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BLUEWATER PROPERTIES
EVENT RENTAL POLICY AND AGREEMENT

This contract defines the terms and conditions under which Bluewater Properties of South Florida, LCC, (hereinafter referred to as Bluewater Properties), and _______________________________(hereafter referred to as the Customer) agree to the Customer’s use of the Bluewater Properties facilities on_____________________(event date). This contract constitutes the entire agreement between the parties and becomes binding upon the signature of both parties. The contract may not be amended or changed unless executed in writing and signed by Bluewater Properties and the Customer. 

Customer Information 

Customer Name(s): _________________________________________________________________________rhdf______________________ 

Address:  ________________________________________________________________________________________________ 

Telephone #: (H)___________________ (W)___________________ (C)___________________  

Email Address: _____________________________ 

Contact Person Name: __________________________________________ Phone: ___________________________________ 

Event: ____________________________________________________Approximate Number of Guests: ____________ 

Venue:  ____________________________________________________________ 

Breakdown of Charges Subject to Cancellation Policy: 

Event Fee: 

Taxes: 

Total: 

The venue/s described above will be reserved for you for the date and time stipulated upon payment and completion of this agreement. Please note that the hours assigned to your event include all set-up and all clean-up, including the set-up and clean-up of all subcontractors that you may utilize. It is understood you will adhere to and follow the terms of this Agreement, and you will be responsible for any damage to the premises and site, including the behavior of your guests, invitees, agents or sub-contractors resulting from your use of venue/s.  

Rental Payment Agreement  

The total cost for use of the venue and its facilities described in this contract is listed above. To reserve services on the date/s requested, Bluewater Properties requires this contract be signed by Customer and an initial payment of 50% of the total cost including all taxes and fees.  A second payment of fifty percent (50%) of the balance is due two months prior to the event date.  Deposits and k will be made by Electronic Funds Transfer or personal check (made payable to Bluewater Properties of South Florida, LLC) on the schedule noted below. A receipt from Bluewater Properties will be provided for each.    

Scheduled Payment and Amount Date Due 

First Rental Payment :                                                            (With Signed Contract) 

Second Rental Payment:                                                        Date: 

Reservations are taken on a first-come, first-served basis. We will reserve your date upon receipt of your fist payment. 

 

Refundable Damage Deposit and Scheduled Authorization: 

A major credit card authorization (VISA, MasterCard, Discover, American Express or Debit) shall be retained for 7 days beginning 48 hours in advance of the event by Bluewater Properties as partial compensation for failing to maintain the property in good condition as when received, ordinary wear and tear excluded, for reimbursement of articles or property damaged, missing or broken.  Bluewater Properties will inspect the property within 48-hours following the event, and return the deposit, less the cost of any damages within five (5) days following the event. 

Damage Deposit:                                                                     Authorization Date: 

Date Changes and Cancellation Policy 

  1. Changes: In the unlikely event the Customer is required to change the date of the event or Wedding, every effort will be made by Bluewater Properties to transfer reservations to support the new date. The Customer agrees that in the event of a date change, any expenses including but not limited to deposits and fees that are non-refundable and non-transferable are the sole responsibility of Customer. The Customer further understands that last minute changes can impact the quality of the event and that Bluewater Properties is not responsible for these compromises in quality.
  2. Cancellation: In the event customer cancels the event, customer shall notify Bluewater Properties immediately in writing or by email. Once cancelled, the Customer shall be responsible for agreed liquidated damages as follows. The parties agree that the liquidated damages are reasonable.

A. In the event Customer cancels the event more than 6 months prior to the event, Customer shall forfeit to Bluewater Properties as liquidated damages $500 (five hundred dollars).

B. In the event customer cancels the event less than 6 months but not more than two months prior to the event, Customer shall forfeit to Bluewater Properties as liquidated damages the entire first rental payment.

C. In the event Customer cancels the event less than two (2) months the from the event, Customer shall forfeit to Bluewater Properties as liquidated damages the entire rental fee.

