Wedding Venue Contract
This Agreement is made effective as of ________________, by and between Steamboat Inn and
(names of clients)____________________________________________________________
The Clients represent that they desire to hold a wedding event on (date)________________________________ with the arrival time of ___________ on the date of____________. and a departure time of ___________ on the date of ____________.
1) VENUE RENTAL FEE(S):
(a) The Clients or Representative for the Client (s), agree to pay an initial nonrefundable deposit of 50% of the total of all fees. This payment serves to hold the venue for the specified date of the wedding and is payable at the time of contract signature. A $500.00 refundable security deposit is required for all weddings and will be returnable to the client (s) up to two weeks after the event has been held once property has been inspected for any potential damage from the event or wedding.
(b) The remaining agreed upon venue rental fees will be due 60 days prior to the date of the event. The agreed upon date of payment will be the following:_________________________.
Full Property Buyout: $14,000. Rental of the entire property, including all of the lodging (8 cabins that sleep two each, 2 suites that sleep 2 each, 5 cottages that sleep 4 each, and 3 houses that sleep 6 each) for two nights. Check in is 3pm on the first day and check out is 11am on the third day. Price includes 60 inch round tables and folding chairs. Maximum lodging occupancy is 58 people. Tents or other overnight camping are not allowed. Additional room nights may be added as needed. Maximum ceremony/reception guests – 75. Price does not include food, beverages, or staff gratuity. The event must end by 10pm.
Cottage wedding: $7500. Rental of the cottage area, including lodging in all five cottages for two nights plus one suite for two nights. Check in is 3pm on the first day and check out is 11am on the third day. Price includes 60 inch round tables and folding chairs. Maximum cottage lodging occupancy is 20 people, 4 people in each cottage, plus two guests in the suite. Tents or other overnight camping are not allowed. Additional rooms may be added as needed. Price does not include food, beverages, or staff gratuity. Maximum ceremony/reception guests – 50. The event must end by 10pm.
Elopement/Intimate Wedding: $2500. Rental of one suite for two nights. Ceremony may be held at the river below the lodge (2 locations to choose from) or in the Library in the event of bad weather. The reception may be in the Library. Check in is 3pm on the first day and check out is 11am on the third day. Maximum lodging occupancy, 2. Tents or other overnight camping are not allowed. Additional rooms may be added as needed. Price does not include food, beverages, or staff gratuity. Maximum ceremony/reception guests – 12. The event must end by 10pm.
2) DATE CHANGES:
In the event the Client (s) is forced to change the date of the event every effort will be made by Steamboat Inn to transfer 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 nonrefundable 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 Steamboat Inn is not responsible for these compromises in quality.
3) CANCELLATIONS:
In the event of a cancellation of a special event or wedding, 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. We cannot refund any advance payment for a canceled reservation unless the date is re-rented for the entire period and prepayment has cleared. We will make every effort to re-book the location; however, if it is not re-booked, you forfeit all monies paid. If a cancellation is successfully re-rented, all of the rent, taxes and damage/security deposit will be refunded, less a 10% cancellation fee. Steamboat Inn may cancel rentals due to emergency conditions, or events beyond the control of Steamboat Inn. In case of cancellation initiated by Steamboat Inn, all rental and deposit monies will be refunded.
4) ACCOMMODATIONS:
The Client(s) agree that additional guest rooms provided by Steamboat Inn for the event or wedding party may require a separate contract. Additional rooms are subject to our standard fees and policies which are available on our website https://www.thesteamboatinn.com/policies
5) RULES AND REGULATIONS:
The following is a list of rules and regulations to be upheld by Client(s), which includes all EVENTS PLANNERS, WEDDING COORDINATORS, and VENDORS who are involved in the planning and execution of the special event on the premises of Steamboat Inn.
(a) Parking: All vehicles associated in any way with the event or wedding must be parked within the parking area or the drive. No vehicles shall be parked on any lawn surface.
(b) Barbecues/Grills: Barbecues and grills are to be used outside only. No campfires are allowed anywhere at any time.
(c) Candles: Due to our location in the National Forest, candles are not allowed outdoors. Candles are allowed in the Restaurant only. All candles must be contained or enclosed in glass. The flame must not reach higher than 2 inches below the height of the glass.
(d) Due to our location in the National Forest; sparklers, sky lanterns, and/or fireworks are not allowed anywhere on the property at any time.
6) EVENT ENDING TIMES:
All outdoor events must end by 10pm to comply with sound ordinances, respect to other guests, and in order to allow for cleanup and closure of the site by midnight.
7) DECORATIONS:
Decorations may not be hung with tape, command strips, wire, staples, nails or screws anywhere on the property. All decorations must be removed without leaving damages directly following the departure of the last guest, unless special arrangements have been made between the Client(s) and the venue.
