Scheduling an Event

1. An initial application requesting the use of the facility is submitted.
2. When approved, a Rental Agreement will be developed by WSF. When the Rental Agreement is signed, along with a copy of the Rental Policies, and an initial payment of 50% of the projected rental fee is made, the event date will be reserved.
3. When details of the event are in place, a final estimate of the cost and description of the specifics of the use of the facility will be provided to the renter by WSF.
4. Full payment (remaining 50% of the rental fee plus the security deposit) is due 30 days prior to the event. Any additional costs incurred will be billed separately following the event.

Cancellation
If the renter cancels the event greater than 60 days in advance, the initial payment will be returned, less a $50 processing fee. If an event is cancelled 30-60 days in advance, 50% of the initial payment is forfeited in addition to the $50 processing fee. If a cancellation is received less than 30 days prior to an event, 100% of the initial payment will be retained by WSF. Should the renter fail to pay any amount due prior to the event, WSF shall have the right, in its sole discretion, to consider the event cancelled by the renter and to re-let the premises for the scheduled date.

Security Deposit
A Security Deposit of $75 - $250 (determined in relation to the event plans and number of guests) will be due 30 days prior to the event. The facility shall be restored after the event to the same condition it was delivered to the renter. The renter shall be responsible for all damages to the premises or any equipment or materials provided by WSF. The cost of any damages shall be deducted from the Security Deposit. Otherwise, the Security Deposit will be returned to the renter within 30 days after the event.

Liability
The renter shall indemnify, save and hold harmless White Star Farm and its agents from and against any loss, liability, damage, personal injury, or cost they may incur arising out of or in any way connected with the events and the rental of the premises. WSF will not assume any responsibility for damage or loss of merchandise or articles left prior to or following the event. WSF shall not be responsible for loss or damage to any personal property or other items brought onto the premises by the renter or their guests, invitees, or agents.

Force Majeure
If for any reason, WSF is unable to provide the use of the premises for the event as a result of circumstances beyond its control, a refund of the full amount paid by the renter will be made, and WSF shall not be liable for any other damages resulting therefrom.

Food and Beverage
All food served must be provided by a licensed, insured caterer. WSF has sole discretion in approving the caterer to be used for the event. Any caterer accepted by WSF will be subject to all guidelines as provided in writing by WSF. WSF assumes no liability for any acts or omissions of the caterer.
Any alcoholic beverages served will be provided by the renter or the caterer and served by a licensed bartender. All persons serving alcohol must comply with Ohio's laws and rules governing its use, and be covered for any liability. WSF is not liable for any injuries to guests or negligence where alcohol is involved. Bar service will be discontinued at least 30 minutes before the scheduled conclusion of the event.

Decorations
All decorations and the methods for attaching the same must be approved by WSF in advance. All decorations must meet fire and safety codes. The arrangements for deliveries, set-ups, and removal of decorations must be coordinated with WSF. All delivery staff just check in with the WSF owner, or their agent, prior to unloading. WSF has full authority to make corrective changes and oversee the supervision of deliveries, setup, production, catering, teardown, and cleanup of the event. All breakdowns must occur immediately following the event unless otherwise agreed upon with WSF.

Music/Dancing/Entertainment
All plans for Music, Dancing, and other forms of Entertainment are subject to approval by WSF. WSF reserves the right to control the noise level at the event.

Campfires
When a campfire is used, the renter shall be solely responsible for any and all damages or injuries and shall hold WSF harmless. The WSF staff will determine location of campfires and will oversee their creation and maintenance.

Children
All Minors on the premises must have adult supervision at all times.

Parking
The parking of vehicles will be in those areas designated the day prior to the event depending on weather conditions. Special provisions will be made for event organizers, delivery persons, and people who have difficulty walking or are disabled.

Vendors
Renters must advise WSF of their selection of vendors for the event (anyone who will be delivering, setting up, or tearing down any items or equipment). This list with contact names and phone numbers is due at least 2 weeks prior to the event. Delivery times must be cleared through WSF before the date of the event. WSF may bar any vendor from the facility at its own discretion.

Rental Equipment
Equipment owned by WSF is available for use with paid rental of the facility (set up fee may apply). Additional rental equipment can be arranged for by WSF or through the renter's caterer. Requirements of set up and any electrical needs must be discussed with WSF.

Miscellaneous
WSF has full authority to govern the facilities and surrounding areas to protect it and the renter's best interest.
The surrender of the premises shall take place no later than one hour after the termination of the event, unless special arrangements are made with WSF. Additional charges (hourly rate for that day) will be incurred if this time frame is exceeded.


I have read and agree to comply with White Star Farm's rates and all terms and conditions related to the use of their event facility.

Signature: __________________________________________________________

Date: ______________________________________________________________

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