The Crystal Ballroom
Rental Policy
THIS AGREEMENT is entered into this ___ day of ______________, 2015, by and between Bellingham
Ballroom Events LLC (hereinafter “Ballroom Events”) and ________________________ (hereinafter “Renter”)
for the rental of the Crystal Ballroom in the Leopold on ________ day of, _______,_________, located at 1224
Cornwall Avenue, Bellingham, Washington.
1) RENTAL FEE: Renter agrees to pay a total $_________ for the use of the Crystal Ballroom, as evidenced by
the Crystal Ballroom Invoice attached hereto as Exhibit 1. This total fee shall be referred to as the “Rental Fee”
hereafter.
2) DEPOSIT: A NON-REFUNDABLE reservation deposit (hereinafter “Reservation Deposit”) equal to 50% of
the Rental Fee or minimum $500.00 (whichever is greater) must be paid, to hold the date. This deposit will be
applied to the Rental Fee.
3) FINAL PAYMENT: Final payment of the balance of the Rental Fee shall be due no later than 60 days prior to
the event. In addition, Renters must leave a credit card on file for event incidentals.
4) CANCELLATION: Cancellations made more than 30 days prior to the event shall forfeit their Reservation
Deposit. Cancellations made less than 30 days prior to the event date shall forfeit both the Reservation Deposit
and the pre-paid Rental Fee.
5) EVENT HOURS: A full-day rental entitles Renter to access the venue from 9 am the day of the event until
midnight (12AM) that same day. These times include the set up and break down for the event. Events cleanup
must be completed by midnight (12AM), including the ballroom being cleared of all personal property and
trash. Renters must exit the property with all belongings by 12AM, unless prior written approval is obtained by
Ballroom Events. If Renters and all belongings are not cleared from the property by midnight a charge of $100
per hour will be billed to the credit card on file for every hour past midnight the Renters remain in the building.
Furthermore, the Renter is responsible for paying security (if applicable) any extra fee that they require to stay
until everyone has exited the building.
6) REHEARSAL ACCESS: Wedding rentals include an additional one hour for rehearsal to be arranged at a
mutually convenient time within two weeks of the rental date. Renters must contact Ballroom Events at least
twenty-four (24) hours prior to the rehearsal to schedule rehearsal access.
7) SET-UP ACCESS: Space must be rented from the time of access to the ballroom until the conclusion and
clean-up of the event. Please ensure that you have booked sufficient time in advance of the start of your event
for setting up by your caterer, florist, musicians, etc. Ballroom Events reserves the right to make reasonable
additional charges.
8) ON-SITE MANAGER: On-site event oversight is required for all events that extend past 9:00 pm, all events
were alcohol is being served, or at the discretion of Ballroom Events. Ballroom Events will provide an On-Site
Event Manager for the duration of the event. The On-Site Event Manager will work to ensure the venue is
adequately set up for the event, that the vendors are adhering to the rules, that service happens on time, that
guests are respectful of the rental policy and house rule and that tear down is completed timely and to required
standards. Ballroom Events requires that the On-Site Event Manager escort out all guests (including the
Renter) prior to departure. On-Site event management is required from 1 hour before the event begins until the
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1 hour after the event ends. The On-Site Event Manager rate is $30/hr (example: an event that is 6:00pm10:00pm requires on-site coordination from 5:00pm-11:pm for a total of $180.00).
9) REQUIRED INSURANCE: Renter shall obtain liability insurance in the amount of $1,000,000 naming
Ballroom Events and the Leopold Hotel LLC as a certificate holder is required for all rentals. If any alcohol
beverages are to be served or sold, liquor liability must be included in certificate. Proof of insurance is
required 2-weeks prior to event. You may purchase insurance from your agent or by contacting: John
Richardson – Farmin, Rothrock & Parrott, Inc [email protected] or (509) 323-3232 or www.wedsafe.com
10) FOOD & BEVERAGE: In the event that food or beverage is served, the Renter shall provide catering from an
outside service (or self-catering) that must be completely self-contained. There is no access to the Leopold
kitchen, although there is access to the wet bar with a sink and small refrigerator in the room adjacent to the
ballroom during non-service times for The Leopold residents. No food or beverage is allowed outside of the
Ballroom or Rose Room.
Alcohol may be served with a banquet permit available at:
http://www.liq.wa.gov/licensing/banquet-permits.
If your function plans to include alcohol for sale you must provide a copy of your liquor permit one (1)
week prior to function date. Some form of food must be provided at all functions at which alcoholic
beverages are served. A professional bartender is required and shall be the only person serving alcohol.
Service of alcoholic beverages will be discontinued at least 1 hour before the end of your event. The
Renter is responsible for the behavior of their guests and will be responsible should any of the event guests
become intoxicated or impaired. The Renter will be responsible for making any arrangements for such
guests to be transported home. NOTE that On-Site Management must be hired for the event if alcohol is
served or sold.
11) SUPPLIES: Ballroom Events will supply up to 21 round tables (60’’), 5 buffet tables (6’) and 250 chairs. The
Renter shall be responsible for the set-up of the ballroom as well as any linen or decorations that may be
needed. For an additional cost Ballroom Events rents linens, chair covers, napkins, risers, and more. See
Crystal Ballroom Invoice for item list and pricing.
