Book With Southern Events

DATE OF BOOKING: __________________        

Event Name  _____________________________ 

EVENT SPACE RENTAL

This rental contract is established for rental use of the venue of Southern Events located 

at 300 W. Madison Avenue, Suite B, Athens, Tennessee, 37303.

RESERVATION DETAILS

For an event reservation to be guaranteed, Southern Events must receive a non-refundable initial deposit of $150 (unless otherwise noted) AND a fully executed contract. If both are not submitted your date will be released. This non-refundable deposit shall always supersede other terms of this contract. The remaining balance of any rental fee is required four (4) weeks prior to the event. If full payment by the date on the contract is not made your event will be cancelled and ALL monies paid will be forfeited with absolutely no exceptions. We will not send a reminder of the due date, and you will be liable for the full amount due to the venue.

In addition, a credit card is required on file for a refundable damage/incident deposit of $150. The damage deposit will be refunded the day after the event. Events totally over $500 will be required to pay an initial deposit of $250. Micro Wedding Deposits are $500. No exceptions. 

An event will not proceed without having a damage/incident deposit despite the venue rental being fully paid. 

First Name  _____________________ Last Name  _________________________

Email Address  ___________________________________           

Secondary Email   _________________________________

Address ________________________________________          

City ___________________________________________ 

State __________________________________________           

Zip ___________________________________________   

Event Date  _____________________________________  

Type of Event ____________________________________ 

Event Start Time   ___________________      Event End Time  __________________ 

Total Hours  _______________________      Number of Guests _________________

*Your set up and breakdown time must be included in the hourly rental. 

ANY EVENTS RUNNING OVER THEIR SCHEDULED TIME, 

WILL BE BILLED AT MINIMUM OF $250 PER HOUR

It may be deducted from your deposit and or the credit card on file being charged.

Your scheduled time must include set up, break down and clean up. You will not be allowed entry into the facility until your scheduled time. Additional time may be requested for an additional fee based on pre-approval and availability. Price can vary based on event and availability. 

TERMS AND CONDITIONS

“FACILITY RENTAL ONLY” NO SERVICES PROVIDED

Event Manager: The event manager and staff will only take direction from the CLIENT and/or the designated CLIENT Representative which must be submitted prior to event date. Any persons other than our primary contact must provide a valid ID that matches the name provided before they are able to make any changes.

Secondary Authorized Individuals.       

Additional Name(s) ________________________________________________ and 

Phone  ________________________________________________________   and Email address:  ______________________________________________________ 

Staff: Southern Events does not offer any services at this time other than the rental of the space. We will not have a staff member on duty during the duration of the EVENT to oversee the EVENT.  You can hire a coordinator for this purpose. Our staff could potentially be on the premise during an event. Our staff member will open the facility and close the facility at the designated times. The staff member will open the FACILITY and provide the information as needed. The staff member will not be available to serve, decorate or assist in your event. 

*Southern Events may offer in the future, at an additional fee full service packages.

Tables and Chairs: Such items are provided with your rental. Table requests will be set up and taken down by Southern Events staff. CLIENT must provide a room layout request for Southern Events staff at least (2) weeks prior to EVENT.  Please view the layouts available on our website when planning your event. The setup must adhere to fire code and must be approved by Southern events management. Tables and chairs are not to be taken outside or removed from the premises by the CLIENT or any guest attending the EVENT.  *Specific set ups may be at an additional fee. 

Event Hosts: Event Host(s) are responsible for obtaining and maintaining the event insurance and must show proof prior to the event. Hosts must communicate with staff in a timely manner with all payments, changes, etc... The host must be present or assign a designated person to be present to enter the event center at the assigned entry time. The event center will not open and or allow anyone that you have not authorized in our contract to begin set up. The Event center will not allow  anyone to make changes to contract or plans unless they are on the contract. The event host / client is responsible and liable for their guests and the actions of their guests that includes any damages done to the facility during your event. CLIENT is responsible for the upkeep of the facility during the event. CLIENT assumes full liability and responsibility for injuries sustained by GUESTS and/or VENDORS due to spills, wet floors, and debris not attended to. The client must inform his/her designated representative of all FACILITY and EVENT policies. Client assumes all liability. The number of attendees cannot exceed the maximum capacity of the event space. The maximum capacity of the room is 99. If there are additional unplanned guests on the day of the event we reserve the right to refuse entry. 

Southern Events Venue reserves the right to shut down an EVENT at any time for violations of this rental agreement. No refunds will be issued if an EVENT is shut down due to such violations. 

