Terms & Conditions.
1. DATES/TIMES OF PERMITTED USE The LinQ hereby grants Client a license to use The LinQ for the (“Event”) to be held on the dates specified within the clients paid invoice.
2. (“Access Period”). Access for setup begins at the time specified within the invoice. Client, all guests, and all property must be removed by the agreed to time, or an extra hour will be charged.
a. Set-up and tear-down must occur during this defined period. If tear-down and removal of non-LinQ Center equipment is not completed by the end of the Access Period, the Client will be responsible for additional rental time (see Miscellaneous Fee section of Event Package Pricing document for details).
b. Access for Client, Client’s vendors and Client’s guests is only allowed during the Access Period. Any other gatherings on The LinQ Property (including The LinQ Event Center rooms) is not allowed without express permission from The LinQ.
c. Generally, LinQ Event packages are between 3-4.5 hrs. All time blocks include setup & breakdown time. Within a 4.5hr block, there is 1 hr for setup, and 30 minutes to breakdown and exit inside and outside the premises. This includes vehicles. No vehicles nor materials are to remain on the premises after your event end time.
3. EVENT SIZE: Client estimates that the agreed to number of guests will attend the Event with a final head count weeks prior to the event: Estimated Guest Count Up to (depending on the rental space desired) NOTE: Client acknowledges that no more than guests can be on the premises at one time). Should the final guest count be above the contracted guest range, Client will be responsible to pay for the next pricing tier of $120/table. The final count and Rental Fee true-up (if necessary) will occur at the 30-day meeting. No credit(s)/refunds will be issued if the final guest count is less than the initial contracted pricing tier.
4. RENTAL FEE: Per the Event Package Pricing document, the rental fee for this event is based on the date and access period (paragraph 1) and estimated number of guests (paragraph 2) is $ “Rental Fee”. The Client agrees that they are responsible for incidental fees that may be incurred for activities that occur outside of the terms of this Rental Agreement.
5. LINQ EVENT CENTER/The LinQ EVENT CENTER DÉCOR/EVENT STAFFING: The LINQ Event Center includes the specific Event Facility Rooms rented, and parking areas, for the Access Period. Clients will also have the use of items on Décor Inventory List (“Event Décor”) including access to a specific number of tables, chairs. The LinQ will provide a Venue Manager. Clients are responsible for set-up/tear-down for the Event of items they provided. All trash must be removed from the tables and venue area and placed inside a trash can. All items delivered by 3rd party vendors must be picked up by the exit time, unless a $100 storage fee will be charged to the client.
The Venue Manager will be onsite during the Access Period and will manage set-up/tear-down of décor items provided by The LinQ only, based on the layout defined during the 30-Day-Meeting (see paragraph 7). Note: The Venue Manger and The LinQ staff will NOT assist Client with set-up/tear-down of non- LinQ Event Center décor, unless contracted to do so. The Venue Manager will also be available to answer questions and address property maintenance issues. Staff will not set-up, berakdown, nor serve food items. cake tables, or drinks. Clients are fully responsible for ensuring all tables and chairs are free of materials, trash, and other items prior to departing, unless there will be a $250 cleaning fee added on. ALL CREDIT CARDS WILL BE HELD FOR INCIDENTALS.
7. EVENT COORDINATION: To ensure smooth implementation of the Event, LinQ Event Center requires that the Client hire either a Full Event Planner (from our approved list) or one of LinQ Event Center’s own Event Coordinators. See the Event Coordination Services Agreement for rates and defined roles and responsibilities. The Event Coordination Services Agreement must be completed 30 days before the Event date. Payment (if applicable) will be due at that time.
8. PRE-EVENT CONSULTATIONS: Clients will participate in a planning meeting which will be held virtually, approximately 14-30 days before the Event (“30-Day Meeting”) with The LinQ Staff. The Client’s Full Event Planner or The LinQ Event Center Event Coordinator should attend this meeting. The Event and Catering Timeline (Exhibit B of this Agreement) includes a list of documents that must be completed by the end of the 30-Day Meeting. After the 30-Day Meeting, this documents/ this information will be considered final plans. Client will incur additional fees (see Miscellaneous Fee section of Event Package Pricing document) for changes requested to these final plans.
