SPECIAL EVENTS AND WEDDING VENUE CONTRACT

 

This Agreement is made effective as of _____________, by and between OUR HOUSE OF ST. AUGUSTINE HISTORIC VACATION RENTALS (OUR HOUSE) and CLIENT(s):__________________________________________________________.The CLENT(s) represents that they understand this contract is for the venue only and does not include additional services.

 

We recommend that caterers and vendors be selected from our list of preferred caterers and vendors, based on their demonstrated professionalism and service.

 

The CLIENT(s) represent that they desire to hold a special event or wedding on

 

____________________ (date) at OUR HOUSE Property at 7 and 5 Cincinnati Ave., St. Augustine, FL 32084.

 

Therefore, the parties agree as follows:

 

1) VENUE RENTAL FEE(S):

 

(a) The CLIENT(s) or REPRESENTATIVE FOR THE CLIENT(S), agree to pay an initial nonrefundable CONFIRMATION DEPOSIT of $______________. This payment serves to hold the venue for specified date of event or wedding and is payable at the time of contract signature. Also due on this date is separate payment of a refundable DAMAGE DEPOSIT of $500.00, returnable to the CLIENT(S) up to two weeks after the event has been held, once property has been inspected for any possible damage from special event or wedding).

 

(b) The following are the agreed upon VENUE RENTAL FEES:

 

VENUE FEE:_______________(Includes accommodations for up to six overnight guests in Main House guestrooms and two guests in Jasmine Studio.)

 

CLEANING FEE: $125.00_____

 

STATE SALES TAX (6%) ___________

 

COUNTY TOURIST DEVELOPMENT  TAX (4%) _______________

 

After initial deposit(s), remaining agreed upon VENUE RENTAL FEES will be due no later than 60DAYS prior to the date of the event. The agreed upon balance of $_______________is due on payment date of_____________.

 

(c) Payments may be via cash, certified check or credit card.

 

2) DATE CHANGES:

 

In the event the CLIENT(S) is forced to change the date of the event or wedding notice in writing must be made 30 days in advance. Every effort will be made by OUR HOUSE to transfer reservations to support the new date. The CLIENT(S) agrees that in the event of a date change any expenses including but not limited to deposits and fees that are nonrefundable and nontransferable are the sole responsibility of the CLIENT(S). The CLIENT(S) further understands that last-minute changes can impact the quality of the event and that OUR HOUSE is not responsible for these compromises in quality.

 

3) CANCELLATIONS:

 

In the event of a cancellation of special event or wedding, all payments made to date are nonrefundable and all outstanding payments will be due immediately.

 

4) ACCOMMODATIONS:

 

The CLIENT(S) agrees that accommodations or guest rooms provided by OUR HOUSE OF ST. AUGUSTINE HISTORIC VACATION RENTALS shall be used to house no more than eight overnight guests total. Adding beds, cots, sleeping bags, etc., to accommodate more than eight overnight guests is not permitted. Overnight guests are required to register name and address. Unregistered overnight guests are not permitted.

 

No pets. Smoking is permitted outdoors only, using ashtrays provided.

 

CLIENT(S) and guests staying overnight in the property have use OUR HOUSE kitchen appliances, cookware, dishware, cutlery, glassware, etc.  Use of OUR HOUSE cookware, dishware, cutlery and glassware by event caterers is NOT permitted; caterers must provide their own such materials. Caterers may use the kitchen for event temporary food keeping, staging, plating and serving; cooking in the kitchen by caterers is not permitted.

 

5) OUTDOOR LOCATION:

 

The CLIENT(S) understands that they and their invited guests will abide by permit requirements and local and state ordinances while on the property. Local noise ordinance is strictly observed, and CLIENT’s failure to ensure the event and guests compliance may result in immediate eviction without refund and prosecution by local authorities.

 

Garden courtyard area may be used for CLIENT’s event.

 

Second-floor porches of the house are for the limited use of house guests only; Use of second-floor porches for CLIENT’s event is not permitted. First-floor porches may be included in event plans.

 

The South Lawn (rear yard) may be used for limited parking. It may be used as an event area, ie: setting up tents, tables, chairs, music, decorations, etc., provided that plans -  including schematic drawing of event layout and number of guests - are approved in advance .

 

The venue is operated in accordance with U.S. policy which prohibits discrimination on the basis of race, color, sex, age, handicap, familial partners, religion, and/or national origin.

 

6) ENTIRE AGREEMENT:

 

This Agreement contains the entire agreement of the parties except as noted in paragraph 7 below, and there are no other promises or conditions in any other agreement whether oral or written. This Agreement supersedes any prior written or oral agreements between the parties.

 

7) AMENDMENT:

 

This Agreement may be modified or amended if the amendment is made in writing and is signed by both parties.

 

8) SEVERABILITY:

 

If any provision 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.

