Gatherings- RENTAL TERMS AND CONDITIONS CONTRACT 

This will be signed once your Gathering is booked using our online payment portal located here.

AGREEMENT CONDITIONS OF RENTAL AND USE OF VENUE. BOOKINGS:

1. Bookings for Gatherings are accepted on a first-come, first-serve basis only. A signed Rental Terms and Conditions Contract Agreement, Event Information Application, Assumption of the Risk and Waiver of Liability Relating to the Coronavirus/COVID-19 and deposit are required to officially book a date and have your event placed on our schedule.

2. The venue is not considered booked by the renter on the date/time that the renter requested until said renter has completed and signed all mentioned paperwork electronically and paid deposit/and or rental fee as stated in Gatherings Rental Agreement Payment Form. Once all the items above have been submitted and verified, a copy of your receipt will be sent to you from Gatherings confirming your booking.

3. A person who is at least twenty-one (21) years of age must sign this agreement.

4. The facility shall be used for the purpose stated in this agreement and no other use will be permitted.

5. Under no circumstances shall renter sublease or allow any other organization or individual to use the venue for the period for which the renter has contracted.

B. RENTAL FEES AND RENTAL DEPOSIT FEE:

1. The rental deposit fee and rental fee for your specific event are stated on the Rental Agreement Payment Form that is attached to the original booking email sent to you from Gatherings. Please note that we will tentatively hold the date you requested for 48 hours only. This will allow time for you to review and fill out all the necessary paperwork electronically, as well as submit your rental deposit and/or payment (if the event is within 30 days) in order to secure your booking.

2. If the paperwork is not completed and the rental deposit and/or payment is not submitted within that time, then your event will not be placed on our schedule and the booked date will be released.

3. The rental fees are stated below:

HOURLY RENTAL:

Friday, Saturday or Sunday + Holidays

One (1) Hour/First Hour - $75

Additional Hours - $75 per hour

All bookings on Saturday, Sunday or Holidays require at least a 3-hour minimum rental.

Monday through Thursday (Excluding Holidays)

One (1) Hour/First Hour - $60

Additional Hours - $60 per hour

HALF-DAY RENTAL:

Half-Day Rental (12) Hours - $500

The fee for a Half-Day EVENT rental is $500 for a 12-hour period.

DAILY RENTAL:

All-Day Rental (24) Hours - $750

The fee for an all-day EVENT rental is $750.00 for a 24-hour period.

4. The rental deposit fees are stated below and are due within 48 hours upon booking.

If renting the facility on an hourly basis, a non-refundable rental deposit which goes toward the first (1)hour's rental (Monday through Thursday, excluding holidays = $60) and (Friday, Saturday and Sundays, including holidays + $75) which goes towards the first hour of rental is due within 48 hours upon booking.

If renting the facility on a half-day or daily basis, a non-refundable rental deposit of $100.00 is due within 48 hours upon booking

5. If the event is within thirty (30) days prior to the rental, the entire rental amount is due upon signing of the rental contract.

C. Rental Fee Balance

1. The remaining rental fee balance is due within 30 days of your event date.

2. Gatherings is not required to send payment reminders.

3. If the remaining rental fee balance is not paid within 30 days of your event date, your event will be will be placed on HOLD and Gatherings reserves the right to cancel your booking at any time without a deposit refund.

4. A $5.00 per day past due balance late fee is strictly enforced and automatically accrues to the rental fee balance. (For example: Rental Fee Balance is 5 days late = $25.00 late fee.)

5. For events placed on HOLD, the scheduled event will not be allowed to take place until the entire rental fee balance plus late fees are paid in full.

D. PAYMENT:

Using a card, payment will be submitted with signed agreement using our online payment platform

E. PAPERWORK:

1. A Rental Terms and Conditions Contract Agreement must be filed by the renter by completing and submitting this form and signing with proper signature.

2. An Event Information Application must be filed by the renter by completing and submitting the Event Information Application and signing with proper signature.

3. An Assumption of the Risk and Waiver of Liability Relating to the Coronavirus/COVID-19 must be filed by the renter by completing and filling out the Assumption of the Risk and Waiver of Liability and signing with proper signature,

F. ADDITIONAL FEES:

1. Any person or agency holding a reservation for the use of the facility and desiring to cancel such reservation may be subject to the withholding of a portion of or the entire rental fee for the Facility.

2. The Renter must leave the facility and the grounds in the condition in which it they found it. The renter may request a tour of the building and a review of its contents prior to the event in order to verify the condition of the building and its contents.

3. Any damage or loss occurring to the building or its contents shall be the responsibility of the Renter and shall be paid to Gatherings immediately upon request. This may include the cost of time spent by any employee or contractor (including materials) needed to clean or repair the premises.

