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HomeMy WebLinkAboutJPD Banquet (BPW Approved 7/24/24) City of Jeffersonville Government Contract Coversheet Please note: All information MUST be completely filled out and submitted to Clerk's Office within 48 hrs of execution. Date Submitted to Clerk: 7/24/2024 Department: Police Vendor Name: Elk Run Sign Date: 7/24/2024 Ending Date: 11/8/2024 Amount of Original Contract: $5,000.00 Is this an amendment or change order to original contract? Yes or No Amended Contract Amount: Purpose: Banquet rental for 2024 Banquet For Clerk's Office to fill out Date uploaded to Gateway: EHSjRun Golf Club Event: Jeff Police Banquet Date:November 8th Event Contract Event Coordinator: Lauren Kirchgessner Account: Jeff Police Email: elkrunevents@gmail,com Contact: Rachel McKnight Phone: 502-594-6119 Email: rmcknight@jeffersonvillepdin.gov Phone Number: 812-280-3202 Number of Guest: 100 Time: 8:00 pm Terms and Conditions Your Rental: This is the Rental Agreement between the Parties, Elk Run Golf Course, and the below named Lessee for use of the Elk Run Event Space. The maximum occupancy of the event space is 300 people seated. Rental Fee: Lessee agrees to pay a rental fee of $5000 for use of the event space. This fee is NON-REFUNDABLE. Checks should be made payable to Elk Run Golf Course and mailed to Elk Run 1820 Charlestown Pike, Jeffersonville IN 47130 A non-refundable rental deposit of 50% of the rental fee is required to reserve the event space. The event space is not reserved until a rental deposit is received. Payment Schedule: The rental deposit will be paid at the time of booking, equal to one-half the rental fee, (50%). This deposit is NON-REFUNDABLE The remaining balance of the rental fee will be due ninety (90) days prior to the event date. The security deposit will be due ninety (90) days prior to the event date Security Deposit: A security deposit of $500 is required no later than 90 days prior to the event. All funds held by Elk Run Golf Course as the security deposit will be available to pay for damages caused by actions or intentions of the Lessee or the Lessee's guests, including but not limited to, noncompliance with the terms of this rental agreement or with any and all laws, ordinances, rules, and orders of any and all governmental or quasi-governmental authorities affecting the cleanliness, use. Occupancy and preservation of Elk Run Golf Course. If the Lessee fully performs its obligations, the security deposit, or balance, will be returned to the Lessee within 30 days of the Event Date. IF the amount of damages exceeds the security deposit, Lessee will pay Elk Run the excess within ten (10) days after Elk Run makes a written demand. Any legal fees incurred in the collection of these funds will be the responsibility of the Lessee. Rental Period: Lessee will have access to the event space for nine (9) consecutive hours. The entire event, including set up and take down must occur within this rental time frame. 3 (three) hours for set up, four (4) hours for event, and one (1) hour breakdown is standard. Lessee, vendors, and all guests must be off the premises by 2:00 am the morning following the start of the event. If Lessee, Lessee's guests or Lessee's vendors do not vacate the event room by 2:00am, Lessee will forfeit the entire security deposit. Additional time for set-up in the hours immediately before the event may be provided for an additional fee of $200 per hour, based on room and staff availability. Additional time must be agreed upon in writing and paid for at least thirty (30) days prior to the event. Wedding rehearsals may be scheduled based on the availability of the facility. Rehearsal inquiries may be made at any time after the execution of the rental agreement, but will be subject to availability until thirty (30) days prior to the event date. If a rehearsal inquiry is made, the Lessee will be notified as soon as possible should the event space be booked by another Lessee on the requested rehearsal date prior to the official confirmation. After the official confirmation, the lessee will be granted access for one (1) hour of time in the space being used for the ceremony. This time is FREE of charge. Late Fees: A late fee equal to ten (10) percent of the balance due will be added to the Lessee's financial obligation for any payments not paid by the payment due date. If the entire balance is not paid within 30 days of the event date, the event will be CANCELED. All prior payments are non-refundable. Insurance: A certificate of insurance for public liability, property damage liability, and bodily injury in a combined single limit amount of no less than one million dollars ($1,000,000.00) is required for each event. The certificate of insurance must be provided to Elk Run Golf Course no fewer than 30 days prior to the event date. Failure to provide a certificate of insurance will result in the cancellation of the event. Furnishings and Equipment Elk Run Golf Course will set up these items of furniture according to Lessee's instructions. It is important that the layout of furniture be completed no less than 2 weeks prior to the Event. White chair covers may be rented for $3.00 a