CONDITIONS OF USE 

Renter’s activities during the Rental Period must be compatible with use of the building/grounds and activities in areas adjacent to the Rental Space and building. This includes but is not limited to playing loud music or making any noise at a level that is not reasonable under the circumstances. Smoking is not permitted anywhere in the buildings. The Rental Space must be cleaned and returned in a condition at the end of an event to a reasonable appearance as it was prior to the rental. Customer is responsible for the removal of all decorations and trash from the property.  The customer is responsible for providing a portable rental toilet during for guests during any events with number of guests exceeding 25 (twenty-five). 

EVENT TIMING & SET-UP LIMITATIONS 

  1. All property belonging to Customer, Customer’s invitees, guests, agents and sub-contractors, and all equipment shall be delivered, set-up and removed on the day of the event. Should the Customer need earlier access for set-up purposes, this can be arranged. The Customer is ultimately responsible for property belonging to the Customer’s invitees, guests, agents and sub-contractors.
  2. Rental items must be scheduled for pick-up no later than: 
  3. Alcohol service must stop no later than 9:45 PM 
  4. Music (DJ or live music) must stop no later than 9:45 PM
  5. All event guests must be off the Bluewater Properties premises no later than midnight the day of the event (except clean-up crew, with all clean-up to be done by 1:00 am).

SITE VENDORS 

Caterers: Bluewater Properties has a list of approved caterers to choose from. We require you to select a caterer(s) from this list. No caterer can be used that is not on this list (without prior approval of Bluewater Properties). Each caterer on this list is familiar with Bluewater Properties venues, rules and regulations. Each caterer provides excellent food and exceptional service. Each one of these approved caterers carries the Bluewater Properties required liability insurance. They offer a variety of menus, various serving accommodations, and price ranges. 

  1. If Customer requests a different food service company, they must be pre-approved by Bluewater Properties and meet their rules and regulations.
  2. Your catering company is responsible for the set-up, break-down and clean-up of the catered site. Please allow appropriate time for break-down and clean-up to meet the contracted timelines.
  3. All event trash must be disposed of in the designated areas at the conclusion of the event.
  4. ALL vendors must adhere to the terms of our guidelines, and it is the Customer’s responsibility to share these guidelines with them.

RESPONSIBILITY AND SECURITY 

Bluewater Properties does not accept any responsibility for damage to or loss of any articles or property left at the venue prior to, during or after the event. The Customer(s) agrees to be responsible for any damage done to the venue by the Customer(s), guests, invitees, employees or other agents under the Customer(s) control. Further, Bluewater Properties shall not be liable for any loss, damage or injury of any kind or character to any person or property caused by or arising from an act or omission of the Customer(s), or any of his guests, invitees, employees or other agents from any accident or casualty occasioned by the failure of the Customer(s) to maintain the premises in a safe condition or arising from any other cause, The Customer(s), as a material part of the consideration of this agreement, hereby waives on its behalf all claims and demands against Bluewater Properties for any such loss, damage, or injury of claims and demands against Bluewater Properties for any such loss, damage, or injury of the Customer(s), and hereby agrees to indemnify and hold Bluewater Properties free and harmless from all liability of any such loss, damage or injury to her persons, and from all costs and expenses arising there from, including but not limited to attorney fees. 

EXCUSE OF PERFORMANCE (Force Majeure) 

The performance of this agreement by Bluewater Properties is subject to acts of God, war, government regulations or advisory, disaster, fire, accident or other casualty, strikes or threats of strikes, labor disputes, civil disorder, acts and/or threats of terrorism, or curtailment of transportation services or facilities, or similar cause beyond the control of Bluewater Properties. Should the event be cancelled through a Force Majeure event, Bluewater Properties will allow for the event to be rescheduled, pending availability, with no penalty, and there shall be no further liability between the parties. 

INDEMNITY 

Customer agrees to indemnify and hold harmless Bluewater Properties, its officers, staff and agents working on its behalf, from any and all claims, actions, suites, costs, damages, and liabilities resulting from the breach of this Agreement, negligence actions, willful misconduct or omissions of Customer, and Customer’s guests, invitees, agents and sub-contractors. 

