Please review this contract carefully. Sign and return it with the date-hold deposit.

*Note: Please plan to rent for adequate time to complete your setup. Parties who make changes/requests to access the building 72 hours before their planned set up time will be subject to additional charges. (minimum: $50 plus regular hourly rental rate)

NOTE: Weekday availability for the café space is restricted to 5pm to 11pm, minimum of two hours.

If you have any specific questions, contact our event coordinator at: theroxytheaterlongview@gmail.com

 

This Facility Rental Agreement is made and entered as of the date(s) last set forth above by and between Renewal City Church DBA The Roxy, a Washington non-profit corporation, and

In consideration of the mutual promises set forth herein, and other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the parties agree as set forth below.

CONDITIONS AND RESPONSIBILITIES OF RENTER

Please read the material below to make sure all parties understand the requirements of providing for everyone's safety and keeping The Roxy Theater a well maintained and safe facility for future use.

The Roxy agrees to rent to Renter the following described premises:

The Roxy Theater

1101 Commerce Ave

Longview, WA 98632

*Please make checks payable to THE ROXY.

NOTE: The Roxy Theater auditorium is available for rent Monday through Saturday. The café space is available daily between 5:00 pm and 11:00 pm. All rentals are a minimum of 2 hours, which includes set up and clean up time.

 

Time outside standard rental hours subject to availability and additional fees.

DEPOSIT/RENTAL FEES FOR THEATER

 

The balance of your space rental fee is due fourteen (14) days prior to your event. Any additional balance incurred during event due to extra time, change of time, glitter cleaning fee, etc is due at the completion of the event. 

 

Any additional costs that arise due to damage to the building during your event or contract changes will be due within two (2) days days of damage appraisal and invoice. No terms are implied or granted and no work will be allowed to commence until full payment is received.

YOUR SECURITY/DAMAGE DEPOSIT CHECK WILL ONLY BE CASHED IN THE EVENT THAT YOUR ACTIVITIES IN THE BUILDING RESULT IN DAMAGE TO OUR FACILITY. IT DOES NOT COVER ANY PART OF YOUR RENTAL FEE.

Renter shall be responsible for expenses incurred by THE ROXY in correcting, cleaning, repairing or replacing any facilities, or property of THE ROXY which was damaged in connection with the activity, meeting or event for which the facility was rented, regardless of who actually caused the damage. Payment for such damages shall be deducted from the security/damage deposit; any additional amount shall be paid by the Renter to THE ROXY within thirty (30) days after receipt of bill for that amount.

THE ROXY reserves the right to cancel this Agreement for non-payment or for non-compliance with any of the rules, terms and conditions set forth in this Agreement.

Special Event Liability insurance is required of all Renters expecting a party of 100 or more OR if alcohol will be served at the event, and is due no later than fourteen (14) days prior to your event. Insurance must, at renter's sole expense, provide and maintain public liability and personal property damage insurance, insuring THE ROXY, its officers, employees, agents, contractors and contracted vendors against all bodily injury, property damage, personal injury and other loss arising out of Renter's use and occupancy of the premises, or any other occupant on the premises, including appurtenances to the premises and sidewalks. The insurance required hereunder shall have a single limit liability of not less than $1 million, and general aggregate liability of not less than $2 million. THE ROXY shall be named as an additional insured of said policy.

If alcohol is to be served please make sure that the policy includes Host Liquor Liability coverage to protect you against alcohol related accidents, as you are ultimately liable for the safety of your guests. Established catering services may use their license and insurance to cover this. Any caterers and/or outside vendors, companies, and/or institutions MUST provide a copy of their certificate of insurance and catering License to THE ROXY, naming THE ROXY as stated, and will be delivered at least fourteen (14) days prior to the event.

Insurance can be obtained via a private company, or through The Event Helper.

LIABILITY

Renter agrees to indemnify, defend, and hold THE ROXY, its officers, employees, and agents harmless of and from any liabilities, costs, penalties, or expenses (including costs and all attorney fees) 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 Renter, its employees, and agents of alcoholic beverages at the Roxy Theater.

THE ROXY shall not be liable for damages caused by an act of God, or other unforeseen events reasonably beyond THE ROXY's control.