Note: For weddings and reception farewells the following is allowed outdoors: bubbles, bio degradable confetti, real flower petals. Rice, bird seed, confetti, glitter, pyrotechnics, and sparklers are not permitted inside or outside the facility. Fake flower petals may be used inside buildings, but not in outdoor areas.
Tents and Stakes: If any events tents are used, setup must be supervised by Steamboat Inn ownership or the Head Landscaper. No stakes of any kind are to be driven into the ground without Steamboat Inn supervision
8) INSURANCE:
Client(s) shall maintain Commercial General Liability Insurance including Host Liquor liability, in an amount not less than $1,000,000 Combined Single Limit for Bodily Injury and Property Damage. Such Insurance shall name Steamboat Inn as additional insured, and a certificate of insurance with an endorsement must be provided 30 days prior to the event.
Failure to provide evidence of this insurance to the Steamboat Inn 30 days prior to your event, can cause immediate cancellation of your event. Cancellations resulting from failure of renter to provide the Steamboat Inn with a proper and timely certificate of liability insurance will be treated as a renter caused cancellation occurring less than 30 days prior to the event.
9) LIQUOR/ILLEGAL SUBSTANCES:
All alcohol must be served by Steamboat Inn Staff or with pre-arrangements, an OLCC licensed bartender. Alcohol service ends at 10pm or at the end of the event, whichever is earlier. Alcohol may not be served to minors. Any visibly intoxicated guests will be refused service. Illegal substances are not allowed at any time on the premise. Drunken/Violent disturbances are prohibited and subject to immediate removal from the premise and possible termination of event without refund. Steamboat Inn may ask guests for identification to verify age and reserves the right to ask to the entire party to leave if (1) a minor is consuming alcohol; (2) an adult is providing alcohol to a minor; or (3) a guest or guests appears intoxicated and refuses to leave the Premises. Renter shall indemnify and hold Steamboat Inn harmless from all liability for improper use of alcohol.
10) SECURITY DEPOSIT: A $500.00 security deposit will be returned 15 days after the event as long as there is no damage. If any damages that exceed the amount of the security deposit shall be the responsibility of the person financially responsible for the event. FAILURE TO COMPLY WITH VENUE POLICIES WILL FORFEIT SECURITY DEPOSIT.
11) MUSIC:
All music must end by 10pm.
12) SMOKING:
Steamboat Inn is a non-smoking venue. Smoking will be permitted only in designated outdoor areas. Due to our location in the Umpqua National Forest, smoking may be banned outdoors during fire season.
13) CHILDREN:
All children must be supervised at all times.
14) PETS:
Pets are allowed in the Hideaway cottages and Campwater Houses only. Additional pet fees may apply. Pets are not allowed in the River View Cabins or Suites. Pets may be included in outdoor ceremonies. Clients are responsible for cleaning up all pet waste and any damages the pets may cause.
15) FOOD AND CATERING
The client agrees that Steamboat Inn will provide all catering. Outside food and drinks are not allowed. A separate agreement will be completed for catering services and price will vary depending on menu choices. The only exception: wedding cakes may come from any licensed bakery.
The client will provide a final guarantee for the number of guests a minimum of two weeks before the event.
The client will agree to the final menu one month before the event.
Steamboat Inn can provide wedding cakes with advance notice. Price will vary depending on style and size.
16) INDEMNIFICATION AND HOLD HARMLESS AGREEMENT:
The Renter agrees to indemnify and hold Steamboat Inn, its officers and agents harmless from and against any and all liability, claims, actions, demands or losses of any kind and nature that may occur or be claimed with respect to any person or persons, corporation, property of chattels, on or about the Steamboat Inn, or to the property itself resulting from any act done, or omission by or through the Renter, its agents, contractors, employees, invitees, or any person on the premises of the Steamboat Inn by reason of Renter's use or occupancy thereof. These may include, but are not limited to accident, injury or damage to property arising from any act of the Renter or Renter's guest, whether intentional or negligent, which occur during use. Renter agrees to pay all costs and attorney fees incurred by Steamboat Inn owner and representatives in defending any such claim or action brought against the owner and representatives.
17) PERSONAL AND ABANDONED PROPERTY:
The Steamboat Inn and its representatives assume no responsibility for any property placed in the facility or on the premises or any property that is left on the premises after the event is over.
SIGNATURES:
Wedding couple, Client(s) or agent of couple: Financially responsible for all the above.
By:_______________________ Date:___________________
By:_______________________ Date:___________________ By:_______________________ Date:___________________ The Steamboat Inn:
By:_______________________ Date:___________________
Melinda Woodward, Owner