SEVERABILITY 

If any provisions of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision shall be deemed to be written, construed and enforced as so limited. 

INSURANCE 

Bluewater Properties shall carry liability and other insurance in such dollar amount as deemed necessary by Bluewater Properties to protect itself against any claims arising from any officially scheduled activities during the event/program period(s).  Any third party suppliers/vendors used or contracted by Customer shall carry liability and other necessary insurance in the amount of no less than One Million Dollars ($1,000,000) to protect itself against any claims arising from any officially scheduled activities during the event/program period(s); and to indemnify Bluewater Properties which shall be named as an additional insured for the duration of this Contract. 

CLEAN-UP 

Customer shall be responsible for returning the Venue (and site if applicable) to the condition in which it was provided to them. All property belonging to Customer, Customer’s invitees, guests, agents and sub-contractors, shall be removed by the end of the rental period. All property remaining on the premises beyond the end of the rental agreement will be removed by Bluewater Properties at Bluewater Properties cost. Should the Customer need special consideration for the removal of property beyond the rental period, this can be arranged prior to the beginning of the event for an additional fee. Bluewater Properties is not responsible for any property left behind by Customer, Customer’s guests, invitees, agents and sub-contractors. 

The Customer is responsible for any and all damages to Bluewater Properties Venues and surround site. It is the Customer’s responsibility to remove all decorations and return Venue to the condition in which it was received. 

RESERVATION OF RIGHTS 

Bluewater Properties reserves the right to cancel agreements for non-payment or for non-compliance with any of the Rules and Conditions of Usage set forth in the Agreement. The rights of Bluewater Properties as set-forth in this Agreement are in addition to any rights or remedies which may be available to Bluewater Properties at law or equity. 

JURISDICTION 

The Parties agree that this Agreement will be governed by the laws of the State of Florida. The Parties consent to the exclusive jurisdiction of and venue in the Palm Beach County Court and the parties expressly consent to personal jurisdiction and venue in said Court. Customer agrees to pay reasonable attorney’s fees incurred by Bluewater Properties associated with any breach of this Agreement. 

ALCOHOLIC BEVERAGES 

The Bluewater Properties will not pickup or sell any alcoholic beverages ‚Äď It is understood and agreed that the Customer may serve beverages containing alcohol (including but not limit to beer, wine, champagne, mixed-drinks with liquor, etc., by way of example) hereinafter call ‚ÄúAlcohol‚ÄĚ, upon the following terms and conditions:¬†

  1. Under NO circumstances shall Client(s) sell or attempt to sell any Alcohol to anyone.
  2. Customer shall not permit any person under the age of twenty-one (21) to consume alcohol regardless of whether or not the person is accompanied by a parent or guardian.
  3. Customer hereby agrees to use their best efforts to insure that Alcohol will not be served to anyone who is intoxicated or appears to be intoxicated. 
  4. Customer hereby expressly grants to Bluewater Properties, at Bluewater Properties’s sole discretion and option, to instruct the security officer(s) to remove any person(s) from the Venue, if in the opinion of the Bluewater Properties representative in charge, the licensed and bonded Bartender and/or the security officer(s) the person(s) is intoxicated, unruly or could present a danger to themselves or others, and/or the Venue. 
  5. Customer hereby agrees to be liable and responsible for all act(s) and actions of every kind and nature for each and every person in attendance at Customer’s function or event.

INCLUDED AMENITIES 

Outdoor furniture as typically configured, and security person(s) are provided as part of the Bluewater Properties rental agreement, unless noted otherwise. 

ADDITIONAL NOTES: 

____________________________________________________________________________________________________________________ 

____________________________________________________________________________________________________________________ 

RESERVATION PROCESS 

A rental contract must be signed, all pages initialed, as well as appropriate deposits submitted to confirm utilization of a Bluewater Properties Venue. 

The Customer agrees to provide a list and contact information for each vendor conducting operations during the event. 

