CONDITIONS AND RESPONSIBILITIES OF RENTER
Please read the material below to make sure all parties understand the requirements of providing for everyone’s safety and keeping Steele Mansion LLC a well maintained and safe location for future use.
RENTAL FEES
All balances must be payable to Steele Mansion LLC 10 days in advance. A non-refundable down payment of 50% of the rental fee along with the signed agreement, is required to reserve the date and space. Payment may be made by cash, check or major credit card. No terms are implied or granted and no work will be allowed to commence until full payment is received. A valid MasterCard, VISA, American Express or Discover account number and authorized signature is required to be on file 10 business days in advance of your event. This credit card account will be charged after the event if there are any additional charges incurred during your event that were not accounted for on your estimated bill. All payments are NON-REFUNDABLE and a timely payment is due on or before the due date shown on your Event Order. A final adjusted invoice will be issued after the event and will include tax. All prices are subject to change without notice. A refund check will be issued after the event if applicable.
The rates shown on the rate sheet the room and furniture present in the room at the time of the rental. Weekday and Weekend/Holiday rates for each space are listed on the rate sheet and do not include tax. Tax-exempt status will be granted by supplying the appropriate documentation. Set-up and break-down of decorative furniture in rooms is free, however, a fee may be added if it is beyond reasonable and customary.
ALCOHOLIC BEVERAGES
Alcoholic beverages may be served by Steele Mansion Monday through Sunday. Guests cannot bring alcoholic beverages onto the premises and must be at least 21 years of age for consumption. Alcoholic beverages are not permitted to leave the premises after an event. Police coverage is recommended at all events where alcohol is served and there are 75 or more attendees. All alcohol service ends 30 minutes before the end of rental time regardless of the time of day.
ADA COMPLIANCE
Please let us know how we can help provide a more enjoyable experience for you. While we have tried our best to accommodate those with disabilities, everyone has different preferences.
SECURITY DEPOSIT AND DAMAGE(S)
A security deposit check of $1,000 made payable to Steele Mansion LLC is required and due 10 days prior to the event. Please note that this deposit is separate from the down payment to secure the date and space. This deposit will be refunded following the rental period provided the premises are maintained and left in the same condition as when rented, and satisfactory to Steele Mansion LLC management. However, if any cleaning or repairs deemed necessary beyond normal use (i.e. paint damage and floor gouges) will be charged and deducted from the security deposit. The caterer, if used, must clean the premises within two (2) hours following the event leaving it in the same condition and working order as at the start of the event setup. Failure to clean will result in additional fees. If the building or any part of the premises or its historic contents, including furniture or artwork, is damaged during the event, the renter will be solely responsible for such damage.
INSURANCE AND LIABILITY
Steele Mansion LLC may require Special Event Liability Insurance for Renters and Caterers. Established Catering Services may use their license and insurance to cover this. The insurance must, at Renter’s sole expense, provide and maintain public liability and personal property damage insurance, insuring Steele Mansion LLC and employees, contractors and contracted vendors against all bodily injury, property damage, personal injury and other loss arising out of Renter’s use and occupancy of the premises, or any other occupant on the premises, including appurtenances to the premises and sidewalks. The insurance required hereunder shall have a limit of liability of not less than $1 Million per occurrence. Steele Mansion LLC shall be named as an additional insured of said policy. The Certificate of Insurance must be provided at least 10 days prior to the event.
If alcohol is to be served please make sure that the policy includes Host Liquor Liability coverage to protect you against alcohol-related accidents, as you are ultimately liable for the safety of your guests.
Any caterers and/or outside vendors, companies, and/or institutions MUST provide a copy of their Certificate of Insurance and Catering License to Steele Mansion LLC at least one month prior to the event.
LIABILITY
Renter agrees to indemnify, defend, and hold Steele Mansion LLC, its building owners, officers, employees, and agents harmless of and from any liabilities, costs, penalties, or expenses arising out of and/or resulting from the rental and use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by renter, its employees, and agents of alcoholic beverages at Steele Mansion LLC.
The client agrees to pay the cost of repairs, restoration or replacement of any damage to Steele Mansion, its equipment or furnishings. The client assumes full responsibility for theft, loss or damage to any materials and equipment brought to Steele Mansion by the client and the client’s guests, subcontractors, vendors, or agents. Steele Mansion is not responsible for any damage to or loss of materials and equipment placed in Steele Mansion prior to, during or following an event.
In the event Steele Mansion LLC, its building owners, officers, employees and/or agents, are required to file any action in court in order to enforce any provisions of this agreement, Renter agrees to pay Steele Mansion LLC, its officers, building owners, employees and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred by Steele Mansion LLC, including all collection expenses and interest due.
CAPACITY
Renter understands that the maximum standing capacity of Steele Mansion LLC is 150 people and will not exceed this limit.
SITE DECORATION
Steele Mansion wants to make every event here a special and welcome experience. Therefore every effort will be made to allow Renter to prepare decorations reflecting their creative requirements. We ask that only the staff of Steele Mansion rearrange and move any furnishings, including artwork, lamps, antiques or seating. No nails, screws, staples or penetrating items should be used on our walls or fine wood. Any tape or gummed backing materials must be properly removed and any wall damage will be deducted from the deposit. No glitter or foil (non-paper) confetti is allowed on site. The client is responsible for the removal of all decorations immediately following the event.
ON-SITE REVIEW
A final on-site meeting is recommended. It should be held at least one week prior to the event and include the subcontractors that will be involved in the event.
CANCELLATION
Immediate written notification is requested if a scheduled event needs to be canceled.
