POLICIES AND CONDITIONS:
Event Policies: This Agreement is for the specific event space and any other items and services described herein. VTCRC will provide tables and chairs, coordinate, and provide janitorial services, except as otherwise provided herein. It is the responsibility of the Client to ensure that that all decorations, displays, food and/or beverages, and any other items brought to and used at the facility for the function are removed at the conclusion of the event or function. All trash must be placed in designated trash bins, all used tables must be wiped clean, and any lights used in conjunction with event must be turned off. It is also Client’s responsibility to ensure that any third party contractor or service provider leave the premises clean and in the same manner as the premises were found prior to the event. Such third parties include, but are not limited to photographers, videographers, musicians, valet service providers, etc. Client will be assessed an extra fee for any clean-up services needed due to the failure of Client to comply with this policy.
Food and Beverages: All food and beverage service as may be needed shall be provided by Client or Client’s Caterer. Client must comply with all current ABC regulations including obtaining the appropriate license and providing security, if necessary, in order to consume alcohol on the premises. ABC rules and a copy of necessary forms can be obtained at www.abc.virginia.gov.
Parking: VTCRC parking lots are shared facilities and not dedicated to any particular building/space unless specifically signed. Parking in lots directly adjacent to the event center is not guaranteed to be available for events, especially during peak operating times.
Liability/Indemnification: Client accepts all responsibility for any damages to VTCRC resulting from Client’s use of the facility. VTCRC assumes no liability for bodily injury, theft, loss, or damage in connection with Client and guests, or their personal effects.
Force Majeure: The performance of the Venue and Services Agreement by either party shall be subject to force majeure, including but not limited to acts of God, fire, flood, natural disaster, war or threat of war, acts or threats of terrorism, civil disorder, unauthorized strikes, governmental regulation or advisory, recognized health threats as determined by the World Health Organization, the Centers for Disease Control, or local government authority or health agencies (including but not limited to the health threats of COVID-19, H1N1, or similar infectious diseases), curtailment of transportation facilities, or other similar occurrence beyond the control of the parties, where any of those factors, circumstances, situations, or conditions or similar ones prevent, dissuade, or unreasonably delay the Event, or where any of them make it illegal, impossible, inadvisable, or commercially impracticable to hold the Event or to fully perform the terms of the Venue and Services Agreement. The Venue and Services Agreement may be cancelled by either party, without liability, damages, fees, or penalty, and any unused deposits or amounts paid shall be refunded, for any one or more of the above reasons, by written notice to the other party.
Conduct of Event: Client agrees to conduct the event in an orderly manner in full compliance with applicable laws, regulations, and VTCRC policies.
Smoking: This is a smoke free facility, including patio and lawn areas.
Parking: Client has permission to use parking in adjoining designated lot for the event. Client agrees to direct its invitees to use only the designated parking area.
Responsible Party: The person(s) who completes and signs the Agreement on behalf of Client must be at least 21 years of age. He/she shall be responsible for the coordination of all arrangements with VTCRC and the finalization of all event details not later than 10 days prior to the event. This person(s) must be in attendance throughout the contracted event,and shall take all reasonable actions to ensure event safety, prevent damage to the facility and equipment, and see that all provisions contained in this Agreement are met.
Promotional Considerations: VTCRC has the right to review and approve any advertisements or promotional materials in conjunction with Client’s function or event, which specifically references the Event & Training Center or logo.
Severability. If any provision of this Agreement is determined to be illegal, invalid, void, or unenforceable, the remaining terms shall remain in full force and effect.
Entire Agreement: This Agreement constitutes the entire agreement between the parties regarding the provisions therein and supersedes any previous agreements or communications between the parties, both written and oral. This Agreement may be modified only by a written amendment signed by both parties.
Health and Safety Practices: Client agrees to make efforts to ensure participant compliance with all applicable local, state, and federal regulations, guidelines, and recommendations related to the implementation of COVID-19 health and safety practices, including the provision of information and supplies needed to establish and maintain conditions that will minimize exposure and transmission risks.
Governing Law: This Agreement shall be governed by the laws of the Commonwealth of Virginia.
Temperature: The room temperature will be maintained between 69-71 degrees.