THE BASEMENT ON ALLEN, LLC EVENT RENTAL AGREEMENT

802 ALLEN ST KELSO, WA 98626

Available for rent from 5 p.m. through 11 p.m. Mon-Fri. Sat and Sunday all day 8 a.m.

through 11p.m. Maximum capacity: 30-35

THIS AGREEMENT (The “ Agreement”), made as of this _________day of _____________, 20____, is by

and between The Basement on Allen, LLC (the “ Lessor”), whose business address is 802 Allen St in

Kelso, Wa and

_________________________________________________________________________(the

“Lessee”).

_______________________________________________________ Lessee’s Contact Number and Email

The Basement on Allen shall be reserved on:

_________________________________ (Date)

_______________ to _______________(Hours)

__________________________________________________________ __________________(Purpose)

Advance reservations are required: a minimum of 2 weeks for weekday events and a minimum of 1

month for weekend events. 50% of all RENTAL fees due at the time of application. Cancellation

penalties apply.

EVENT VENUE CONTACT INFORMATION

Email : [email protected]

Call or text: 360-703-8202 visit our website: thebasementonallen.com

RENTAL DAY/TIME

HOURLY/DAILY RATE

Friday and Saturday

(8am-11pm) 3 hr minimum

$50 per hour

Mon- Friday

(5pm-11pm)

$50 per hour

Saturday & Sunday All Day

(8am-11pm)

$400.00

Page 2

BUILDING AVAILABILITY

8am-11pm, Sunday-Saturday – Maximum room capacity is 30-35 persons. All music must end by

10pm.

Rental time includes time needed for set-up, delivery of any supplies and clean-up. Total hours used

will begin at the scheduled access time until the end of the actual clean-up period. In other words, if

the event lasts for 3 hours and 1 hour is required for setup and another hour is required for cleanup,

the bill will be for 4 hours.

RESERVATIONS

Rental applications are considered on a first-paid, first-served basis. Please contact the TBOA to confirm

availability.

You may book an event up to ONE YEAR in advance. Reservations for weekday events must be

scheduled at least two weeks in advance. Reservations for weekend events must be scheduled at least

one month in advance. Exceptions may be made at the discretion of TBOA.

Rental applications will not be accepted without payment. 50% of total rental fee and

damage/alcohol deposit(s) are due at the time of the application. The balance is due within

one month prior to the event.

Applications made less than one month in advance require full payment at the time of

application and payment must be made with CASHIER’S CHECK, MONEY ORDER or through

our online booking using debit or credit card.

Failure to pay the balance within the specified timelines may result in the cancellation of the

scheduled event without a refund.

Site visits are encouraged prior to booking an event. Please contact TBOA to make an appointment,

subject to staff and facility availability.

Page 3

PAYMENT

TBOA accepts CASHIER’S CHECKS, MONEY ORDERS OR ONLINE as forms of payment. Please make

checks payable to: The Basement on Allen. Mailing address is 802 Allen St Kelso Wa 98626. Please

email [email protected] to inform us that the deposit was mailed.

Due upon execution of the rental agreement: 50% of hourly rental fees.

Due within one month of the actual event: Balance of rental fees and any deposits for damages.

DEPOSITS

In addition to the rental fees, all facility rentals are charged a security deposit. Security deposits are

100% refundable provided the following conditions are met:

1) The room and facility (including the outside) are left in a clean and orderly condition per the

“Facility Inspection Checklist.”

2) Use of the facility does not exceed the scheduled time.

3) The facility and its contents, including equipment are accounted for and undamaged.

4) All rules and procedures governing alcohol consumption and smoking are met.

5) All rules governing the rental use of the Basement on Allen LLC are met.

If the above conditions are not met to the satisfaction of the TBOA staff, an appropriate

fee will be deducted from the security deposit. If cleaning and/or repair costs exceed the

amount of the security deposit, the rental group will be billed. Repairs will be billed at the full

replacement cost incurred, including labor.

Please allow 4 weeks for the security deposit to be returned.

DAMAGE DEPOSITS

Page 4

CANCELLATION AND RESCHEDULING POLICY

 Cancellations made more than 30 days prior to the event will result in a full refund of the hourly

fees paid..

 Cancellations made 14-29 days prior to the event will result in a charge of 50% of the hourly

rental fees.

 Cancellations made within 0-13 days prior to the event will result in no refund of the hourly

fees.

 Security deposit will be refunded in full if a cancellation occurs.

Requests to change the date or time of an event must be done either by phone or by email. Date

changes will be treated as a cancellation and a new reservation. All applicable cancellation fees will

apply. Time changes must be made at least 14 days prior to the scheduled event. Approval of a date or

time change request is subject to facility and staff availability. In the rare event that TBOA cancels your

event due to building condition, emergency or as required by state or federal entities, your rental fees

and any deposit paid will be returned in full.

SET-UP & TAKE DOWN

The renter is responsible for set-up including setting up tables and chairs as well as take down and

clean up. All furnishings must be returned to their original locations and properly stored. Use caution so

floors and walls are not damaged. DO NOT DRAG TABLES AND/OR CHAIRS ACROSS THE FLOORS. Tables

and chairs provided by the TBOA are not allowed outside of the facility. Do not place or lean chairs/

tables on the walls.

All items brought into the facility by the renter must be removed by the end of the rental.

Renters must remove all food, materials, non-TBOA equipment, decorations and garbage.

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LOADING, DELIVERIES AND STORAGE

Please schedule your vendors to deliver during your rental period. If your vendor requires an early

drop-off, the company must contact TBOA directly to arrange. Due to staffing availability or other event

conflicts, we may not be able to accommodate these requests.

Renter assumes all responsibility for items brought into or left at the facility at the conclusion of the

event. This includes all items left by caterers or rental service companies.