Renter is, and hereby acknowledges that he/she/it is, liable for the actions and behaviors of Renter's guests and vendors during the rental period, and at any other time such guest or vendor is on or around the rental space as a result of Renter's use of the rental space. THE ROXY shall not be liable for the safety of Renter or Renter's guests or vendors.

In the event THE ROXY, its officers, employees and/or agents, are required to file any action in Court to enforce any provisions of this Agreement, Renter agrees to pay THE ROXY, its officers, employees and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred by each, including all collection expenses and interest due.

 

Kitchen Policy: The kitchen area and equipment of the café is under control of Keebler Coffee Roaster, Inc. and is explicitly excluded from this agreement. Separate arrangements for access to the café kitchen can be made directly with the management of Keebler Coffee Roaster, Inc. Additional charges will apply per arrangements made with Keebler Coffee.

Renter is responsible for making their own arrangements for all food, beverage and other needs.

Insurance: All caterers working at the Roxy Theater are required to have a valid certificate of insurance on file with THE ROXY, unless the renter has submitted insurance adhering to the standards listed under the “Insurance” section of this agreement. 

Caterers must remove all trash, composting and recyclables from the site. All trash, including sorted recyclables and properly sorted compostables, must be collected, properly bagged and removed by the caterer.

Failure to remove or clean will result in additional fees to caterer and will be charged to the caterer. THE ROXY encourages those renting space to consider green, sustainable, fair trade, ecologically sound cleaning and zero waste solutions. THE ROXY proudly commits to as close to zero waste events as possible.

 

 

THE ROXY wants to make every event at the Roxy Theater a special and welcome experience. Renter shall be responsible for all set up, which includes table and chair configurations, decorating, etc. The ROXY will make every effort to allow the Renter to prepare decorations reflecting their creative requirements. We ask that no furnishings, including, but not limited to, artwork, lamps, antiques or seating be moved without the direct supervision of THE ROXY agent. No nails, screws, staples or penetrating items are to be used on our walls or floors. NO GLITTER or foil (non-paper) confetti is allowed on site. Only low tack tape is allowed on our floors and wall. Any damage due to decorating will be charged after your event.

Renter shall be responsible for removal of all decorations, removal of any items of property (owned or rented) brought to the facility before leaving the premises as well as proper disposal of all trash in receptacles. Additionally, renter shall assist THE ROXY agent(s) in resetting the rented space(s) to its original configuration. The Roxy Theater staff must be notified immediately of any spills. Renters are advised to conduct a thorough visible sweep of all areas used during their event prior to leaving to insure that no damage or potentially damaging messes have been created during their window of responsibility.

CONDUCT

There is absolutely no drug use or smoking 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. Disparaging remarks or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Renter and guests shall use the premises in a considerate manner at all times. During underage events, such as school dances, we prefer that underage individuals do not have in and out privileges. Conduct deemed disorderly at the sole discretion of THE ROXY shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases, NO refund of the event costs shall be made.

 

THE ROXY encourages music and dancing; however, please be aware that if Renter's event creates a disturbance due to high noise volume, THE ROXY has full authority to ask the Renter, DJ or live music presenter to turn the entertainment down and/or off. If repeated disturbances are created, at THE ROXY's sole discretion, Renter may be expelled from the premises or the offending noise will be ended. In the event of disturbances to the point of expulsion, no portion of the event costs will be refunded to Renter. Renter agrees all sound levels and conduct comply with all applicable city, county, State, and Federal laws.

Only THE ROXY's staff may operate the house sound system. If the renter will have live music at their event which utilizes THE ROXY's sound system, and includes more than one musician, they must hire one of THE ROXY's sound technicians at a rate of $75/hr paid directly to the technician at their event. Use of the stage space behind the front curtain is explicitly excluded from this agreement. If you would like to use the full stage, please indicate SO below.

Note: Renter should review and be familiar with Longview Municipal Code Titles 5 and 9.

CANCELLATION

The Date-Hold Deposit is NON-REFUNDABLE. If an event must be cancelled, THE ROXY requires advanced written notice of not less than thirty (30) days. If notification is received after 30 days, NO SPACE RENTAL PAYMENT(S) WILL BE REFUNDED.

