer to another event within 1 year. Force Majeure cannot excuse Client's payment obligations.
Additional Legal Provisions
Entire Agreement: This Agreement contains the entire agreement of the parties and supersedes any prior agreements.
Amendment: May only be modified in writing, signed by all parties.
Severability: Invalid provisions do not affect remaining provisions.
Waiver: Failure to require strict compliance does not waive future rights.
Assignability: No party may assign rights without prior written consent.
Confidentiality: Both parties agree to treat terms confidentially.
Counterparts & Signatures: Electronic signatures have the same force as originals.