OUTSIDE MATERIALS/EQUIPMENT
Steele Mansion staff is not responsible for moving, setting up or taking down any materials or equipment brought in by the client for the event. All items brought in by the client for the event such as rental equipment, tables, chairs, decorations, etc. must be removed immediately following the event. Steele Mansion is not responsible for damaged or lost items.
CONDUCT
There is absolutely no drug use of any kind tolerated on Steele Mansion premises. There is no smoking in the building; only in the clearly marked smoking area outside. Disparaging remarks or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Renter and guests shall use the premises in a considerate manner at all times. Conduct deemed disorderly at the sole discretion of Steele Mansion LLC staff shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases, NO refund of the rental fee shall be made.
Steele Mansion reserves the right to inspect and control all private events. If protective services are required to maintain order due to the size and nature of a function, the client will be required to pay for a uniformed police officer or officers at a rate quoted at the time of contract. Steele Mansion reserves the right to limit noise volume in its function rooms and spaces for the consideration of other guests. In addition, a police officer is recommended at events where alcoholic beverages are served and there are 75 or more attendees. Renter will be charged at the standard flat rate price for the police officer.
NOISE
Renter acknowledges that the premises are located near residential units and therefore agrees to control the noise level at the event such that it does not disturb neighboring occupants. In the event that renter’s event creates a disturbance due to high noise volume, the renter shall immediately reduce the volume. If repeated disturbances are created, at Steele Mansion LLC discretion, the renter may be expelled from the premises or the offending noise will be ended. In the event of disturbances to the point of expulsion, no portion of the rental fee will be refunded to the renter.
Note: Music must end by 10 p.m. during weeknights and by 10:30 p.m. on weekends. Additional time can easily be added provided the volume is modest and it cannot be heard beyond the boundaries of the property, by in-house guests or immediate neighbors.
LOST AND FOUND
Steele Mansion LLC takes no responsibility for personal effects and possessions left on premises during or after any event. We do, however, maintain a lost and found and will hold recovered items up to 60 days. Every attempt will be made to return any recovered item to its rightful owner.
CITY, COUNTY, STATE AND FEDERAL LAWS
Renter agrees to comply with all applicable City, County, State, and Federal laws and shall conduct no illegal act on the premises. This is a drug-free and non-smoking facility at all times, NO EXCEPTIONS. Renter shall not sell alcohol on premises at any time. Renter may not serve alcohol to minors on the premises at any time. Renter agrees, for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner. Steele Mansion LLC reserves the right, in its exclusive discretion, to expel anyone who in its judgment is intoxicated or under the influence of alcohol or drugs, or who shall in any manner do or participate in any act jeopardizing the rights, use permit, or insurability of Steele Mansion LLC or the safety of its staff, guests, or building contents.
ENTRY AND EXIT
Renter agrees that Steele Mansion LLC staff may enter and exit premises during the course of the event. A representative of Steele Mansion LLC will be on-site during your entire event and will be checking periodically with the responsible parties to insure everything is working smoothly. We will also be checking the bathroom, the overall premises, replenishing hand towels and toilet paper, and will be available for questions or to respond to needs or issues that may arise at any time.
PROMOTIONS AND COPYRIGHT
It is important to us that you have a fantastic and successful event. Should Steele Mansion LLC be engaged in the promotion or co-production of your event, it is imperative that we see and approve all marketing messages and communications. We are happy to provide professionally created images of our space for promotional materials.
We hope you will refer others here and are happy to answer any questions you might have about the types of events we do. We are also happy to personally welcome your guests and speak to them about the historic nature of the building, or its contents.
PARKING
A representative of Steele Mansion LLC and/or promotional materials and signage will be present at all events, and any questions about the space, its contents or about our upcoming events and the charities we support can be directed to that representative. Steele Mansion provides a complimentary Parking Lot for guests staying overnight and small events. Valet parking is available through a third party vendor upon request at the client’s expense. Large events require alternative parking arrangements and may be an additional expense.
CLEANING AND EQUIPMENT REMOVAL
The Steele Mansion LLC will be in a clean condition prior to your event. Within 30 minutes following the event, you are required to return the space to the same clean condition in which it was found. There is no open flame or frying allowed on site or any cooking that will create a large amount of smoke.
Steele Mansion LLC encourages those renting space to consider green, sustainable, ecologically sound cleaning and zero waste solutions. Arrangements for rental equipment removal must be described in the planning information of this contract.
FOOD SERVICES TERMS AND CONDITIONS
Food service at Steele Mansion is prepared in house by our own chef and team. We allow outside caterers to bring food into the mansion, however, there is a fee of $400 for clean up and use of our kitchen. The outside caterer must present a valid food service license and insurance. Additional charges will be incurred when an event requires additional meal service personnel, or any other goods or services.
Client can perform any alterations/revisions to said contract up until ten (10) days prior to event. Final head count for private events is due and must be conveyed to our catering staff ten (10) days prior to function. Corporate clients have until five (5) days prior to corporate function to forward attendance. This number is considered your minimum guarantee attendance and cannot be lowered after that date. We will accept any increase in guarantee number until five (5) days prior to the event or function.
20% Event production fee applies to all events. This fee covers everything from the labor to produce the food for your event to the wear and tear on all equipment as well as insurance expenses and the time we spend with you designing and revising your menu.
After service is complete and upon clients request; our staff will package up any remaining cooked food requested by client. Please note: once our staff has left premise/venue, we cannot be held liable for improper food safety handling including safe storage/consuming of food items at a later date.
At the time of the event an actual count will be made of those attending and payment in full will then be made for any additional persons attending beyond guaranteed attendance. Dietary substitutions can be made available at time of booking. Any overage on the guarantee guest total may result in a different food item being served.