BOOKING AND PAYMENTS. A signed contract and retainer are required to secure your booking. This ensures that both parties are committed to the agreement. It covers the out-of-pocket expenses and administration of your booking and is non-refundable. The total fee for your event, the retainer, and dates these payments are due will be provided. The balance is to be paid by the date stated within the agreements, no later than 14 days prior to the booking date. In the event the booking occurs in less than 14 days of the booking date, balance is due 1 week prior to the event date unless otherwise negotiated. Late payment puts your booking at risk of cancellation.
DAMAGE DEPOSITS. Damage/Incidental deposits will be returned within 5 business days, after the conclusion of the event, under the terms that the renter has met the condtions of the contract. (Trash and coolers shall be emptied, food should not be disposed of in any sink, all balloons should be popped before disposal and confetti should be popped outdoors, no tape or adhesives used, no excessive trash in dumpter or building, etc)
Additional time spent in venue outside of rented time frame will result in the loss off deposit. $50 will be deducted for every 20 minutes outside of the rental period.
CANCELLATION. Retainer fees are non-refundable. No refund of the venue rental fee will be issued if cancelled within 14 days of the date of the event. Rental Fees can be applied to future venue rentals (subject to availability) within 6 months of the initial booking date. If circumstances are beyond the control of the Venue and the booking has to be cancelled, a refund of monies paid will be issued.
RESCHEDULED RESERVATION DATE. If Client reschedules the Reservation Date, written notice (e-mail, written documented request, and/or SMS text message) must be given to the Company of Client’s intention to reschedule the Reservation Date and identify the new date, if known, for the Reservation (hereinafter, “Rescheduled Reservation Date.”).
- If you do not have a Rescheduled Reservation date yet, your Retainer and any other payment made to date will be kept on file as credit for up to 6 months from the original Reservation date.
- Company only accepts Rescheduled Reservation Dates up to 1 year from the original Reservation Date, after which any Client payments and/or credit to date is forfeited.
- Any payment made by Client at the time of rescheduling, Retainer or otherwise, will be kept as a credit and applied to the Rescheduled Reservation Date.
- Client understands that if a new Rescheduled Reservation Date is not established immediately, Company cannot guarantee the availability of the Rescheduled Reservation Date.
- Client may incur additional fees for Company’s services due to the rescheduling such as sub-rentals with other vendors at request of the client, significant changes to event design, additional venue walk-throughs, etc.
- Company will discuss with Client prior to charging any additional fees.
RENTAL CREDITS. Unless otherwise stated, all event rental credits granted expire after 6 months from from the date of the Client's Reservatino Date outlined in this agreement. Value of credits are subject to current rental rates at the time of rescheduling.
DURATION OF HIRE/RENTAL. As standard, this agreement is for 24 hours or the course of the event, whichever is shorter. If setup is required in another venue, access to the venue in advance of the event is required; access after the event is required for the collection of hired items. It is the Client’s responsibility to ensure there is access to the venue before and after the event at the agreed times. Access failure may result in changes to the agreed upon design, and subject to fees as it may affect the next Client’s booking.
TERMINATION/LIABILITY CLAUSE. Rashidah Hoffman DBA Latitude Event Planning LLC will not be held responsible for any acts of nature or other forces beyond his/her control that may affect the delivery and/or quality of the services described in this contract. This includes but is not limited to weather-related incidents, a government shutdown, a pandemic, or any other disaster.
The Planner will not be held responsible for failure to provide event services due to emergencies, catastrophes or interruptions of public utilities. The planner cannot be held responsible for power outages and problems beyond control and is not responsible for damage to persons or property cause by Acts of God/nature or other forces.
Both parties shall not be liable for any failure of or delay in the performance of this Agreement if such failure or delay is due to unforeseeable causes beyond its reasonable control, including but not limited to acts of God, war, strikes or labor disputes, embargoes, pandemics, government orders (each a “Force Majeure Event”). Upon occurrence of any force majeure event, the affected party shall give verbal notice to the other party of its inability to perform or of delay in completing its obligations. A Force Majeure Event cannot be used to excuse Clients breach of its payment obligations or modify the cancellation policies under this contract. However, any amounts paid to Company up to the date of the Force Majeure Event (minus fees for labor, custom items, and any other billable occurences in which the planner cannot recoup funds for) will be available for transfer to another event within the 1 year period following the originally scheduled Rental Date.
