WA EAST
District No. 9240

Facilities Rental Agreement

COLVILLE ELKS LODGE #1753

RENTAL AGREEMENT

 

THIS AGREEMENT made and entered into this ________ day of _________________, 2015, by and between Colville Elks Lodge #1753, hereinafter referred to as the “Elks” and:

 

Name of Event/ Organization:_______________________________________________

Hereinafter referred to as “Tenant”.

 

WITNESSETH: that for and inconsideration of the terms and conditions set forth herein, the Elks grant to the Tenant a non-assignable right to use and occupy those portions of the Elks Memorial Building referred to as the “Space” and further identified on the attached “Event Details” page, to conduct and operate such activity as described and no other.

 

THE ELKS SHALL:

Permit the Tenant access to occupy the space up to one (1) day preceding such activity to prepare for occupancy and up to one (1) day thereafter to restore the space to its original state if the space is not scheduled by another party.*  Move in and move out times to be specified on attached “Event Detail” page. Additional time necessary will be charged according to the fee schedule in the “Settlement” section of this agreement.

 

Use reasonable safeguards against fire, theft, and accidents, but does not assume any liability for damages to goods or property of the Tenant from fire, theft, water or storm, or any other cause. Nor do the Elks assume any liability for accidents to persons or property caused under, or by virtue of the operation of the Tenant under this contract.

 

Provide the tenant with garbage bags and cleaning supplies necessary to restore the space to its condition prior to the event.

 

*** Please Note:

The Elks will not close the bar to their members and regular customers due to your rental under any circumstances.  The same goes for the wood deck attached to the bar.  The bar & deck are a private club and are not for rent. 

Use of the small refrigerator, chest freezer or ice machine in the kitchen is not included in the kitchen rental.  Tenant needs to provide their ice. 

 

THE TENANT SHALL:

Pay a non-refundable booking fee equal to 25% of the space rental fee to secure the date of the event on the calendar within one week of booking the event.  The 25% is then applied to the total rental cost. 

 

Pay the remaining space fee as calculated in the attached “Event Details” section at least 30 days prior to occupying the building. If final payment is not so made, the booking fee will be forfeited and the date will be available to other potential tenants.

 

Pay any and all bank fees related to any NSF Check returned to the Elks.

 

Accept full responsibility and liability for the actions of all people employed by the Tenant or attending the event that occurs on the Elks property. The Tenant will be responsible for security during the event.

 

Not permanently alter or destroy any part of the premises, and will not use nails, hooks, tacks, staples, screws or tape other than scotch, masking & duct tape in any part of the building. No Confetti of any sort is to be used in decorating.  The Tenant shall be responsible for any labor and material costs incurred restoring damaged property to its original condition before the Tenant’s event. Tenant will not remove the Elks Star or any other Emblems, pictures or equipment.

 

Keep all activities and advertising material within the space rented and shall place no advertising on the outside of the building.

 

Indemnify and save harmless the Elks, its officers, agents, and employees, from and against any and all suits, claims, actions, losses, costs, penalties and damages of any kind or nature, including attorneys fees arising out of, in connection with, or incidental to the activities of the Tenant, except that caused by the sole negligence of the Elks.

 

LIQUOR LICENSE: The Elks is a private club and maintains a liquor license that does not allow liquor sales to non-members or outside organizations unless you are a signed-in guest of a member. The Tenant is responsible for making arrangements for banquet liquor permits (a week ahead) or special sale permits (60 days ahead) as necessary. These permits are available on line from the Washington State Liquor Control Board at http://www.liq.wa.gov/licensing/special-licenses-and-permits. The Tenant will properly display any applicable permit as required by law.

*** Please note: Whether drinks are supplied by the Tenant or purchased as a guest of an Elk Member, alcoholic beverages must remain within the parameters of the rented space.  Drinks may not go into the downstairs portion of the Elks building, into the parking lot, or onto the golf course.  Drinks supplied by the Tenant may not enter the Elks Lounge. 

 

DAMAGE/CLEANING DEPOSIT: A $200.00 damage/cleaning deposit will be due the time of the initial walk through. Tenant shall meet with an Elk representative at the time of move in to go through the condition checklist (Exhibits A and B), location of cleaning supplies, operation of heating/air conditioning and lights, etc. Tenant and the Elk representative will go through the condition checklist (Exhibit A and B) at the conclusion of the event. All cleaning supplies, garbage bags, broom, mop and vacuum are supplied for you by the Elks. All garbage from the event is to be taken to the dumpster at the conclusion of the event by the Tenant and is to be hauled around the outside of rather then through the building.  No garbage to be carried over to the next day under any circumstances. Cleaning must be completed and keys returned by the move out time. If a caterer is used, the Tenant is the party responsible for clean up.

 

Any time needed for the Elks to clean & restore the space to its condition before the event will be charged at the rate of $25.00 per hour. If there is no damage, all garbage has been taken to the dumpster and no cleaning is necessary, the check for damage/cleaning deposit will be returned. Any damage/cleaning due in excess of $200.00 will be billed to the Tenant.

 

 

 

GOLF COURSE: Unless the premises are rented in connection with an approved golf course function, the tenant shall insure that its guests are not on the golf course, including the putting green, the sand traps and the lawn next to the patio and deck.  This is commonly done by children attending an event and is against the rules set forth in this lease and could result in danger as this is a golf course.  The golf course is ran & operated by a separate entity than the elks and a rental through the Elks does not include any part of the golf course, No Exceptions!  To make special arrangements to use or rent the golf course please contact the Pro Shop at (509) 684-5508.   

 

IN WITNESS WHEREOF, the said parties have read and agreed to the terms and conditions of this agreement.