4. In the event that extraordinary clean up must be performed, Renter shall be charged for any and all janitorial and/or repair fees incurred by Gatherings as a result of same and these fees shall be billed to Renter. Extraordinary clean-up is at the discretion of Gatherings

G. REFUND/CANCELLATION POLICY:

1. Deposit and/or rental fees are non-refundable, non-transferable and cannot be used to book another event date.

2. No refunds of any type will be given if the contract is terminated by actions of renter, their agents, employees or persons attending the event.

3. No refunds of the deposit and/or rental fees thereafter will be refunded if event is canceled by the renter, as your agreement to rent Gatherings may cause the loss of additional bookings or business.

4. After the signing of this AGREEMENT, but before or during the time the venue is rented, if Gatherings should be materially hampered, interrupted, or interfered with in the performance or completion of this AGREEMENT by reason of fire, casualty, black-out, unavoidable accident, riot, war, act of God or any local or national emergency or unusual condition or any other cause of the same or similar kind, then in that event, this agreement, at the option of Gatherings, shall become null and void and renter shall not be entitled to any use of said venue. The rental deposit and/or rental fee shall be returned subsequent to any of the aforementioned events.

5. If circumstances beyond the control of Gatherings force us to cancel your event all deposits and/or rental fees previously paid by the renter to Gatherings will be returned to the renter within thirty (30) days.

I. ALCOHOL:

1. Alcohol is permitted inside the facility. We are located within the “Entertainment District,” where alcohol is allowed outside. Please be respectful and throw away any empty bottles, cigarette butts(smoking is not permitted in or around Gatherings), or any other trash.

2. Gatherings is not liable for the consumption, overconsumption, underage consumption, or injury/death caused by the consumption of alcohol by guests on the premises. Alcohol consumption by guests is the sole responsibility of the renter.

3. All renters must be over the age of 21 years old to be allowed to host an event at which alcohol is served. Minors (under the age of 21) will be allowed to attend events serving alcohol, as it is the responsibility of the renter to keep alcohol out of the reach of minors. Absolutely no minors will be allowed to consume alcohol on the premises, no exceptions.

4. Unless otherwise noted in rental agreement, all events at Gatherings are Private Events (not open to the public). For all private events, no alcohol is allowed for sale to guests, renters are allowed to bring in their own alcohol for guest consumption.

5. For both private and public events, if alcohol service is provided by a caterer or bartender (i.e. open bar, cash bar, drink tickets, etc.) said caterer or bartender must be licensed to serve alcohol in the state of Kentucky. Proof of licensure and insurance is required a minimum of 7 days prior to the event date.

J. SMOKING:

1. There is a zero-tolerance, no-smoking rule at Gatherings. No persons shall smoke or vape inside of the premises, in front, or at the back of the building. This includes but is not limited to cigarettes, cigars, pipes, marijuana, and e-cigarettes.

K. VENDORS:

1. Renter may furnish his own music, DJ, catering, etc.

2. Music may only be played inside the premises. Excessively loud music is not allowed.

3. Vendors are required to have a current city occupational license and carry liability insurance with a limit of $1,000,000. It is the renter's responsibility to verify licensing credentials before the event.

4. Limited kitchen facilities are available. We do not have an oven, stove or ice machine.

5. It is the renter's responsibility to clean up or verify that the vendors clean up the food serving areas before leaving the premises.

L. SET UP / CLEAN UP / CLOSING:

1. Set-up, including arrival, bringing items inside the venue, decorating, etc., and clean-up, including break-down, taking items out of the venue, etc., are only permissible during the hours you have booked at the studio as stated on the Rental Agreement Payment Form. Please note that any additional time you need for setup, decorating, and take down MUST be included in your reservation time. If you wish to arrive earlier or stay later, you must reserve and pay for the additional time you need upfront.

2. Gatherings staff will put up tables and chairs in advance of your arrival. Typical set-up includes six 8 ft. round tables and 50 chairs set-up a bar area, and a small wooden table. If alternate seating and table arrangements are desired, a request from the renter must be presented to and finalized with Gatherings two weeks prior to the event.

3. You may not remove any wall decorations, tables, or other décor that is currently displayed in the facility.

4. Linens and extra tables can be brought into the space by the renter, if needed, but are not provided by Gatherings.

5. An extra 4 ft. and 6ft rectangle table and more chairs are also available if needed.

6. Kitchen amenities include a microwave, coffee maker & small refrigerator, as well as stainless steel table and shelves.

7. The maximum seating capacity for the studio with tables is 50 people. No exceptions will be made.

8. Upon arrival, a staff member of Gatherings and the renter will conduct a walk-through of the venue for inspection of the overall facility condition. The renter will be required to indicate any concerns with the facility observed prior to the start of the rental, note them on the pre-event checklist, and sign off on the checklist to acknowledge the inspection. A copy of the pre-event checklist prior to your event date can be emailed to you at your request.

