Sample Contract: Business
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 Business Rentals
TERMS AND CONDITIONS:
1. USE OF PREMISES AND GROUNDS
A. Facility and grounds are only to be used for stated purpose(s).
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
C. All activities including your rental check-out list must end by agreed time.
D. For your comfort there are 10 upholstered large chairs for a small group gathering in the living room. Upstairs, there are 13 wooden chairs and 3 large tables.
We have a variety of extra tables (six 6' tables, nine 60" rounds, card tables and an extra leaf for the dining room table) and 90 chairs.
For your convenience there is Wi-Fi, an in focus machine, a portable screen, an easel that holds chart packs. (Charts/pens are not provided by the Overlook House.)
We also have a coffee maker, 2 large coffee carafes and electric teapot (coffee, tea and paper cups are not provided by the Overlook House.)
You are welcome to use the Refrigerator, and small microwave, though everything must be removed and left as it was found by clean up time.
Please enjoy the fireplace, although we require that you bring your own instant logs and there will be an additional fireplace cleaning fee of $20.00.
E. You are welcome to have your meeting or retreat catered. We have no preferred caterer, though we do have several options from which to choose if necessary.
F. If kitchen facilities are used, an additional fee may be charged for any uncleaned dishes, silverware, coffee makers etc. This will be added to your final bill.
G. Smoking is prohibited in the facility and within 10 feet of all entrances, exits, windows and air Intake vents (located on south side of facility.)
H. No pets are allowed within the building except for service
animals. City code requires animals outside on the grounds to
I. Candles must be in holders that prevent wax from dripping on
J. Music cannot be audible beyond the Overlook House grounds
and must cease at 8:00 p.m.
K. Children must be supervised.
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
2. SET-UP AND BREAKDOWN
A. 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.
B. Clean and return tables and chairs to their original positions
throughout the house.
C. All trash and recycables must be removed from the house and
placed in dumpster and recycling areas outside.
D. 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.
E. Notify on-site staff of any damages that may occur during
3. SECURITY DEPOSIT; PROPERTY DAMAGE
After review by the Overlook House coordinator, (including a day after event check for additional damage) Damages, cleaning/and/or additional time costs will be added to the invoice. If there is damage to Overlook House property, 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. 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 fees will be waived.
B. If the need to cancel arises, no fee will be charged provided we are notified at least 48 hours in advance by email.
C. If we are notified via email less than 48 hours in advance we will charge a $50.00 administrative fee.
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
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
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
Agreement by Signature
Signature indicates the Renter agrees to all terms and conditions