9. SET-UP/BREAKDOWN OF EVENT CENTER
a. Client is responsible to breaking-down any items brought as defined in LinQ Event Center Event Center Usage Rules (Exhibit A). Client will be responsible for the Excessive Cleaning Fee of $250 if Client does not follow these rules. This includes plates, cups, napkins, trash, food or any. other items that remain.
b. Client must remove all non-LinQ Décor items from the Event Center during the Access Period; this includes items brought by Client’s vendors and guests. If all items are not removed, Client will be responsible for Additional Event Time and Pickup/Delivery Fees for each day these items remain on the property.
10. EVENT BRIDAL REHEARSAL: Client may hold a one-hour daytime rehearsal (before 5:00 pm) to occur up to one (1) week prior to Event at no charge. In order to honor the exclusivity of other client events, the exact time for the Event rehearsal time cannot be scheduled until 30-days prior to the Event. Availability is based solely at the discretion of LinQ Event Center. Rehearsals can be scheduled after 5:00 pm and/or for more than one hour for an additional fee (see Event Pricing list). This amount will be due upon receipt of invoice.
11. PAYMENT SCHEDULE Clients must adhere to the Payment Schedule for Event and Catering Fees outlined in Exhibit B. Event Center Rental Agreement Page 3. Events booked within 30 days of event day require full payment upfront unless otherwise agreed upon with LinQ Management.
12. CANCELLATION/RESCHEDULE POLICY LinQ Event Center’s cancellation and rescheduling policy is as follows:
- All sales, bookings and rentals are final. No refunds, Nor returns, No transfer of dates of any kind are available once an event is booked with a deposit.
- If a client desires to cancel, it is left up to the LinQ Event Staff to determine if a date transfer within 1 year of the deposit is available.
13. NATURAL DISASTER/SEVERE INCLEMENT WEATHER In the event of severely inclement weather that renders The LinQ Event Center to be unsuitable for the Event (as determined by The LinQ Event Center), 80%(eighty percent) of the amount paid can be applied to a future Event date. If Client should elect not to re-book, no refund will be provided. The LinQ Event Center encourages Clients to purchase event insurance to offset this risk.
14. LATE AND REJECTED PAYMENT FEES
a. Late Payments: Client will be charged a late fee for overdue invoices (see the Miscellaneous Fees section of the Event Package Pricing document for details). If the Rental Fee is not paid in full at least twenty-one (21) business days prior to the Event, The LinQ Event Center reserves the right to cancel the Event without refund.
b. Returned Check/Declined Credit Card: In the event that any check is returned by the financial institution, or a credit card is declined, Client must arrange for alternate payment within forty-eight (48) hours of notification and will be responsible for the Rejected Payment Fee (see the Miscellaneous Fees section of the Event Package Pricing document for details).
15. Same Day Rentals – Rental agreements made on same day of event are required to be paid in full via credit/debit card or cash before access to the facility is granted. No exemptions permitted.
16. PHOTOGRAPHS
a. Photos taken by Photographers/Guests - The LinQ Event Center encourages Client/Client vendors and Client guests to take photos during the Event. The LinQ Event Center hopes that Client will share these pictures so they can be used for promotional purposes.
b. Photos taken by The LinQ Event Center Staff - The LinQ Event Center staff may take photographs at the Event and The LinQ Event Center reserves the right to use these photos for promotional purposes. It is understood by Client, their guests and vendors that attendance at an Event at The LinQ Event Center includes permission to use their images in such materials.
17. ALCOHOL POLICY
The possession and consumption of alcoholic beverages on the LinQ Event Center premises are strictly prohibited unless explicitly approved in writing by LinQ Management. Our licensed and insured bartender is required to serve any and all alcohol. If the LinQ Event Center's Bartender is not available, then the client may be given the option to hire a professional bartender who meets the necessary criteria to handle the service of alcohol during the event. No open alcohol containers, pre-made alcoholic beverages, or any form of alcohol are allowed inside the facility under any circumstances without prior written consent. If it is determined that alcohol is being self-served - The client will be notified and guest (s) or client will be asked to leave the premises.
