THIS EVENT VENUE RENTAL AGREEMENT (“Agreement”) is made on __________
between Atlan LLC, a Washington limited liability company (hereinafter “Atlan”), located at 37 Nestor Peak Road, White Salmon WA 98672, and _____ _____________( “Responsible Party”).
Atlan and Responsible Party agree as follows:
RESPONSIBLE PARTY CONTACT INFO:
Contact info here
Title and Description of event
Event Date/s: dates
Number of participants (including instructors & caterers): ___ ______ (the “Participants”).
Venue (check all that apply): __ Forest Camp; ___ Yurt
Total Cost of Rental: ____ + $20/person/night__
Total Deposit Required: _________
Check-in time : ___ ____ Checkout time: ____ ____
DESCRIPTION OF VENUE:
Forest Camp rental includes:
~ Primary use of the Yurt, primary use of the Forest Camp Kitchen, and overnight camping for Participants.
~ Forest Camp Bathhouse facilities include two Composting Toilets, on-demand hot water Outdoor Showers, and a hand washing sink.
~ Potable water stocked at Forest Camp in 5 gallon bottles and a filtered spigot
~Forest Camp Kitchen: Stocked with Dishes, Utensils, Cookware. 3 burner stove and 2 Burner Stove, Large Cooler (bring your own ice), 2 sinks, Serving Tables, 3 Picnic Tables.
~The Yurt is off-grid and is powered by a battery which needs to be recharged periodically. Please let us know your electricity expectations as we offer a very rudimentary system. Music/ audio system is accessed via usb. There is a USB to charge a cell phone of event organizers but no other power outlets are available.
For accessing Forest Camp, there is room for up to 8 cars in a new parking area in the area just off Nester Peak (on the right across from main entrance). The walk to camp is about 7 min and carts are available. Other guests will need to park on the North Drive of the Artifactory. The event is responsible for coordinating shuttle for arriving guests that need to park below. One of your vehicles may be used as a ‘service vehicle’ to drive in for load and unload. Please do not park cars at forest camp.
COSTS & PAYMENT:
General Policy: The cost of the Forest Camp is ______ (for 3pm arrival until typical noon checkout). Additional time (early arrival/ late departure) maybe added for $50 each. Full weekend cost: __________
~Responsible Party agrees to pay Atlan all costs for use of the Venue for the Event. The full amount of the rental including camping fees ($20/per person/night) is due upon check-in time on the first day of the Event (minus the prepaid initial deposit)
COST OF YOUR EVENT:
A deposit of 50% of the event rental is required to secure the Venue for the Event Dates and is due upon signing the contract. That initial deposit is 50% refundable up to two months prior to the start of the Event. If the Event is canceled within less than 60 days of the Event, the deposit is non-refundable.
Amount of deposit
~Changes in scheduling cannot be guaranteed. Please inquire with at least 4 weeks notice of any proposed changes to the terms of the contract or scheduling of the event.
~ The Responsible Party must return the venue to Atlan in the clean state in which it was found. There is a detailed information sheet for each facility that gives details for use and cleaning. Upon departure, sweep all floors and make sure all kitchen dishes and utensils are cleaned and put away. Put away all props, cushions in yurt neatly back in place.
~ Participants must bring their own tent and bedding for camping
~ If not sufficiently clean, a $100 cleaning fee will be applied and billed post event.
~ The Responsible Party is responsible for the conduct of their Participants and for having the Participants adhere to the Visitor Guidelines (please share these to participants). If there are any damages to the Venue or theft, the Responsible Party will be liable.
~ We want to maintain the rapport with our neighbors. Be respectful, including being mindful of volume in general honoring the 10pm sound ordinance.
INSURANCE & LIABILITY:
~Responsible Party must maintain it’s own liability insurance for the Event while at Atlan and name Atlan as an additional insured. This may be an extension of your existing coverage. It is also the Responsible Party’s responsibility to have all subcontractors (such as caterers) name Atlan as an additional insured on the subcontractor’s policy.
~Responsible Party must give Atlan all proofs of insurance at least one month prior to the Event.
~All Participants are required to sign Atlan’s online liability waiver before entering the Venue and to adhere to the Visitor Guidelines included with this Agreement. It is Responsible Party’s responsibility to make sure all waivers have been signed by guests. This is accessed with a link on our website and could be done on smartphone or ipad at the start of the event if not completed prior.
~In the event of any damages, accident or loss (including, without limitation, personal injury or death) while on the Venue, Responsible Party hereby expressly waives any and all claims against Atlan and releases from any and all legal liability, and agree not to sue or make a claim against, and to indemnify, defend and hold harmless Atlan, it’s affiliates, directors, officers, employees, subcontractors, clients, and sponsors from any and all claims and causes of action, liabilities, costs or losses resulting from, relating to, or in any manner connected with, the Event and the presence of Participants at the Venue, the breach of this Agreement, property damage, physical injuries, death, and mental injuries of Responsible Party, and Responsible Party’s Participants, invitees, agents and subcontractors.
MARKETING AND COURSE CONTENT:
The Responsible Party is entirely responsible for Event marketing and course content. Atlan does not market its facilities widely nor publish its retreat logistics info online publically.
Sole responsibility of the Retreat to handle meals and all coordination/payment with caterer. Please ask the caterer to be in touch with us prior to the event.
~Atlan is responsible for supporting the Event’s success with clean facilities, stocked with potable water, composting toilet supplies, and outdoor kitchen small wares. Atlan will assist with power, when it is required, and parking as needed.
~Atlan will give you a contact and phone number for a point person on site if questions arise during the Event.
~Please give us your retreat numbers in advance so we can prepare adequate seating for meals.
~ The Yurt has floor seating (bolsters, back-jacks, cushions) for ~25 people, please bring additional seating beyond that.
~ This Agreement supersedes all prior agreements, oral or written, between the parties and is intended as a complete and exclusive statement of the agreement between the parties. No change or modification of this Agreement shall be valid unless the same be in writing and signed by the parties.
This AGREEMENT is executed as of the dates set forth below by the authorized representatives of Atlan and Responsible Party.
Atlan LLC, a Washington limited liability company
___________________________________ Date ____________
Its: Authorized Representative
Signature: __________________________ Date: ____________