Planner_______________________________Contact_____________________Phone__________________ 

Caterer _______________________________Contact_____________________Phone__________________ 

Music  _______________________________Contact_____________________Phone__________________ 

Photography___________________________Contact_____________________Phone__________________ 

Other _______________________________ Contact_____________________Phone___________________ 

WEDDING POLICY AND GUIDELINES AGREEMENT 

I have read and understand the policies concerning events held at the Bluewater Properties. I agree to uphold them and ensure that contractors and members of the event party, will abide by the policies. I understand it is my responsibility to inform the coordinator, florist, photographers, etc., that they must also conform to this set of guidelines. 

The Rules and Conditions for Usage are incorporated herein and are made a part hereof.  See the following pages for details. 

Customer(s): ___________________________________ ___________________________________ 

 

Customer Signatures(s)___________________________________ ___________________________________ 

RULES AND CONTIONS FOR USE 

CANDLES: The use of any type of flame is prohibited in all buildings and throughout the site. The new ‚Äúflameless candles‚ÄĚ which are battery operated are permitted for use. (Example: See www.candleimpressions.net ‚Äď the candles light automatically at the time set and run for 100 hours on a small battery).¬†

CHILDREN: There have been times we have had guests at the venue whose children were not properly supervised. Children under the age of 18 are your complete responsibility. Please know where your children are at all times and make certain that they clearly understand The Rules. 

PLEASE RESPECT NATURE! We would greatly appreciate it if persons do not disturb plants, rocks, trees or other natural gifts. Please do not nail anything to trees or hang any ropes, swings or hammocks from tree limbs. Please do not walk or step in flower beds. 

CONTACT PERSON: You must designate one individual as your Contact Person. This must not be someone heavily participating in the activities of the day, as they will be too busy to effectively communicate with our coordinator should problems/concerns/questions. (When questions arise, do not designate any member of your bridal party, photographer, caterer, florist or musician as your liaison). 

COURTESY PROTOCOL: The Bluewater Properties reserves the right to request any person or group of people acting unruly and contrary to rental regulations to leave the premises. Assistance from law enforcement agencies may be required if this request is not met immediately. 

DELIVERIES / DELIVERY TRUCKS: There may be a size limitation to the height and length of vehicles entering the venue due to physical conditions at the entrance, road, or driveway.  Consider these limitations when planning deliveries.  

ELECTRICAL OUTLETS: All electrical outlets on the property are available for use at an event. The vendors are welcome to inspect the locations and numbers of outlets prior to booking. 

DECORATIONS: Only drafting tape may be used to affix decorations and/or signs. Any other decorations, signage, electrical configurations or construction must be pre-approved by Bluewater Properties. Decorations may not be hung from light fixtures. All decorations must be removed without leaving damages directly following the departure of the last guest, unless special arrangements have been made between the Customer(s) and the venue.  

Note ‚Äď The only adhesive material allowed on the walls is drafting tape which will not damage surfaces. No masking tape, duct tape, electrical tape, transparent tape or double stick tape is allowed. All other decoration must be freestanding. Nails and staples are not permitted at any location.¬†

Note ‚Äď The use of birdseed is permitted only outside for wedding and reception farewells. Rice, confetti, flower petals, balloons, glitter fog machines, pyrotechnics, sparklers and blowing bubbles are not permitted inside or outside the facilities.¬†

ALL DECORATIONS MUST BE APPROVED BY BLUEWATER PROPERTIES. 

EVENT ENDING TIME: All events must end by 11:00 PM to comply with Township/County sound ordinances and in order to allow for clean-up and closure of the site by 1:00 AM. 

GARBAGE DISPOSAL: Trash disposal, other than the garbage disposal of items generated by the caterer, is your responsibility. Immediately following the event, please have your Clean-up crew take a few minutes to walk all the areas of the building and property that have been utilized for the event and pick-up any refuse that may have been dropped or blown around. This trash must be removed by the cleanup crew according to the schedule provided above. 

GARDENS: Our gardens have been designed to be enjoyed by all. It is the responsibility of the parent to keep their children out of the gardens and landscaped areas. 

GUESTS: Please keep in mind when inviting Guests to your event, that you are inviting them to our home. We will expect visitors to conduct themselves in a mature, responsible and respectful manner. 

