Special Events & Wedding Venue Contract

 

This agreement is entered into as of ________________, 20___ between Client Name_______________________ (“Client”) of Address_______________________and C&J Events, LLC (hereafter referred to as “The Sherrod”) at 421 Tennessee Street, Courtland, Alabama. The parties hereto, intending to be legally bound, and in consideration of the mutual covenants here in after agree to the terms outlined in this Agreement (“Rental Agreement”).

The Sherrod is available for a wide variety of social or business functions. Our policies assure proper maintenance so that all Clients will be able to use and enjoy the property. We require strict adherence to these terms and conditions.

 

DATES/TIMES OF PERMITTED USE

The Sherrod, hereby grants client a license to use The Sherrod (“Event Center”) for the Wedding (“Event”) to be held on ___________, 20__. Access to the Event Center will commence at __________on the date of the Event and will end at __________  on ___________, 20__ (“Access Period”). Set-up and tear-down must occur during this defined period. If tear-down and removal of non-Sherrod equipment is not completed by the end of the Access Period, the Client will be responsible for additional rental time. Access for Client, Client’s vendors and Client’s guests is only allowed during the Access Period. Any other gatherings on The Sherrod property are not allowed without express permission from The Sherrod.

 

EVENT SIZE

Client estimates that the following number of guests will attend the Event:

_____Up to 50 Guests   _____50-100 Guests   _____100-150 Guests

The final count and Rental Fee true-up (if necessary) will occur at the 30-day meeting. No Credit(s)/ refunds will be issued if the final guest count is less than the initial contracted pricing.

 

VENUE RENTAL FEE(S)

The rental fee for this Event based on the date and the Access Period (paragraph 1) and estimated number of guests (paragraph 2) is __________ “Rental Fee.” The Client agrees that they have received a copy of The Sherrod Special Events and Wedding Venue Contract and acknowledges that this document includes incidental fees that may be incurred for activities that occur outside of the terms of this Rental Agreement. There will be a Clean-Up Fee of $250. Refundable Deposit of $500 (After property is properly assessed for damages).

 

PAYMENT

 Payment is due seven days prior to the event. A 3% processing fee will be charged for all credit card payments. Client Initials ___________

​

LATE AND REJECTED PAYMENT FEES

(a) Late Payments: Client will be charged a late fee for overdue invoices (see the Miscellaneous Fees section of the Wedding Package Pricing documents for details). If the Rental Fee is not paid in full at least (7) days prior to the Event, The Sherrod reserves the right to cancel the Event without refund.

(b).Returned Check/Declined Credit Card: In the event that any check is returned by the financial institution, or a credit card is declined, Client must arrange for alternate payment within forty-eight (48) hours of notification and will be responsible for the Rejected Payment Fee.

 

DATE CHANGES

In the event the Client(s) is forced to change the date of the Event, every effort will be made by The Sherrod to make reservations to support the new date. The Client(s) agrees that in the event of a date change any expenses including but not limited to deposits and fees that are non-refundable and non-transferable are the sole responsibility of the Client(s). The Client(s) further understands that last minute changes can impact the quality of the event and that The Sherrod is not responsible for these compromises in quality.

 

CANCELLATIONS

In the event of a cancellation of an Event all payments made to date are non-refundable and all outstanding payments will be due immediately. We understand that sometimes it is necessary to change or cancel a reservation. All cancellations or reservation changes must be made in writing. The guest is responsible for verifying that The Sherrod has received their cancellation letter.

 

THE SHERROD DÉCOR/DECORATIONS/EVENT STAFFING

The Event Center includes the Magnolia Hall, Founders Room, Heritage Lounge, and sidewalks/lawns surrounding the Event Center and parking areas, for the Access Period. Clients will also have the use of tables and chairs. The Sherrod will provide a Venue Manager . The Venue Manager will be onsite during the Access Period and will manage set-up/tear down tables and chairs provided by The Sherrod on the layout defined during the 30-Day Meeting (see paragraph). All Décor must be cleaned up on the night of the event. Florists must clean up all debris from their décor and arrangements. Nothing can be put in the fountain as decoration. NOTE: The Venue Manager and staff will NOT assist Client with set-up/tear-down of non-Venue Décor. The Venue Manager will also be available to answer questions and address property maintenance issues. The Sherrod does not provide cake cutting services.

 

CATERING

Caterer contact names and contact information must be provided to The Sherrod office via email or hard copy 30 days prior to your load in.

