Event Agreement
Please read the material below to make sure all parties understand the requirements of providing for everyone’s safety and keeping Suite Genius a well maintained and safe location for future use.
All balances must be paid to Suite Genius no later than 10 days in advance. Payment may be made by cash, cheque or major credit card. No terms are implied or granted and no work will be allowed to commence until full payment is received.
The premises must be left in the same condition as when rented, and satisfactory to Suite Genius management. If there are any repairs deemed necessary beyond normal use (i.e. paint damage and floor gouges), the renter will be contacted and there may be an additional fee. The caterer, if used, must clean the premises within two (2) hours following the event leaving it in the same condition and working order as at the start of the event setup. Caterers must remove all trash, composting and recyclables from the site as we do not have adequate facilities. Failure to remove or clean will result in additional fees. If the building or any part of the premises, including furniture, is damaged during the event, renter will be solely responsible for such damage.
Special Event liability insurance is required for all Renters and caterers. Established catering services may use their license and insurance to cover this. The insurance must, at renter’s sole expense, provide and maintain public liability and personal property damage insurance, insuring Suite Genius employees, contractors and contracted vendors against all bodily injury, property damage, personal injury and other loss arising out of Renter’s use and occupancy of the premises, or any other occupant on the premises, including appurtenances to the premises and sidewalks. The insurance required hereunder shall have a limit liability of not less $2 million of commercial general liability. Suite Genius (0956404 B.C. Ltd.) shall be named as an additional insured of said policy. If alcohol is to be served please make sure that the policy includes Serving Alcohol declaration to protect you against alcohol-related accidents, as you are ultimately liable for the safety of your guests. Any caterers and/or outside vendors, companies, and/or institutions MUST provide a copy of their certificate of insurance and catering license to Suite Genius, naming Suite Genius as an additional insured as stated. A copy of the certificate of insurance must be delivered at least one month prior to the event.
Renter agrees to indemnify, defend, and hold Suite Genius, its landlord, building owners, officers, employees, and agents harmless of and from any liabilities, costs, penalties, or expenses arising out of and/or resulting from the rental and/or use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by renter, its employees, and agents of alcoholic beverages at Suite Genius. In the event Suite Genius, its landlord, building owners, officers, employees and/or agents, are required to file any action in court in order to enforce any provisions of this agreement, Renter agrees to pay Suite Genius, its officers, landlord, building owners, employees and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred by Suite Genius, including all collection expenses and interest due.
Renter understands that the maximum standing capacity of Suite Genius is 50 people and will not exceed this limit.
Suite Genius wants to make every event here a special and welcome experience. Therefore every effort will be made to allow renter to prepare decorations reflecting their creative requirements. We ask that only the staff of Suite Genius rearrange and move any furnishings, including artwork, lamps, seating or tables. No nails, screws, staples or penetrating items should be used on our walls or fine wood. Any tape or gummed backing materials must be properly removed and any wall damage will be deducted from the deposit. No glitter or foil (non-paper) confetti is allowed on site.
There is absolutely no drug use or smoking of any kind tolerated on premises or within 15 meters of the building including loitering or congregating outside on the sidewalk at any time during the event. Harassment or any type of physical violence will not be tolerated and will be cause for immediate expulsion from the premises. Renter and guests shall use the premises in a considerate manner at all times. Conduct deemed disorderly at the sole discretion of Suite Genius staff shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases NO refund of the rental fee shall be made.
Renter acknowledges that the premises are located near residential units and therefore agrees to control the noise level at the event such that it does not disturb neighbouring occupants. In the event that renter’s event creates a disturbance due to high noise volume, renter shall immediately reduce the volume. If repeated disturbances are created, at Suite Genius discretion, renter may be expelled from the premises or the offending noise will be ended. In the event of disturbances to the point of expulsion, no portion of the rental fee will be refunded to renter. Note: Music must end by 10 p.m. on weeknights and by 11 p.m. on weekends. Music may be played after these times provided the volume is modest and it cannot be heard beyond the boundaries of the property or by immediate neighbours.
Suite Genius takes no responsibility for personal effects and possessions left on premises during or after any event. We do, however, maintain a lost and found and will hold recovered items up to 30 days. Every attempt will be made to return any recovered item to its rightful owner.
Full refund within 48 hours of payment.
50% refund within 28 days of payment.
No refunds after 28 days of payment.
No refunds when the event check-in is less than 7 days away.
Suite Genius will be in a clean condition prior to your event. Within two (2) hours following the event, you are required to return the space to the same clean condition in which it was found. There is no open flame or frying allowed on site or any cooking that will create a large amount of smoke as our facility is not ventilated. Suite Genius encourages those renting space to consider green, sustainable, fair trade, ecologically sound cleaning and zero waste solutions. Suite Genius proudly commits to as close to zero waste events as possible. All trash, including sorted recyclables and properly sorted compostables, must be collected, properly bagged and removed by the Renter or the Caterer. All rental equipment must be removed no later than noon the following day.
Renter agrees to comply with all applicable municipal, provincial and Federal laws and shall conduct no illegal act on the premises. This is a drug free and non-smoking facility at all times, NO EXCEPTIONS. Renter shall not sell alcohol on premises at any time. Renter may not serve alcohol to minors on the premises at any time. Renter agrees, for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner. Suite Genius reserves the right, in its exclusive discretion, to expel anyone who in its judgment is intoxicated or under the influence of alcohol or drugs, or who shall in any manner do or participate in any act jeopardizing the rights, use permit, or insurability of Suite Genius or the safety of its staff, guests, or building contents.
Renter agrees that Suite Genius staff may enter and exit premises during the course of the event. A representative of Suite Genius may be on-site during your event and will be checking periodically with the responsible parties to insure everything is working smoothly. The building door must not be propped open unless the renter has someone at the door letting guests in and out. The building door must stay locked at all times to ensure security of the building and neighbouring office suites.
It is important to us that you have a fantastic and successful event. Should Suite Genius be engaged in the promotion or co-production of your event, it is imperative that we see and approve all marketing messages and communications. We are happy to provide professionally created images of our space for promotional materials. We hope you will refer others here and are happy to answer any questions you might have about the types of events we do.
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