 

 

__________________________________________            Date ________________

Tenant

 

 

___________________________________________          Date ________________

Elk Representative

 

 

EVENT DETAILS

 

 

Name of Contact Person:___________________________________________________

 

Telephone Number(s): ____________________________________________________

 

Type of Event: _____________________________ Number of People _____________

 

Move in Time/Date _________________  Move out Time/Date ___________________

 

FEES AND DEPOSITS

 

Initial the space(s) to be provided/rented:

 

_____  Main Lodge                                                                              $200.00

            (Includes cement patio, tables and chairs in lodge)

 

_____  Kitchen-Full Use, Staging Use                                      $  50.00

(Upright Cooler only)

In order to serve food, you must have a valid food handlers’ permit.

 

_____  Use of Barbeque Only, no kitchen use                           $  25.00

 

_____  Main Lodge for Meetings Only (no parties)                               $   75.00

            (First 2 hours)

            Each Additional Hour                                                               $   25.00

 

TOTAL SPACE FEE DUE                                                                  $ _______

 

25% booking fee to hold date                                                               $________                             

 

Balance due 30 days prior to date of event                                            $________

 

Damage/Cleaning Deposit due at the time of move in (No Exceptions)   $200.00

 

 

Payment Information:                Amount Due                                         Date Paid                                

           

Booking Fee to Hold Date:       $ __________________                     ____________

 

Rent Balance                            $___________________                    ____________

 

Damage/Cleaning Deposit         $___________________                    ____________

 

EXHIBIT A

ELKS LODGE HALL CONDITION

 

 

Prior to Event                                                                                                               Conclusion

 

_____  _____              Tables Wiped Down and Stored in NW Corner                        _____  _____

                                    (NO tables outside)

 

_____  _____              Chairs Clean and Stacked (10 high) in NW Corner                   _____  _____

 

_____  _____              Speed Bar Clean and Stored in NE Corner                               _____  _____

 

_____  _____              Carpet Floor in Hall has been Vacuumed                                  _____  _____

 

_____  _____              Wood Dance floor in Hall has been Swept & Moped    _____  _____

 

_____  _____              Garbage cans empty with new liners and                                   _____  _____

                                    moved to covered patio area outside

 

  N/A                           Decorations & all evidence of removed in all areas used            _____  _____

 

 

This condition list for the hall is to be initialed by Tenant and Elks representative Lounge Manger prior to event and at conclusion of event. Any comments should be noted below and initialed by both parties. Tenant’s failure to restore the premises to the same condition as prior to the event will result in a partial or full loss of the damage deposit.

 

Comments____________________________________________________________________

 

_____________________________________________________________________________

 

_____________________________________________________________________________

 

 

 

*** All Cleaning Supplies can be found in the kitchen.  If you can not find a cleaning product or tool you are looking for, please ask an Elks Employee.    
EXHIBIT B

ELKS KITCHEN CONDITION

 

 

Prior to Event                                                                                                               Conclusion

 

_____  _____              Cooler clean and wiped down   and all of                                 _____  _____

                                     Tenant’s left over food is been removed

 

_____  _____              Stove top clean and wiped down (2)                                         _____  _____

 

_____  _____              Oven front & inside clean, no evidence of spill-over                  _____  _____

 

_____  _____              Convection oven front & inside clean, no spill-over                    _____  _____

 

_____  _____              Counter-tops all wiped down, including pass thru                      _____  _____

 

_____  _____              Sinks wiped clean of film & debris, no food in drains     _____  _____

                                    And backsplash is wiped clean

 

_____  _____              Microwave clean and wiped down inside & out             _____  _____

 

_____  _____              Garbage can empty and new liner in place                                 _____  _____

 

_____  _____              Floor swept and mopped                                                          _____  _____

 

_____  _____              Hall in front of kitchen swept and mopped                                 _____  _____

                                   

 N/A                            Used towels in dirty towel bin under sink                                   _____  _____

 

 

This condition list for the kitchen is to be initialed by Tenant and the Elk representative prior to event and at conclusion of event. Any comments should be noted below and initialed by both parties. Tenant’s failure to restore the premises to the same condition as prior to the event will result in a partial or full loss of the damage deposit.

 

Comments____________________________________________________________________

 

_____________________________________________________________________________

 

_____________________________________________________________________________

 

*** All Cleaning Supplies can be found in the kitchen. If you cannot find a cleaning product or tool you are looking for, please ask an Elks Employee.   

 

 

Most Important things to remember about your rental:

 

 

  • A rental through the elks does not include any part of the Golf Course and any damages made to the Golf Course by the Tenant or guests there of is the responsibility of the Tenant and the Tenant shall be responsible to pay for the cost of any repairs.

 

  • Although it is fun for the children attending your event to play on the Golf Course, this is under no circumstances allowed!  It can be VERY Dangerous and the Golf Course is not the Elks property and is therefore off limits completely. 

 

  • Booking Fee of 25 % of the total Rental Cost is due within one week of booking.

 

  • The remaining rent or ‘space fee’ is due 30 days prior to your event.

 

  • The Elks can not close the bar or deck to their members or regular customers due to your rental.

 

  • No nails, hooks, tacks, staples, screws or confetti is to be used in decorating.

 

  • All Alcoholic beverages must remain within the parameters of the rented space and can not go downstairs, into the parking lot, or onto the golf course. 

 

  • All garbage is to be hauled to the dumpster the night of your event and is to be hauled around the outside of the building and never through the building.

 

  • Damage/Security Deposit must be paid at the time of move in.

 

  • Damage/Security Deposits will not be returned if the space rented is not returned to its original condition that was initialed by both the Elks and the Tenant as referred to in the Condition Checklist (Exhibits A & B) Hall floor must be vacuumed, swept and mopped every time in order to receive the entire deposit after your event. Also, any keys must be returned before damage/security deposit is returned.

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