CATERING, CLEANING, TRASH & EQUIPMENT REMOVAL. The Venue will be in a clean condition prior to your event. You will need to incorporate your set-up time and clean up time into the rental agreement, you are required to return the space to the same clean condition in which it was found, unless payment for clean-up was made. Otherwise, all trash must be collected, properly bagged and removed by the Client or the caterer and the furniture must be rearranged. All rental equipment must be removed that night unless approved otherwise by the Venue.
SITE DECORATION. No nails, screws, adhesives, staples or penetrating items should be used on Venue walls, brick or fine wood. Any tape or gummed backing materials or other materials that are used and in an extreme case of damages will result in the damage deposit will not be refunded.
CONDUCT. There is absolutely no drug use of any kind tolerated on premises or within 25 feet of the building including loitering or congregating outside on the sidewalk at any time during the event. Alcohol may only be consumed by a person 21 or older, within the Venue. The renter is responsible that this policy is adhered. Disparaging remarks or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Client and guests shall use the premises in a considerate manner at all times. Conduct deemed disorderly at the sole discretion of the Venue staff shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases no refund of the rental fee shall be made.
LIABILITY. Client agrees to indemnify, defend, and hold Rashidah Hoffman DBA Latitude Event Planning LLC, its landlord, building owners, officers, employees, and agents harmless of and from any liabilities, costs, penalties, or expenses arising out of and/or resulting from the rental and use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by client, its employees, and agents of alcoholic beverages at the Venue.
PHOTO RELEASE. The Planner may display and use any photographs from your event for advertising, display, website and internet promotion at our discretion.
MISSING/LOST ITEMS. The Venue takes no responsibility for personal effects and possession left on premises during or after any event. We do, however, maintain a lost and found and will hold recovered items up to 30 days. Every attempt will be made to return any recovered item to its rightful owner.
DISPUTE RESOLUTION AND LEGAL FEES. In the event of a dispute arising out of this Contract that cannot be resolved by mutual agreement, the Parties agree to engage in mediation. If the matter cannot be resolved through mediation and legal action ensues, the successful party will be entitled to its legal fees, including, but not limited to attorneys’ fees.
COVID-19 RELATED INDEMNIFICATION. Both parties hereby voluntarily and expressly agree to defend and hold harmless each other and its affiliates and each of their respective families, owners, agents, representatives, employees and contractors from and against any claim, demand, cause of action, suit or other proceeding arising from or relating to exposure, infection, and/or spread of COVID-19 while using Companies goods or services.
ENTIRE AGREEMENT. This Agreement (including attachments) contains the entire agreement of the parties and there are no other promises or conditions in any other agreement whether oral or written. This Agreement supersedes any prior written or oral agreements between the parties.
AMENDMENT. This Agreement may be modified or amended if the amendment is made in writing and is signed by all parties.
HEADINGS. The headings contained in this Agreement are strictly for convenience, and shall not be used to construe meaning or intent.
SEVERABILITY. In the event that any provision of this Contract is deemed invalid or unenforceable, in whole or in part, that part shall be severed from the remainder of the Contract and all other provisions should continue in full force and effect as valid and enforceable.
LEGAL FEES. In the event of a dispute resulting in legal action, the successful party will be entitled to its legal fees, including, but not limited to its attorneys’ fees.
LEGAL AND BINDING CONTRACT. This Contract is legal and binding between the Parties as stated above. This Contract may be entered into and is legal and binding both in the United States and throughout Europe. The Parties each represent that they have the authority to enter into this Contract.
GOVERNING LAW AND JURISDICATION. The Parties agree that this Contract shall be governed by Missouri law. The Parties agree to the terms and conditions set forth above as demonstrated by their electronic signatures as follows: