Tacoma Event Center Contract Agreement

To secure your desired event date, please fill out this form completely and submit the $110 deposit, with $100 refundable upon adherence to contract terms. An invoice for the remaining balance will be emailed four weeks prior to you event date, due 14 days prior to the event.

Facility Rental Agreement

This Facility Rental Agreement ("Agreement") is made and entered into as of the date of signature ("Event Date"), by and between Tacoma Event Center, located at 8802 Pacific Ave, Suite D, Tacoma, WA 98444 ("Tacoma Event Center"), and the Client and/or Guest identified below ("Client" and/or "Guest").

Purpose

Tacoma Event Center agrees to make available to Client and/or Guest the use of the event space located at 8802 Pacific Ave, Suite D, Tacoma, WA 98444, subject to the terms and conditions set forth in this Agreement. The Client and/or Guest agrees to use the Tacoma Event Center under the guidelines outlined within this agreement.

Indemnification

To the fullest extent permitted by law, the Client and/or Guest hereby agrees to indemnify, defend (with counsel reasonably acceptable to Tacoma Event Center), and hold harmless Tacoma Event Center, its elected officials, officers, directors, staff, employees, agents, and volunteers (collectively, the "Indemnified Parties") from and against any and all claims, actions, suits, proceedings, demands, losses, damages, judgments, settlements, penalties, fines, costs, and expenses (including, without limitation, reasonable attorneys' fees and court costs) of any kind or nature whatsoever (collectively, "Losses"), arising out of, resulting from, or connected with:

• The Client's and/or Guest's use of the Tacoma Event Center premises.

• Any act, error, omission, negligence, or willful misconduct of the Client and/or Guest, its partners, shareholders, officers, directors, agents, employees, contractors, subcontractors, invitees, volunteers, or representatives.

• Any breach or alleged breach by the Client and/or Guest of any term, condition, representation, or warranty contained in this Agreement.

This indemnification obligation shall apply regardless of whether the Losses are caused in whole or in part by the negligence of any Indemnified Party, except to the extent that such Losses are caused by the sole negligence or willful misconduct of Tacoma Event Center.

Rental Fees and Payment

• Rental Rates: All rental fees are subject to change at the sole discretion of Tacoma Event Center, and may vary based on the time of year, the number of attendees, the hours of the event, and other factors. Current rates are as follows:

  • Monday through Friday before 8:00 PM: $70 per hour

  • Saturday and Sunday: $120 per hour

  • Saturday and Sunday after 8:00 PM (if you will have alcohol at your event): $135 per hour

• Deposit and Payment Schedule:

  • A signed contract and a deposit of $110.00 (applied toward a $100.00 refundable damage deposit) is due on the day of booking to reserve the event date and time.

  • The balance of the space rental fee is due fourteen (14) days prior to the event date.

  • Method of Payment: All payments shall be made by debit or credit card. Tacoma Event Center reserves the right to charge the card on file for any outstanding balances or fees as outlined in this Agreement without notice.

  • Late Payment: If the full rental payment is not received fourteen (14) days prior to the event, Tacoma Event Center reserves the right to cancel the reservation without a deposit refund, and the Client and/or Guest shall forfeit the deposit.

  • Early Departure/Late Arrival: If the Client and/or Guest's event ends early, or if the Client and/or Guest does not arrive at the Tacoma Event Center at the scheduled rental time, no refunds or exchanges will be granted.

  • Overtime: If the Client and/or Guest and/or their guests are inside the Tacoma Event Center premises for more than fifteen (15) minutes past the selected end time, Tacoma Event Center will automatically charge the Clients card on file for an additional full rental hour, at the applicable hourly rate, without prior notice.

Cancellation Policy

• Client Cancellation:

  • The deposit is non-refundable if the Client cancels event for any reason. No exceptions.

  • If the Client cancels the event fourteen (14) days or less prior to the scheduled event date, no refunds will be provided. The Client acknowledges that Tacoma Event Center may lose other potential bookings as a result of the Client's reservation.

• Tacoma Event Center Cancellation:

  • If circumstances beyond the reasonable control of Tacoma Event Center (e.g., acts of God, natural disasters, government or city regulations) force Tacoma Event Center to cancel the Client's reservation, Tacoma Event Center will refund all sums paid by the Client and/or Guest.

  • Tacoma Event Center and their staff reserve the right to end an event during the duration of the event, without refund or exchange due to reasons and violations that are the cause for immediate cessation.

