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Private Party Rental Agreement

PRIVATE RENTAL AGREEMENT
Reunion Coffee House
Updated 12/27/18

By signing this Private Rental Agreement for Reunion Coffee House, you have agreed to these policies, as updated on the date of your private rental. If changes are made that would apply to your rental, the new and updated policies will be sent to you prior to your event. By continuing to hold your event at Reunion Coffee House, you agree to the policies in effect on that date.

I. Purpose of Reunion Coffee House Private Rentals

 Reunion Coffee House is a business owned by Oakwood Homes and managed by Community Uplift Partnership (“CUP”). It is designed to provide a community gathering place and a training site for CUP’s job-training program.

CUP welcomes local organizations and individuals (“Renters”) to rent the Reunion Coffee House for parties, events, meetings, and other functions, pursuant to these policies as well as the business considerations of Reunion Coffee House.

II. Rental Space Description

Event Capacity:
75 guests indoors
100 total guests if using the patio (may only book to this capacity May-September)

Amenities: Large open floor plan with café style seating.

Outdoor Space Description: Wrap around porch with scenic mountain view and seating

Parking: Limited parking spaces in front of the facility; Street parking

III. Private Rental Request Process

A. Rental Request Forms. To reserve a space with Reunion Coffee House, we require you to submit a Rental Request Form. This form is available on our website (www.reunioncoffeehouse.com).

B. Timing. For the best opportunities to rent the Reunion Coffee House for private parties, a Rental Request Forms should be submitted more than thirty days in advance of the requested event. Private Rentals will be booked on a first come first served basis.

The confirmation or acceptance of private rental reservations are purely discretionary.

Rental requests will not be accepted with fewer than seven days’ notice.

C.  Confirmation or Rejection. Upon receipt of a completed Rental Request Form, Reunion Coffee House staff will reply with either: (1) confirmation of your event date, an agreement form and  estimated invoice; (2) confirmation of your event and request for additional information (or a phone call); (3) rejection of the date of your event and provision of alternative dates and times; or (4) rejection of your event.

You must respond to our confirmation request, request for more information, or alternative dates and times, within 48 hours in order for Reunion Coffee House to continue to hold the date for your event. After the 48 hours, the date and time may be released for others to rent the space.

D.  Agreement Form and Invoice. The Agreement Form with Estimated Invoice will be provided to you once we have sufficient details about your event. See Reunion Coffee House website (reunioncoffeehouse.com) for pricing detail.

Under no circumstances is outside food or beverage allowed at the Reunion Coffee House during private events, due to health code regulations.

E. Reservation.  Once you have been issued a Rental Agreement with Estimated Invoice, you must pay the full reservation deposit (which includes rental fee, cleaning fee and security deposit) and sign the agreement form within 48 hours to officially reserve the space. After 48 hours, the date and time may be released for others to reserve.

Updates to the rental details may be adjusted up to 35 days prior to the event, at which point a revised Rental Invoice will be issued.  Invoice payment is due 30 days prior to your scheduled event.

If you are using the Reunion Coffee House Party Planning Assistant, individualized payment deadlines may be set prior to signing the Party Planning Assistant agreement.  All deadlines set with the party planning assistant will override the deadlines outlined above.

F. Event Finalization Planning Meeting. The Renter must attend an on-site event planning meeting with Reunion Coffee House at least seven days prior to the event. Reunion Coffee House Event Coordinator will call the Renter, to set the date and time for this meeting. Any set-up, layout, or other design needs shall be coordinated at this meeting. The Renter will also receive a brief safety and policies review at this meeting. Reunion Coffee House has the right to cancel any event for which the Renter fails to attend an Event Planning meeting.

G. Post-Event. Payment of open tickets services will be due at the end of the event. After the event, the Renter will receive a request for a review and, if necessary, a final invoice. The final invoice will be necessary if an extra person or extra time charge is due, there was any last-minute adjustments to catering service that result in a balance due, or any policies were broken by the Renter, if additional cleaning of the space was required, or if any harm was done to the space, equipment, or fixtures. The final invoice shall be paid within seven days of receipt. If no concerns found, Reunion Coffee House will refund security deposit to the renter within 10 business days following the event.

IV. Food and Drink

A. Food.  Only food ordered through a licensed catering service or the Reunion Coffee House private party menu or store-bought desserts in original packaging is allowed for Private Party Rentals. Reunion Coffee House Event Coordinator has a list of pre-approved caterers.  If renter would prefer a different caterer, the caterer and meal service must be approved through the Event Coordinator at least 30 days prior to the event.  Due to Tri-County Health Code, no other outside food is allowed at the Reunion Coffee House. Only Reunion Coffee House employees are permitted behind the counter or operating any of the machinery or equipment during a private rental.

