Rental Checklist & Agreement

This Rental Agreement (the “Agreement”) is made between Hummingbird Hall (the “Venue”) and the “Renter” for the rental of Hummingbird Hall on “Event Date”. By signing this Agreement, the Renter agrees to the following terms and conditions:

1. Rental Duration & Access

• Rental duration: Rental hours are 9am-11pm unless otherwise arranged in writing or through this form submission. (Setup and breakdown time must be included in the total rental period).

• The Renter will have access to both indoor and outdoor areas during the rental period.

• The Renter must be present for the entire duration of the booking.

2. Payment, Deposit & Cancellation

• A $250 non-refundable booking fee is required to secure the date.

• The full balance is due 30 days before the event.

• The $250 booking fee will convert into a refundable cleaning deposit, to be returned within 10 business days post-event if all conditions are met.

• Overtime fees are $100 per hour.

• Cancellation policy:

• If canceled more than 30 days before the event, no additional payment is required.

• If canceled within 30 days, no refunds will be issued.

3. Alcohol Policy

• Alcohol is allowed but must be served by a licensed bartender.

• The Renter must provide proof of a liquor liability insurance policy covering the event.

• Alcohol may not be sold without the appropriate license.

• If alcohol-related issues arise, the Venue reserves the right to terminate the event without refund.

4. Event Insurance & Liability

• Proof of general liability insurance (covering guests and vendors) is required at least 30 days before the event.

• The Renter assumes all responsibility for their guests and vendors.

• The Venue is not responsible for lost, stolen, or damaged items.

• A refundable security deposit in addition to the standard $250 may be required for certain events.

5. Facility Rules & Care

• Do not drag tables, chairs, or other heavy objects. Take care not to scratch floors.

• NO nails, staples, tape or tacks may be used to secure items to the walls without prior approval in writing. The facility cannot be altered in any way.

• No property shall be removed from the facility for any reason.

• All personal items, decorations, and event materials must be removed before leaving.

6. Cleaning & Damage Policy

To receive the full $250 refund of the cleaning deposit, the following conditions must be met:

• All trash must be bagged and placed in designated bins. If bins are full, extra garbage bags are available in the cleaning closet.

• All lights must be turned off and all exterior doors locked.

• Report any damages or restroom issues immediately.

• No cigarette butts, food waste, or debris should be left outside.

• Property must be vacated prior to contract rental end hours.

• Violations may result in forfeiture of the deposit.

• The Venue reserves the right to withhold the cleaning deposit if damage is found during post-event inspection.

• All lost and found items will be donated at the end of each month.

7. Noise & Neighborhood Considerations

• Music and noise levels must comply with local regulations.

• Quiet hours begin at 10:00 PM.

• The outdoor area may be used, but excessive noise is prohibited.

8. Parking & Load-In

• Load-in and load-out must not block driveways or neighboring properties.

9. Prohibited Activities

• No illegal activities, including drug use or underage drinking.

• No confetti, glitter, or hard-to-clean decorations.

• No open flames, fireworks, or smoke machines inside or outside the venue.

• No animals are allowed unless pre-approved in writing.

10. Pet Policy (If Applicable)

• The Renter must receive prior written approval from the Venue to bring pets.

• Pets must be leashed or contained at all times and must not disturb guests or neighboring properties or residents.

• Any pet-related damage or cleaning fees will be deducted from the deposit.

11. Hold Harmless Agreement

The Renter agrees to defend, indemnify, and hold harmless Hummingbird Hall, its representatives, and assigns from any injury or property damage suffered by the Renter or anyone in connection with the rental of Hummingbird Hall under this Agreement.