Event Agreement

Terms & Conditions (Agreement)

Hours & Rentals
Regular office hours are Tuesdays through Fridays from 9:00 a.m. until 5:30 p.m. and by appointment on certain evenings and weekends. {{event.location.name}} (“Venue”) is available for rental seven (7) days per week. All rentals are subject to approval by the City of Lenoir City. Standard space rental is for an 8-hour period, unless otherwise specified on agreement for services. If Client wishes to come in the day prior to -- or early the day-of – an event, additional fees may apply. These fees will vary from $100/hr. to 50% of the room rental, depending upon the amount of space rented and space availability. Bars must end by 10:30 p.m. (or at least 30 minutes before the scheduled end of the event), events must conclude by 11pm, and Client and guests must vacate the facility by 12:00 midnight. Vendors will be allowed more time, if Venue is notified in advance that such time is needed for tear-down, etc.. If management is required to stay beyond midnight to accommodate vendor tear-downs, an hourly fee will be added.

Appointments
Due to facility usage requiring staff attention, please call or email in advance to schedule an appointment to tour/book Venue. To schedule a tour or appointment, please call 865-986-8340 or email us. For bookings, staff will discuss dates, times, space, room set-up, and additional amenities required, but the Client is responsible for scheduling his or her own caterer, bartender, photographer, videographer, florist, entertainment, private event coordinator, or other desired third-party vendors outside the scope of Venue’s event agreement for services, unless an all-inclusive package is selected. Staff is happy to provide Client with recommendations for such vendors. Client is responsible for sharing relevant facility guidelines and forms with his/her vendors (if not a partner vendor of Venue) and obtaining the proper vendor signatures where indicated (see “Insurance & Licensing” section). Forms must be submitted to Venue at least 14 days prior to event. Absent these forms, Venue reserves the right to deny access to non-partner vendors.

Quotes, Proposals and Agreement for Services
Formal quotes are provided to Client in the form of proposals. Proposals are valid for 30 days from the day they are generated and distributed to Client. Beyond 30 days, Venue reserves the right to update proposal using its most recent prices, if there have been pricing changes. Venue also reserves the right to change prices reflected in information packet materials as business needs/economic factors dictate. The only way to secure pricing provided in a proposal is to sign (digital signature is acceptable) and submit the agreement for services, and to remit the required damage deposit and/or retainer/down-payment as specified in agreement for services. If/as specified event details change, real-time updates are visible in the TripleSeat portal and are assumed approved by Client, unless otherwise specified.

Damage Deposit & Damages
A refundable or applyable damage/clean-up deposit may be required. The amount varies, depending upon the size and type of space reserved and the type of event being planned and will be specified in the proposal. Damage deposits will be clearly specified as part of the proposal/agreement for services. In some cases, a credit card hold is required, as is a copy of the primary Client’s driver’s license. A damage deposit is not considered a retainer or down-payment.

Clients are liable for all damages to Venue facility, furnishings, equipment, and grounds - including damages caused by their guests and contracted vendors - that arise during their event, and set-up/tear-down by non-Venue staff. Carpet/wallpaper staining, excessive trash on floors or parking lots, failure to clean kitchen (if required), required excess cleaning of restrooms or other public areas above and beyond normal wear and tear shall be counted against the damage deposit as well. THE REQUIRED CLEAN-UP OF BODILY FLUIDS RESULTS IN AN AUTOMATIC LOSS OF DAMAGE DEPOSIT. Should damages exceed the amount of the damage deposit and/or the Client’s special occasion insurance policy (if required), Client is responsible for, and will be billed for, the remaining cost or replacement value. After the rented areas are inspected for damage and confirmed acceptable, the damage deposit will be returned (typically within 1-2 weeks following event) or applied to event balance.