B. Non-Alcoholic Beverages. CUP House Blend drip coffee and iced tea included in rental fee. Extended barista, beer/wine, and catering services available for an additional charge and must be coordinated with Reunion Coffee House Event Coordinator.  

C. Beer and Wine Service. If you desire beer and wine at your event, you must provide advance notice so that arrangements can be made.  Alcohol may only be served through a Reunion Coffee House preferred vendor bartender service.    Alcohol of any kind other than what is approved and arranged by Reunion Coffee House and its employees is prohibited. Alcohol that is currently prohibited includes, but is not limited to, liquor, spirts, hard alcohol and liqueur.  Outside beverages may not be brought onto the Reunion Coffee House property at any time.

D. Other Food and Drink. The Tri-County Health Code and Reunion Coffee House prohibit all outside food and beverage, except that which is served through a licensed catering service or from the Reunion Coffee House menu.  Store bought desserts, in sealed package are also acceptable, if pre-approved through the Reunion Coffee House Event Coordinator.  Anyone consuming outside food and beverage will be asked to leave the premises immediately.

V. Technology

Reunion Coffee House has a TV with HDMI connection and sound system available. Reunion Coffee House does not have screens, projectors, or other audiovisual equipment. You are permitted to bring in at your own risk.

VI. Furniture and General Usage

With prior approval from Reunion Coffee House Event Coordinator, you may rearrange furniture in the room to accommodate usage, but furniture must be returned to its original location at the conclusion of the event. Supplemental furniture may be rented for a fee through approved vendors. Under no circumstances shall equipment be moved. Under no circumstances may furniture be moved behind the counter or into Reunion Coffee House staff-only areas.

VII. Liability and Insurance

A. Insurance. Excepting Oakwood Homes, or CUP, all organizations and individuals hosting parties greater than 20 people at the Reunion Coffee House shall be required to show proof of insurance for the event.

B. Indemnification. YOU AND YOUR ORGANIZATION FULLY INDEMNIFIES AND AGREES TO HOLD HARMLESS REUNION COFFEE HOUSE, OAKWOOD HOMES, CUP AND POUR TAP HOUSE FOR ANY AND ALL HARMS ARISING OUT OF YOUR RENTAL OF THE REUNION COFFEE HOUSE OR THE SURROUNDING SPACE, INCLUDING BUT NOT LIMITED TO HARMS ARISING FROM NEGLIGENCE, RECKLESSNESS, THIRD-PARTY ACTIONS, OR BREACHES OF CONTRACT BROUGHT BY YOU AND YOUR ORGANIZATION’S VISITORS AGAINST REUNION COFFEE HOUSE, OAKWOOD HOMES, CUP AND POUR TAP HOUSE.

VIII. Cancellations and Rescheduling

A. Rescheduling or Canceling by Reunion Coffee House Due to No Fault of the Renter. Reunion Coffee House will make every effort to reschedule an event due to circumstances outside of the Renter’s control. Reunion Coffee House will reschedule events if: (1) the Reunion Coffee House will be unfit to hold your event on the date planned, due to breakages, spillages, or other harm to the building that is temporary in nature; (2) it is necessary due to the alcoholic beverages vendor; or (3) due to impossibility, force majeure events or other circumstances that make it unsafe or unwise to hold your event. When Reunion Coffee House reschedules or cancels your event, you will not be charged for the change.

B. Rescheduling by the Renter. When possible, Reunion Coffee House will make every effort to reschedule an event rather than cancel it. Reunion Coffee House will reschedule your event if: (1) you have already paid the invoice due; (2) you request the rescheduling in writing; and (3) the rescheduled date is available. If the rescheduling request is made more than 30 days before the event, you will not be charged for rescheduling. If the rescheduling request is made between 30 and 7 days before the event, you will be charged a $50.00 rescheduling fee, plus expenses of any purchased already made for the event and any additional vendor cancellation fees that apply. If the rescheduling request is made fewer than 7 days before the event, you will be charged a $100.00 rescheduling fee, plus expenses of any purchased already made for the event and any additional vendor cancellation fees that apply.

