Boone FLEX Event Rental Agreement

Our standard room setup typically includes round tables with 6 seats per table. Rectangular tables are commonly used for food, beverages, gifts, vendor displays, or can be set up classroom-style. 

Boone FLEX staff will use our best judgment to arrange the room in a manner best suited for the type of event requested. If you have specific layout preferences or setup requests (examples: classroom, boardroom, banquet-style seating, presentation setup, open activity space, vendor tables, etc.), please note them below or contact us directly prior to your event.

Boone FLEX will review the submitted event request and determine any applicable rental fees, staffing requirements, setup charges, equipment rentals, food and beverage add-ons, damage deposits, insurance requirements, and other applicable event-related charges based on the type, size, and operational needs of the event.

An invoice and payment instructions will be provided to the email address listed above. Reservations are not confirmed until approved by Boone FLEX and all required payments have been received.

A refundable damage deposit may be required depending on the nature of the event, anticipated attendance, requested setup, use of food or beverages, involvement of minors, after-hours access, or other operational considerations. Damage deposit amounts will be determined by Boone FLEX at the time of booking.

Certain fees, add-ons, staffing costs, setup services, food and beverage purchases, and other event-related expenses may be required in advance and may be non-refundable once scheduled, staffed, purchased, or otherwise committed by Boone FLEX.

Damage deposits, when applicable, will be refunded within 7–14 business days following the event, provided the reserved space, furnishings, and equipment are left in acceptable condition and no excessive cleaning, damage, policy violations, or missing items are identified.

Failure to submit required payments by the stated deadlines may result in cancellation of the reservation and forfeiture of any non-refundable fees or deposits.

Cancellations made more than 14 days prior to the event date may be eligible for a partial refund of eligible rental fees paid, less any non-refundable deposits, staffing costs, setup fees, food and beverage purchases, or other services already scheduled or purchased by Boone FLEX.

Cancellations made within 14 days of the event date are non-refundable.

Failure to appear for the scheduled event will result in forfeiture of all payments made.

Boone FLEX reserves the right to cancel, deny, or terminate reservations due to safety concerns, policy violations, operational limitations, misuse of the facility, or non-payment.

The Renter agrees to comply with all Boone FLEX policies and assumes responsibility for the conduct and supervision of all event attendees, guests, vendors, and service providers associated with the event.

All activities must remain within the approved rental areas and during the approved rental timeframe. Adult supervision of minors is required at all times.

Furniture, equipment, and room layouts may not be moved, removed, or altered without prior approval from Boone FLEX staff. Decorations must be freestanding. Nails, screws, tape, adhesives, glitter, confetti, or other damaging materials may not be used on walls, ceilings, floors, furnishings, or fixtures unless expressly approved.

Open flames, candles, fog machines, smoke machines, hazardous materials, and alcohol are prohibited.

Food and beverages are permitted only as approved by Boone FLEX.

At the conclusion of the event, the reserved space must be left in substantially the same condition in which it was provided. Trash must be placed in designated receptacles, and all personal items, decorations, and materials must be removed promptly following the event.

The Renter is financially responsible for any damage, excessive cleaning, missing items, policy violations, or additional staffing costs resulting from the event. Applicable costs may be deducted from the damage deposit and/or billed separately.

Boone FLEX reserves the right to end an event immediately, without refund, if Facility policies are violated or if behavior is determined to jeopardize the safety, operations, staff, participants, guests, or property of the Facility.

Boone FLEX is not responsible for lost, stolen, or unattended personal property.

The Renter assumes full responsibility for any injuries, damages, losses, claims, or liabilities arising from the use of Boone FLEX facilities, equipment, or event spaces.

The Renter agrees to indemnify, defend, and hold harmless 608 Carroll LLC, DBA Boone FLEX, including its owners, employees, contractors, representatives, and agents, from and against any claims, actions, damages, liabilities, costs, or expenses arising out of or related to the event or use of the Facility.

Boone FLEX may require the Renter or the Renter’s organization to provide proof of general liability insurance depending on the nature, size, attendance, or activities associated with the event.

Events involving minors, athletic or physical activities, outside vendors, large attendance, or elevated operational risk may require proof of insurance at the discretion of Boone FLEX.

When required, Boone FLEX must be listed as an additional insured on the policy. Required coverage limits and documentation requirements will be communicated prior to event approval.

Failure to submit required payments by the stated deadlines may result in cancellation of the reservation and forfeiture of any non-refundable fees or deposits.

By signing below, the Renter acknowledges that they have read, understand, and agree to all terms, conditions, policies, and responsibilities outlined in this Agreement and accepts responsibility for the event and all associated attendees, guests, vendors, and activities.