If for any reason beyond its control, including, but not limited to strikes, labor disputes, accidents, government requisitions, restrictions or regulations on travel, THE ROXY activities, commodities, or supplies, acts of war or acts of God, THE ROXY is unable to perform its obligations under this agreement, such non-performance is excused and THE ROXY will terminate this Agreement without further liability of any nature, upon return of the applicant's deposit.

In no event will THE ROXY be liable for consequential damages of any nature for any reason whatsoever, if, for any reason, the space reserved hereunder is not available for the event.

LOAD-IN/LOAD-OUT AND STORAGE

All load-ins and load-outs must take place within the designated timeframe given by THE ROXY. If there is an event prior to yours, a timed delivery will be required. THE ROXY is not responsible for checking in or handling any items brought into the venue by rental companies. All external items must be checked in and signed for by the client or client's representative. All excess material (such as bubble wrap, boxes, hangers, plastic, etc.) created by deliveries must be removed and disposed of by rental company, client, or client's representative.

Storage fees will be applied to any items left overnight or beyond normal load-in/loadout times. This also applies to items left post event for shipment out via courier.

Note: It is not the responsibility of THE ROXY to ensure that pick-ups are scheduled and executed.

CLEANING, TRASH AND EQUIPMENT REMOVAL

The Roxy Theater will be in a clean condition prior to your event. Within two (2) hours following the event, you are required to help reset the room and remove any and all decorations, property and excess trash.

All trash, including sorted recyclables and properly sorted compostables, must be collected, bagged and properly disposed of in a trash receptacle either in the existing trash bins in the building or in the large garbage tubs in the alley.

All rental equipment must be removed immediately following your event.

CITY, COUNTY, STATE AND FEDERAL LAWS

Renter agrees to comply with all applicable city, county, State, and Federal laws and shall conduct no illegal act on the premises. This is a drug free and non-smoking facility at all times, NO EXCEPTIONS. Renter shall not sell alcohol on premises at any time. Renter may not serve alcohol to minors on the premises at any time. Renter agrees, for everyone's safety, to ensure alcoholic beverages are consumed in a responsible manner. THE ROXY reserves the right, in its exclusive discretion, to expel anyone who in its judgment is intoxicated or under the influence of alcohol or drugs, or who shall in any manner do or participate in any act jeopardizing the rights, use permit, or insurability of the Roxy Theater or the safety of its staff, guests, or building contents.

If alcohol will be served at the event, Renter must review Washington State requirements at https://lcb.wa.gov/licensing/special-licenses-and-permits and determine what requirements govern their event. Typically, for private events a renter must obtain a Washington State Banquet Permit and display such in the room during the event. A copy of the permit must be received by THE ROXY at least fourteen (14) days prior to the event. It is the sole responsibility of the applicant to obtain and post said permit. The Washington State Liquor Control Board regulates alcoholic beverages.

Underage drinking (under 21 years of age) is strictly prohibited and will result in immediate termination of rental.

ENTRY AND EXIT 

Renter agrees that THE ROXY agents may enter and exit the premises during the event. A representative of THE ROXY may check periodically with the responsible parties to insure everything is running smoothly.

LOST AND FOUND

THE ROXY takes no responsibility for personal effects and possessions left on the premises during or after any event. We will hold recovered items up to thirty (30) days. Every attempt will be made to return any recovered item to its rightful owner.

PROMOTIONAL AND COPYRIGHT 

It is important to us that you have a fantastic and successful event. THE ROXY reserves the right to take photographs at any event held for its own promotional purposes. Should THE ROXY be engaged in the promotion or co-production of your event, it is imperative that we see and approve all marketing messages and communications.

We hope you will refer others here and are happy to answer any questions you might have about the types of events we allow.

SUPERVISIONS AND SECUIRTY 

Renter is responsible for providing proper supervision and first aid for the event. THE ROXY requires groups to provide at least one adult supervisor or counselor over 21 years old for every 10-15 minors at your event.

PARKING

THE ROXY does not provide nor guarantee parking space. All parking is controlled by the City of Longview. Renters shall obey all postings and respect the neighboring businesses.

APPLICABLE LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of Washington.

The undersigned has read and agrees to comply with all the preceding terms of the rental agreement listed above.