COFFEY COURTS & EVENT CENTER VENUE RENTAL

5130 Lee Massey Rd. Waxhaw, NC 28173

(704) 201-0099

CoffeyCourtsandEventCenter@gmail.com

Customer Information

Venue Selection

The venue/s described above has been reserved for you for the date and time stipulated. Please note that the hours assigned to your event include the hours for all set-up and all clean-up, including the set-up and clean-up of all subcontractors that you may utilize. It is understood you will adhere to and follow the terms of this Agreement, and you will be responsible for any damage to the premises and site, including the behavior of your guests, invitees, agents or sub-contractors resulting from your use of venue.

 Date Changes and Cancellation Policy

1. Changes: In the unlikely event the Customer is required to change the date of the event, every effort will be made by CCEC to transfer reservations to support the new date. The Customer agrees that in the event of a date change, any expenses including but not limited to deposits and fees that are non-refundable and non transferable are the sole responsibility of Customer. The Customer further understands that last minute changes can impact the quality of the event and that CCEC is not responsible for these compromises in quality

2. Cancellation: In the event customer cancels the event, customer shall notify CCEC immediately in writing or by email. Once cancelled, the Customer shall be responsible for agreed liquidated damages as follows. The parties agree that the liquidated damages are reasonable.

• In the event Customer cancels the event more than fourteen (14) days prior to the event, Customer shall forfeit to CCEC as liquidated damages one-half (1/2) of deposit.
• In the event customer cancels the event less than fourteen (14) days prior to the event, Customer shall forfeit to CCEC as liquidated damages the entire deposit.
• In the event Customer cancels the event less than seven (7) days prior to the event, Customer shall forfeit to CCEC as liquidated damages fifty percent (50 %) of the rental fee.

CONDITIONS of USE

Renter’s activities during the Rental Period must be compatible with use of the building/grounds and activities in areas adjacent to the Rental Space and building. This includes but is not limited to playing loud music or making any noise at a level that is not reasonable under the circumstances. Smoking is not permitted anywhere in the building. The Rental Space must be cleaned and returned in a condition at the end of an event to a reasonable appearance as it was prior to the rental. Customer is responsible for the removal of all decorations and trash from the property.

EVENT SET-UP LIMITATIONS

1. All property belonging to Customer, Customer’s invitees, guests, agents and sub-contractors, and all equipment shall be delivered, set-up and removed on the day of the event. Should the Customer need earlier access for set- up purposes, this can be arranged for an additional fee.The Customer is ultimately responsible for property belonging to the Customer’s invitees, guests, agents and sub-contractors.

WEDDING REHEARSAL

Rehearsals may be held on-site. The date and time are to be coordinated with and approved by CCEC.

REHEARSAL DINNER

Rehearsal Dinners are permitted to be held under separate agreement. Discounts may apply for Customers contracting with CCEC for their main Reception Venue.

RESPONSIBILITY AND SECURITY

CCEC does not accept any responsibility for damage to or loss of any articles or property left at CCEC prior to, during or after the event. The Customer(s) agrees to be responsible for any damage done to the CCEC Complex by the Customer(s), his guests, invitees, employees or other agents under the Customer(s) control. Further, CCEC shall not be liable for any loss, damage or injury of any kind or character to any person or property caused by or arising from an act or omission of the Customer(s), or any of his guests, invitees, employees or other agents from any accident or casualty occasioned by the failure of the Customer(s) to maintain the premises in a safe condition or arising from any other cause. The Customer(s), as a material part of the consideration of this agreement, hereby waives on its behalf all claims and demands against CCEC for any such loss, damage, or injury of claims and demands against CCEC for any such loss, damage, or injury of the Customer(s), and hereby agrees to indemnify and hold CCEC free and harmless from all liability of any such loss, damage or injury to persons, and from all costs and expenses arising therefrom, including but not limited to attorney fees.

EXCUSE OF PERFORMANCE (Force Majeure)

The performance of this agreement by CCEC is subject to acts of God, war, government regulations or advisory, disaster, fire, accident, or other casualty, strikes or threats of strikes, labor disputes, civil disorder, acts and/or threats of terrorism, or curtailment of transportation services or facilities, or similar cause beyond the control of CCEC. Should the event be cancelled through a Force Majeure event, all fees paid by Customer to CCEC will be returned to Customer within thirty (30) days or CCEC will allow for the event to be rescheduled, pending availability, with no penalty, and there shall be no further liability between the parties.

