Aesthetic Church Fellowship Hall Contract

I. Introduction

A. Purpose

This contract outlines the terms and conditions for renting the fellowship hall at [Your Company Name] for various events, including weddings, receptions, meetings, and other social gatherings. It is intended to provide a clear and comprehensive understanding of the expectations and responsibilities of both parties.

The purpose of this document is to ensure that both the renter and [Your Company Name] understand their responsibilities and obligations, thereby fostering a smooth and successful event. This agreement aims to protect the interests of both parties and ensure that the event is conducted in a manner that is respectful of the facility and its users.

B. Parties Involved

The contract is made between [Your Company Name] and the renter, hereinafter referred to as "Renter." This section details the entities involved and their respective roles in the agreement.

1. [Your Company Name] is located at [Your Company Address] and can be contacted via email at [Your Company Email] or phone at [Your Company Number]. The company is responsible for providing the facility and ensuring it is in suitable condition for the event.

2. The Renter is the individual or organization listed in the contract, responsible for adhering to the terms and conditions set forth. The Renter is accountable for the behavior of their guests and any damages that may occur during the event.

II. Terms and Conditions

A. Reservation and Payment

1. Booking Process

1.1. The fellowship hall can be reserved by contacting [Your Company Name] through [Your Company Email] or [Your Company Number]. A completed reservation form and a deposit are required to secure the booking. The reservation form includes detailed information about the event, such as the date, time, number of guests, and any special requirements.

1.2. Reservations are confirmed only after the deposit has been received and the contract is signed by both parties. This ensures that both parties are in agreement and committed to the terms outlined.

2. Payment Terms

2.1. A non-refundable deposit of $500 is required at the time of booking. This deposit will be applied to the total rental fee. It serves as a guarantee of the reservation and a commitment from the Renter.

2.2. The remaining balance must be paid in full 30 days prior to the event date. If the balance is not paid by this deadline, [Your Company Name] reserves the right to cancel the reservation and retain the deposit. This policy helps to ensure that all financial obligations are met well in advance of the event.

2.3. Payment can be made via check, credit card, or bank transfer. Additional fees may apply for credit card payments. The Renter is responsible for any transaction fees that may be incurred.

B. Cancellation Policy

1. Cancellations by the Renter

1.1. If the Renter cancels the reservation more than 60 days before the event date, [Your Company Name] will refund 50% of any payments made, excluding the non-refundable deposit. This allows the Renter to recover a portion of their payment while covering administrative costs for [Your Company Name].

1.2. Cancellations made less than 60 days before the event date will result in forfeiture of all payments made. This policy accounts for the difficulty of rebooking the space on short notice and compensates [Your Company Name] for the potential loss of revenue.

2. Cancellations by [Your Company Name]

2.1. [Your Company Name] reserves the right to cancel the reservation due to unforeseen circumstances, such as natural disasters or facility damage. In such cases, all payments, including the deposit, will be fully refunded. This policy ensures that the Renter is not financially penalized for circumstances beyond their control.

2.2. If the Renter violates any terms of the contract, [Your Company Name] may cancel the reservation without refund. This includes, but is not limited to, failure to make payments, providing false information, or engaging in illegal activities.

C. Use of the Facility

1. Event Details

1.1. The fellowship hall is available for rental from 8:00 AM to 11:00 PM. Events must conclude by 10:00 PM to allow for clean-up and vacating the premises by 11:00 PM. This ensures that the facility can be properly maintained and prepared for subsequent use.

1.2. The Renter must provide detailed information about the event, including the number of guests, event type, and any special requirements, at least 30 days before the event. This information helps [Your Company Name] to prepare the facility and ensure all needs are met.

2. Decorations and Set-Up

2.1. The Renter is responsible for all decorations and set-up. Decorations must not damage the facility or its furnishings. The use of safe, non-damaging materials is encouraged to preserve the integrity of the space.

2.2. The use of nails, screws, or any adhesive materials on walls, floors, or ceilings is prohibited. All decorations must be removed by the end of the rental period. This policy helps to maintain the facility in good condition for future events.

3. Alcohol and Catering

3.1. The serving of alcohol is permitted only with prior approval from [Your Company Name]. A licensed and insured bartender must serve all alcoholic beverages. This policy ensures that alcohol is served responsibly and in compliance with legal requirements.

3.2. The Renter may use their own caterer or choose from a list of preferred caterers provided by [Your Company Name]. The caterer must provide proof of insurance and comply with all local health regulations. This ensures that food service is safe and professional.

4. Noise and Conduct

4.1. The Renter is responsible for ensuring that noise levels do not disturb neighboring properties. Amplified music must be kept at a reasonable volume. This policy helps to maintain good relations with the surrounding community.

4.2. The Renter and their guests must conduct themselves in a respectful and orderly manner. [Your Company Name] reserves the right to remove any individuals who violate this policy. This ensures that the event is enjoyable for all attendees and does not cause undue disruption.