C. Cancelling by the Renter. Cancellations received more than 60 days before an event will be refunded, minus the security deposit. Cancellations 60-31 days before an event will be refunded, minus the reservation deposit. Cancellations 30-15 days before an event will be refunded, minus the reservation deposit plus 50% the invoice.  Cancellations received less than 15 days prior to an event will not be refunded.

D. Cancelling by Reunion Coffee House due to Policy Violation by or Fault of the Renter. Reunion Coffee House will cancel your event if: (1) you have not paid your invoice; (2) you have failed to attend an Event Planning Meeting; (3) you have failed to respond to a rescheduling request; (4) you have failed to provide proof of insurance for the event, at least 30 days prior to the event; (5) you have brought in or have stated you will bring in outside alcohol or food; (6) you have not approved your caterer and menu service plan with the Reunion Coffee House Event coordinator, at least 30 days prior to the event; (7) you have violated any of our employment policies, including our non-discrimination and anti-harassment policies; (8) you have violated any of the policies contained within this Agreement; or (9) for any other reason that Reunion Coffee House believes will cause harm to the space, its employees, its owners, or its reputation. Reunion Coffee House will refund any payments made, minus the security deposit if it cancels your event for any of these reasons 30 or more days prior to the event. Reunion Coffee House will refund any payments made, minus security deposit and 50% of the paid invoice, if it cancels your event for any of these reasons prior to 14 days before the event. If Reunion Coffee House is forced to cancel your event due to any of the above reasons within 14 days of the event, no refund will be issued.

IX. Parking

Parking at Reunion Coffee House is available and included in your reservation.  Parking spaces are limited and are on a first come first served basis.  Reunion Coffee House makes no guarantee as to the number of available spaces at any time.  Street parking is available on the streets surrounding the Reunion Coffee House.

X. Safety

A. Capacity. Due to fire code regulations, the number of guests attending the scheduled function must not exceed the capacity of the space. In addition, exit doors must not be obstructed. The maximum capacity of the space is dependent on setup and will be included in the reservation confirmation.

B. Equipment. Reunion Coffee House contains equipment that is dangerous if not operated properly or that may become dangerous in particular situations. For this reason, Reunion Coffee House requires that no one but its trained staff use this equipment or go behind the counter.

C. Alcohol Consumption. Reunion Coffee House is not responsible for the service of alcohol on its premises. Regardless, Reunion Coffee House will not permit individuals to drive away from Reunion Coffee House if they appear to be intoxicated. Intoxication shall be evaluated and judged at the sole discretion of the Reunion Coffee House, CUP, and/or Oakwood Homes employees and/or representatives. Reunion Coffee House reserves the right to confiscate automobile keys, to call a designated driver on the individual’s behalf (at individual’s expense) or to call local law enforcement in such a situation. The proper remedy, as stated above, will be selected at the full discretion of Reunion Coffee House, CUP, and/or Oakwood homes employees and/or representatives.

D. Other. The following items are not allowed in Reunion Coffee House: guns, explosives, firecrackers, long knives, and open flame. Reunion Coffee House reserves the right to ban any item not listed here from the space for safety reasons. Failure to comply will result in immediate cancellation of the event and possible law enforcement involvement.

XI. Nuisance

Reunion Coffee House is located in a residential neighborhood. No loud music, loud noises, excessively bright lights, or other audiovisual nuisances are permitted after sundown. Reunion Coffee House will attempt to schedule accordingly, but it is the Renter’s responsibility to ensure that it is not causing a material nuisance that interferes with local residences’ right to quiet enjoyment.

XII. Miscellaneous

A. Dispute Resolution. This law is governed by the laws of the State of Colorado. In the event of a dispute arising out of or related to these policies or your rental of the Reunion Coffee House or surrounding spaces, you agree to submit such dispute to mediation with JAMS in Denver, Colorado. In the event mediation is unsuccessful sixty days after submission, you agree to submit such dispute to confidential arbitration with JAMS, an arbitration and mediation service provider, in Denver, Colorado. The prevailing party shall be entitled to reasonable costs and attorneys’ fees.

B. Entire Agreement. These policies, along with the Rental Agreement and Invoice, shall constitute the entire Agreement between Reunion Coffee House and the private Renter. These shall supersede any prior or contemporaneous oral or written agreements between the parties.

C. Severability. In the event that any provision of this Agreement shall be deemed invalid or unenforceable, that provision shall be severed without affecting the remainder of this Agreement.

I agree to the Private Rental Agreement as provided to me.  I understand and have read all the policies and have paid the non-refundable reservation fee.

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