Event Registration
Apotheca's mission is to encourage self-expression, inspire creativity and uplift our community by providing a low-cost, all-ages event space for music, comedy, theater, lectures, workshops, dance, private events, meetings, and all forms of artistic expression. In order to keep our prices as low as possible, and for our team to provide you the best possible customer service, we use this "jot form" to communicate many necessary details and to serve as an events venue contract. When full payment has been received, we will update your original reservation on the calendar with your event name and full amount of time reserved. Full payment must be received within 2 weeks of your event or your reservation will be automatically cancelled. You will receive an email copy of this entire form. Thank you for choosing Apotheca and we look forward to working with you.
Name of Event Organizer
*
First Name
Last Name
Phone Number
*
E-mail
*
example@example.com
Facebook Page (for co-hosting event)
Instagram Handle (To Tag in Posts)
Name of Event
Description / Bio of Event
Number of people expected to attend
*
Have you made your reservation (START time only) on www.sedonaapotheca.com and paid the $50 refundable deposit?
Yes. I have.
No. I haven't. (Then please make your reservation at www.sedonaapotheca.com)
Was the event reservation made under the same event organizer name listed above?
Yes
No
Date of Reservation
Event Start Time
Hour Minutes
AM
PM
AM/PM Option
Event End Time
Hour Minutes
AM
PM
AM/PM Option
Set Up Arrival Time (15 minutes is included per full hour rented. Courtesy free set up is for set up only, not for event hours.)
Hour Minutes
AM
PM
AM/PM Option
Scheduled Exit Time After Reset / Cleanup (up to 30 minutes clean up and furniture reset time is included in the rental post event. This courtesy free time is to ensure the room is left ready for the next guests.)
Hour Minutes
AM
PM
AM/PM Option
Length of Hours or Minutes of Actual Event... (These are the hourly fees due upon receipt of invoice)
Length of Hours or Minutes of additional set up or cleanup time desired. Early arrival and/or late departure by host or guests outside of reserved time will be charged.
Is this a public or private event?
Public
Private
Will you be charging admission?
Yes, I will be charging admission.
No, the event is free.
The event is by donation.
If you will be charging admission, you can enter a ticket sales link for us to share here. Please note that you will be responsible for handling your own ticket sales, and providing your own ticket collector at the door. You can also email a link to booking@synergysedona.love. Please cc to: sierra@synergysedona.love
Are basic cleaning & reset services desired? (Sweep, vacuum stage if needed, take out event trash, clean spills & visibly dirtied surfaces as needed. This fee is separate from hourly rental in order to keep the rental as affordable as possible for a wide community.
Yes, we want to hire basic cleaning services by Apotheca.
Cleaning & reset service - Event Space only $50
Cleaning & reset service - Healing Room $50
Cleaning & reset service - For full facility rental including storefront $150
No, we will clean the space ourselves.
FREE - Deep cleaning such as mopping and bathroom cleaning are always included for free, at no charge, for all rentals.
PLEASE SELECT WHICH EQUIPMENT RENTALS, SERVICE FEES & SECURITY DEPOSITS WILL APPLY TO YOU...
Sound System (12-channel mixer, 2 speakers and stands w/ power cables, 2 microphones, 2 mic stands and 2 microphone cords) $60 Rental with $60 deposit.
Lighting (4-light RGBW multi-settings with stand and foot pedal controls) NO ADDITIONAL CHARGE w/ $25 deposit
Projector (Projector, stand, screen, HDMI cord and power supply) $50 rental with $50 deposit)
ALL EQUIPMENT BUNDLE - $100 rental. $125 deposit.
Equipment rental fees are INCLUDED IN FULL DAY & WEEK & WEEKLONG PACKAGES
FREE - FILTERED WATER STATION W/ CUPS are supplied for free at no charge, included in all rentals.
TECH SUPPORT IS NOT INCLUDED IN LOW COST EQUIPMENT RENTALS. You will be given a detailed binder and applicable checklists. SOUND - Le Fay Studios is available to hire for professional sound support and live recording. For other desired services such as extensive room re-arrangement & set up assistance, additional charges may apply. Please let us know here any other special event requirements, concerns or questions. We will gladly discuss your details before payment to determine how we can help to meet your individual event needs.
Are you in need of an audio engineer for live sound and/or recording services?
No, I will provide my own sound, lighting and tech engineer.
Yes, I am interested in hiring Le Fay studios for audio engineering of live sound and/or audio recording. If so, please contact Nic Leo at 928-228-5775, info@lefaystudios.com. Le Fay Studios is located inside Apotheca adjacent to Apotheca's stage. Fees for their professional audio engineering services will be handled entirely separately from your Apotheca Events Space rental.
VENUE RENTAL CONTRACT
MARKETING - In order to keep our rental fees as low as possible, Apotheca, the Venue, does not assume responsibility for advertising any events by the Renter. However, feel free to upload a photo and/or flyer which we will share on Apotheca's newsletter and to social media. You may also email later to booking@synergysedona.love and to sierra@synergysedona.love. Note Apotheca does not pay for creation or printing of flyers but you are welcome to bring up to 8 physical flyers to the venue and an unlimited number of 1/4 page flyers to pass out individually. Please let the staff hang flyers for you. We recommend posting your event (and handling your ticket sales) at eventbrite.com (which populates the internet on various event listing sites), submitting a press release to Kudos (with a high resolution photo w/ at least 2 weeks notice), sharing to your social media, email lists, text messages, and marketing via as many other avenues as possible to reach your own audience for optimal attendance.
