Policy Statement:

This policy outlines the guidelines and procedures for booking events and rental reservations with Thirteen Oh Eight Events. It aims to ensure a streamlined and efficient process for bookings while maintaining consistency, fairness, and transparency.

1. Event/Rental Booking Process:

1.1 Event/Rental Request:

a. The host must submit a formal event request outlining the event details, including the purpose, estimated number of attendees, and any specific requirements or preferences.

b. Event or rental requests should be submitted through the designated event booking online form. Requests can also be submitted via phone or email. However, for real time availability, please visit our online scheduler.

1.2 Event/Rental Assessment:

a. The event coordinator will review the event request to assess its feasibility and alignment with organizational goals and values.

b. The coordinator may request additional information or clarification from the host if necessary.

c. The event coordinator will evaluate the availability of resources, facilities, and personnel required for the event.

1.3 Event Approval:

a. Once the event/rental assessment is complete, the event coordinator will communicate the decision to the event organizer.

b. If approved, the event coordinator will provide further instructions on the next steps, including the required agreements, and any associated fees or costs.

c. If the event or rental request is denied, the event coordinator will provide a clear explanation to the host.

2. Booking Confirmation and Documentation:

2.1 Venue Reservation:

a. The host must submit the required deposit of 25% of the total booking cost upon reservation in addition to a $250 security deposit to secure the booking. An event is not considered confirmed until the contract is signed, and the deposits are received.

b. The full balance is due 30 days prior to the booking date. Failure to submit your final payment will result in late fees. The penalty is an extra $25 fee on first day following your due date and $10 each subsequent day.

c. Hosts that communicate with the event coordinator regarding a request for payment extension, may be approved upon review.

d. We (The Vendor) reserve the right to cancel any event/rental if full payment is not received by the event/rental date. No refunds will be provided for payments made towards the event/rental. If you anticipate any issues with timely payment, please contact us before the due date to make alternative arrangements. Late payments will incur additional fees per day, and the full payment must be received at least two weeks before your event/rental date to avoid cancellation without a refund.

  e. The security deposit is only refundable up to 10 days following the event/rental provided no damage was incurred by you, your guests, caterer, or other vendors assisting with the event. All facility rental supplies used during your event/rental must also be accounted for.

f. The contract is voided if payments aren't received on agreed upon dates.

2.2 Expedite Reservation

a. If an event or rental request is submitted within the 30 days of your requested date, full payment is required upon reservation.

b. Expedite booking requests will need to be assessed for compliance, resource and personnel availability.

c. There will be an Expedite fee of $250 added to your total booking balance.

2.3 Event Planning and Coordination:

a. The host may be required to work closely with the designated event coordinator to plan and coordinate all event-related logistics, including catering, audiovisual requirements, security, and any other necessary arrangements.

b. The event coordinator will provide guidance and support throughout the planning process and ensure compliance with organizational policies and procedures.

2.4 Insurance and Liability:

a. The host must assume responsibility for any damages or losses incurred during the event or rental and agree to indemnify and hold the organization harmless.

b. Damages or losses to the building and equipment will forfeit return of the $250 Security deposit.

c. The host agrees to return the event/rental space back to its initial condition at the end of the booking. The security deposit is only refundable up to 10 days following the event/rental provided no damage was incurred by the host, guests of the host, caterer, or other vendors assisting with the event. All facility rental supplies used during your event/rental must also be accounted for.

3. Event Cancellation or Modification:

3.1 Cancellation:

a. If the host decides to cancel the reservation prior to the event/rental date, the host forfeits the full security deposit. 

b. If the terms specified in the agreed upon contract are violated, no refunds on money paid towards the booking will be provided.

3.2 Modification:

a. The host may reschedule a booking for a date within 90 days of originally scheduled date. Modified date is subject to approval based on availability. Modification to the original event date must be made at 30 days prior to event date.

b. The event coordinator will assess the feasibility of the requested modifications and communicate any necessary adjustments to the host.

4. Compliance with Policies and Regulations:

4.1 Code of Conduct:

a. All event attendees must adhere to the organization's code of conduct and any additional policies or regulations in place.

b. The host is responsible for communicating the code of conduct and ensuring compliance by all attendees.