chair. Elk Run Golf Course will place and remove chair covers. Black tablecloths may be rented for $20 a cloth. • Twenty Five (30) 60" round tables this includes cake table • Two hundred forty (300) black resin chairs • Twenty (20) 72"x30" rectangular tables Decor Restrictions: - No rice, birdseed, confetti, glitter, smoke and bubble machines - All tape, contact strips, or other adhesives must be removed. NO DUCT TAPE - NO Candles unless flameless - NO smoking inside building - Any violation from above will result in a deduction from the security deposit. Deliveries: All deliveries from vendors should be received by the Lessee or Lessee's representative on the day of the event. Elk Run will not be responsible for any deliveries. Kitchen Use: The use of the event kitchen is included in the rental fee. The kitchen is not equipped for onsite cooking. All caterers must be licensed and insured. Beverages: ALL beverages, alcoholic and nonalcoholic will be purchased through Elk Run. Beverage packages available. 18% gratuity added to total Parking: Parking is available on site Security: Lessee is solely responsible for security during event. Event Facilitator: Elk Run will have an event facilitator on duty for the entire rental period. The event facilitator will be available to perform such services as adjusting the room temperature, controlling lighting, replenishing paper products, and providing trash can liners as needed. The event facilitator will not provide any cleaning service. Clean Up: Lessee is responsible for the clean-up of the event space during and after the event. All trash disposal throughout the event is the responsibility of the Lessee, and a trash dumpster is provided for this purpose. All items brought into the event space including, but not limited to, personal items, decorations, food, and equipment, must be removed immediately following the event. Items that are not removed will be disposed of by Elk Run and the cost of such disposal will be deducted from the security deposit. All trash from the event must be put into the dumpster provided on-site. Table cloths may be left on the tables. Termination Due To Impossibility or Impracticability: Should events beyond the reasonable control of Elk Run or in Jeffersonville, Indiana, make the event commercially impracticable, impracticable to perform, illegal, or impossible to fully perform under this rental agreement, Elk Run may terminate this rental agreement without liability, upon written notification. Events beyond the reasonable control of Elk Run in Jeffersonville, IN include, but are not limited to: • Acts of God/Acts of war, including armed conflict/Strikes or labor disputes at Elk Run or in Jeffersonville, IN/Disease at Elk Run (examples: SARS, COVID-19)/Government regulation or advisory (include travel advisory warnings) • Civil disturbance at Elk Run or Jeffersonville, IN/Terrorism or threats or terrosism in the United States as substantiated by governmental warnings or advisory notices. • Curtailment of transportation services or facilities which would materially affect attendees from attending the event/Disaster, fire, earthquakes, hurricanes in Jeffersonville, IN • Unseasonable extreme inclement weather in Jeffersonville, IN/Shortages or disruption of the electrical power supply causing blackouts or rolling blackouts or other essential utilities in Jeffersonville, IN • Any other cause reasonably beyond the control of Elk Run If this agreement is terminated by Elk Run due to one of the events listed about the Lessee will have the following options: • Reschedule the event date within one year of the original date • Full Refund Cancellation By Lessee: If the lessee should need to cancel the event for any reason, the cancellation will result in forfeiture of the entire rental fee. Cancellation By Elk Run: Cancellation by Elk Run due to late payment or non-payment, or by Lessee's failure to provide Certificate of Insurance or other required documentation, will result in the Lessee's full forfeiture of the entire rental fee. Cancellation by Elk Run due to the Lessee's actual or potentially illegal or unauthorized activity or risk or harm or safety will result in the Lessee's full forfeiture of the entire rental fee. If Elk Run must cancel an event for any other reason, a full refund of the entire rental fee will be paid to the Lessee within 30 days of the notice of cancellation. Elk Run will not be responsible for any additional cost that incurred because of the cancellation of the event. Hold Harmless: Elk Run is not responsible for any items, personal or otherwise brought into the event space or in the parking lot, that are lost, stolen. Damaged, or otherwise lost value. The Lessee specifically waives and agrees to indemnify and hold harmless Elk Run, its agents, employees and assigns, against all claims arising from any accident, injury, or damage to any person or property, as a result of the use of Elk Run, the event space and parking lot and against all claims arising from any accident, injury, or damage to any person or property caused by any negligence of Elk Run LLC, and their employees, members, and age j- i i4M-0---- Client Signature Ne\i/oc- it-AN Moc r k__ Printed Name