Sample Rental Contract

The Studio of The Sooner Theatre Sample Contract

The Studio of The Sooner Theatre
110 E Main Street, Oklahoma 73069
405.321-9600
studio@soonertheatre.com

 

Thank you for renting at The Studio of The Sooner Theatre (the "Studio") owned by The Sooner Theatre of Norman, Inc., as Lessor, on ______day, ______________, 201____. We are excited and privileged to be part of your special event!

Lessee: __________________________________________ Event: _________________________________

Event Date/Hours: _________________________________________

Rental Fee Terms

To rent the Studio, the above-named Lessee agrees to the following fee(s), terms and conditions for the use of the Studio (the "Rental Fee").

Base Rental: $__________ 
Additional Items: $ (see attached Addendum, incorporated by reference) 
Damage Deposit: $250.00 (see Scheduling Terms below) 

The Rental Fee includes (unless otherwise noted): 
Up to fifteen (15) 72" round tables (seat 10 per table)
Up to one hundred eighty (180) chairs

Set up and tear down of tables and chairs is the responsibility of the lessee.

Please make all checks payable to "The Sooner Theatre." Credit card payments are also acceptable.

Scheduling Terms

Scheduling of Lessee's Event is guaranteed upon receipt of the non-refundable payment of one-half (1/2) the Rental Fee ($____________). The balance of the Rental Fee ($____________) is due no less than thirty (30) days prior to the scheduled Event (or by _________________).

A valid credit card is required to be held on-file in case of damage to the facility during the term of your rental agreement. Should damage occur, a $250.00 Damage Deposit will be charged to the credit card on file.  Lessee will be contacted within fifteen (15) days after the Event if deductions are to be made. Should theft or damage occur and exceed the total amount of Lessee's deposit, Lessee agrees to pay the difference. Such costs will be invoiced and due ten (10) days following the invoice date.

Should Lessee cancel his/her/its rental of the Studio, he/she/it relinquishes the full non-refundable deposit amount (1/2 of the rental fee). Any additional payments made will be refunded to the client via check. All non-refundable Rental Fees shall be liquidated damages. For cancellations to be effective, they must be in writing at least thirty (30) days followed by a phone call to a representative of The Sooner Theatre, Inc. ("Manager"), at 405.321-9600. All cancellation notices will receive a written response within three (3) days, with the applicable refund, if any.

The Studio reserves the right to refuse rental for any type of event or planned activity or any rental that has in the past failed to abide by the rules governing the use of the Studio and its furnishings. The Studio also reserves the right to refuse entry and/or remove any Event guests who are disruptive or unreasonably interfering with the Event or who do not comply with the Studio's policies for conduct.

FORCE MAJEURE:  The contracted event under this agreement is subject to cancellation due to acts of God, war, government regulation, natural disaster, strike, civil disorder or any other emergency beyond the Lessor’s control.

General Terms

1. Lessee will only use the area assigned to his/her/its group. Other areas within the Studio will not be accessed or used.

2. Lessee shall observe his/her/it’s time schedule for setup and the Event according to this Agreement to ensure that no other scheduled event is interfered with.

3. No equipment or other property belonging to the Studio is to be removed from the Studio.

4. Smoking and use of e-cigarettes is prohibited inside the Studio. The only authorized smoking area is outside the main entrance.

5. All events conducted at the Studio are subject to the applicable ordinances of the City of Norman, including the noise ordinance. Lessee shall be responsible for event compliance. If Lessee is concerned about the noise ordinance, Manager should be consulted in advance of the Event date to review and discuss options.

7. A violation of any of the provisions described under "General Terms," any posted notices within the Studio, or any changes or additions to the above terms disclosed to the Studio incurred prior to the Event may, at the sole discretion of the Studio, result in loss of the Damage Deposit.

Set-Up Terms

Due to safety concerns, only one (1) table is allowed in the foyer for purposes such as registration, guest books, gifts, etc. This table will be placed in the foyer by Manager, in a location to comply with fire and life safety code requirements. This table is not to be relocated.

Lessee should advise Manager, via phone (405.321-9600) or email (studio@soonertheatre.com) of the desired set-up of the Studio at least ten (10) days prior to the day of the Event. The set-up information required includes the number of guests, number of round tables, and number of chairs. Up to fifteen (15) round tables, and one hundred eighty (180) chairs are available for events. (Please note that all proposed table set-up arrangements are subject to approval by the Studio and compliance with occupancy, fire and life safety codes.)

Thirty (30) days prior to the Event, Lessee shall provide the contact information for all outside vendors (e.g., DJ, decorators), as well as the arrival times for all vendors that will be providing services in connection with or during the Event.

The Studio can accommodate up to one hundred (180) guests for a sit-down dinner using eighteen (18) 72" round tables with ten (10) chairs per table. The maximum indoor guest capacity for any event at The Studio is two hundred and fifty (250).

Catering Terms

Benvenuti's is the house caterer for The Studio of The Sooner Theatre. All food of any nature whatsoever and all alcoholic and non-alcoholic beverages must be provided by Benvenuti's for catered events. Catering and/or beverage service fees are subject to a separate agreement between Lessee and Benvenuti's.

