This agreement reflects the use of the event space(s) located either at The DEN, which is at 711 North 13th Street, Saint Louis, MO 63103, or at The ELY, which is at 1540 Washington Avenue, St. Louis, MO 63103.
Hereinafter, the venue owner, The DEN STL LLC, or either venue (The DEN or The ELY) will be referred to as ‘Venue’.
The renter(s) will be referred to as ‘The Renter’ or ‘The Renters’.
Employees, Consultants and Representatives of Venue are hereinafter referred to as ‘Team Members’.
All named Renters will be jointly and severally liable for damages incurred as a result of this event that is defined and described in these terms & conditions and are agreeing to that liability. As such, the named Renter(s) function(s) as Guarantor(s).
The start time and end time INCLUDE all times required for every activity associated with the event from load-in to load-out, including, but not limited to: set-up, unpacking, installation, preparation, wrap-up, break-down, clean-up, tidy-up. and so on.
An electronically signed contract and NON-REFUNDABLE DEPOSIT (paid using the booking form and contract) in the amount of 25% of the TOTAL AGREED PRICE must be received to reserve the booking for the venue and date(s) and time(s) required for the event.
The balance of (75%) is due seven (7) days prior to the event. This payment is typically made using the online PAY HERE button shown on the event webpage.
Payments for any other miscellaneous costs, such as additional services, and/or equipment must clear at least thirty (30) days prior to the event.
A copy of the Special Event Liability insurance (see insurance section) is to be shared with Venue within 7 days of making the booking, and no later than thirty (30) days prior to the event.
Failure to provide a Special Event Liability insurance policy will risk forfeiture of the NON-REFUNDABLE DEPOSIT.
Payments should be made online, as described above.
Please Note our strict refund policies below in the event of cancellation.
CONDITIONS AND RESPONSIBILITIES OF RENTER(s) Please read the material below to make sure all parties understand the requirements of providing for everyone’s safety and keeping Venue a well-maintained and safe location for future use.
A signed contract and NON-REFUNDABLE DEPOSIT in the amount of 25% must be received by Venue to reserve the date(s) and time(s).
The balance (i.e. 75% of the TOTAL AGREED PRICE) is due by or before seven (7) days prior to the event and any other agreed upon fees are due thirty (30) days prior to the event.
No terms are implied or granted and no work will be allowed to commence until full payment is received, and only then at the discretion of Venue.
The Renter(s) may also be required to secure a Contents Insurance Rider based on the value schedule provided by the Venue upon request. Proof of Contents insurance should be produced no less than thirty (30) days prior to the event.
INSURANCE Special Event Liability Insurance is required of all Renters and a copy of the same needs to be sent to Venue no later than thirty (30) days prior to the event.
This insurance policy must, at the Renter(s)’ expense, provide and maintain public liability and personal property damage insurance, insuring Venue and Venue Team Members, 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 single limit liability of not less than $1 million, and general aggregate liability of not less than $2 million. Venue shall be named as an additional insured of said policy.
If alcohol is to be served please make sure that the policy includes Host Liquor Liability Coverage to protect both Renter and Venue against alcohol-related accidents and incidents, as you the Renter(s) are ultimately liable for the safety of the guests.
Please note that many professional Catering Services may use their own license(s) and insurance policy/policies to cover this, in which case Venue will need to receive and review a copies of these insurance policies.
Any caterers and/or outside vendors, companies, and/or institutions MUST provide a copy of their Certificate of Insurance and Catering License to Venue, naming the Venue as stated, and will be delivered at least one month prior to the event. All such documents may be emailed to firstname.lastname@example.org.
LIABILITY Renter(s) agree(s) to indemnify, defend, and hold Venue, its landlord, building owners, officers, Team Members, and agents harmless from any liabilities, costs, penalties, or expenses arising out of and/or resulting from the rental and use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by renter, its Team Members, and agents of alcoholic beverages at Venue.