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- Proof of the bartender’s licensing and insurance must be submitted to the LinQ Event Center at least two weeks before the event. This documentation can be sent electronically. The client assumes all liability for the consumption of alcoholic beverages or illegal substances on the premises. If any guest is found consuming alcohol without a bartender present, including in parking lots, the event will be terminated immediately without a refund to the client, guests, or vendors. No open containers, cups, or bottles are allowed inside or outside the facility at any time during the event. All bartenders must provide proof of licensing and insurance before rendering services.
18. SMOKING: The LinQ Event Center is a NON- SMOKING, NON-VAPING, DRUG FREE facility. Smoking and DRUG use is NOT permitted inside nor outside of the Event Center building or in parking lot. Guests found smoking or using drugs (including gummies), inside or outside of the designated will be asked to leave immediately and authorities could be called.
19. INDEMNIFICATION Client shall indemnify, defend and hold harmless The LinQ Event Center, its owner, its management company, and its owners, officers, and employees from and against all demands, suits, judgments, settlements, claims, damages to persons and/ or property, fines, liens, losses and other liabilities, including reasonable attorneys’ fees arising out of or in any way related to the Event, including claims for loss or damage to any property, or for death or injury to any individual. This indemnity shall survive the termination of this Agreement. Client hereby releases The LinQ Event Center from any and all liability or responsibility to Client or anyone claiming through or under Client by way of subrogation or otherwise for any loss or damage to equipment or property of Client, Client’s guests or vendors covered by any insurance then in force. Event Center Rental Agreement Page 4.
20. DAMAGES AND SECURITY DEPOSIT The client has 30 minutes within the first hour of the their event start time to make the LinQ Event Center aware of any outages based on the contractual agreement, AND any damages, trash or other items that could result in additional fees to the client. Such damage includes but is not limited to flooring, walls, and property on the premises., in addition to excessive trash/garbage or other items that could result in a cleaning fee. ANY AN ALL DAMAGES IDENTIFIED INSIDE AND OUTSIDE THE VENUE, DURING OR AFTER THE EVENT BY THE LINQ CENTER WILL RESULT IN A minimum of $1000 initial fee (despite the damge), and is to be rendered immediately the the LINQ EVENT CENTER. Additional charges could apply once all damages are assessed. Client is responsible for any damages to The LinQ Event Center and property that may have been caused by the Client and/or the Client’s guests and vendors.
Clients are required to adhere to the Event Center Usage Rules (Exhibit A) and are required to ensure their guests and vendors honor them as well. The Client is ultimately responsible for any damage incurred. The Client is within his/her rights to seek redress for damage charges caused by Client’s guests and vendors. The LinQ Event Center will not involve itself in these efforts. Client is responsible for a Security Deposit based on the number of guests attending the Event. See the Event Package Pricing list for amounts and Exhibit B for payment details. The LinQ Event Center Venue Manager will use reasonable best efforts to report any damages or loss of property to the Client on the day of the Event, however, some things may not be noticed until after the Event ends. The LinQ Event Center reserves the right to make a thorough inspection of the property and identify/assess damages prior to the next scheduled Event or within ten (10) business days of the Event whichever is shorter. If damage has occurred, The LinQ Event Center will provide an itemized list to the Client and The LinQ Event Center will charge $1000 fee for any damages, and additional charges could be requiered after a full assessment. The damage amount will be charged to the Client’s credit card that was held on file for such purpose. Note, The LinQ Event Center staff will make reasonable best efforts to repair damage charging only for labor. Should, however, the damage be extensive, Client will be responsible for replacement costs.
21. JURISDICTION This Agreement falls under the jurisdiction of the state of Ohio and is therefore subject to Ohio’s laws and regulations. THE CLIENT CERTIFIES THAT HE/SHE IS LEGALLY ABLE TO ENTER INTO THIS EVENT CENTER RENTAL AGREEMENT AND THAT HE/SHE HAS READ, UNDERSTANDS, AGREES TO THE TERMS AND CONDITIONS OUTLINED IN THIS DOCUMENT AND IT IS APPENDICES AS WELL AS OTHER REFERENCED DOCUMENTS:
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*All website content, policies, promos, pricing and packages can be altered before invoice deposits are paid at any time, without advance notice.