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PAYMENT INSTRUCTIONS - COMPLETION OF YOUR REGISTRATION
Your reservation is complete when we have received full payment. Full payment must be received within 2 weeks of your scheduled event or your reservation will be automatically cancelled and your $50 deposit refunded. Please visit https://www.sedonaapotheca.com/pages/events to complete your payment (Scroll down to "Event Reservation Payments.") HOURLY RENTAL: Use the number selector to pay for the number of ACTUAL EVENT hours you are reserving. If you need additional set up/ tear down time than what is stated above, please use the number selector to reserve & pay for that time in advance. Full Day, Half day, and local 2 hour concert specials are also available. Locals of Sedona and surrounding Verde Valley area may use code LOCAL5 for $5 off the hourly rental. DAY20 for $20 off events during business hours. We may ask you to verify local status via a piece of mail or ID card. HALF DAY/ FULL DAY/ LOCAL 2-HOUR CONCERT SPECIAL - Select the button for which of these you are reserving. The discounted price for these is already included in the sale price. Save your emailed receipt and transaction ID for future reference. We will modify your original booking reservation on the schedule to include the full amount of time and finalized name of event you are scheduling. Thank you so much for choosing Apotheca.
VENUE CONTRACT
RESPONSIBILITY a) The Renter assumes full responsibility of the Venue during the times of use to include but not limited to the following: i) Cleaning facility after each and every use to include but not limited to trash removal, sweeping of floors, equipment storage and any other tasks required to ensure Venue is returned to clean and working order. Cleaning of Venue is to be completed in accordance with the Venue Rental Cleaning checklist provided. ii) Ensuring that access to venue is for members of the group only. iii) Proper closing of the Venue: A) locking all doors; B)turning off the lights and other equipment; and C) no trash is left inside or outside the Venue or in parking lot. iv) Proper use of utilities; and all equipments and furniture’s within Venue. b) The Venue Owner assumes full responsibility to provide Renter the access and use of the facilities, its utilities, equipment, and parking lot during the Agreement.
PAYMENT AND DEPOSIT – Payment is made in full within one week of receipt of this form. Failure to pay will result in cancellation of the reservation. All payments must be paid via the website www.sedonaapotheca.com under "events." a) The reservation $50 is the Renter's timeliness deposit (arrival & departure within agreed upon time) & cleaning/ damages deposit - which will be returned to the Renter upon settlement, minus any cleaning fees, fees for furniture re-arrangement, or charges for actual damages done to the Venue or equipment by Renter or his/her associates. d) Upon Renter's completion of his/her obligations as above mentioned, the Venue Owner shall return to Renter the security deposit minus any amounts deemed necessary to clean or reset the furniture, or to repair damages inflicted upon the Venue by Renter and/or Renter's associates, guests, invitees, contractors, and all other persons whatsoever who enter the Venue during the rental period, whether or not such persons did so with Renter's knowledge or consent. Renter shall also be liable to owner for any legal fees, court costs, and other expenses associated with collection. c) Renter will be liable for any physical damages, legal actions, or loss of reputation or business opportunities that Venue Owner may incur as a consequence of the actions of Renter or any of Renter's associates or guests while Renter is in control of the Venue, and shall indemnify and hold harmless the Venue Owner against any and all legal actions which may arise from Renter's use of the Venue.
REFUNDS & CANCELATION POLICY - The refundable booking deposit of $50 is automatically refunded if cancelled within 2 weeks of scheduled event or within 2 weeks of the date of deposit. Payment in full is a finalized reservation. Cancelation within 1 week of payment is fully refundable but all cancelations of finalized bookings will result in $50 non-refundable booking fee per reservation. Cancelation within 14 days of any scheduled reservation is 100% non-refundable. Zero refunds will be given after 30 days of any payment. Some special instances for a refund such as illness or emergency may apply at the discretion of the venue, Sedona Apotheca, LLC. Some non-refundable fees may be applied to future events within one year time limit and at the discretion of the venue. Please be certain when making a reservation and submitting payment. Apotheca staff spends diligent time to communicate, finalize and handle back end of reservations. Once a time is reserved then it cannot be reserved to anyone else. Security deposits for equipment rentals are returned to the customer within 5 days - all equipment, cords, power supplies and parts for equipment must be returned in working, clean order and are not permitted to leave the building. A checklist of all furnishings such as tables, tablecloths, cords, space reset, etc... will be provided.
PERSONAL PROPERTY and RELEASE OF LIABILITY- Venue Owner shall not be responsible for any loss or damage to personal property placed in or about the Venue belonging to Renter or his associates, its employees, agents, subcontractors, guests and Renter shall hold Venue Owner harmless from all claims arising out of loss or damage to such property. Venue Owner shall not be liable for any damage or loss to said property regardless of how and where same shall occur. LIABILITY- The work, services, or activity to be performed in the Venue under this contract will be performed entirely at the risk of the Renter and assumes all responsibility for the condition of facility and all equipment used in conjunction of this contract. Furthermore, Renter shall protect, maintain, save and hold harmless the Venue Owner and its officers, agents, servants, and employees from and against any and all claims, demands, expense and liabilities arising out of injury or death to any person, or the damage, loss or destruction of any property which may occur in or about the Venue. APPLICABLE LAW- Any disputes arising under this contract shall be adjudicated in the Venue Owner's local jurisdiction. The construction and interpretation of this Agreement shall be pursuant to the laws of the state of Arizona.
Thank you for choosing Apotheca!
We are happy to serve you and we sincerely look forward to your event.
Complete Registration
Complete Registration
About Apotheca's Registration Jot Form
This document contains important communication and serves as the venue rental agreement between venue and customer. Please save the emailed copy you will receive to distribute to your event collaborators and keep for future reference. Thank you so much for your cooperation and understanding.
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