12) CLEANING: The Renter is responsible for all clean-up of the event facility. The Renter must ensure all items
on the rental checklist are completed by the end of the rental period. Ballroom Events will arrange full teardown and cleaning services for an additional fee. Ballroom Events LLC maintains cleaning supplies for renters
who wish to complete their own teardown and cleaning.
13) PERSONAL PROPERTY: Ballroom Events assumes no responsibility for the personal property of the
Renter. Unless prior permission has been granted, the Renter shall remove all personal property from the
premises at the end of the contracted reservation time.
14) PARKING: There is no onsite parking available. Parking for delivery/staging is limited and must be
coordinated with Ballroom Events. Street parking is free after 5PM and on weekends.
15) DÉCOR: Renter agrees that absolutely nothing may be affixed to any walls, mirrors or ceilings. The use of
glitter and confetti is strictly prohibited The use of glitter will lead to a $50/hour cleaning fee. Under no
circumstances will any groups make structural or electrical alterations in the building. Renters will provide any
linen or decorations needed or rent them from Ballroom Events. Under no circumstances are open flames of
any kind or pyrotechnics allowed in the building or as part of an event. Votive candles may be used as long as
they are pre-approved by Ballroom Events and are self-contained in hurricane glasses or like containers.
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16) NON TRANSFERABLE: This Agreement is nontransferable. The Agreement cannot be modified in any way
without advance notification and written approval of Ballroom Events.
17) FIRE CODE: In signing this Agreement, the Renter agrees to conform to the fire code regulations (maximum
capacity) stipulated for each room. Failure to conform to the stated fire code maximums will result in the
immediate cancellation of the event by the designated Ballroom Events manager. If such an occasion should
arise, no fees will be returned to the Renter. Votive candles may be used as long as they are pre-approved by
Ballroom Events and are self-contained in hurricane glasses or like containers. ACCIDENTS or INJURIES:
Ballroom Events is not responsible for any accidents, injuries or illnesses that occur to or by the Renter, their
guests, or their hired parties while on the premises or its facilities.
18) DAMAGE: The Renter is responsible for any damage incurred and will be billed for any repair. If there are
spills on or damage to the carpet, dance floor, doors or walls, a $200 minimum fee will be billed to the Renter
for professional cleaning of those surfaces. If any surface or amenity is deemed unsalvageable by a
professional after use of the Renter, the Renter will be billed for the replacement of that surface. A credit card
is required to be on file for all renters. A statement regarding any additional charges will be sent to the contact
address on file within 14 days of the event.
19) CONDUCT: The Renter assumes all responsibility for all actions, occurrences, claims, and/or damages arising
out of and related to Renter’s (and all Renter’s invitees, guests and attendees) and/or his hired parties rental of
the property and its use of the same. If at any time the conduct of the Renter or its invitees, guests, attendees
and/or hired parties violate any of these Rules, it shall be the obligation of the Renter to obtain compliance by
its invitees, guests, attendees and/or hired parties.
20) LIABILITY: Renter shall indemnify and hold Ballroom Events and The Leopold harmless from any and all
actions, occurrences, claims, and/or damages arising out of and related to Renter’s (and all Renter’s invitees,
guests, attendees, and/or hired parties) rental and use of the property, including reasonable costs and attorneys’
fees to defend such claims and to enforce the terms and conditions herein and the related Ballroom Rental
Agreement.
21) RESIDENT ACCESS: Any ticketed event that is open to the public is free to Leopold residents and staff.
This applies to all fundraisers and non-profit donation of space. This does not apply to private parties,
weddings or events, unless required as agreement for donation.
House Rules
1) All debris, rubbish and discards are to be placed in the trash cans; please recycle and use Food Plus (your
responsibility and choice); Trash and recycle bins are to be emptied into alley receptacles.
2) There will be no screaming, yelling, running or unreasonably loud music.
3) Children must be monitored at all times, including in bathrooms.
4) No alcohol shall be served to any person that appears to be intoxicated. Consumption of alcohol by minors
(under 21 years of age) is prohibited.
5) Food and drink is not permitted outside of the Crystal Ballroom or Rose Room.
6) Smoking is not permitted within the facility or 25 feet from facility doors or windows.
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7) No event will be permitted to be disruptive to the residents of The Leopold Retirement Residence.
8) Event guests are required to remain in the Rose Room and Ballroom. Guests are not allowed in the
lobby/common areas, with the exception of traffic to and from the bathrooms. Egregious failure to follow
this rule can result in the immediate cancellation of the event by the designated Leopold Manager.
Rental Policy and House Rules
We have read the above Ballroom Events LLC Rental Policy and House Rules and understand and agree to its
terms as part of the Ballroom Rental Agreement: We have received a copy of the ”Crystal Ballroom Rental Policy
and House Rules.”
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Renter signature
___________________________________________________________________________________
Print name & Organization
Date
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Ballroom Events LLC Staff
Date
Send Payment to:
Ballroom Events LLC
PO Box 45
Bellingham, WA 98227
Contact Information:
(360)406-4702
[email protected]
General Manager: Dan Hammill
Director of Sales and Marketing: Jenn Mason
Director of Operations: Kari Humphreys
Credit Card on file:
Name on card:___________________________________________
Type of Card: Visa
M/C
Discover
Card Number____________________________________________
Card Expiration:___________
CVV:________
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I agree that if there are additional cleaning or damage fees as a result of renting The Crystal Ballroom, those
charges will be billed to my credit card, and a detailed statement of said charges will be mailed to me within 14
days of the event.
Cardholder Signature:___________________________________Date________________
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