AGATE ACRES SAMPLE CONTRACT

AGATE ACRES EVENTS, LLC

Venue Rental Agreement

This Agreement is made effective as of xx/xx/xxxx, by and between:

Agate Acres Events, LLC
1109 Two Harbors Rd
Two Harbors, MN 55616
(Hereinafter “The Venue”)

AND

Client(s):
Name(s): xxxxxxx and xxxxxxxx
Address: 1530 Jefferson St Apt B
City/State/Zip: Duluth, MN 55812
Phone: 715-590-3475
(Hereinafter “The Clients or Client #1 and Client #2”)

Event Details

The Client(s) desire to hold a special event on xx/xx/xxxx - xx/xx/xxxx. This is Agate Acres 2 day package.

xx/xx/xxxx: Arrival after 2:00 PM, departure by 8:00 PM.
xx/xx/xxxx: Arrival after 10:00 AM, music ends at 10:00 PM, and clean-up completed by 11:59 PM.

1. Venue Rental Fee & Damage Deposit

The total venue rental fee is $XXXX.
A $500 refundable damage deposit is required in the form of a certified check delivered to Agate Acres one (1) week prior to the event.
Preferred payment methods: cash, certified check, or bank transfer.
Payments via credit card incur a 3% processing fee.
A non-refundable deposit of 20% of the venue fee is required at contract signature to reserve the date.
The remaining balance is due according to the selected payment plan and no later than 30 days prior to the event.
Payments not received by the invoice due date are subject to a $20 per day late fee.

Selected Payment Plan: (monthly, quarterly, 1 payment, 2 payments, 3 payments, 4 payments)
Payment Type: (credit card, check, ACH transfer)

2. Date Changes

The Venue will make every effort to accommodate a new date if requested. Any non-refundable or non-transferable fees remain the responsibility of the Client(s).

3. Cancellations

All payments made are non-refundable.
Any outstanding balance is due immediately upon cancellation.
If the Venue is successfully re-rented for the canceled date, fees will be refunded less a $500 cancellation fee.

4. Rules & Regulations

The following must be observed by Clients, event planners, coordinators, and vendors:

a. Parking – Vehicles must remain in designated parking areas.
b. Fires – Only in designated fire rings, managed by Venue staff, extinguished by 9:00 PM.
c. Candles – No candles or open flames permitted.
d. Smoking/Vaping – Only in designated areas.
e. Vendors – Must be licensed and insured (see Exhibit A).
f. Music – Outdoor music must end by 9:00 PM. All music ends at 10:00 PM.

5. Equipment Usage

The following Venue equipment is included:

22 farmhouse tables
160 fruitwood folding chairs
1 arbor (choice of 3 available)
32 ceremony benches
Portable restrooms (2 standard, 1 ADA)
Sound system (setup assistance provided; Client or DJ must operate during event)

Any damages result in loss of damage deposit and possible additional charges.

6. Space Usage

The Client(s) will have access to:

2 getting-ready spaces
1 of 4 ceremony sites: Aspens, Bridge, Field, Pines
Reception hoop house (30’x70’, capacity 160)
Barn Dance Room (capacity 40)
Barn Hay Loft Room with deck/stair access (capacity 40)
On-site parking (up to 100 vehicles)
Driveway, trail, barnyard space (vendor access/food trucks)
Fire pit (when conditions allow, managed by Venue staff, prior to 9:00 PM)

7. Event Ending Times

Music must end by 10:00 PM.
Property cleared and cleaned by 11:59 PM.

8. Decorations

No tape, wire, nails, or screws permitted.
All decorations must be removed immediately following the event unless otherwise arranged.
Permitted for farewells: birdseed and bubbles (outdoors only).
Not permitted: rice, confetti, flower petals, balloons, glitter, pyrotechnics, sparklers.

9. Insurance

Client(s) must provide $1,000,000 liability insurance, naming Agate Acres Events, LLC as additional insured.
Certificate and endorsement due 30 days prior to event.

10. Alcohol & Substances

All alcohol must be provided and served by the Venue’s licensed bartender.
No shots. No outside alcohol permitted.
Bar closes 1/2 hour before music ends.
No serving alcohol to minors.
Illegal substances strictly prohibited.

11. Damage Deposit

The $500 damage deposit will be refunded within 15 days after the event, provided no damages or policy violations occurred.

12. Children

Children under 16 must be supervised at all times.

13. Photography

Venue may use video and still photography for promotion.
No boudoir or nude photography permitted.
Clients are encouraged to share event photos with the Venue.

14. Vendors

The Venue is not liable for third-party vendor services. Clients are responsible for ensuring vendors provide proof of insurance.

15. Indemnification

Clients agree to defend and hold the Venue harmless against all claims, damages, or expenses arising from their use of the property.

16. Force Majeure

If the Venue cannot perform due to natural disasters, government restrictions, illness, or other unforeseen events, the Venue will attempt to reschedule. Refunds may be offered at the Venue’s discretion, less expenses already incurred.

17. Policy Compliance

Failure to comply with Venue policies will result in forfeiture of the damage deposit.

Signatures

Clients (Financially Responsible):

I agree to the terms and conditions of this contract.

Client #1
Signature: _________________________
Date: _____________________________

Client #2

Signature: _________________________
Date: _____________________________

Agate Acres Events, LLC