Additional Policies

Parking: The FACILITY is ADA complaint. We have two designated parking places in the front of the building for those persons using wheelchairs. For all others, there is a combination of free parking across the street in the shared Southern Homes parking lot as well and city parking within a few blocks of the venue. Clients and guests are responsible for following the laws of the state of Tennessee, and the city of Athens. Southern Events is not responsible for any tickets or accidents in or around our facility. We are not responsible for damages or theft of any vehicle on our premise. 

Rental Rates

Rental rates are based upon the day and time of the event. If your EVENT time spans both daytime and evening hours, the evening rate will apply. If you need additional to setup and breakdown for your event, please let us know and we can adjust your contract with an amendment to add additional time, if it is available. 

Please remember we are blocking off time for your event based on what you have requested. We can book additional events before and or after your event. Additional setup time may be added if available. Please do not assume the time is available. It is your responsibility to request additional time in advance to assure that it is available for you. 

Payments:

The signed contract MUST accompany a NON-REFUNDABLE Deposit via payment made through the website by credit or debit card. (Credit Card payments do have a fee of 3%) If you are unable or wiling to pay online, your time is not guaranteed until payment has been made in person. Payments not done online, must be done by appointment only. Southern Events will accept cashier's check or money orders. Please remember that you date is not secured until made is made.

When submitting your payment electronically, please put your last name and the date of the event in the memo. Please remember that the contract must be signed and deposit must be paid in order to secure your date. 

Our team will send you a confirmation once that date has been secured.  

All payments must be made on time and paid in full before the event deadline in order to keep your scheduled date. Failure to do so will forfeit all monies paid and your event will be canceled without a refund. Please mark your calendar.  Southern Events will not always send reminders.

Southern Events prefers payments to be made online through the website. 

However, if you are unable or unwilling to pay online, you must make an appointment with staff to do so in person. If payments are made in the office, only certified funds are acceptable. We do not accept personal checks or Post-Dated Business Checks. When making payments, please be sure to reference your EVENT date and last name in the memo section of the payment. There is a schedule of payments that will be listed on the contract confirmation that we email to you.

All payments are Non-Refundable. 

The Host / CLIENT understands that the “Full Balance” amount on the invoice may change if additional, miscellaneous or penalty fees are incurred. The “Full Balance” due can change after the EVENT has concluded if there are additional fees required.

INDEMNITY

In addition, CLIENT(S) agree(s) to indemnify and hold harmless Southern Events, its officers, staff and agents working on its behalf, from any and all claims, actions, suits, costs, damages, cancellations, and liabilities resulting from the breach of the AGREEMENT, the negligent actions, willful misconduct or omissions of CLIENT(S), and CLIENT’s guests, invitees, agents, assistants and vendors/subcontractors for CLIENTS’ special event.

FORCE MAJEURE

Except with respect to payment obligations under this Agreement, Southern Events, shall not be held liable or considered in breach of this Agreement due to , any failure to perform its obligations under this Agreement as a result of a cause beyond its control, including but not limited to, any act of God or a public enemy or terrorist, act of any military , civil or regulatory authority, change in any law or regulation or advisory, health threats as determined by the World Health Organization, the Centers for Disease Control, or local government authority or health agencies (including but not limited to the health threats of COVID -19, H1N1, or similar infectious diseases), curtailment of transportation facilities, disruption or outage or communication, power or other utility, labor problem, breakage or accident to machinery on lines of pipe, partial or entire failure or any other cause, whether similar or dissimilar to any of the foregoing, which could not have been prevented by such party with reasonable care (each, a “Force Majeure Event”). If the occurrence makes it illegal, impossible, inadvisable, or commercially impracticable to hold the Event or to fully perform the terms of the Agreement. The Agreement may be canceled by Southern Events, without liability, damages, fees, or penalty within 24 hours of the occurrence of a Southern Events Event, the affected party shall notify the client of the occurrence by sending either (ie)an e-mail message, text or call to the other party. In addition, Southern Events shall provide to the other party within seven (7) days of determining the cause of the Southern Events Event a written explanation concerning the circumstances that caused the Southern Events event. The time for performance required of the affected party shall be extended by the period of such delay provided the party is exercising diligent efforts to overcome the cause of such delay. Upon termination of the Southern Events Event, the performance of any suspended obligation or duty may resume based on availability of Southern Events. Additionally, Southern Events shall not be liable for the losses resulting from non-fulfillment of any terms or provisions of this Agreement and shall not be liable to compensate for the economic losses brought to the other party by Southern Events Event. All monies paid will receive a credit for one year. Rescheduling of events will be a sole discretion of Southern Events. Southern Events does not supersede the “all deposits and payments are non-refundable clause” Events may only be used by the Southern Events cancellation policy will always supersede any and all occurrences.