Retainer, Down-Payment and Payments
Based upon availability, agreed upon space will be tentatively held with "first right of refusal" for fourteen (14) days, pending receipt of a fully executed agreement for services from the Client, accompanied by one or more of the following:

A non-refundable retainer (25% of down payment) in exchange for {{event.location.name}}'s commitment to reserve space/pull space from available sales inventory to accommodate {{event.name}} and for pre-event labor costs. Payment is applied to final invoice balance upon completion of event.
91+ days prior to event: A down-payment equivalent to 50% of total space rental, plus any damage deposit, etc., as outlined in the agreement for services.
90 days or less prior to event: A down-payment equivalent to 100% of total space rental, plus any damage deposit, package deposit, etc., as outlined in the agreement for services.
In the case of all-inclusive packages, a deposit equal to 30% of the total event cost is required in to provide partner package vendors with their required down-payments. Please note: Refund policies for down-payments made by Venue to partner package vendors on behalf of a client’s all-inclusive package may differ from Venue’s policies.

If the above outlined items are not received within 14 days (or within a subsequent written extension period) of a tentative booking, Client loses his/her first right of refusal on the space. Upon receipt of the aforementioned items, the date, time, space, and set-up inventory (and partner vendors for package, if relevant) for event are reserved and considered “confirmed” as part of the agreement for services.

The balance of fees (as specified in the most recent agreement for services) is due 30 days prior to the scheduled event, except for previously approved corporate events that have established direct billing arrangements (net 30) with Venue. Any fees incurred (due to changes between the payment of the balance as outlined on the agreement for services and the final bill) are due and payable upon departure from the event for all other Clients. A late fee of $50 per day may be assessed if payments are not made in accordance with this agreement.

Checks should be made payable to The Venue at Lenoir City and mailed to:
The Venue at Lenoir City
7690 Creekwood Park Blvd.
Lenoir City, TN 37772
Credit cards are an accepted form of payment. The 3.5% processing fee is the responsibility of Client and will be added to the final invoice if a credit card is utilized.
Cash is also acceptable but must be paid in person (do not mail cash) and a receipt generated by Venue.

Insurance & Licensing
Events involving any type of alcohol (beer, wine, and/or liquor), events utiizing home-made food or "Friendors", and events utilizing inflatables or other "active" activities that expose guests to potential dangers, are subject to the following insurance requirements, with proof of insurance provided at least two (2) weeks prior to event:
Certificate of Insurance from Client (available through Client’s own insurance company; or, from companies such as The Event Helper) demonstrating $1 million in coverage per occurrence/$2 million aggregate and including Liquor Liability coverage (if applicable) is required. The following must be named as “Additional Insureds”:

“City of Lenoir City, its employees, and agents” (530 Hwy. 321 N., Lenoir City, TN 37771)
“The Venue at Lenoir City, its employees, and agents” (7690 Creekwood Park Blvd., Lenoir City, TN 37772)

Use of Outside Vendors NOT on Venue’s Preferred List
The Venue is one of a very few event venues in East Tennessee that allows clients to utilize vendors other than those on its Approved Partner Vendor List. However, if Client chooses to utilize a non-partner vendor, it is the CLIENT’S RESPONSIBILITY to secure the following and submit them to Venue at least 14 days prior to event from ALL vendors NOT on Venue’s list. Failure to do so may preclude said vendors from being allowed to perform duties on the premises during the event:

Certificate(s) of Insurance demonstrating $1 million in coverage per occurrence/$2 million aggregate in coverage from non-partner vendor(s) providing these services in relation to the event are required. In addition, outside vendors providing alcohol must demonstrate proof of liquor liability insurance.
Copies of non-partner vendors’ business licenses are required.
In the case of caterers, food trucks, etc., a copy of the most recent health inspection is required.
Caterers and/or bartenders must provide copies of ABC permits for service staff who will be responsible for serving alcohol.
Execution of additional documents, including “Outside Catering Rules,” “Kitchen Cleaning Checklist,” and/or “Vendor Agreement,” as applicable, are required from all non-partner caterers and/or for private use of kitchen.

Hiring of Venue staff is REQUIRED for food service, clearing, etc., with use of an outside caterer who is NOT on Venue’s Preferred Catering List. At a minimum, Venue staff will serve as leads for caterers unfamiliar with the facility; at most, a full staff (a minimum of 1 attenant or server per 50 guests) is required when caterer plans to drop-off only. Adding additional staff is left to the discretion of Venue, based upon what the caterer actually provides. Venue staff cannot be decreased because group is providing “volunteers” to assist.