 

9) WAIVER OF CONTRACTUAL RIGHT: The failure of either party to enforce any provision of this Agreement shall not be construed as a waiver or limitation of that party's right to subsequently enforce and compel strict compliance with this Agreement. If OUR HOUSE owner/agent cannot give possession of the premises on the date stated, owner will return deposit and have no liability to the CLIENT for said failure and CLIENT will have no liability for the rent for the property for the stated period.

 

10) APPLICABLE LAW: This Agreement shall be governed by the laws of the State of Florida.

 

11) RULES AND REGULATIONS: The following is a list of rules and regulations to be upheld by CLIENT(S), which includes all EVENT PLANNERS and WEDDING COORDINATORS and VENDORS who are involved in the planning and execution of a special event or wedding on the premises of OUR HOUSE.

 

A.) Barbecues / Grills

 

The use of a gas grill is acceptable. The use of an outdoor charcoal or wood-fueled grill is not permitted.

 

B.) Candles

 

Any use of candles must be approved by the facility. All candles must be contained or enclosed in glass. The flame must not reach higher than 2 inches below the height of the glass.

 

C.) Event Ending Time

 

All events must end by 10 PM Sunday-Thursday and 11 PM Friday & Saturday to comply with City of St. Augustine noise ordinances and in order to allow for cleanup, closure and security of the property by 12:00 AM.

 

D.) Decorations

 

Decorations may not be hung from porch railings, light fixtures, ceiling fans or lamps. All decorations must be removed without leaving damages directly following the departure of the last guest, unless special arrangements have been made between the CLIENT(S) and the venue. The only adhesive material allowed on the walls/pillars 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, tacks and staples may not be used on any surfaces, including floors.

 

NOTE: The use of birdseed is permitted only outside for wedding and reception farewells. Rice, confetti, flower petals, balloons, glitter, fog machines, pyrotechnics, and sparklers are not permitted inside or outside the facility. An additional $150 special cleaning fee will be collected to remove traces of any of the above listed items.

 

E.) Insurance

 

The client shall maintain Commercial General Liability Insurance, including Host Liquor liability, in an amount not less than $1,000,000 Combined Single Limit for Bodily Injury and Property Damage. Such insurance shall name Our House of St. Augustine Historic Vacation Rentals as additional insured, and a certificate of insurance with an endorsement must be provided thirty (30) days prior to the event. (This insurance is separate from and in addition to insurance provided by the caterer, if one is contracted.)

 

F.) Liquor / Beverages / Illegal Substances

 

Alcohol may not be served to minors. At any time, if the catering staff deems alcohol consumption to be excessive, the staff has the authority to close down all alcohol service and/or evict inebriated guests from the premises.

 

G.) Logistical Plans

 

The OUR HOUSE OF ST. AUGUSTINE HISTORIC VACATION RENTAL owner/manager must review and approve all proposed logistical plans for the use of the premises, including catering and set-up of additional furniture indoors or outdoors, a minimum of fourteen (14) days prior to the event.

 

H.) Music Amplified

 

Music is permitted within the main house and garden courtyard and should not be of a volume disturbing to neighboring properties. All music must end by 10 PM during weekdays and 11 PM on weekends to comply with City of St. Augustine noise ordinances.

 

I.) Smoking

 

Our House of St. Augustine is a nonsmoking venue. Ashtrays will be provided and smoking permitted only in the courtyard.

 

 

 

12) Event Details

 

Event 1. ________________________________________________________________

 

Date:_____________________Start time:__________End time:_____________

 

Location on property: ________________________________________________________________

 

Number of Participants: Guests (including wedding couple) _________________

 

Other Participants:______________________________________________________

 

________________________________________________________________

 

Seating/furniture requirements:  ________________________________________________________________

 

 

 

Event 2. ________________________________________________________________

 

Date:_____________________Start time:__________End time:_____________

 

Location on property: ________________________________________________________________

 

Number of Participants: Guests (including wedding couple) _________________

 

Other Participants:______________________________________________________

 

________________________________________________________________

 

Seating/furniture requirements:  ________________________________________________________________

 

Additional events (Details on attached sheet):

 

_______________________________________________________________

 

 

 

13) SIGNATURES:

 

Party providing services:

 

(Name of Event Planner, Wedding Coordinator, or Catering Company Here)

 

 

 

By:____________________________________________ Date:________

 

Party receiving services:

 

Wedding couple, Client(s) or agent of couple: financially responsible for all the above.

 

 

 

By:____________________________________________ Date:________

 

 

 

By:____________________________________________ Date:________

 

Client contact information:
Name:__________________________________________________________________________

Address:________________________________________________________________________

 

______________________________________________________________________________

e-mail_______________________________________________________

Phone_______________________________________________________

 

 

 

Our House of St. Augustine Historic Vacation Rentals and Event Venue
7 Cincinnati Avenue    St. Augustine, Florida  32084
www.OurHouseOfStAugustine.com
​904-347-6260
David Brezing, proprietor