INDEMNITY

Customer agrees to indemnify and hold harmless CCEC, its officers, staff and agents working on its behalf, from any and all claims, actions, suites, costs, damages, and liabilities resulting from the breach of this Agreement, negligence actions, willful misconduct or omissions of Customer, and Customer’s guests, invitees, agents and sub-contractors.

SEVERABILITY

If any provisions of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision shall be deemed to be written, construed and enforced as so limited.

 INSURANCE

CCEC shall carry liability and other insurance in such dollar amount as deemed necessary by CCEC to protect itself against any claims arising from any officially scheduled activities during the event/program period(s). Any third-party suppliers/vendors used or contracted by Customer shall carry liability and other necessary insurance in the amount of no less than One Million Dollars ($1,000,000) to protect itself against any claims arising from any officially scheduled activities during the event/program period(s); and to indemnify CCEC which shall be named as an additional insured for the duration of this Contract.

 CLEAN-UP

Customer shall be responsible for returning the Venue (and site if applicable) to the condition in which it was provided to them. All property belonging to Customer, Customer’s invitees, guests, agents and sub-contractors, shall be removed by the end of the rental period. All property remaining on the premises beyond the end of the rental agreement will be removed by CCEC at CCEC cost. Should the Customer need special consideration for the removal of property beyond the rental period, this can be arranged prior to the beginning of the event for an additional fee. CCEC is not responsible for any property left behind by Customer, Customer’s guests, invitees, agents and sub-contractors. The Customer is responsible for any and all damages to CCEC Venues and surround site. It is the Customer’s responsibility to remove all decorations and return Venue to the condition in which it was received.

RESERVATION OF RIGHTS

CCEC reserves the right to cancel agreements for non-payment or for non-compliance with any of the Rules and Conditions of Usage set forth in the Agreement. The rights of CCEC as set-forth in this Agreement are in addition to any rights or remedies which may be available to CCEC at law or equity.

 JURISDICTION

The Parties agree that this Agreement will be governed by the laws of the State of North Carolina. The Parties consent to the exclusive jurisdiction of and venue in either the District Court or Superior Court of UnionCounty, North Carolina and the parties expressly consent to personal jurisdiction and venue in said Court(s). Customer agrees to pay reasonable attorney’s fees in curred by CCEC associated with any breach of this Agreement.

ALCOHOLIC BEVERAGES

The CCEC will not sell any alcoholic beverages, It is understood and agreed that the Customer may serve beverages containing alcohol (including but not limit to beer, wine, champagne, mixed-drinks with liquor, etc. By way of example) here in after call “Alcohol”, upon the followingterms and conditions

1. Under NO circumstances shall Client(s) sell or attempt to sell any Alcohol to anyone.

2. Customer shall not permit any person under the age of twenty-one (21) to consume any alcoholic beverage.

3. Customer hereby agrees to use their best efforts to ensure that Alcohol will not be served to anyone who is intoxicated or appears to be intoxicated.

4. Customer hereby expressly grants to CCEC, at CCEC’s sole discretion and option, to instruct any security or law enforcement officer to remove any person(s) from the Venue, if in the opinion of the CCEC representative in charge, the person(s) is intoxicated, unruly or could present a danger to themselves or others, and/or the Venue.

5. Customer hereby agrees to be liable and responsible for all act(s) and actions of every kind and nature for each person in attendance at Customer’s function or event.

Includes Amenities

Tables and chairs are provided as part of the CCEC rental agreement, unless noted otherwise.

RESERVATION PROCESS

The rental contract must be signed, all pages must be initialed, and appropriate deposits must be submitted to confirm utilization of the CCEC Venue.The Rules and Conditions for Usage are incorporated here in and are made a part hereof.

RULES AND CONDITIONS FOR USAGE

CANDLES: The use of any type of flame is strictly prohibited in all buildings and throughout the site. The new “flameless candles” which are battery operated are permitted for use.

CHILDREN: Children under the age of 18 are your complete responsibility. Children are not permitted within 100 feet of the pond.