Food, beverages, and other equipment must be set up ONLY in the areas approved by Venue, per agreement for services.

Tablecloths must be used on all tables and may be rented through Venue, through a third-party rental company, or provided by Client.

The intended use of burners, crock pots, punch/champagne fountains, and/or kegs of beer (Client must provide taps) must be disclosed at the time of booking. If such items are not specified in agreement for services, they may not be allowed. Additional surface protection might be required at the expense of Client.

Home-Made Food, DIY Services and Use of “Friendors”
Client must sign and submit to Venue the “DIY Agreement” if providing their own food and/or utilizing the services of non-licensed friends or family for their event. If said client and/or family/friends are unlicensed, Client must secure a special event insurance policy (as described above under “Insurance & Licensing”), regardless of whether there will be alcohol available at the event.

Client is responsible for handling all details related to DIY and/or Friendor “vendors.” No day-of Venue staff assignments can be made due to DIY and/or Friendor arrangements falling through or not being executed as desired by Client. Venue will provide ONLY those services outlined in most recent agreement for services.

Hiring of Venue staff is REQUIRED for food service, clearing, etc., with use of Friendors. Venue staff cannot be decreased because group is providing “volunteers” to assist.

Alcoholic Beverages
Alcohol is allowed at Venue under specific guidelines, if staff is notified in advance, intent to include it is outlined in the agreement for services, and the following conditions are met:

All State of Tennessee laws pertaining to the serving of alcohol, including beer & wine, must be strictly followed Serving alcohol to any person under the age of 21 will not be tolerated.
Alcoholic beverages may not be sold, unless done so by an appropriately licensed caterer, or unless a Special Occasion Permit (for non-profit fundraisers) is obtained from the Tennessee Alcoholic Beverage Commission for wine and liquor. Copies of the permit must be provided to Venue for display at the event.
Venue requires ABC-certified bartender(s) for all events that serve any alcohol. These may be provided by Venue or by a Venue-approved licensed third-party service. Clients may NOT provide their own ABC-certified bartenders.
All alcohol must be served at the bar or tableside (if arranged in advance).
Alcohol service is limited to a 5-hour period per event. All alcohol service must conclude by 10:30 p.m. and a minimum of 30 minutes prior to the end of the event.
The serving, possession, or consumption of alcohol, including beer & wine, on the premises may be discontinued at any time at the discretion of Venue at Lenoir City staff. Inappropriate behavior, exposure to liability due to excessive drinking, intoxication of individuals, damage to property, injury to individuals, and other such activities will result in the closing of the bar and the discontinuance of the serving, possession, and/or consumption of all alcohol.
Only alcohol provided by licensed caterer/bartender, or by Client (as per agreement for services), may be brought onto premises. Guests are not allowed to bring their own alcohol into the facility, or to consume it from their vehicles/in the parking lot.
NO OUTSIDE DRINK CONTAINERS OF ANY KIND (INCLUDING CUPS, MUGS, ETC.) MAY BE BROUGHT INTO THE VENUE BY ANY GUEST. Security reserves the right to check bags at entry. Any alcohol present that has not been provided by an approved party may be confiscated.
Events involving alcohol are required to have one security officer per 100 guests on premises at the Client’s expense, as outlined in the agreement for services. This clause applies to all private events but may be waived for corporate and/or non-profit events at the discretion of Venue.
Food, snacks or appetizers must be available in the area where alcoholic beverages are served.
The Client, bartender, or caterer is responsible for taking all liquor, wine, and beer bottles and trash accumulated at the bar to the dumpster located outside the facility. Likewise, said parties are responsible for cleaning up any related breakage in the facility, on its grounds, and/or in the parking lot(s) or they forfeit their deposit.