When food is served at any Event, tablecloths (either cloth or plastic) must be used. Tablecloths can be furnished by Lessee. Linens are available for rental from the Studio for an additional fee of Thirty-five Dollars ($35.00) per table. A list of preapproved linen rental vendors is also available.

All serving dishes (e.g., paper plates, glassware, flatware, utensils), condiments and appliances (e.g., can opener, coffee urns) must be provided by Lessee or Benvenuti's.

Alcohol Terms

Benvenuti's is the exclusive Alcohol Beverage vendor for the Studio. Alcoholic beverage service must be supplied and served by Benvenuti's unless otherwise agreed upon. Service is subject to a separate agreement between Lessee and Benvenuti's. Lessee agrees to indemnify and hold harmless Lessor from any liability derived from Lessee's use of the Studio.

Cleaning Terms

The cleaning of the Studio after the Event is an additional charge to the Rental Fee. However, the following must be completed prior to the Lessee leaving the building after the event.

(a) All trash must be bagged and taken to the dumpster immediately following the Event. The dumpster is located in the alley on the south side of the facility. Lessee or caterer must provide all 10 gallon trash bags necessary for event.

(b) To avoid damage to the wood flooring, Lessee and/or caterer will inspect the floors to make sure all liquid is removed from the floor at any time during the Event and at the conclusion of the Event.

(c) Any trash, bottles, cans, etc. left outdoors must be collected and placed in the dumpster by Lessee or Lessee’s caterer before leaving the Studio.

(d) The kitchen must be swept and mopped, all debris removed form sinks.

It is the responsibility of Lessee or caterer to make sure every item brought into the Studio is removed at the time of departure. Items left and not claimed on the day/night of the event may be disposed of at any time thereafter.

Decorating Terms

All decorations must be free standing. Fastening anything to the walls, doors, windows, etc. is prohibited. Easels can be brought in by Lessee or Lessee's decorator. The Studio can provide a list of preapproved event decorators/planners upon request.  Additional lighting must be preapproved by The Studio.

Candles can be used if they are accompanied by a holder that will catch the wax. All candle styles must be preapproved by Manager. All candles must be placed out of the reach of children and must be extinguished at the conclusion of the Event.

Rose petals may be used as decorations on the tables inside but are not allowed outside. Lessee should instead consider using bells or bubbles to send off newlyweds or other celebrants.

Helium balloons are allowed inside the Studio; however, any pieces of popped balloon must be removed from the building at the conclusion of the event.

Other Prohibited Items Inside Include:

(a) Confetti 
(b) Confetti sprinkles on tables 
(c) Crepe paper 
(d) Glitter 
(e) Sparklers 
(f) Birdseed 
(g) Rice 
(h) Potpourri 
(i) Silly String 
(j) Other like materials

Ask Manager for approval if you are unsure about the use of any item.

Writing on the Studio mirrors is not allowed.

Due to safety concerns, nothing can be hung from the rafters by Lessee or Lessee's decorator.

Entertainment Terms

If Lessee hires a band, DJ or other entertainer to perform in the Studio, Lessee must inform such entertainment vendor that pyrotechnics, smoke machines, fog machines, bubble machines and the like are prohibited. If these items are brought onto the property, Lessee will incur a penalty to be taken out of the Damage Deposit. The Studio can also provide a list of pre-approved entertainment vendors upon request.

To avoid damage to the doors of the building, all DJ/band/entertainer equipment must be brought in through the open double doors at the front of the building.

The Studio can also provide a list of preferred AV Equipment providers and sound/lighting engineers for those lessees who require such items.

Liability Insurance

In connection with Lessee’s use and/or occupancy of the FACILITIES, Lessee shall maintain insurance,  in full force and effect, during Lessee’s use and/or occupancy of the FACILITIES herein described.  Based upon an occurrence form through an admitted carrier in the State of Oklahoma in the amounts set forth below covering bodily injury and property damage liability including, but not limited to, premises and operations, product and completed operations, contractual, broad form property damage, independent contractors and personal injury coverages.  Lessee shall furnish Lessor prior to Lessee’s use and occupancy of the FACILITIES with a certificate of insurance naming Lessor, its officer, employees, and agents as additional insured; also providing that the insurance evidenced thereby will not be canceled prior to the expiration of this agreement or until Lessor shall have received written notice of such termination.  Said insurance shall provide not less than $1,000,000.00 for injuries or deaths or property damage in one accident and $1,000,000.00 aggregate during the policy year. 

Security Terms

For college-aged events, events where attendance is expected to exceed one hundred (100) guests and alcohol is to be served, events open to the public, or events where tickets are sold/admission is charged, pre-approved security personnel may be required based on the discretion of event management. In the case where security is required, it must be provided at Lessee's expense. The number of security personnel required will be determined based on the number of guests/attendees expected at the event. This requirement can be discussed with Manager, or more information may be obtained by calling 405.321-9600 or at Studio@soonertheatre.com).

Agreement Terms

Lessee releases the Studio's owners and management for any loss, damage, injury or other liability during Lessee's use of the Studio and agrees to sign the indemnity form attached hereto.