CONTACT PERSON: You must designate one individual as your Contact Person. This must not be someone heavily involved in the activities of the day, as they will be too busy to effectively communicate with our on-site coordinator should problems/concerns/questions.

COURTESY PROTOCOL: The CCEC reserves the right to request any person or group of people acting unruly andcontrary to rental regulations to leave the premises. Assistance fromFFF law enforcement agencies may be required if this request is not met immediately.

DELIVERIES / DELIVERY TRUCKS: There is a size limit to the height and length of vehicles entering the complex. Please coordinate limits with us. We will need to know the delivery dates and times of any rentals, so we can meet them and show them where to drop their rentals.

ELECTRICAL OUTLETS: All electrical outlets on the property are available for use at an event. The vendors are welcome to inspect the locations and numbers of outlets prior to booking.

DECORATIONS: ALL DECORATIONS MUST BE APPROVED BY CCEC.
Only push-pins and drafting tape may be used to affix decorations and/or signs. Any other decorations, signage, electrical configurations or construction must be pre-approved by CCEC.

Decorations may not be hung from light fixtures. All decorations must be removed without leaving damages directly following the departure of the last guest unless special arrangements have been made between the Customer(s) and the venue.

Note – The only adhesive material allowed on the walls is drafting tape which will not damage surfaces. No masking tape, duct tape, electrical tape, transparent tape or double stick tape is allowed. All other decoration must be freestanding. Nails and staples are not permitted at any location.

GARBAGE DISPOSAL: Trash disposal, other than the garbage disposal of items generated by the caterer, is your responsibility. Immediately following the event, please have your Clean-up Committee take a few minutes to walk all the areas of the building and property that have been utilized for the event and pick-up any trash that may have been dropped or blown around.

GUESTS: Please keep in mind when inviting Guests to your event, that you are inviting them to our home. We will expect visitors to conduct themselves in a mature, responsible, and respectful manner.

MUSIC AND ENTERTAINMENT: Due to the proximity of the CCEC to the local neighborhood, sound consideration snare a concern. Although music (both live and recorded) is permitted, the music must be contained at an acceptable sound level so as not to disturb the local surrounding area. The CCEC event coordinator will help to establish acceptable sound levels. Any complaints from neighbors or other parties may require the levels to be reduced further. CCEC reserves the right to require Customer(s) to cease the music it deems inappropriate, in its sole discretion. CCEC also reserves the right to require the Customer(s) to lower the sound level or cease playing music, in its sole discretion.

PETS: Sorry, absolutely no pets allowed.

PHOTOGRAPHY: The many natural settings around CCEC were maintained and developed for the enjoyment of all events. We reserve the right for each Customer the opportunity to use any area of the complex for wedding/reception photograph sessions. All times for utilization of different areas at CCEC will be coordinated with the schedule for each venue’s Customer. We also reserve the right to use any photographs or other media reproductions of an event in our publicity and advertising materials.

RENTAL SPACE CHANGES: Any contents or furniture movement must be pre-approved by CCEC. It is the Customer’s responsibility to restore all areas to their original appearance.

Placements of tables, tents, live music, catering equipment, etc., must also be approved by the CCEC planning staff.

SIGNAGE: Nailing or screwing anything to the building or surrounding trees is strictly prohibited. You may, however, post your group’s sign or hang balloons at the front entrance of the venue.

SMOKING: The CCEC is a non-smoking facility. Ash-buckets will be provided, and smoking permitted in designated areas only.

SECURITY: Depending on the nature of the event, CCEC reserves the right to require the Customer to provide a qualified security guard at said event. Security will be at the expense of the Customer and will remain on the premises for the duration of the event. If requested by CCEC, this service is non-negotiable.

CATERING: The catering service areas in the venue is not intended to be used as a kitchen for meal preparation.

SPEED LIMIT: The speed limit on the CCEC complex is 5 mph and is strictly enforced for the safety of your guests.

TABLES AND CHAIRS: CCEC is providing tables and chairs as part of our rental package, unless noted otherwise.

WEDDING REHEARSALS: To not conflict with other venue rentals, all rehearsals should be pre-approved for a specific date. The venue must be vacated after completing the rehearsal. The gym will not be available to decorate after the rehearsal.

LOGISTICAL PLANS: The CCEC planning team must review and approve all proposed logistical plans for the use of the premises a minimum of thirty (30) days prior to an event.