| Rental Agreement Rules |
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| ANIMALS |
| Animals used to assist individuals are allowed. All other animals are prohibited. |
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| BEVERAGE |
| If Alcohol will be served, an insurance certificate must accompany this form. This can be
obtained through your catering company if they are serving alcohol. If the renter is
providing alcohol, a copy of your homeowner’s insurance policy must be submitted. If
there will be alcohol other than beer or wine, please submit a Special Occasion Permit
from the ABC Commission no later than 30 days before the scheduled event. |
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| business days prior to your event date, will receive a 50% refund. Refund requests made less than five (5) business days prior to your event will not receive a refund. |
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| CANCELLATION/REFUND |
| The renter must notify Old Clemmons School Properties Inc. (d/b/a Broyhill Office
Suites and Conference Center) in writing of a cancellation no less than sixty (60) days
prior to reservation date in order to receive a 100% refund. Request for cancellation made
less than sixty (60) business days, but at least thirty (30) business days prior to your event
date, will receive a 50% refund. Refund requests made less than thirty (30) days prior to
the scheduled event will not receive a refund. In the event of any cancellation, the two
hundred dollar ($200) security deposit is non-refundable. |
| CATERING |
| Rental applicants may choose to employ an outside caterer for their event. Caterers are
required to abide by all policies outlined in the Facility Rental Agreement. All food and
beverages must be removed from the premises after the event. Waste, food, ice and
beverages may not be dumped onto soil or landscaping anywhere on the premises by
guests or catering staff. Rental applicants and/or their caterers are required to provide
their own tableware, linens, and service needs. No catering equipment, decor or other
items may be left behind or stored on the property after an event unless prior arrangements have been made with the Broyhill Office Suites and Conference Center
staff. The Broyhill Office Suites and Conference Center is not responsible for any lost or
stolen equipment. All Menus and services must be reviewed and approved by the
Conference Center before renter’s plans are finalized. |
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| CLEANING |
| The premises must be left in as good a condition and repair as found at the beginning of
the rental period. All food, beverages, equipment and rented supplies must be removed
from the premises immediately after each use of the facility. Renter must immediately
take care of any major spillage. If renter is unable to remove spillage, Broyhill Office
Suites and Conference Center will have the area professionally cleaned at the Renter’s
expense. User is responsible for assuring all trash has been placed in appropriate
receptacles before vacating the room. At the end of the rental, the Renter will be required
to complete a walk-through with the facility attendant to verify that the facility has been
checked. |
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| DECORATIONS |
| No decorations or temporary fixtures may be affixed to the building or any architectural
feature with nails, tacks, staples, or any application that will cause irreversible damage.
Tape is not permitted on any walls, glass or fixtures without the permission of the
Broyhill Office Suites and Conference Center staff. All candles must be contained in a
glass container taller than the top of the candle flame. |
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| DELIVERIES |
| Deliveries of supplies and equipment may be made only at locations designated as
loading areas by the staff of the conference center and only at times designated by the
staff at the conference center. |
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| SECURITY DEPOSITS |
| One hundred percent of the Deposit is required to reserve the desired date of your
function. Fifty percent of the balance of the rental fee is due at the signing of the Rental
Agreement. All checks should be made payable to Old Clemmons School Properties Inc.
Deposits will be refunded within 30 days of the rental except in the following
circumstances:
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| 1. |
Cancellation |
| 2. |
Loss of deposit if premises are not vacated at designated time. |
| 3. |
The facility, furnishings and grounds are not left in a clean condition at the end of the rental. |
| 4. |
There is damage to the facility, furnishings, and/or grounds. |
| 5. |
Any rental guest or invitee displays improper conduct. Improper conduct shall include, but not limited to, apparent intoxication, abusive or threatening language, physical violence and lewd behavior. |
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| ELECTRICAL OUTLETS |
| The conference center does not allow equipment to be plugged into outlets without prior
authorization. In order to prevent overloading the system, all equipment must be
approved by the staff. |
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| ENTERTAINMENT |
| Entertainment is subject to prior written approval by the Broyhill Office Suites and
Conference Center staff. |
| EXTENDED HOURS: |
| In the case that the scheduled event exceeds the number of hours agreed upon in the
original contract, the facility may be rented at an hourly rate of one hundred and fifty
($150) dollars per hour. The two hundred ($200) dollar security deposit will cover the
first 1.5 hrs. This option is valid until 1:00 am. |
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| FLOOR PLANS |
| To assure that setup needs are met in a timely manner, rental applicants are required to
provide a detailed floor plan to the front desk personnel at least one (1) week prior to the
rental. The Broyhill Office Suites and Conference Center personnel are responsible for
setting up the necessary tables and chairs for the event according to the floor plan. |
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| FLORAL/PLANTS |
| All floral arrangements and plant matter brought into the building must be clean and pest
free. |
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| HANDICAPPED ACCESS |
| All rental facilities at the Broyhill Office Suites and Conference Center are accessible by
wheelchair. Handicapped parking is available in the front and sides of the building. |
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| INSURANCE AGREEMENT |
| Liability insurance may be required based on the nature of the activity. Applicant
will, at own expense, keep in force during the term of this agreement, insurance from a
licensed insurance company. Required certificate of insurance will evidence insurance
including: Comprehensive Liability Insurance with a minimum limit of one million
dollars per occurrence combined single limit to Include Premises, Personal Injury, and
Operations. The Old Clemmons School Properties Inc. must be listed as additional
insured Party. |
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| LOBBY PROCEDURES |
| The rental of the Lobby is in conjunction with the rental of the main room and the same
rules listed above apply to the Lobby. The Lobby is NOT available during office
hours. |
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| MUSIC |
| Music will not be permitted in the Conference Center during normal business hours
(Monday-Friday 9 am – 5pm). Bands and/or DJs are not permitted to be used in the
interior of the building during working hours. If music is part of an event, it cannot
interfere with other meetings or with the on-going business of the tenants of the building. |
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| PARKING |
| Ample parking is available in the Broyhill Office Suites and Conference Center parking
lot on a first come, first serve basis. Parking permits are not required. |
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| PAYMENT |
One half of the total charges and one hundred percent of the refundable $200 security
deposit are due at the time of contract signing. The remainder (1/2) of the balance is to
be paid no later than two (2) weeks before the date of the event.
Late payments will incur a ten (10) percent monthly interest fee that will be applied to the
overdue balance. In the event that collection is required, all legal expenses/fees will be
applied to the final bill. |
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| SET-UP |
| The Conference Center will do its best to provide the renter with the set-up requested.
Once the room is set up, the renter cannot rearrange the room. If changes must be made,
the renter will contact the Broyhill Office Suites and Conference Center office. |
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| SECURITY |
| The Broyhill Office Suites and Conference Center may determine security is needed for
certain events. If this is necessary, the renter will be responsible for the costs of the
security. |
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| SMOKING |
| This is a Non-Smoking facility. |
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| UNAUTHORIZED AREAS |
| Renters are responsible for actions both inside and outside of the building. The renter and
invited guests are only allowed in those areas identified in the rental contract.
I verify that I understand the Rental Agreement Rules (Exhibit A) and agree to
abide by the above policy.
Name (please print):________________________________________________
Signature_________________________________________________________
Date______________________________________________________________
Click here to download and print a PDF copy of this contract.
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