The Conference Center at Drake

Booking Policies

Rental Fees/Deposit

You agree to pay the amount indicated on the attached Special Events Detail, based on your anticipated needs at the time of the booking. As your needs for the event become finalized, please contact the Conference Center Coordinator to update the Event information so that services and pricing can be adjusted accordingly. Any revisions to the Special Events Detail will be forwarded to you for your approval. The Event total, includes all applicable fees for: room rental, catering, AV equipment use, room set up and additional services as requested and sales tax if applicable. In addition, a deposit as indicated on the Special Events Detail is required to secure the Event. he deposit amount will be applied to the Event Total as shown on the Special Events Detail. Payment of the Event Total shall be due following the event, upon receipt of the Final Invoice.

Cancellation/Deposit

Your deposit (50 % of the total invoice) is non-refundable. If you cancel less than 72 hours prior to your event, you will be responsible for 100% of your catering charges.

Changes/Additions

All changes/additions of your event need to be communicated to our office 1 week prior to the event date. This would include catering, AV equipment use, room set-up and any additional services. A 15% late fee will be charged to your account for changes/additions not meeting that allocated time period.

Use and Care of Leased Premises

  1. You will use and occupy the Conference Room(s) only for the purposes stated above.
  2. You will use the Conference Room(s) at your own risk.
  3. You will not
    1. use any electrical equipment in or around the Conference Room(s) which may cause an undue burden on or damage to the Building or Leased Premises, or
    2. permit anything to be done in the Building or the Conference Room(s) which will increase the rate of fire or other insurance on the Building and will discontinue any such prohibited use promptly upon notice from Drake.
  4. You will take good care of the Conference Room(s) and at the termination of this Agreement will surrender the Conference Room(s) in the same condition they were in at the commencement of this Agreement.
  5. You will not place any signs or advertising devices on or about the Building or Conference Room(s).  In addition, you will not alter or deface any existing signage in the Building.
  6. You agree that no smoking, and no service or sale of alcoholic beverages will be permitted on the Drake property. Violations may result in the immediate termination of the event. Drake is a tobacco free campus. No smoking or use of tobacco products will be permitted in the Building or on the Drake grounds.
  7. You agree that You are solely responsible for the cost of food, beverages, banquet servers, room setup if the standard setup is not used, security costs, linens, conference calls, photocopies done on-site, and the use of audio visual items if applicable.  Only the Conference Center at Drake’s in-house food and beverage service is permitted to sell, serve or dispense food and beverage items, in any manner whatsoever, within the Conference Center.
  8. You agree to clean and return meeting rooms to their original order, unless the Event requires banquet services or a special type of room set up is requested in advance.  You will pay for the cost of repair (or if necessary, replacement) of any Drake property damaged by You or any attendee at the Event.

Insurance

You agree to carry comprehensive general liability insurance with limits of one-million dollars per occurrence, with a three-million dollar annual aggregate. You further agree to evidence such insurance if requested by Drake.

Indemnification

You agree to indemnify and hold Drake, its board members, employees, officers and agents harmless from and against all claims, damages, loss, cost and expense, including reasonable attorney fees, arising out of the negligence or willful misconduct of You, its agents or employees, in or about the Leased Premises and/or the Building. Drake agrees to indemnify and hold You harmless from and against all claims, damages, loss, cost and expense, including reasonable attorney fees, arising out of negligence or willful misconduct of Drake, its agents or employees, in or about the Leased Premises and/or the Building.

Compliance with Laws

You will comply with all applicable laws, orders and regulations of federal, state, county and municipal authorities. You will comply with Drake’s policies, rules and regulations, as may be changed by Drake from time to time regarding use applicable to the Conference Room(s) to the extent Drake provides you written notice of such policies, rules and regulations in adequate time to review them. Drake reserves the right to impose restrictions before or during the use of the Conference Room(s) for safety purposes, to protect Drake’s property, or to avoid disturbances.

Miscellaneous

  1. You may not assign this Agreement.
  2. Drake reserves the right to require You to provide a reasonable deposit.
  3. This Agreement shall be governed by the laws of the State of Ohio.


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