CONDUCT: Our facility and grounds shall not be used for any unlawful purpose. We reserve the right to refuse use of the facility and grounds to any organization or individual in the event that a program or its content does not comply with the Thirteen Oh Eight Events LLC policies and procedures. Derogatory comments or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Client and guests shall use the premises in a considerate manner at all times. In the event of expulsion, no refunds will be provided.

****Children must be monitored at all times!

4.2 Health and Safety:

a. The host must comply with all health and safety regulations.

b. Smoking and/or any type of drug use on/in Thirteen Oh Eight Events LLC’s facility is strictly prohibited.

c. The venue’s common area is recorded and monitored for safety purposes.

5. Damages/Decorations

a. The host is liable for all damages, expenses and losses including theft and property loss, caused by any person attending, or providing services connected with the host’s use of the facility.

b. Any loss or damage to the facility caused by the host and/or guests and staff hired by the host may result in additional damage fees as well as loss of full security deposit.

We appreciate you choosing Thirteen Oh Eight Events LLC as your event space and kindly request that that you adhere to the following:

*No nails, screws, staples or penetrating items are to be used on our walls or floors.

*No fires, fireworks or open flames. Ceremonial candles and birthday candles are permitted, and ceremonial candles must be contained and dripless. Votive candles are permitted on dining tables as long as they are contained.

*All decorations must be removed at the end of your event/rental.

*Cleaning supplies such as mops, brooms etc. will be available the host and guests. We ask that if any spills occur, please address and clean as soon as possible to ensure safety of all guests.

6. Event Staff

On the day of your event/rental, a member of the Thirteen Oh Eight Event LLC staff will be in attendance. The staff may enter and exit premises during the course of the event. The staff member will be checking periodically with the responsible parties/host to insure everything is running smoothly. We will also be checking the bathroom, the overall premises, replenishing restroom paper towels and toilet paper, and will be available for questions or to respond to issues that may arise at any time.

7. Event/Rental Management

If host is renting the facility, they will have 2 hours for set up before the 4-hour event time and 1 hour after event to clean and complete breakdown. Hosts need to begin tear down no later than the set times and be complete within one hour. If additional time is needed it may be added for a fee. Hosts and guests are expected to completed breakdown and have all attendees gone at the agreed upon event ending time. Additional fees may be added.

8. Photography

Thirteen Oh Eight Events LLC reserves the right to take/obtain a limited number of photos for promotional purposes only. Such images shall be used for media and marketing purposes.

9. Overtime

Additional unplanned and/or un-contracted services (such as, but not limited to, full redo of design, additional set-up time, day of event/rental extension of time, services outside of scope of agreement, management of non-event/rental activities, etc.) are considered overtime and will be billed with prior notification and consent at the rate of $125 per hour. 

If you and/or your guests require additional time for breakdown/cleaning past the allotted time, your deposit will be forfeited.

10. Cleaning/Trash Removal

Thirteen Oh Eight Events LLC’s facility will be in a clean condition prior to your event/rental. Clean-up is the responsibility of the host. The host is required to return the space to the same clean condition in which it was found within 1 hour following the event.

The security deposit is only refundable up to 10 days following the event/rental provided no damage was incurred by the host, guests of the host, caterer, or other vendors assisting with the event. Additional charges may be assessed for clean-up and removal if premises are not left clean and clear. All trash must be collected and removed from the facility.

All rental equipment, decorations, and any other materials must be removed from the facility. Items not removed immediately following the event will be disposed of with no liability to Thirteen Oh Eight Events LLC. Thirteen Oh Eight Events LLC is not responsible for any lost or stolen items.

11. Alcohol

If alcohol is served at the Client's Event, the Client must comply with all laws and regulations related to alcohol service. Alcoholic beverages should not be served to individuals under the age of 21. The Client takes responsibility for any consequences arising from alcohol use during and after the event and indemnifies THIRTEEN OH EIGHT EVENTS LLC. Open alcohol containers are not allowed outside the venue and must be discarded before leaving the building.

Thank you for considering Thirteen Oh Eight Events LLC as your next event space. We look forward to helping you create fun and lasting memories!