In the event Venue, its landlord, building owners, officers, Team Members and/or agents, are required to file any action in court in order to enforce any provisions of this agreement, renter(s) agree(s) to pay Venue, its officers, landlord, building owners, Team Members and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred by Venue, including all collection expenses and interest due.
CATERING STANDARDS Renter(s) are allowed to engage a Caterer of their choice and on their own terms. Catering Company name, and contact details must be received by Venue no less than thirty (30) days prior to the event date.
All caterers working at Venue are required to have a valid Certificate of Insurance.
Kitchen PolicyVenue kitchen is a production space only, and as such, may be used ONLY for final food presentation, and ONLY for plating and bussing.
Please note that Venue does not provide dishes, glassware, pots, pans, knives or utensils.
The kitchen production space will be provided in a clean condition and the space should be returned to a clean condition immediately following the event.
A final walk-through with a member of our event staff is mandatory at the start-time and at the end-time of the event. Please refer to checklists posted in the kitchen production area.
Caterers must remove all trash, composting and recyclables from the site as Venue does not have adequate facilities for on-site disposal of the same. All remaining trash, including sorted recyclables and properly sorted compostables, must be collected, properly bagged and removed by the renter(s) and/or their representative(s).
Failure to remove or clean will result in additional fees to the Renter(s), and may compromise the Renter’s good standing with the Venue.
CATERING/BAR GUEST COUNT Final guest count changes MUST be submitted in writing at least seven (7) days prior to the event.
CAPACITY AT THE DEN: Reception Area:Up to 20 sitting, Up to 60 standing Dining Room:Up to 18 sitting Game Room 1:Up to 10 sitting Kitchen:Up to 10 standing/working Game Room 2:Up to 10 sitting North Hall:Up to 350 sitting, Up to 400 standing Game Room 3:Up to 10 sitting South Hall:Up to 120 sitting, Up to 200 standing Lounge:Up to 30 sitting, Up to 60 standing Entire DEN Occupancy:500, seated or standing. Entire ELY Occupancy:500, seated or standing.
Damage to any space at Venue during the event, even spaces that are not rented, is the liability of all Renter(s).
SITE DECORATION Venue wants to make every event here a special and welcome experience. Therefore every effort will be made to allow renter(s) to prepare decorations reflecting their creative requirements. Venue asks that the moving/rearrangement of items is only done so under the direct supervision of Venue Team Members. This applies to, but is not limited to, artwork, games, lamps, furniture and seating. Nails, screws, staples or penetrating items are never to be used on walls or floors at Venue. No glitter or foil (non-paper) confetti is allowed on site at Venue. Only low tack tape is allowed on our floors and drywall. Any damage will be charged after the event.
CONDUCT There is absolutely no drug use or smoking of any kind tolerated on premises or within 25 feet of the building including loitering or congregating outside on the sidewalk at any time during the event. Disparaging remarks or any type or physical violence will not be tolerated and will be cause for immediate expulsion. Renter(s) and guests of the renter(s) shall use the premises in a considerate manner at all times. During underage events, such as school dances/proms, we prefer that underage individuals do not have in and out privileges. Conduct deemed disorderly at the sole discretion of Venue or Venue Team Members shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases NO refund of the event costs shall be made.
LIVE MUSIC/DJs/NOISE Venue encourages music and dancing. However, please be aware that the premises are located near residential units and therefore neighborhood noise regulations do apply. in the event that the event creates a disturbance due to high noise volume, Venue’s onsite manager has full authority to ask the renter(s), DJ or live music presenter to turn the entertainment down and/or off. If repeated disturbances are created, at Venue discretion, renter(s) may be expelled from the premises. In the event of disturbances to the point of expulsion, no portion of the event costs will be refunded to renter(s). Loud music must end by 10 p.m. Additional time can easily be added provided the volume is modest and it cannot be heard beyond the boundaries of the property or by immediate neighbors.
