SCOPE OF AGREEMENT
This Rental Agreement for St.Demetrios Greek Orthodox Church (banquet hall, outdoor patio, lobby, and catering prep area at 2504 Cub Hill Rd, Parkville, MD 21234) is between the operator, St.Demetrios Greek Orthodox Church, herein referred to as “St.Demetrios” and Click here to enter text., herein referred to as “the Client.” The purpose of this Agreement is to define the obligations of both parties pertaining to the rental of event space at St.Demetrios as a special events venue.
St.Demetrios Event Space has been reserved for you for the date and time stipulated above upon receipt of deposit and executed agreement. It is understood you will adhere to and follow the terms of this Agreement, and you will be responsible for any damage to the premises and site, including the behavior or your guests, invitees, agents or sub-contractors resulting from the use of St.Demetrios Event Space.
RENTAL OF VENUE
Under the terms and conditions set forth for this Agreement, St.Demetrios grants the Client the non-assignable right to occupy the areas stated above only on those dates and during those hours set forth above and only for the above-specified purposes.
RENTAL FEES AND COSTS
The total rental fee for your event is: $
The total amount for additional costs is: $
TOTAL COSTS: $
A non-refundable rental fee deposit equal to 50% of the total Rental Fee shall be paid in full upon the Client’s signing of this Agreement. The date will be reserved upon receipt of the deposit.
PAYMENT SCHEDULE
Deposit is due upon the Client’s signing of this Agreement. Final payment is due no later than 30 days prior to the Date of the Event.
Please make all checks payable to: St.Demetrios Greek Orthodox Church. Please send your signed Agreement and deposit to:
St.Demetrios Greek Orthodox Church
2504 Cub Hill Rd, Parkville, MD 21234
CANCELLATION POLICY
St.Demetrios shall be entitled to charge a cancellation fee in the event the Client cancels this Agreement for any cause other than Force Majeure (see below) after acceptance thereof by St.Demetrios. These amounts are due as liquidated damages and not as a penalty. The following schedule will apply:
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0-30 days prior to contracted event date a cancellation fee of 100% total rental fee will be assessed.
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31-60 days prior to contracted event date a cancellation fee of 70% the total rental fee will be assessed.
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61-120 days prior to contracted event date a cancellation fee of 60% the total rental fee will be assessed.
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120 + days prior to contracted event date a cancellation fee of 50% the total rental fee will be assessed.
FORCE MAJEURE
If at any time a cause or causes beyond the reasonable control of the parties hereto (including but not limited to disaster, act of God, government regulations, war, terrorism or threats of terrorism, civil disorder, labor trouble, strikes, curtailment of transportation facilities, unusually severe weather conditions, fire or casualty, or any other emergency), or action or inaction by St.Demetrios make it illegal, impossible, or for the Client to conduct the event at the time and place set forth above, the parties may reschedule the event for a mutually convenient time without penalty and shall not be deemed a breach by either party. While such occasions are rare, St.Demetrios will bear no responsibility for any disruptions that may occur due to mechanical difficulties, building emergencies, or unanticipated events beyond St.Demetrios’ control.
INSURANCE
Client shall assume full responsibility and liability for any and all damages to St.Demetrios Event Space and surrounding site, in addition to any bodily injury claims or losses associated with St.Demetrios Event Space rental and/or event provided that such damages are not a result of the willful act or omission or gross negligence of St.Demetrios or its agents, employees or representatives.
INDEMNITY
The Client agrees to indemnify, hold harmless and defend St.Demetrios, and its respective trustees, officers, agents and employees, against all claims, damages, and expenses, including reasonable attorney’s fees and court costs, arising out of the Client’s acts or omissions or the acts or omission of any of the Client’s invitees, guests, vendors, caterers, subcontractors, employees or staff during the event. This indemnification shall survive the termination of this Agreement.
PERSONAL PROPERTY
Except for the negligent act or misconduct of St.Demetrios, its employees or agents, St.Demetrios is not responsible for any loss or theft of personal property belonging to the Client, the Client’s invitees, guests, attendees, sub-contractors, employees, or staff.
EVENT SET-UP AND BREAKDOWN
All property belonging to the Client, Client’s invitees, guests, agents and subcontractors shall be delivered, set-up and removed on the day of the event. Should the Client need earlier access for set-up purposes, this must be arranged in advance. The Client is ultimately responsible for property belonging to the Client’s invitees, guests, agents, sub-contractors, employees and/or staff.
Client is responsible for returning the venue to the state that it was provided to Client. All property belonging to Client, Client’s invitees, guests, agents, sub-contractors, employees and/or staff, shall be removed by the end of the rental period. All property remaining on premises beyond the end of the rental period will be disposed of within 48 hours of the event. Should the Client need special consideration for the removal of property beyond the rental period, this must be arranged two weeks prior to the beginning of the event. St.Demetrios is not responsible for any property left behind by the Client, Client’s invitees, guests, agents, sub-contractors, employees and/or staff.
St.Demetrios may refuse unscheduled deliveries and will not accept CODs on behalf of the Client or sub-contracted vendors.
