Venue Rental Agreement
The Barn at Willow Spring
This Venue Rental Agreement is made between The Barn at Willow Spring and the undersigned renter for the temporary use of the event venue located at 5421 TRIPLE Z DRIVE DAYTON VA 22821. Both parties agree to the following terms and conditions:
1. Event Details
Type of Event: ___________________________________________
Date(s) of Event: _________________________________________
Estimated Attendance: ____________________________________
2. Permitted Uses
The Venue may be rented for weddings, corporate parties, birthday parties, showers, family reunions, Bible studies, retreats, and similar gatherings, subject to compliance with this Agreement and all applicable laws.
3. Rental Fees and Payment Schedule
Total Rental Fee: $________________
Deposit: 30% of the total rental fee is due upon booking to secure the date.
Final Payment: The remaining balance is due one (1) month prior to the event date.
No event date is considered reserved until the deposit and signed agreement are received.
4. Security/Damage Deposit
A $500 security/damage deposit is required and must be paid with the final balance. The deposit will be refunded within 10 business days after the event, provided no damage, excessive cleaning, or policy violations occur. Deductions may be made for repair, replacement, or cleaning costs.
5. Insurance and Liability
Renter must provide proof of event liability insurance in the amount of $1 million naming The Barn at Willow Spring as an additional insured at least 30 days prior to the event.
Renter is responsible for the safety and well-being of all event attendees, including without limitation the supervision of children.
Owner is not responsible for theft, damage, or loss of property, including vehicles, on premises. Renter(s), jointly and severally, and together with his or her personal representatives, heirs and assigns, to the fullest extent permitted by law, shall indemnify, hold harmless, protect and defend Owner, it’s agents and assigns, from and against any and all liabilities, claims, damages, losses, demands, lawsuits, costs and expenses, including without limitation attorneys’ fees, arising out of, connected with, or resulting from the Event. This covenant, and any other obligation of Customer to pay, expressly survives the termination of this agreement.
6. Hours of Use
Weekend rental period begins at 10:00 AM Friday and ends at 10:00 AM Sunday.
All events must conclude by 11:00 PM (curfew).
Cleanup and breakdown must be completed by the end of the rental period.
7. Alcohol and Vendors
Alcohol is permitted in the form of beer and wine only. Hard liquor is not allowed.
Renter is responsible for compliance with all applicable alcohol laws.
Renter may use vendors of their choice but remains responsible for their conduct and adherence to Venue rules. Renter is responsible for keeping Owner informed of all vendors involved with the execution of the Event, with current contact information.
Owner is not responsible for set-up or take-down of any rented items. Renter must let Owner know when rentals are to be delivered and when they will be picked up. Rental items cannot be left at the venue or Owner’s property anytime other than the rental time indicated in this agreement unless Renter has obtained Owner’s advance written permission.
Caterers will be responsible for providing their own catering equipment, pots and pans, paper towels, dish detergents, hand towels, etc.
Use of the Owner’s dishes, flatware, and glasses does not include set-up, clearing tables, washing, drying, or putting away of these items. Your caterer would be responsible for set-up\clean-up of these items.
8. Cancellation Policy
Cancellations more than 60 days before the event: 50% refund of all payments made.
Cancellations less than 60 days before the event: No refund.
If the Owner cancels the event for any reason other than an act of God, Renter will receive a full refund.
If the event cannot occur due to an act of God (such as natural disaster, fire, or government restriction), Renter will receive a 50% refund. The Owner will not be obliged to cancel due to inclement weather, even if Renter is planning an outside event. Renter bears the risk of inclement weather.
THE PARTIES HAVE DISCUSSED AND NEGOTIATED IN GOOD FAITH THE QUESTION
OF THE DAMAGES THAT WOULD BE SUFFERED BY RENTER IF OWNER WERE TO
CANCEL THE EVENT, WHETHER DUE TO AN ACT OF GOD OR OTHERWISE, AND
HAVE AGREED THAT (A) SUCH DAMAGES ARE AND WOULD BE IMPRACTICABLE
OR EXTREMELY DIFFICULT TO FIX, (B) LIQUIDATED DAMAGES IN THE AMOUNT
OF THE DEPOSIT (OR PORTION THEREOF, AS ABOVE DETAILED) TO BE RETURNED
ARE AND WOULD BE REASONABLE AS A MEASURE OF SUCH DAMAGES, (C) IN
CONSIDERATION OF THE RETURN OF SUCH AMOUNT RENTER SHALL BE DEEMED
TO HAVE WAIVED ALL CLAIMS FOR DAMAGES OR RELIEF AT LAW OR IN EQUITY
ON ACCOUNT OF THE CANCELLATION.
RENTER’S INITIALS
9. Venue Rules and Restrictions
No decorations may be secured in a way that damages the Venue (no nails, screws, staples, or heavy tape).
No use of sparklers, bird seed, rice, confetti cannons, or glitter inside the venue.
No open flames are allowed inside the Venue.
No smoking is allowed anywhere on the premises.
Renter must leave the Venue in the same condition as found.
Renter is responsible for removing all personal items, trash, and decorations.
Owner reserves the right to intervene if music exceeds recommended volume.
10. Miscellaneous
This Agreement represents the entire understanding between the parties.
No oral agreements or promises shall be binding unless in writing and signed by both parties.
This Agreement shall be governed by the laws of the Commonwealth of Virginia.
This Agreement is nonassignable.
11. Signatures
Renter Information
Name: ___________________________________________
Address: _________________________________________
Phone: ___________________________________________
Email: ___________________________________________
Signature: ________________________________________
Date: ___________________
Owner Information
The Barn at Willow Spring
Authorized Representative: ___________________________
Signature: ________________________________________
Date: ___________________