Sample Contract

The following is a sample of the contract required to rent the Overlook House and is intended for use as a reference not as an actual contract or agreement.

Sample Contract for Wedding, Reception, and Party

Reservations require this rental agreement to be signed and dated; accompanied by a $250.00 *security/damage deposit, and 1/2 of the 6 hour rental fee which is $_______________. The balance for all rental contracts, is due 30 days before your event date. For rentals arranged less than 30 days in advance of event date, full payment is due with completed contract. Make checks payable to the Friends of the Overlook House. Note: the Overlook House is not set up for credit card transactions. Confirmations will be mailed, along with a copy of the original rental agreement, to the renter within seven (7) business days.

*The security/damage deposit is not the rental fee. It secures the facility on Renter's requested date(s) and serves as a refundable damage deposit. Violation of contract may result in part or all of security/damage deposit being withheld.

Require the following completed and delivered to the Overlook House Coordinator two (2) weeks prior to an event date: 1) exact rental beginning and ending time; 2) clarification of additional hours; 3) clarification of intent to use dishes or other additional items; 4) contact/vendor sheet; and 5)payment of all items/fees. Minor changes may be made, with prior approval, up to one week before the event.

In order to reserve the date, we require a $250 security/damage deposit and half the six hour rental fee.

$250   -       Security/Damage Deposit
$_________ Half of 6 Hour Rental Fee
$_________ Total Due to reserve the Wedding date
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$_________ Remaining half the Rental Fee due 30 days prior to event,
Certificate of Liability Insurance and if alcohol will be consumed, proof of OLCC licensed server(s).
$_________ Cost for Extra Hours (depending upon month are $75 / hour OR $100 / hour )
$_________ Other Expenses (Fireplace - $20, Basement - $100)

TOTAL RENTAL FEE = $______________________
The remaining balance of $__________is due 30 days prior to your scheduled event.
Event: ____________________________________________________________________________________
Name of Renter: ___________________________________________________________________________
Event Date: ____________________________ Event Time: ____________AM/PM to _____________AM/PM
Rehearsal Date: __________________________Time: __________________AM/PM to ___________AM/PM

TERMS AND CONDITIONS:
1. USE OF PREMISES AND GROUNDS

A. Facility and grounds are only to be used for stated purpose(s). The house including the grounds are for your use. If the $100 cost for basement is paid in advance, then basement is included in rental.
B. Set up and breakdown times must fall within the total rental time period. It is the responsibility of the Renter to move equipment within the facility or on the grounds during event.
C. All activities including your rental check-out list must end by 11:00 p.m. It is recommended that at least two hours be allowed for event breakdown.There are directions posted on the refrigerator. Your CONTACT person will need to check out and sign off with our staff person.
D. Smoking is prohibited in the facility and within 10 feet of all entrances, exits, windows and air take vents (located on south side of facility.)
E. No rice, confetti or glitter is allowed inside or outside the facility.
F. Only loose ARTIFICIAL rose petals are permitted.
G. No pets are allowed within the building except for service animals. City code requires animals outside on the grounds to be leashed.
H. Candles must be in holders that prevent wax from dripping on surfaces.
I. Music cannot be audible beyond the Overlook House grounds and must cease at 8:00 p.m. Music is permitted inside until 10:00 pm.
J. Children must always be supervised.
K. Dance floors on the grass are not allowed.
L. On-site Overlook House staff monitors event activities and has the authority to enforce contract rules. Overlook House staff can terminate rental if renter does not honor contract or local law.
M. If barbecuing, a mat or some sort of protection is required on the concrete. The north side of the MPR room on the concrete is permitted for barbecuing. There is a power outlet there as well.
N. If tents are used, no stakes are allowed. If heaters are used, they must be placed on concrete or on plywood to protect the grass.
O. On-site Overlook House staff monitors event activities and has the authority to enforce contract rules. Overlook House staff can terminate rental if renter does not honor contract or local law.

2. SET-UP AND BREAKDOWN

A. If Overlook House dishes and/or silverware are used, we will need to know at least 2 weeks prior to your event date. All dishes are to be scraped, rinsed and stacked in the kitchen. Coffeemakers are to be rinsed out and left in the kitchen area as well.
B. If fireplace is used, we require pressed logs only and an additional $20.00 cleaning fee will be added to your final bill.
C. Make sure all rental equipment is stacked on the back patio, not on the grass, and removed from the premises no later than 9:00 AM the following morning.
D. DO NOT USE nails, tacks or staples in the walls/woodwork. IF tape is used, it must be painter's tape. All decorations and tape must be removed after event.
E. Clean and return tables and chairs to their original positions throughout the house.
F. All trash and recycables must be removed from the house and placed in dumpster and recycling areas outside.
G. Event trash on the grounds, sidewalks, and street (including cigarette butts) must also be removed from site and taken to the Overlook House designated dumpster or recycling area(s). If signs were placed in neighborhood they must also be removed. Artificial rose petals are to be raked up.
H. Notify on-site staff of any damages that may occur during the event.