DURATION
The venue rental is 8 hours including set-up, break-down and cleanup. Client will be charged $250/hour for an extension of the facility use beyond 10 hours or after 12:30 AM. Event set-up can begin no earlier than 2:00 PM. Should the Client need earlier access for set-up purposes, this must be arranged in advance with Accelerator/B-more Kitchen Management. Breakdown begins immediately following the event and Client’s invitees, guests, agents and subcontractors have one hour until the Event End Time to clean up. Should the client need additional access for breakdown, this must be arranged in advance with St.Demetrios Management.
St.Demetrios will take the Client’s credit card information 3 days prior to the event to hold in the event of extended event duration.
CATERING
Chef’s Expressions is the exclusive caterer to St.Demetrios. No other outside caterer is allowed on premise without the written consent of Chef’s Expressions. Catering policy includes, but is not limited to the following:
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Caterer is responsible for and must supervise the placement/removal of tables, chairs and equipment before and after the event as well as cleaning up after the event.
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Caterer must provide all necessary staff for the event, including running the bar.
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The event space support kitchen is to be used for final food presentation, plating and bussing only. Please note that St.Demetrios does not provide dishes, glassware, pots, pans, knives or utensils. The support kitchen space will be provided in a clean condition and the space should be returned to a clean condition immediately following the event.
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Caterers must take all trash and empty containers off-site after the event.
ALCOHOL
Alcohol policy includes the following:
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Service must stop 30 minutes prior to the contracted end time of the event.
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Kegs are not permitted
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Serving “shots” is not permitted, including “jello shots”
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All alcoholic beverages must be provided by the caterer
The Client agrees, for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner. St.Demetrios 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 St.Demetrios or the safety of its staff, guests, or building contents.
TABLES & CHAIRS
Client may use St.Demetrios inventory of tables and chairs at no additional charge.
DÉCOR
All decorations must be approved prior to installation and adhere to the following guidelines:
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No nails, screws, staples or penetrating items are to be used on our walls, floors, or ceilings.
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The following decorations are strictly prohibited within the facility: open flame of any kind (other than approved votive candles), sparklers, water displays, ice sculptures, smoke and fog machines, tinsel, confetti, bubbles, glitter, hay, stickers, silly string, and rice.
MUSIC
St.Demetrios must approve all musical set ups and configurations to be used at the event one month prior to the event. St.Demetrios reserves the right to monitor the decibel levels of the music at any event. The Client and/or musicians or DJ shall comply with any request by St.Demetrios staff to reduce the volume of music at the event. All music must stop 15 minutes prior to the contracted end time of the event.
AUDIO / VISUAL USE
The use of the stage and it’s audio / visual capabilities is to be used up by trained professionals only. Client agrees to contact venue manager, Micah Greenberg, if assistance is required. Any and all damage done to Audio/Visual equipment is at clients expense.
LIMITATION
The Client agrees to leave St.Demetrios Event Space in good order and repair and in broom clean condition upon the conclusion of the event and to abide by all policies concerning the use of St.Demetrios Event Space. The Client and St.Demetrios agree to jointly inspect the event space before and after each use. Should there be any property loss or damage to St.Demetrios property, the Client will be notified of the replacement or repairs to be made and the Client will be responsible for reimbursing St.Demetrios for all associated costs.
PRE-FUNCTION MEETING
An on-site walk through with St.Demetrios, Client and Caterer is to take place four weeks prior to the event. At this time the Client will provide a list of all vendors for the event and St.Demetrios should be notified of all deliveries and arrivals for rental equipment, flowers, music and production equipment.
SMOKING
Smoking is strictly prohibited anywhere inside St.Demetrios. Smoking outside St.Demetrios must be a minimum of 50 feet away from any St.Demetrios Building entrance. Smoking may be allowed within a designated exterior area and all cigarette butts will be removed. If anyone is found smoking within St.Demetrios the Client will be assessed a $500 fine.
ASSIGNMENT
This Agreement is not assignable or transferable, in whole or in part.
ENTIRE AGREEMENT
This Agreement constitutes the entire Agreement between the parties and can only be modified in writing.
LAW OF MARYLAND
The laws of the State of Maryland shall govern the construction and interpretation of this Agreement.
AUTHORIZATION
The representative of the Client executing this Agreement certifies that he or she has been duly authorized to enter into this Agreement on behalf of the Client and that neither the execution and delivery of the Agreement nor the performance of the terms and conditions hereof will result in a breach of obligation to which the Client is a party.
ACCEPTANCE
Upon signing of this Agreement, a fully executed Agreement will be in force.
I/we have read the above and accept the terms therein:
_________________________________________________
(authorized Client Signature)
Name/Title:
Date: _______________________
St.Demetrios Greek Orthodox Church
_________________________________________________
(authorized St.Demetrios signature)
Micah Greenberg
Authorized Chef’s Expressions Representative
Date: _________________________
St.Demetrios reserves the right to alter, amend, or append additional requirements or procedures based on the logistics of the individual event. This may include cancellation of the event at St.Demetrios’ discretion due to client’s cause.