REGULATION OF NOISE No person shall produce or allow to be produced by any machine, device, music or entertainment or any combination of same, on residential property over which the person has ownership or control, a noise level more than five decibels above the local ambient noise three feet from any wall, floor, or ceiling inside any dwelling unit on the same property, when the windows and doors of the dwelling unit are closed, except within the dwelling unit in which the noise source or sources may be located.
CANCELLATION Renter(s) may cancel the event at any time but please note that the NON-REFUNDABLE DEPOSIT OF 25% CANNOT BE REFUNDED.
LOAD-IN/LOAD-OUT AND STORAGE All load-ins and load-outs must take place within the designated time-frame given by Venue. If there is an event prior to thes a timed delivery will be required.
Venue is not responsible for checking in or handling any items brought into the venue by rental companies.
All external items must be checked in and signed for by the renter(s) or renter(s)’ representative(s).
All excess material (such as bubble wrap, boxes, hangers, plastic, etc.) created by deliveries must be removed and disposed off offsite by the renter(s) or renter(s)’ representative(s), which may include the renter(s)’ directly contracted vendors and rental companies.
Limited storage is available at Venue upon request. Storage fees will be applied to any items left overnight or beyond normal load-in/load-out times.
This also applies to items left behind after the event end-time for shipment out via courier. Please Note: it is not the responsibility of Venue to ensure that pick-ups are scheduled and executed.
CLEANING, TRASH AND EQUIPMENT REMOVAL Venue will be in a clean condition prior to the 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. Failure to achieve this may result in additional fees payable by the Renter.
All trash, including sorted recyclables and properly sorted compostables, must be collected, properly bagged and removed by the renter(s) or caterer(s) and other representative(s) that are working at the immediate direction of the renter(s).
All rental equipment must be removed immediately following the event.
If trash or equipment is not removed by 2 hours after the end-time of the event, then you will be subject to an additional fee of $100 per hour up to a maximum of 12 hours.
After this 12 hour period, all remaining trash and equipment will be removed/disposed of by Venue and a charge for such removal will be incurred and imposed upon the renter(s).
CITY, COUNTY, STATE AND FEDERAL LAWS Renter agrees to comply with all applicable Saint Louis City, Missouri State, and Federal laws, and shall conduct no illegal act on the premises in that regard.
This is a drug-free and non-smoking facility at all times, WITH NO EXCEPTIONS.
The renter(s) shall not sell alcohol on premises at any time, with the one exception that alcohol sales can only be conducted by an entity in possession of an appropriate catering license or liquor license, and that no law or City ordinance is being violated.
Renter(s) may not serve alcohol to minors on the premises at any time.
Renter(s) agree(s), for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner.
Venue reserves the right, at its exclusive discretion and via DEN Team Members, to expel anyone who in the Team Member’s 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 Venue or the safety of its staff, Team Members, guests, or building contents.
ENTRY AND EXIT Renter(s) agree(s) that Venue staff may enter and exit premises during the course of the event. A Venue Team Member will be on site during the entire event and will be checking periodically with the responsible parties to ensure that everything is running smoothly for you. Venue Team Member(s) will also be checking the bathrooms, the overall premises, replenishing hand towels and toilet paper, and will be available for questions or to respond to needs or issues that may arise at any time.
LOST AND FOUND Venue takes no responsibility for personal effects and possessions left on premises during or after any event. Venue does, however, maintain a ‘lost and found’ and will hold recovered items for up to 30 days. Every reasonable attempt will be made to return any recovered item to its rightful owner.
PROMOTIONS AND COPYRIGHT It is important to us at Venue that you have a fantastic and successful event. Should Venue be engaged in the promotion or co-production of the event, it is imperative that we review and approve all marketing messages and communications. We hope you will refer others to Venue and we are happy to answer any questions you might have about the types of events we do. We are also happy to personally welcome the guests and speak to them about the historic nature of the building, or its contents. A representative of Venue and/or promotional materials and signage will be present at all events, and any questions about the space, its contents or about our upcoming events and the charities we support can be directed to that representative.