I UNDERSTAND AND AGREE TO ALL TERMS AND CONDITIONS OF THIS AGREEMENT.

____________________________________ LESSEE (Print Name)

_____________________________________LESSEE (Sign Name)

LESSOR:

The Studio of The Sooner Theatre

By: _______________________________________

Jennifer Baker, Executive Director 
The Sooner Theatre of Norman, Inc. 
Authorized Agent

__________ DATE

WAIVER OF CLAIMS AND INDEMNIFICATION

TO THE EXTENT PERMITTED BY LAW, LESSEE HEREBY RELEASES AND WAIVES ALL CLAIMS AGAINST LESSOR, LESSOR'S AGENTS, HEIRS, ASSIGNS AND EMPLOYEES FOR INJURY OR DAMAGE TO ANY PERSON, PROPERTY OR BUSINESS SUSTAINED IN OR ABOUT THE BUILDING OR THE PREMISES BY LESSEE, ITS AGENTS, EMPLOYEES, INVITEES OR CUSTOMERS, OR OTHER TENANTS OR OCCUPANTS OF THE BUILDING OR PREMISES, WHICH INJURY OR DAMAGE RESULTS FROM ANY ACT, NEGLECT, OCCURRENCE OR CONDITION IN OR ABOUT THE BUILDING OR THE PREMISES, WHETHER SUCH DAMAGE IS CAUSED BY LESSOR OR ANY OTHER PERSON. BY WAY OF EXAMPLE AND NOT BY WAY OF LIMITATION, THIS PARAGRAPH SHALL APPLY TO DAMAGE OR INJURY CAUSED BY REFRIGERATORS, SPRINKLING DEVICES, AIR CONDITIONING APPARATUS, WATER, SNOW, FROST, STEAM, EXCESSIVE HEAT OR COLD, FALLING PLASTER, BROKEN GLASS, SEWAGE GAS, ODORS, NOISES, THE BURSTING OR LEAKING OF PIPES OR PLUMBING FIXTURES OR CONDUCT OF EMPLOYEES, AGENTS OR INVITEE OF LESSEE, WHETHER ON OR OFF THE PREMISES. SPECIFICALLY, SHOULD ANY OF LESSEE'S EMPLOYEES, AGENTS OR INVITEES OF THE LESSEE BECOME INTOXICATED, LESSOR IS NOT RESPONSIBLE FOR, AND LESSEE HEREBY RELEASES AND WAIVES ALL CLAIMS AGAINST, LESSOR AND LESSOR'S AGENTS AND EMPLOYEES FOR INJURY OR DAMAGE TO ANY PERSON, PROPERTY OR BUSINESS, ON OR OFF THE PREMISES.

LESSEE AGREES TO INDEMNIFY AND HOLD HARMLESS LESSOR, ITS HEIRS, ASSIGNS, AGENTS AND EMPLOYEES AGAINST ANY AND ALL CLAIMS, DEMANDS, COSTS AND EXPENSES OF EVERY KIND AND NATURE, INCLUDING REASONABLE ATTORNEY'S FEES OF THE DEFENSE THEREOF, ARISING FROM LESSEE'S OCCUPANCY OF THE PREMISES, OR FROM ANY ACT OR NEGLECT OF LESSEE, ITS EMPLOYEES, AGENTS, INVITEES OR CUSTOMERS ON OR OFF THE PREMISES. IN THE EVENT ANY SUCH PROCEEDINGS ARE BROUGHT AGAINST ANY SUCH PERSONS, LESSEE COVENANTS TO DEFEND THE PROCEEDING AT ITS SOLE COST AND EXPENSE BY LEGAL COUNSEL REASONABLY SATISFACTORY TO LESSOR, IF REQUESTED BY LESSOR.

SHOULD LESSOR BE UNABLE TO FULFILL LESSEE'S SCHEDULED EVENT FOR ANY UNFORESEEN REASON DUE TO MAINTENANCE, STRUCTURE OR ISSUES OF HABITABILITY OR UNFORESEEN REASONS THAT ARE OUTSIDE THE NORMAL SCOPE OF CONDUCTING EVERYDAY BUSINESS OF LEASING THE HALL, LESSEE AGREES TO HOLD HARMLESS LESSORS, ITS AGENTS, ASSIGNS OR HEIRS FOR ANY DAMAGES RESULTING FROM LOSS OF SCHEDULED EVENTS. ON THE OCCASION THAT THE SCHEDULED EVENT IS NOT ABLE TO ENJOY THE USE OF THE HALL DUE TO UNFORESEEN REASONS IMPAIRING LESSOR'S ABILITY TO LEASE THE HALL, ALL MONIES PAID TO LESSOR WILL BE REFUNDED.

__________________________________________________ Date________________________________
LESSEE (Print Name) 
__________________________________________________ 
LESSEE (Sign Name)

By: ____________________________________________ 
LESSOR (Print Name)
__________________________________________________ Date_________________________________
LESSOR: 
Jennifer Baker, Executive Director 
The Sooner Theatre of Norman, Inc. 
Authorized Agent