CLEAN-UP

The rental applicant is responsible for cleaning the facility in accordance to the “TBOA Rental Clean-Up

Check List” attached to this packet. Cleaning supplies are available. To help ensure the return of your

damage deposit, a TBOA staff person will complete a post-event inspection at the conclusion of the

rental.

Failure to follow the “TBOA Rental Clean-Up Checklist” may result in forfeiture of the security deposit

and additional charges. Any cleaning and/or repairs that require staff time and/or materials will result

in additional rental fees and the staff/material costs deducted from the security deposit and/or charged

to the rental group.

Renter shall remove all garbage at the conclusion of the event. Tenants are encouraged to

dispose of waste responsibly.

FOOD, BEVERAGES AND CATERING

TBOA allows renters to bring in a caterer of their choice, provide their own food or have food delivered

to the facility.

Renter shall provide any _________________Lessee Initial ________________Date

Page 6

ALCOHOL INFORMATION

If alcoholic beverages will be served at the event, the proper permits must be obtained prior to the

event. A Washington State Liquor Control Board Banquet Permit is required for all events serving

alcohol. A special events liability/liquor liability policy at 1 million must be purchased listing the

Basement on Allen LLC as additional insured

Copies of these permits must be submitted to the TBOA staff a minimum of five business

days prior to the event.

Copies of the permits must also be posted in the facility during the event. Website to obtain WSLCB

Banquet Permit: http://www.liq.wa.gov/licensing/banquet-permits

Self-service bars are not permitted. Bars must be manned at all times by a designated server of at

least 21 years of age (need not be licensed).

Alcohol service must stop at least one hour prior to the designated end of your event.

Serving alcohol without the proper approval and permits, and/or in violation of any of the above

policies and procedures may result in a police citation, immediate shut down of your event, forfeiture

of your deposit and/or additional fees and penalties.

DECORATIONS

The following decorations are NOT allowed: Candles in disposable or non-rigid containers, rice, bird

seed, confetti, dance wax, fog/smoke machines, fireworks and incense.

The following decorations ARE ALLOWED: Freestanding decorations, floating candle centerpieces (the

wick of the candle must be at least 4-6 inches below the opening).

Helium balloons are allowed if attached to a weighted object. Untethered balloons are discouraged as

they are more likely to float to the ceiling.

Page 7

MISCELLANEOUS

Smoking and Drug Policy: TBOA is a tobacco, marijuana and drug-free facility. Smoking or chewing

tobacco is prohibited inside the facility and within 25 feet of any entrance. No illegal drugs of any kind

are allowed inside the building or on the premises.

Weapons: No weapons are allowed inside the building or on the premises.

Fireplace: May be used during event. Please turn off when leaving the event space

Insurance: Event insurance is required for events serving or selling alcohol. You will need to obtain a

Certificate of Insurance with The Basement on Allen LLC added as additional insured for primary and

non-contributory limits. A copy of this “additional insured” policy or endorsement wording must be

attached to the certificate. If alcoholic beverages are served at no charge or sold under a special

occasion license the minimum coverage limits of the liability is $1,000,000 per each occurrence

(Commercial General Liability Insurance). Event insurance may be required for events not selling or

serving alcohol, at the discretion of the TBOA.

You can obtain event insurance at: https://www.theeventhelper.com/

Parking: Free residential street parking is available. A small parking lot on lower leven of the building

is available for use during the event.

Noise: The Basement on Allen is situated in a residential neighborhood. City of Kelso Residential Noise

Ordinance Laws apply. Noise associated with the event that is frequent, repetitive or

continuous and is audible to a person of normal hearing at a distance of seventy-five (75) feet or more

from the property is considered a violation of the City of Kelso Residential Noise Ordinance Law. If you

fail to comply with these laws/rules, the police may be called and you may be issued a citation. All music

must end by 10pm.

Page 8

PROVIDED EQUIPMENT

Tables and Chairs

Kitchen Equipment

Microwave

Refrigerator

Sink

Lessee hereby indemnifies and holds harmless Lessor from any damages, actions, suits, claims, or other

costs (including reasonable attorneys’ fees) arising out of or in connection with any damage to any

property or any injury caused to any person (including death) caused by Lessee’s use of the space,

including any acts or omissions on the part of Lessee, its employees, officers, directors, independent

contractors, or other agents. Lessee shall notify Lessor of any damage or injury of which it has

knowledge in, to, or near the The Basement on Allen LLC, regardless of the cause of such damage or

injury.

Neither Party may assign or transfer their respective rights or obligations under this Agreement without

prior written consent from the other Party.

This Agreement constitutes the entire agreement between Lessee and Lessor, and supersedes any prior

understanding or representation of any kind preceding the date of this Agreement. There are no other

promises, conditions, understandings or other agreements, including oral, relating to the subject

matter of this Agreement.

I, the undersigned Lessee, have read the above THE BASEMENT ON ALLEN, LLC EVENT RENTAL

AGREEMENT and consent to the terms as set forth above.

__________________________________________________Lessee’s Signature

Date:_____________

__________________________________________________Lessee’s Printed Name

__________________________________________________Lessor’s Signature Date:_____________

__________________________________________________Lessor’s Printed Name

Financial Summary

Name:__________________________________ Phone:__________________________________

Date: ___________________________________ Hours: From ____________ until ____________

1. Total hours:__________ X Hourly Rate: $___________ = Base Cost $_________________

2. Standard Deposit: $____________________

3. Event Alcohol Deposit $____________________

4. Deposit Due prior to event $_____________________

Date Paid: ____________________

5. Balance Due $_____________________

Date Due:_____________________

Deposit amount returned (notes can be made below): $______________________

Date Returned: _____________________

Notes: