1. For safety, the maximum total capacity of the venue is 98 people. Events that exceed this number are subject to immediate cancellation with no refund.
2. Cost of venue is $50.00 per hour for a minimum of 2 hours or $500 per day (8:00 am through midnight). This includes time to set-up. This fee and all other costs must be made upon final submission of this paperwork. A reservation is not finalized until final submission of this paperwork and associated payments have made and confirmed by the City of Cabot (hereinafter “the City”). Cabot residents and City of Cabot Employees are eligible for a 50% discount to this price.
3. Renter will make an additional refundable deposit of $250.00 with the City as a cleaning and security deposit. The Cleaning and Security deposit is due no later than 30 days prior to the scheduled event date. If the event is canceled within 30 days prior to the scheduled event date, Renter will receive a full refund, less a $25 processing fee. No refund, other than the cleaning and security deposit, will be made to Renter if event is canceled less than 30 days out from the scheduled event date.
4. Each event will be for the specific hours noted in the Rental Agreement and approved by the City. Standard available rental hours are: 8:00 a.m. – Midnight, Monday – Sunday. The City will provide Renter with a code to open a lockbox on the property that will allow Renter to access a key to the front door. This code will not be sent to Renter prior to scheduled event start time provided by Renter in the Rental Agreement. The key must be returned upon exiting The Community Place @ 2102 and premises (collectively hereinafter “the Facility”) by no later than the end time of the scheduled rental time. Failure to return the key in a timely fashion may result in the forfeiture of Renter’s cleaning and security deposit.
5. To accommodate weddings and other seasonal events, a renter may not rent the Facility for consecutive weekends during the month of May through the end of October.
6. All parking at the Facility must be done in front of the gate. Temporary parking behind the gate is only allowed for loading and unloading.
7. Renter may not remain at the Facility past the end of the scheduled rental time. Should Renter fail to vacate the Facility at the end of the scheduled rental time, the City may, at its option, charge Renter an ADDITIONAL $100 per hour or fraction of an hour for the time that Renter or any of Renter’s representatives, guests, or workers occupy the facility. Renter’s cleaning and security deposit may also be forfeited for this reason.
8. Renter is responsible for any and all damage caused to the Facility and/or associated equipment during the event and shall, on demand, pay the City its actual expenses of replacement or repair, including materials and labor. Additionally, Renter’s $250 cleaning and security deposit may be forfeited for any damage done during the rental period.
9. Renter is responsible for the conduct and actions of their guests, representatives, and workers.
10. The City shall not be liable for any loss of, or damage to, any property brought into the Facility by Renter and/or Renter’s guests, representatives, and workers.
11. If the event is canceled within 30 days prior to the scheduled event date, Renter will receive a full refund, less a $25 processing fee. No refund, other than the $250 cleaning and security deposit, will be made if the event is canceled less than 30 days out from the scheduled event date.
12. Renter will be responsible for removal and disposal of all trash inside and outside of the Facility, including the grounds and parking area. There is a dumpster located in the front parking area that may be utilized by Renter. Renter is responsible for tidying up each room inside the Facility after their event. This includes, but is not limited to, sweeping all floors, wiping down counters and sinks, removing all spills or debris, and cleaning all mirrors/glass at the Facility and grounds. Renter must remove anything they brought in for the event including linens, decorations, food/beverages, furniture, rented items, etc. Renter agrees that the City is not responsible for any items left behind after the event. A failure to comply with this section may result in the forfeiture of Renter’s cleaning and security deposit. The City, in its discretion, may choose for Renter to only forfeit half of Renter’s cleaning and security deposit if Renter, despite a good faith effort, only partially cleans the Facility after their event.
13. Renter agrees to use the leased premises for the specified type of event and for no other purpose without the prior written consent of the City.
4. No smoking inside the Facility of any kind, including vaping. Smoke machines inside are prohibited. Smoking is permitted outside the fenced area at the Facility. Any smoking debris or paraphernalia is considered trash and must be removed from the Facility grounds and disposed of properly in the dumpster.
15. While alcohol may be consumed at the Facility, it is Renter’s responsibility to ensure that all laws regarding that consumption are complied with. Persons under 21 may not possess or consume alcohol at the Facility and no one may consume alcohol to the point of intoxication. Alcohol may not be sold without the written authorization of the Arkansas Alcoholic Beverage Control, and this written authorization must be provided to the City prior to the event. Renter, by their signature on this document, acknowledges that violations of this section could subject them to both civil and criminal liability.
16. Persons under 18 may attend events at the Facility, but shall at no time be left unattended without adult supervision at the Facility.
17. Furniture supplied for use inside the Facility is not allowed on outside grounds.
18. No staples, tacks, nails, screws, or tape may be used to hang decorations from the Facility’s walls. Renter may use command hooks, strips, or non-damaging reusable adhesive. Renter is responsible for removing all supplies at the end of the event. No decorations, lights, or candles may be hung from the ceiling. A failure to comply with this section may result in a forfeiture of Renter’s cleaning and security deposit.
19. Any maintenance issue should be reported to the rental coordinator with the City immediately.
20. If Renter has questions or issues arise, Renter may contact the City using the contact instructions listed below. Verbal abuse or disorderly behavior toward City employees will not be tolerated and will lead to an immediate cancelation of event and the continued use of the Facility.
21. The City reserves the right to deny the use or the continued use of the Facility to any person or organization.
22. Renter and the event must comply with all state, local, and federal laws.
23. This rental agreement is non-transferrable. Renter may not assign or sub-lease this rental agreement or Renter’s scheduled time at the Facility for any reason.
24. Violation of any of the rules, policies, and procedures in the Rental Agreement may result in immediate termination of Renter’s use and continued use of the Facility. Any violation may also prevent Renter from entering into any future rental agreements with the City.
Deposit Refund Terms
1. Take pictures when you enter The Community Place to make it easier to return things to their original position after an event.
We may require to see pictures when you leave the facility. If the renter after you claims that it was not cleaned, we will need you to supply some photos of the facility when exited to insure the rules were followed. All doors closed and locked.
2. Air conditioning must be turned up to 78 degrees, heat down to 67 degrees.
3. Lights must be turned off inside and outside.
4. Furniture must be put back in its original position, including round tables and chairs. There must be no missing or damaged furniture, appliances, or items.
5. There must be no decorations or trash on floors and walls, and no tape or adhesive on any glass.
6. Furniture, floors, and walls should be free of any spills or debris.
7. Bathroom floors should be clean (no trash or decorations), toilets flushed, and trash removed.
8. There should be no trash or food left in the kitchen. The counters, microwave, sink, and floors should be clean.
9. Trash bags must be replaced when bags are removed.
10. Glass must be clean of handprints and smudges on windows, doors, and mirrors.
11. There must be no damage to the property.
12. The key must be returned to the key box.
13. If the property is damaged or left dirty, part or all of your cleaning deposit will be forfeited. If you are following another renter and you feel it has not been cleaned, take pictures and send them to info@CabotCommunityPlace.com so that the correct renter can be held responsible.
The total amount below, excluding the $250 Refundable Cleaning and Security Deposit, is due upon submission of this form. The Refundable Cleaning and Security Deposit is due no later than 30 days prior to the scheduled event date.