Decorations and Combustibles

No furniture, decor, or other items belonging to Venue may be moved or rearranged without permission and/or supervision of Venue staff.
Tape, push pins, tacks, staples, nails etc. of any kind may NOT be used on the walls or wood anywhere in the facility. Limited use of 3M strips on certain surfaces MAY be allowed, with advance permission of Venue. No decorations, signs, etc. may be hung from walls, woodwork, pictures, furniture, windows, light fixtures, and/or ceilings in Venue without advance permission of Venue. Wrapped floral wire or pipe cleaners may be used to attach decorations to banquet chairs or other pre-approved surfaces.
Rice, confetti, silly string, glitter, real flower petals, etc. may NOT be used at Venue (cultural exceptions may apply). Silk flower petals may be used inside the facility but the responsibility for clean-up rests with Client. Real flower petals and bubbles may be used outside only, with the Client being held responsible for clean-up. Bird seed may NOT be used inside or outside Venue. Failure to clean-up approved items listed above may result in loss of damage deposit and/or an additional cleaning fee.
Candles must be enclosed in glass and placed a reasonable distance from anything flammable. A container, plate, tray, mirror, plastic sheets, etc. must be placed under candles and/or candelabras to catch dripping wax. Areas for use of candles (or flames for cultural ceremonies) must be approved by Venue staff in advance.
Chocolate fountains are not allowed.
The use of sparklers and/or limited fireworks is allowed outside the building but must be approved by Venue in advance and may require security personnel at the Client’s expense.
The City of Lenoir City has a NO SMOKING/VAPING policy for all its facilities. Designated smoking areas with receptacles are located outside Venue.

Parking
Ample parking is available on-site and in the adjoining LCUB lot(s). ABSOLUTELY NO CLIENT/ GUEST PARKING IS ALLOWED ALONG CURB OF BUILDING, except for loading and unloading. Vehicles parked illegally, on Creekwood Park Boulevard, or not in designated parking spaces may be towed at the owner’s expense. Venue MAY provide staff/security to assist with traffic control for events with 300 guests or more, at the expense of Client, per the agreement for services. Client should advise guests to follow staff/security parking instructions.

Youth in Attendance and Youth Events

For any event with youth guests, children under 13 must have adult supervision at all times. Failure to do so WILL result in loss of damage deposit.
Absolutely no running is allowed in the facility and can result in loss of damage deposit.
Events for teen-aged groups (dances, proms, birthday parties, graduation parties, etc.) require a minimum of one (1) adult present for every twenty-five (25) teens in attendance. A “teen” is defined as ages 12-19.
Client may request additional Venue staff to assist with supervising children, at an additional cost. Such a request must be made at least 14 days in advance of event.
The use of inflatables or any other interactive activities for which there is a risk of injury, requires parental signatures on waivers the day of the event (before children can participate). Use also requires the hiring of Venue staff (1 per 25 children in attendance) to supervise to ensure (to the extent possible) safe practices. Venue assumes no liability for injuries.
The use of inflatables and/or other similar attractions requires Client to purchase a special event insurance policy, even if alcohol is not being served at the event.
Any outdoor activities for children must be supervised and must end at sunset.

Entertainment

DJs, live music, dancing, and other entertainment must be approved by Venue staff in advance, including set-up and tear-down requirements and times.
The maximum decibel level for all music is 85. Level will be checked periodically with a decibel meter. Unresponsive entertainers may not be allowed on the premises in the future.
No smoke machines are allowed inside the facility unless they are water-based and pre-approved by Venue.
Indoor cold-spark fireworks must be pre-approved by Venue. Only units meeting Venue criteria will be allowed.
Venue is not responsible for the protection and/or storage of items brought onto the premises for an event.

Photography & Photo Permissions
Unless otherwise specified, Venue retains the right to utilize event photos taken by its staff for marketing purposes. Should professional photographers choose to share their photos with Venue, proper attribution will be made when said photos are published.