D. Liability and Insurance

1. Damage to Property

1.1. The Renter is responsible for any damage to the fellowship hall or its contents during the rental period. A refundable security deposit of $300 is required and will be returned within 14 days after the event, provided no damage occurs. This deposit incentivizes the Renter to care for the facility.

1.2. Any damage exceeding the security deposit amount will be billed to the Renter. The Renter agrees to pay any additional costs within 30 days of receiving the invoice. This policy ensures that [Your Company Name] is compensated for any damages.

2. Insurance Requirements

2.1. The Renter must provide a Certificate of Liability Insurance with a minimum coverage of $1,000,000, naming [Your Company Name] as an additional insured. This insurance protects both parties in case of accidents or incidents during the event.

2.2. The certificate must be submitted at least 30 days before the event. Failure to provide proof of insurance will result in cancellation of the reservation. This ensures that all necessary precautions are in place well before the event date.

III. Facilities and Equipment

A. Fellowship Hall Description

1. Space Details

1.1. The fellowship hall is a 3,000-square-foot space with a maximum capacity of 200 guests, featuring hardwood floors, a stage, and a sound system. This space is ideal for a variety of events, offering both functionality and aesthetic appeal.

1.2. The hall includes access to a fully equipped kitchen, restrooms, and a parking area with 50 spaces. These amenities ensure that all needs of the Renter and their guests are met, providing convenience and comfort.

2. Available Equipment

2.1. [Your Company Name] provides tables, chairs, and basic audio-visual equipment at no additional cost. A detailed list of available equipment is provided below:

Equipment	Quantity	Notes
Rectangular Tables	20	6 feet long
Round Tables	15	60 inches in diameter
Chairs	200	Padded, stackable
Microphones	4	Wired and wireless options
Projector and Screen	1	High-definition projector
Sound System	1	Includes speakers and mixer

2.2. Additional equipment may be rented upon request. The Renter must notify [Your Company Name] of any additional equipment needs at least 30 days before the event. This ensures that all equipment is available and ready for use.

IV. Clean-Up and Maintenance

A. Responsibilities

1. Renter’s Responsibilities

1.1. The Renter is responsible for ensuring that the fellowship hall is left in the same condition as it was found. This includes removing all decorations, personal belongings, and trash. Proper clean-up helps maintain the facility for future use.

1.2. Trash must be disposed of in the designated bins outside the facility. Recycling bins are also available and should be used appropriately. This policy promotes environmental responsibility and proper waste management.

2. [Your Company Name]'s Responsibilities

2.1. [Your Company Name] will provide basic cleaning supplies, including brooms, mops, and trash bags. These items will be available for the Renter’s use during the event. Providing cleaning supplies ensures that the Renter has the necessary tools for proper clean-up.

2.2. A cleaning service will perform a final inspection and clean-up after the event. The cost of this service is included in the rental fee, provided the Renter has met their responsibilities. This ensures that the facility is thoroughly cleaned and ready for the next event.

B. Inspection

1. Pre-Event Inspection

1.1. A representative from [Your Company Name] and the Renter will conduct a pre-event inspection of the fellowship hall to document its condition. Any existing damage or issues will be noted at this time. This inspection helps to establish a baseline for the facility’s condition.

1.2. Both parties will sign an inspection form to confirm the condition of the facility prior to the event. This signed form serves as a record and helps prevent disputes about pre-existing conditions.

2. Post-Event Inspection

2.1. A post-event inspection will be conducted by a representative from [Your Company Name] to assess any potential damage or cleaning issues. This inspection ensures that the facility has been properly maintained and identifies any areas that need attention.

2.2. The security deposit will be refunded within 14 days if no damage is found and the hall is left in acceptable condition. Prompt refunding of the security deposit provides closure and financial transparency for the Renter.

V. Miscellaneous Provisions

A. Governing Law

This contract shall be governed by and construed in accordance with the laws of the state in which [Your Company Name] is located. This provision ensures that legal matters are handled within the appropriate jurisdiction.

B. Dispute Resolution

Any disputes arising from this contract will be resolved through mediation or arbitration, as agreed upon by both parties. Mediation and arbitration provide alternatives to litigation and can result in quicker, less adversarial resolutions.

If mediation or arbitration is not successful, the dispute may be taken to a court of competent jurisdiction in the state where [Your Company Name] is located. This clause provides a clear path for resolving disputes if alternative methods fail.

C. Amendments

Any amendments or modifications to this contract must be made in writing and signed by both parties. This ensures that all changes are documented and agreed upon, preventing misunderstandings.

D. Severability

If any provision of this contract is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. This clause ensures that the contract remains operational even if a specific provision is voided.

VI. Signatures

By signing below, both parties acknowledge that they have read and understood the terms and conditions of this contract and agree to abide by them. The signatures serve as a formal acceptance of the terms outlined.

Renter’s Signature

Name:                               

Date:                               

[Your Company Name]'s Signature

Name:                               

Date:                               

Church Templates @ Template.net