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.
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;
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
$_________ Half of 6 Hour Rental Fee
$_________ Total Due to reserve the Wedding date
$_________ Remaining half the Rental Fee due 30 days prior to
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
/ $100 / $125 see pricing)
$_________ Other Expenses (Fireplace - $20, Basement - $100)
TOTAL RENTAL FEE = $______________________
The remaining balance of $__________is due 30 days prior to
your scheduled event.
Name of Renter: ___________________________________________________________________________
Event Date: ____________________________ Event Time: ____________AM/PM
Rehearsal Date: __________________________Time: __________________AM/PM
(Typically Thursdays from 5-6pm, 6-7pm, 7-8pm)
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
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 11:00 p.m. It is recommended that at least two hours
be allowed for event breakdown.There are directions posted on
D. Your CONTACT person will need to check out and sign off
with our staff person.
E. 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.)
F. No rice, confetti or glitter is allowed inside or outside
the facility. 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
H. Candles must be in holders that prevent wax from dripping
I. DJs/Bands/Musicians must sign Overlook House Music Contract
prior to event. Please respect that the Overlook House is
located in a residential neighborhood. Continued use depends
upon the good will of our neighbors. Loud music will jeopardize
our relationship with the community. DJs/Bands/Musicians
that abuse our useage rules will not be allowed back.
J. Music cannot be audible beyond the Overlook House
grounds. Outside Dance Music ( 90dba) must cease outside at
9:00 p.m. Last dance announcement no later than 8:55pm. Light
background Music (70 Dba or less) is permitted outside until
10pm. (Download OH
Music Contract for Map and details.)
K. Children must always be supervised.
L. Dance floors on the grass are not allowed.
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
N. If tents are used, no stakes are allowed. If heaters are
used, they must be placed on concrete or on plywood to protect
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
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
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
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.
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 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
Agreement by Signature
Signature indicates the Renter agrees to all terms and conditions