Tents
Venue must be notified in advance about the planned use of tents. An additional deposit may be required for the use of tents. Flame retardant certificates are required for any tent larger than 10’ x 10’. All tent deliveries must be arranged prior to the event and communicated to Venue staff. Take-down times also must be specified in advance. As gas, water, and electrical lines are located throughout the grounds, approved placement of tents must be strictly followed. Tent set-up must be supervised by the Client or Client’s representative. Unapproved, improper, and/or unsafe tent installs will be removed at the Client’s expense and Client will forfeit his/her damage deposit. Failure to adhere to set-up or tear-down times may also cause forfeiture of the damage deposit.

Pets
Pets are not permitted inside Venue, unless they are documented service animals required due to a disability and the animal provides specific work/tasks for the attendee. Clients are responsible for properly disposing of any waste created on the grounds by such animals. Failure to do so may result in loss of damage deposit.

Clean-up

If event is self-catered or catered by a vendor, you and/or caterer are responsible for cleaning up any food and/or beverage related trash in both the event space and the catering kitchen. Catering kitchen clean-up must be thoroughly completed in accordance with the posted checklist.
Upon completion of event, the caterer and/or Client are responsible for removing all food, service equipment, supplies, decorations, and personal items.
Trash must be removed and placed in the dumpsters in the rear parking lot, unless Client has hired Venue staff to handle, as reflected in agreement for services.
Furnishings rented or borrowed from a provider other than Venue must be set-up and taken down by the Client or the rental company at the conclusion of the event unless other arrangements have been agreed upon. Set-up arrival time and tear-down departure time must be provided to Venue in advance.
Venue reserves the right to bill a cleaning fee at a rate of $500 or $20 (plus gratuity) per hour/per staff person – whichever is greater - should the aforementioned tasks be left incomplete, unless specified in agreement for services that Venue staff will handle.

Miscellaneous

Venue and/or City of Lenoir City staff maintain the right to terminate an event and require guests to leave the premises in cases of unruly or unsafe behavior, or due to violation of guidelines. Groups that engage in such behavior run the risk of losing their damage deposit and/or being banned from future use of Venue.
Children MUST be supervised at all times.
Absolutely no running in the facility is allowed.
Requests for set-up changes after a layout has been approved by Client are not allowed, except under special circumstances. No requests for changes from any party other than those who signed the agreement for services will be made.
No guests are allowed in any areas other than public event spaces and restrooms. This includes the kitchen, even if it has been rented by Client.
For health and safety reasons, food (appetizers, buffets, etc.) may be left out for guests to enjoy for a maximum of 2.5 hours. Food will then be pulled and there will be no further access to the kitchen, except for designated caterer or person responsible for catering.
Clients desiring to take leftover food home with them (if allowed by caterer) must do so the day of the event. The Venue cannot hold food due to incoming event and catering space needs.
Complimentary Wi-Fi is available throughout the facility and garden area at no charge to Client.
Complimentary USB outlets for device charging are available in the Fireplace Concourse.
Basic office assistance (copies, faxes, etc.) might be available at and additional charge, as staffing allows.
If any mechanical or technical problems arise, please contact a staff member immediately.
Please do not attempt to operate the darkening feature in Venue’s windows, or to control the fireplace, lights, temperature, and/or audio-visual system settings. Contact a staff person for assistance.
Please do not attempt to change channels on monitors in public area.
If Client and/or vendor has questions or concerns, they should contact a Venue staff person.

Termination of Services & Refunds*
Requests to terminate services must be submitted in writing by the party(ies) that signed the agreement for services. In the event of termination, 100% of damage deposit is refundable. The retainer portion (25% of down payment) is not refundable, as it pulls your room and date out of available inventory to sell to other parties and/or for work already performed in the booking, planning, updating, etc. of the event. PLEASE NOTE THAT CLIENT CANCELLATIONS FOR COVID-19 REASONS ARE NOT EXEMPT FROM THIS POLICY, UNLESS GOVERNMENT MANDATES LEGALLY PROHIBIT {{event.location.name}} FROM BEING ABLE TO ACCOMMODATE THE EVENT AS SCHEDULED.