3. SECURITY DEPOSIT; PROPERTY DAMAGE
After review by the Overlook House coordinator, (including a day after event check for additional damage) the $250.00 security/damage deposit will only be refunded if the rental checkout list has been satisfied, there are no damages to the building and its grounds, and if Renter has used the facility for the time stated in the contract. Damages, cleaning/and/or additional time costs will be withheld from the security deposit. If damage to Overlook House property exceeds the amount of the security/damage deposit, Renter agrees to pay for, or replace, any object of Overlook House property that is destroyed, damaged, or stolen during the event. Such payment or replacement must be made immediately upon receipt of notification from Overlook House.

4. INDEMNIFICATION AND HOLD HARMLESS AGREEMENT
The Renter agrees to indemnify and hold the Friends of the Overlook House and the City of Portland, its officers and agents harmless from and against any and all liability, claims, actions, demands or losses of any kind and nature that may occur or be claimed with respect to any person or persons, corporation, property of chattels, on or about the Overlook House, or to the property itself resulting from any act done, or omission by or through the Renter, its agents, contractors, employees, invitees, or any person on the premises of the Overlook House by reason of Renter’s use or occupancy thereof. These may include, but are not limited to accident, injury or damage to property arising from any act of the Renter or Renter’s guest, whether intentional or negligent, which occur during use. Renter agrees to pay all costs and attorney fees incurred by the Overlook House owner and representatives in defending any such claim or action brought against the owner and representatives.

5. PERSONAL AND ABANDONED PROPERTY
The Overlook House and its representatives assume no responsibility for any property placed in the facility or on the premises or any property that is left on the premises after the event is over.

6. CANCELLATION POLICY

A. All cancellations must be in writing.
B. Cancellations made within three (3) days of signing this Rental Agreement: All money paid is refunded less a $100.00 administrative charge.
C. Cancellations made more than 30 days prior to the event: 50% of the TOTAL rental fee is forfeited by Renter. 100% of the damage security deposit and 50% of the TOTAL rental fee are refunded.
D. Cancellations made less than 30 days prior to the event: The entire rental fee is nonrefundable. If the damage/security deposit and cleaning fee have been paid in addition to the entire rental fee then those deposits will be refunded to the Renter.
E. The Overlook House may cancel rentals due to inclement weather, emergency conditions, or events beyond the control of the Friends of Overlook House. In case of cancellation initiated by the Overlook House, all rental and deposit monies will be refunded.

7. INSURANCE
Renter must provide a Certificate of Liability Insurance 30 days prior to the event. This insurance certificate must explicitly state the following conditions:

A. $1,000,000 Bodily Injury and Property Damage Liability Limits;
B. $1,000,000 Host Liquor Liability must be specifically included in the above coverage;
C. The Friends of Overlook House, its owners, officers, agents, and employees must be named as additional insured for any claim or claims resulting from or growing out of the Renter or event.
Failure to provide evidence of this insurance to the Overlook House coordinator, 30 days prior to your event, can cause immediate cancellation of your event. Cancellations resulting from failure of renter to provide the Overlook House with a proper and timely certificate of liability insurance will be treated as a renter caused cancellation occurring less than 30 days prior to the event.

8. ALCOHOL

A. Renter agrees and warrants that there shall be NO CONSUMPTION OF ALCOHOL BY PERSONS UNDER AGE 21. Renter agrees to refuse to allow alcohol to be served to, or consumed by, any person who is visibly intoxicated or under 21 years of age. Renter shall monitor all service, if any, of alcohol and specifically acknowledges that Renter is solely liable for the consumption of any alcohol by any person on the Premises and that such liability shall extend to any aspect regarding the consumption of alcohol. Overlook House may ask guests for identification to verify age and reserves the right to ask to the entire party to leave if (1) a minor is consuming alcohol; (2) an adult is providing alcohol to a minor; or (3) a guest or guests appears intoxicated and refuses to leave the Premises.
B. If alcohol is SERVED at an event, we must receive proof in advance that you or persons contracted by you have a valid Service Permit from the Oregon Liquor Control Commission (“OLCC”). Only the OLCC licensed server(s) can pour the alcohol.
C. If alcohol is SOLD, Renter must obtain, and show proof of, a temporary liquor license thirty (30) days
prior to event date.
D. While alcohol may be consumed in back garden area, OLCC prohibits alcohol consumption outside the building on Melrose Drive - sidewalk, street or in cars.
E. Renter shall indemnify and hold Overlook House harmless from all liability for improper use of
alcohol.

Agreement by Signature
Signature indicates the Renter agrees to all terms and conditions stated herein.