HANDICAP ACCOMMODATIONS:  Venues are not guaranteed to be handicap accessible and proper planning should be made by the customer(s) to accommodate such guests. 

MUSIC AND ENTERTAINMENT: Due to the proximity of the venue to the local neighborhood, sound considerations are a concern. Although music (both live and recorded) is permitted, the music must be contained at an acceptable sound level so as not to disturb the local surrounding area. The Bluewater Properties event staff will help to establish acceptable sound levels and placement of the music providers to limit sound travel. Any complaints from neighbors or other parties may require the levels to be reduced. Bluewater Properties reserves the right to require Customer(s) to cease the music it deems inappropriate, in its sole discretion. Bluewater Properties also reserves the right to require the Customer(s) to lower the sound level or cease playing music, in its sole discretion. 

Note: We are keenly aware that sound travels and do, therefore, make every attempt to be considerate of our neighbors’ privacy.  

PARKING: Parking is not available onsite during the event, and therefore it is the responsibility of the customer(s) to provide and secure an offsite parking lot and transportation of guests to/from the lot/venue.  Persons that pull up the venue before or during the event will be directed to the designated offsite parking area by our security officer.  Parking is not permitted on the street exterior to the venue. 

PETS: Sorry, absolutely no pets allowed. However, a family pet actually involved in an event will be considered. 

PHOTOGRAPHY: The many natural settings around Bluewater Properties were maintained and developed for the enjoyment of all events. We reserve the right for each Customer the opportunity to use any area of the venue for wedding/reception photograph sessions.  We also reserve the right to use any photographs or other media reproductions of an event in our publicity and advertising materials, and request a copy of such materials. 

REFRIGERATOR / FREEZER SPACE: Each venue has, at a minimum, a standard residential refrigerator for that venue’s use. Each event is responsible to provide their own coolers and ice (there is not a commercial ice maker on site). It makes sense to bring your beverages to the venue already chilled the day of the event. Caterers are expected to make their own food/beverage accommodations. 

RENTAL SPACE CHANGES: Any contents or furniture movement must be pre-approved by Bluewater Properties.  It is the Customer’s responsibility to restore all areas to their original appearance. Placements of tables, tents, live music, catering equipment, etc., must also be approved by the Bluewater Properties planning staff. 

SIGNAGE: You may post your group’s sign or hang balloons at the front entrance, but please do NOT attach anything to or cover up our entrance sign(s) if applicable, or nail or screw anything to the trees. 

SMOKING: It is the customer’s responsibility to ensure that smoking does not occur in the interior of the building(s), to provide ash trays or cans and to remove all cigarette or cigar butts according to the event cleanup schedule.  

SECURITY: A security guard/s will be present for all events where Alcohol is served (such as wedding receptions, fundraisers, wine tastings, corporate parties or receptions). This service is non-negotiable. The cost of the service is included as part of the venue rental (unless noted otherwise). 

CATERING: Onsite kitchens are not intended to be used as a kitchen for meal preparation.  

TOILETS: Our properties do not have adequate toilets for the occupancy of events. The event guests will use portable toilets provided by the customer.  The customer should consider handicap needs of the guests when planning this service. 

WEATHER:¬† We do not have any additional indoor facilities available to serve as a ‚Äúweather back-up plan‚ÄĚ.¬† Should there be inclement weather on your reserved day, we will approve your last-minute rental of tents, canopies or heaters, provided they are set-up at an acceptable location.¬†

LOGISTICAL PLANS: The Bluewater Properties planning team must review and approve all proposed logistical plans for the use of the premises a minimum of thirty (30) days prior to an event. 

EVENT RULES AND CONDITIONS AGREEMENT 

I have read and understand the policies concerning events held at the Bluewater Properties. I agree to uphold them and ensure that contractors and members of the event party, will abide by the policies. I understand it is my responsibility to inform the coordinator, florist, photographers, etc., that they must also conform to this set of guidelines. 

 

Customer Signature(s) ___________________________________________________________________________________