Down-payments (except for those related to all-inclusive packages*) are refundable according to the following schedule:

More than 180 days prior to event - 100% of the down-payment balance is refundable.
121-180 days prior to event - 75% of the down-payment balance is refundable.
91-120 days prior to event – 50% of the down-payment balance is refundable.
61-90 days prior to event – 25% of the down-payment balance is refundable.
60 days or less prior to event - No part of the down-payment balance is refundable.

All refunds are issued to the party that made the payment(s).

*In the case of all-inclusive packages, vendor cancellation/refund rules and requirements may differ from those of Venue. The Venue portion of the down-payment is refunded in accordance with the above schedule.

Date Change Requests
As a courtesy to our clients, an event date change to a date within a period of one year from the originally scheduled event will be honored one time, with no penalty, as space is available. If event changes to a “high demand date” (as defined in the rate schedule), additional charges outlined in the rate schedule will apply. Subsequent date change requests for the same event may incur change fees, as multiple dates being held precluded/precludes Venue from booking other business into the space on multiple occasions.

Mutual Nondisparagement
Each party agrees that they will not make any public statements which materially disparage the other party. Notwithstanding the foregoing, nothing in this section shall prohibit any person from making truthful statements when required by law, order of a court or other body having jurisdiction.

Force Majeure
Should events beyond the reasonable control of The City of Lenoir City/The Venue at Lenoir City make the event commercially impractical, impractical to perform, illegal, or impossible to fully perform under this agreement for services as the Parties originally contracted, the affected Party may terminate this agreement for services, without liability*, upon written notification. This Force Majeure clause applies to Venue products and services only, not to outside Vendors contracted by, or on behalf of, Client. Vendors’ agreements, policies and procedures fall outside the scope of Venue’s commitments/responsibilities for the purposes of Force Majeure.

Force Majeure Definitions

Events beyond reasonable control include, but are not limited to: 1) acts of God; 2) war, including armed conflict; 3) strikes or labor disputes at Venue or in the Lenoir City area; 4) disease at the Venue or in the Lenoir City area (examples of disease: SARS, Legionnaires, COVID-19, etc.); 5) government regulation or advisory (including travel advisory warnings); 6) civil disturbance at the Venue or in the Lenoir City area; 7) terrorism or threats of terrorism in the United States as substantiated by governmental warnings or advisory notices; 8) curtailment of transportation services or facilities which would materially affect attendees from attending; 9) disaster, fire, earthquakes, tornadoes, etc. in the Lenoir City area; 10) unseasonable extreme inclement weather in the Lenoir City area; 11) shortages or disruption of the electrical power supply causing blackouts or rolling blackouts or other essential utilities in the Lenoir City area; or 12) any other cause reasonably beyond the Parties’ control (collectively referred to as “occurrences”).
Venue = City of Lenoir City/The Venue at Lenoir City
Parties = Venue and contracted Client
*Without Liability = There will be no liquidated damages, attrition fees, cancellation fees, consequential, compensatory, special incidental damages, or any other damages or amounts of any nature whatsoever. Retainer fee is retained by Venue, as those funds are designated for staff hours incurred in scheduling and planning the event, including client/vendor meetings, phone calls and emails, etc.. The refund schedule outlined in this agreement for services still applies in order to keep Venue operating as a viable business; however, Venue will extend Client the opportunity to change the date of impacted event to an available date within a calendar year of original event due to “events beyond reasonable control,” one time (or one additional time if date has already been changed while operating under regular business conditions), at no charge. Any payments already made to Venue will then be applied to the new date. If Client chooses not to reschedule event, the refund* schedule applies.
Written Notice = Letter mailed with signature confirmation requested and/or email with “read” notification requested.

Governing Law & Dispute Venue
In the event of a dispute, this agreement for services shall be governed by the laws of the State of Tennessee. In the event of a dispute, the parties agree that proper venue shall be in either the Loudon County Chancery Court or Loudon County Circuit Court.

Severability
In the event that one of more of the sections under this Agreement are found by a court of competent jurisdiction to be invalid, the remaining portions as contained in this Agreement shall be deemed to have survived such determination.

Agreement for Services
I understand and agree to the terms outlined in The Venue at Lenoir City’s Agreement for Services.