    
    

Damage Deposit

• A $100.00 damage deposit is included in the initial deposit and will be refunded to the Client and/or Guest within 10 days after the event, provided that the following conditions are met:

  • No damage has been done to the Tacoma Event Center premises, including but not limited to walls, floors, fixtures, furniture, and equipment, as determined in the sole discretion of Tacoma Event Center. This includes tears, rips, cracks, scratches, or any other form of damage that requires repair or replacement.

  • The premises are left in a clean and orderly condition, including sweeping the floors and disposing of all trash in designated receptacles.

  • The client does not cancel event for any reason. No exceptions. Tacoma Event Center and its staff reserve the right to not refund the damage deposit for any reason listed in and outside this agreement contract.

  • The client and or guest do not consume alcohol on the premises.

• The Client and/or Guest acknowledges that the damage deposit will not be refunded, without exception, if: The client does not sweep, and dispose of trash at Tacoma Event Center and under staff's discretion. The Client and/or Guests uses equipment or supplies in the event space that Client and/or Guest did not pay for. The Client and/or Guest or your guests utilize the common area for any other purpose than walking to the restroom, or client's and guests set up any equipment or supplies in the common area The parking lot is utilized for any other purpose other than parking. * Alcohol is consumed on the premises, inside or outside of the venue space, in the parking lot or common area without a permit; no exceptions

• Tacoma Event Center reserves the right to use the damage deposit to cover any repair or cleaning costs exceeding normal wear and tear. If the damage deposit is insufficient to cover such costs, the Client will be invoiced for the remaining balance, which must be paid within 14 days of the invoice date.

• Tacoma Event Center and its staff reserve the right to assess a $200 fine for any reason above or below with or without client notice, signage of this agreement is client's consent.

Use of Premises

• Permitted Use: The Client and/or Guest shall use the Tacoma Event Center premises solely for the purpose of the Client’s designated type of event. Any use other than the permitted use requires the prior written consent of Tacoma Event Center.

• Compliance with Laws: The Client and/or Guest shall comply with all applicable federal, state, and local laws, ordinances, rules, and regulations in connection with its use of the premises, including but not limited to fire safety regulations, noise ordinances, and accessibility requirements.

• Parking Lot Use: If the parking lot is utilized for any other purpose other than parking, damage deposit will not be refunded and a $200 fine will be charged to the card on file.

• Capacity: The maximum capacity of the Tacoma Event Center is 49 people, seated at tables, in theater style, or standing. The Client agrees and understands the maximum capacity and agrees not to exceed these limits.

• Conduct: The Client and/or Guest is responsible for the conduct of its guests and shall ensure that all guests behave in a reasonable and orderly manner and do not engage in any activity that is disruptive, dangerous, or illegal.

• Tacoma Event Center staff reserve the right to end an event during the duration of the event for without refund or exchange for any reason.

Insurance

Special Event Liability Insurance is advised by Tacoma Event Center, and required for businesses or organizations hosting events at the Tacoma Event Center. The insurance must, at clients sole expense, provide and maintain public liability and personal property damage insurance, insuring Tacoma Event Center and Tacoma Event Center employees, contractors and contracted vendors against all bodily injury, property damage, personal injury and other loss arising out of clients 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 single limit liability of no less than $1 Million, and general aggregate liability of not less than $2 Million. Tacoma Event Center shall be named as an additional insured of said policy. Client understands that Tacoma Event Center is not responsible for bodily injury, property damage, personal injury and other loss arising out of clients use and occupancy of the premises, rented equipment, bounce house, supplies, games, any items on Tacoma Event Center premises, or any other occupant, guest, minor, adult or any persons in clients party or event on the premises, including appurtenances to the premises and sidewalks. A copy of your Special Event Liability Insurance is due no later than fourteen (14) days prior to your event.

Smoke-Free Facility

Tacoma Event Center is a smoke-free facility. Any violation of this policy will result in the immediate termination of the event and forfeiture of the damage deposit. There is no open flame or frying allowed on site or any cooking that will create a large amount of smoke as our facility is not ventilated. No smoking in any restroom. If smoking materials are not discarded in planters, sidewalks or grounds, a cleanup charge of $50 will be imposed to the card on file. Any guests violating the smoking restrictions will be asked to leave the premises by the Tacoma Event Center staff.