SEVERBILITY

If any term, provision, covenant or condition of the AGREEMENT, or application thereof to any person, place or circumstance, shall be held by a court of competent jurisdiction to be invalid unenforceable or void it shall be severed and inoperative. The reminder or the AGREEMENT and such term, provision, covenant or condition shall remain in full force and binding.  Southern Events, shall be released and not held liable for any lawsuits by clients, guests or heirs to either party past, present or future.

Credit Card Info

Client gives consent for Southern Events to charge below listed credit card for any outstanding costs, penalties fees associated with the EVENT and for Security / Damage Deposit. The Security/ Damage  Deposit will be taken 1 week prior to the event date. If the card does not have availability the client must bring an alternate form of payment for the damage deposit. 

Your event cannot proceed without a security / damage  deposit. THIS IS NOT FOR YOUR DEPOSIT OR PAYMENTS THIS IS ONLY IN CASE OF ANY DAMAGE OR INCIDENTALS OUTSIDE OF THE VENUE RENTAL/SERVICES FEE. If you have provided a fraudulent card where Southern Events has to litigate you will be charged double.

VENUE ONLY ADDENDUM- THE INFO BELOW IS FOR CLIENTS WHO HAVE BOOKED THE VENUE ONLY AND WILL PROVIDE ALL SERVICES THEMSELVES

As per your contract you are doing a venue ONLY rental which classifies you as a do-it-yourself client.

This serves as an addendum to our full contract:

1. Client is responsible for the full set, full break down and FULL CLEAN UP of your event (we will make available the designated number of tables and chairs that you request prior to your event.

2. Client or a designated representative must be present for all deliveries to insure proper placement of items.

3. No additional tables or chairs can be brought out after the final count is given.

4. All décor is the client’s responsibility to provide as well as remove and discard (as per full contract). Client must provide their own tools. -ex: tape, scissors

5. Please follow the guidelines for décor on your contract.

6. You are responsible for all safe handling of food and temperature control.

7.  Gloves and masks are required for all handling of food and are not provided by the venue.

8. Any allergic reactions or incidents regarding food are your full responsibility; Southern Events is fully released of any claims of liability or negligence.

9. During your event you are responsible for maintenance of, but not limited to, garbage on tables, spills on the floor, occasional bathroom checks.

10. ANY STAFF PRESENT IS THERE TO OVERSEE THEY ARE NOT THERE TO ASSIST WITH EVENT SET UP OR LOADING AND UNLOADING.

11. IF DOING YOUR OWN CATERING PLEASE REMEMBER YOU ARE RESPONSIBLE TO BRING ALL SUPPLIES AS WELL AS TABLECLOTHERS FOR THE FOOD TABLES.

CLIENT SIGNATURE: ________________________________________________  DATE:  _____________________

Failure to comply with our do-it-yourself policies shall result in additional fees based on the severity of the occurrence. Before you exit the manager will let you know if everything is complete as per the contract or if a clean-up assessment will be charged AND DEDUCTED FROM YOUR SECURITY DEPOSIT.

Southern Event will email a copy of the Policies as a reminder that are shown on our website and your signed contract once your deposit has been made and your event scheduled. 

We will also have these policies available in writing at the event center for review. 

*The following process will help you exit in a timely manner as per our full contract.

1. Venue will provide (3) heavy duty contractor bags for garbage cans additional bags are to be provided by the client (we suggest heavy duty black bags to prevent spillage) please not if your removal of garbage leaks throughout the building a $50n cleanup fee will be charged to the credit card that is on file.

2. When removing drinks from the table we advise not throwing liquids in the garbage cans. Instead, it is recommended to use a bucket then pour in sink or sink directly. *This reduced leaking garbage where you may be charged an excessive clean up fee.

3. Garbage cans should be monitored and changed for overflow of garbage throughout your event.

4. Trash shall be securely tied and taken to the back of the building.

5. The client is responsible for all sterns, serving utensils, and any items needed to provide an efficient serving process. The venue does not provide any supplies. Clients or guests are not given access to any drawers or cabinets at Southern Events, LLC supplies.

6. It is recommended to start your clearing of tables prior to the end of your event to insure you will be excited in a timely manner as per terms of full contract.

7. All balloons must be taken down, deflated and disposed of in garbage bags, Failure to comply may result in an assessment of a cleanup charge $200 fee.

8. No food shall be left in kitchen area in the sink, counters or refrigerator (a clean up fee will be charged if food is left behind)