9. Renter shall be responsible for all clean-up of the facility after the event at the end of the rental and must leave hall in same condition per their arrival.

10. The renter is responsible for cleaning and wiping off all tables, chairs, countertops and removing all items personally brought in by the renter or guests.

11. The renter is responsible for picking up, bagging, and putting all trash generated by all activity in any way connected with its use of the facility in the proper receptacle, leaving the facility clean and free of all trash and litter.

12. At the end of the event and prior to departure, a post-event checklist must be completed by the renter which requires check off of each item on the list to indicate the task has been completed and an inspection of the facility has been carried out by the renter. The renter is required to sign off on the post-event checklist to acknowledge that the tasks were completed and the inspection was performed. A copy of the pre-event checklist prior to your event date can be emailed to you at your request.

13. RENTER and GUESTS shall vacate the premises at the time outlined on the Rental Agreement Payment Form. Renter shall be responsible for any and all damage to the Facility and/or its contents during use. In the event damage occurs or excessive cleaning is necessary, Renter shall be charged for any and all janitorial and/or repair fees incurred by Gatherings as a result.

M. DECORATING GUIDELINES & RESTRICTIONS:

1. Decorations that include live flame, such as lit candles on tables/bar/serving areas or sparkiers are not permitted due to fire code safety. Birthday candles on cakes, cupcakes, etc. are acceptable,

2. To affix decorations to the wall, painters tape ONLY is permitted,

3. Tacks, staples, nails, hooks, putty, scotch or other tape, command strips, etc. or anything that will damage the walls, windows, doors, ceilings, lights, floors ARE NOT allowed

4. Decorations or other materials may not be attached to lights or light panels in ceiling, air vents or fire exit signs.

5. The following are strictly prohibited: no animals, no bird seed, rice, silly spray, confetti or glitter. Fog machines, pyrotechnics, displays or props involving water, and other special effect equipment with potential for fire or water damage are not permitted.

N. MISCELLANEOUS:

1. Outside doors must remain closed during the event - they may not be propped open

2. Parking will be along 2nd St or behind Gatherings in the McDonald’s Parkway Lot, which is open to the public. Please be mindful that these are public parking areas. Gatherings does not have a designated parking spot but does have a loading/unloading zone behind the building accessible from McDonald's Parkway.

3. Parking sometimes can be limited, so please encourage guests to rideshare.

4. Any vehicle left in the loading/unloading zone after the booked event time without prior notice to Gatherings will be considered abandoned and may be towed at the owner's expense. If a vehicle is left in the public parking areas, the City of Maysville may have the vehicle towed. Gatherings is not liable for any damages or towing of the renters, guests, vendors, etc, vehicles.

5. Renter shall comply with all local, state, and federal laws and regulations related to the use of the facility.

6. Gambling of any kind is not permitted at the facility.

O. INDEMNIFICATION, LIABILITY AND INSURANCE:

1. Renter shall indemnify, defend, and hold harmless Gatherings, its owners, employees, and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with Renter's use or occupancy of the Facility and adjoining property.

2. Renter shall report any personal injuries or property damage arising at any time during and/or arising out of or in any way connected with Renter's use or occupancy of the facility and adjoining property to Gatherings in writing and as soon as practicable.

3. RENTER hereby agrees to indemnify Gatherings for any damage done by RENTER or guests, agents, servants, or employees of the RENTER or its caterer to the premises rented herein.

4. RENTER also agrees to save, hold harmless, indemnify, and defend Gatherings, its representative and assigns, from any and all claims arising under this AGREEMENT, including but not limited to claims arising from the dispensing of alcoholic beverages, as well as for personal injuries or property damage which may be brought against Gatherings, its representatives or assigns, for injuries out of the activities of RENTER, their guests, agents, servants or employees.

5. Gathering’s insurance does not protect either the RENTER or the RENTER's guests, agents, servants and employees or the caterer from claims arising out of the RENTER's use of the rented premises. RENTER is strongly advised to consult with RENTER's legal counsel and insurance agent to determine both liability exposure and insurance protection available to RENTER when hosting the event for which the premises are being rented. This statement should be considered whether or not alcoholic beverages are served.

P. UNDERSTANDING & COMPLIANCE:

1. I, the RENTER have read the above AGREEMENT I, take full responsibility of myself and the guests attending my event and agree to comply with all terms and conditions in full. Non-compliance will result in immediate termination of the AGREEMENT, closing of the hall and removal of the guests from the premises at the option of Gatherings, and forfeiture of the rental fee.