Catering, Cleaning, Trash, and Equipment Removal

Tacoma Event Center will be in a clean condition prior to your event. Upon additional planning with Tacoma Event Center, you will need to incorporate your set-up time and clean up time into the rental agreement, you are required to return the space to the same clean condition in which it was found. All trash must be collected and properly bagged by the client and/or guest. All equipment must be returned to its original position by the end of clients rental time.

Decorations and Set-Up

No tacks, non-abrasive tape, screws, nails or hooks on any building surface (i.e: walls, beams, etc.). Decorations may be taped to tables and windows ONLY with written permission granted by Tacoma Event Center staff. The use of flammable material is regulated by the Tacoma Fire Department (TFD) and must be approved in writing. The use of candles is acceptable if enclosed in glass; candelabras are prohibited. Any other type of open flame is strictly forbidden unless pre-approved by TFD. Please call (253) 594-7909 at least 3-4 weeks before your event to obtain this mandatory permit; www.tacomafiredepartment.org.

Lost and Found

Tacoma Event Center takes no responsibility for personal effects and possession left on premises during or after any event. We do, however, maintain a lost and found and will hold recovered items up to 14 days. Every attempt will be made to return any recovered item to its rightful owner.

Attorney's Fees

In the event Tacoma Event Center retains the services of an attorney to represent its interests in regard to the lease or to bring an action for the recovery of damages or other charges, the Client and/or Guest agrees to pay a reasonable attorney fee of not less than $10,500.00 or 90% of the sum sued for, whichever is greater, plus the costs of any legal action.

Entire Agreement 

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous communications and proposals, whether oral or written, between the parties with respect to such subject matter. 

Governing Law 

This Agreement shall be governed by and construed in accordance with the laws of the State of Washington, without regard to its conflict of law principles.

Severability 

If any provision of this Agreement is held to be invalid or unenforceable, such provision shall be struck and the remaining provisions shall remain in full force and effect.

Waiver 

No waiver of any provision of this Agreement shall be effective unless it is in writing and signed by the party against whom the waiver is sought to be enforced.

Decorations and Environmental Considerations:

To maintain the cleanliness and safety of our venue, and to protect the surrounding environment, the following restrictions apply to decorations and celebratory activities:

• Prohibited Items: The use of confetti, glitter, confetti-filled balloons, rice, and birdseed, is strictly forbidden both indoors and outdoors. These items create a significant mess, are difficult to clean, and can pose environmental hazards.

• Release of Objects: The release of balloons or live animals (such as doves or butterflies) into the environment is not permitted. Balloon releases contribute to pollution, and the release of animals can disrupt local ecosystems and endanger the released animals themselves.

• Fog Machines: The use of fog machines is prohibited due to potential interference with fire detection systems and potential safety hazards for guests.

Compliance with Laws and Regulations:

• Adherence to Laws: The Client is solely responsible for ensuring that all activities conducted on the premises comply with all applicable Tacoma Event Center, city, county, state, and federal laws, regulations, and policies. Any illegal activity is strictly prohibited.

• Substance-Free Environment: The Tacoma Event Center is a drug-free, alcohol-free, and non-smoking facility at all times. There are NO exceptions to this policy. This applies to all clients, guests, vendors, and staff.

• Alcohol Restrictions: Clients and their guests are prohibited from selling, serving, or consuming alcohol on the premises at any time. Furthermore, clients are strictly prohibited from serving or selling alcohol to minors on the premises.

• Right to Expel: The Tacoma Event Center reserves the right, in its sole discretion, to expel any person who, in its judgment, is intoxicated, under the influence of alcohol or drugs, or who engages in any behavior that jeopardizes the rights, permits, insurability, or safety of the Tacoma Event Center, its staff, guests, or building contents. This includes, but is not limited to, disruptive, dangerous, or illegal behavior.

Liability and Responsibility:

• Indemnification: The Renter (Client) agrees to indemnify, defend, and hold harmless Tacoma Event Center, its landlord, building owners, officers, employees, and agents from any and all liabilities, claims, losses, damages, costs, penalties, or expenses (including attorney's fees) arising out of or resulting from the rental and use of the premises. This includes, but is not limited to, claims related to personal injury, property damage, or violation of any law or regulation. Specifically, this includes the personal guarantee of payment for provisions, services, and dispensing of items by the client, its employees, and agents at Tacoma Event Center.