The prep kitchen is for your convenience.  It is a prep kitchen only for staging and completion of dishes before serving.  NO food production may be done in the kitchen at The Sherrod unless the Caterer makes arrangements for an on-site kitchen build.  Your caterer’s business license, proof of insurance, and proof of certification under DOH must be on file 30 days prior to your load in.

 

INDEMNIFICATION

Client shall indemnify, defend and hold harmless The Sherrod, its owner, its management company, and its owners, officers, and employees from and against all demands, suits, judgments, settlements, claims, damages to persons and/ or property, fines, liens, losses and other liabilities, including reasonable attorneys’ fees arising out of or in any way related to the Event, including claims for loss or damage to any property, or for death or injury to any individual. This indemnity shall survive the termination of this Agreement. Client hereby releases The Sherrod from any and all liability or responsibility to Client or anyone claiming through or under Client by way of subrogation or otherwise for any loss or damage to equipment or property of Client, Client’s guests or vendors covered by any insurance then in force.

 

LIQUOR/BEVERAGES/ILLEGAL SUBSTANCES

If Client elects to offer alcohol during the Event, Client must understand and adhere to The Sherrod’s Alcohol Policy. Client Initials: _____________

 

30 DAY MEETING

Client will participate in a planning meeting that will be held approximately 30 days before the Event (“30-Day Meeting”) with The Sherrod Staff. The Client’s Full Wedding Planner or Coordinator should attend this meeting. The Event and Catering Timeline (Exhibit B of this Agreement) includes a list of documents that must be completed by the end of the 30-Day Meeting. After the 30-Day Meeting, these documents/this information will be considered final plans. Client will incur additional fees (see Miscellaneous Fee section of Event Package Pricing document) for changes requested to these final plans.

 

WEDDING REHEARSAL

Client may hold a one-hour daytime rehearsal (before 5:00 pm) to occur up to one (1) week prior to Event at no charge. In order to honor the exclusivity of other client Events, the exact time for the Wedding Rehearsal time cannot be scheduled until 30 days prior to the Event. Availability is based solely at the discretion of The Sherrod. Rehearsals can be scheduled after 5:00 pm and/or for more than one hour for an additional fee (see Wedding Event Pricing list). This amount will be due upon receipt of invoice.

 

SECURITY DEPOSIT/DAMAGES

A $500.00 refundable security deposit will be returnable to the client (s) within 7 days after the event has been held once property has been inspected for any potential damage from the event or wedding. Client is responsible for any damages to The Sherrod that may have been caused by the Client and/or the Client’s guests and vendors. Clients are required to adhere to the Event Center Usage Rules Exhibit A) and are required to ensure their guests and vendors honor them as well. The Client is ultimately responsible for any damage incurred. The Client is within his/her rights to seek redress for damage charges caused by Client’s guests and vendors. The Sherrod will not involve itself in these efforts. The Venue Manager will use reasonable best efforts to report any damages or loss of property to the Client on the day of the Event, however, some things may not be noticed until after the Event ends. The Sherrod reserves the right to make a thorough inspection of the property and identify/assess damages prior to the next scheduled Event or within ten (5) business days of the Event whichever is shorter. If damage has occurred, The Sherrod will provide an itemized list to the Client and The Sherrod will charge the damage amount to the Client’s credit card that was held on file for such purpose.

**** NOTE: The Sherrod staff will make reasonable best efforts to repair damage charging only for labor. Should, however, the damage be extensive, Client will be responsible for replacement costs.

 

PHOTOGRAPHY

(a) Photos taken by photographers/Guest- The Sherrod encourages Client/Client vendors and Client guests to take photos during the Event. The Sherrod hopes the client will share these pictures so they can be used for promotional purposes.

(b) Photos taken by The Sherrod Staff- The Staff may take photographs at the Event and The Sherrod reserves the right to use these photos for promotional purposes. It is understood by the Client, their guests and vendors that attendance at an Event at The Sherrod includes permission to use their images in such materials.

(c) NO boudoir or nude photography is permitted anywhere at the venue.

 

JURISDICTION

This Agreement falls under the jurisdiction of the state of Alabama and is therefore subject to Alabama’s laws and regulations.

 

 THE CLIENT CERTIFIES THAT HE/SHE IS LEGALLY ABLE TO ENTER INTO THIS EVENT CENTER RENTAL AGREEMENT AND THAT HE/SHE HAS READ, UNDERSTANDS,AGREES TO THE TERMS AND CONDITIONS OUTLINED IN THIS DOCUMENT AS WELL AS OTHER REFERENCED DOCUMENTS:

 

_______________________

Client Signature

 

_______________________

Name Printed

 

________________________

Date Signed