• Alcohol Violation Consequences: If Tacoma Event Center staff discovers alcohol containers in trash receptacles or anywhere on the premises without a permit, the client's damage deposit will be forfeited in full and a $350 fine will be assessed without client's notification . Furthermore, Tacoma Event Center will report the client to the Tacoma Police Department for potential violation of applicable laws and regulations.

Conduct and Noise Levels:

• Prohibited Substances: There is absolutely no drug use, alcohol consumption (without a permit), or smoking of any kind tolerated on the premises or within 100 feet of the building. This includes loitering or congregating outside on the sidewalk at any time during the event. This policy is strictly enforced.

• Respectful Conduct: Disparaging remarks, abusive language, or any type of physical violence will not be tolerated and will be cause for immediate expulsion from the premises.

• Orderly Conduct: Clients and their guests are expected to use the premises in a considerate and responsible manner at all times. Any conduct deemed disorderly or disruptive, as determined by the sole discretion of Tacoma Event Center staff, will be grounds for immediate expulsion from the premises and termination of the rental period. In such cases, no refund of the rental fee will be provided.

• Noise Levels: Music, sound, and noise levels must be kept at a reasonable level so as not to disturb other events, programs, or neighbors both inside and outside the building. Sound levels must be controlled to prevent interference with neighbors and other occupants of the building. Event Staff will monitor the noise level throughout your event.

• Noise Level Enforcement: If the sound level is deemed too high by Tacoma Event Center staff, you will be asked to lower it.

  • First Request: Tacoma Event Center staff will request that the music/noise level be turned down.

  • Second Request: If a second request is necessary, Tacoma Event Center staff will continue to monitor the noise level.

  • Third Request: If a third request to lower the music/noise level is warranted due to lack of compliance, the event may be shut down.

  • Photo and Video Release:

    • Grant of Permission: Client hereby grants Tacoma Event Center permission to use Client and guest likeness and/or images and/or videos of the event setup, decorations, or other related visual elements in photographs, videos, or other digital media ("Photos") for any and all of its publications, including online platforms and marketing materials, without any payment or notification or other consideration. Client hereby grants Tacoma Event Center permission to record Client while on Tacoma Event Center premises.

    • Ownership of Photos and Videos: Client understands and agrees that all Photos and Videos will become the exclusive property of Tacoma Event Center and will not be returned.

    • Authorization to Use Photos and Videos: Client irrevocably authorize Tacoma Event Center to edit, alter, copy, exhibit, publish, or distribute these Photos and Videos for any lawful purpose, including but not limited to advertising, promotion, and marketing.

    • Waiver of Approval: Client waives any right to inspect or approve the finished product in which my likeness or event elements appear.

    • Waiver of Compensation: Client waives any right to royalties or other compensation arising from or related to the use of the Photos or Videos.

    • Hold Harmless Agreement: Clients hereby holds harmless, release, and forever discharge Tacoma Event Center from all claims, demands, and causes of action that Client, heirs, representatives, executors, administrators, or any other person acting on behalf of Client or on behalf of Client estate, have or may have by reason of this authorization.

    • Equipment, Supplies & Kitchen Usage:

      • Acknowledgement of Instructions: Client certifies that Client has read and fully understand all instructions for the operation of the hot plate, kitchen equipment, chaffing dishes, bounce house (if applicable), and/or any other rental equipment and supplies provided by Tacoma Event Center.

      • Assumption of Risk: Client acknowledge the use of such equipment involves inherent risks, and agrees that neither Client nor guests, will hold Tacoma Event Center or its staff responsible for any bodily injury or other damages that may occur as a result of the use of said equipment and supplies, as all equipment has been inspected by the Tacoma Event Center.

Alcohol Use

Premises is defined as on the Tacoma Event Center grounds at 8802 Pacific Ave, #D, Tacoma, WA 98444. Client shall not sell alcohol on the premises at any time. Client may not serve alcohol to minors on the premises at any time. Client agrees, for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner. The Tacoma Event Center 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 the Tacoma Event Center or the safety of its staff, guests, or building contents. Alcohol Liability: Client agrees to indemnify, defend, and hold Tacoma Event Center, its landlord, 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 client, its employees, and agents of alcoholic beverages at Tacoma Event Center. Client agrees to purchase a banquet permit from https://lcb.wa.gov/licensing/online-banquet-permit and supply a copy of the permit to Tacoma Event Center prior to event. If Tacoma Event Center or any of its staff find alcohol containers in the trash reciprocals or onsite, damage deposit will not be refunded, and a $350 fine will be assessed to the card on file without client notification