HomeMy WebLinkAboutHidden Villa (2) a _
DUVENECK HOUSE
Reservation Form and Rental Contract
Please complete, sign and return with your deposit to
Hidden Villa Facility Rentals,26870 Moody Rd. Los Altos Hills, CA 94022
Phone (650) 949-8648 Fax: (650) 948 -4159 e-mail. hostel@hiddenvilla.org
Contact Person. Deborah Padovan
Group Name: Town of Los Altos Date of Use. December 10,2015
Hills Number of People. 8
Phone: 650-947-2513 Logistic set up form due: Dec 3
Billing Address: 26379 Fremont Rd. Arrival time- 9am
City• Los Altos Hills Zip• CA 94022 Start of Meeting:
Email. Departure time: 4pm
dpadovan@losaltoshills.ca.gov
Hidden Villa Preferred Caterer you will be using:
Non Hidden Villa Caterer you will be using:
A buy out fee of$2 per person is required in lieu of using Hidden Villa Preferred Caterers.
No fee will be charged if you bring your own food.
Rental Rate $no charge Additional hours at$25/hour
Additional $ Cancellation/Refund Policy
If cancelled at any time. The Reservation
Total Rental Fee $ no charge Guarantee Deposit is non-refundable.
90-60 Days Cancellation. The
Cleaning/Damage Deposit $100.00 Reservation Guarantee Deposit and 50%
(separate check please) of 2nd Payment are non-refundable.
Due By n/a Less than 60 Days Cancellation. No
refund.
Anticipated number of cars
The Security Deposit will be returned to
Use CC for cleaning/damage deposit❑ you if facility is left in satisfactory
condition.
Rental is an 8 Hour Period
between 8 15 a.m. - 6 p.m.
Request for liability insurance
Please provide the following document: A CERTIFICATE OF INSURANCE is required with
Hidden Villa listed as insured on General Liability and additional insured endorsement
naming Hidden Villa as additional insured.
•
Hidden Villa Venue Rental Agreement
It is Hidden Villa's desire that all patrons who periodically use the rental facilities on site
(Including: Dana Center, Hostel, Duveneck House, Property, Pavilion, referred to as the
"Facility") are able to enjoy the Facility This agreement has been set in place to achieve
that goal.
The person signing this agreement and the organization on whose behalf the Facility
rental is being made (collectively the "Renter") are responsible for compliance with this
agreement. All Renters are required to read and sign the Venue Rental Agreement as part
of the rental. Please read carefully, fill out Facility, Renter and event sections, initial at
the bottom of each page, and sign in the signature page at the end of this document
3. Event Information cont.
Open to the public? Yes❑ No�
Will minors be present? Yesn Not
Admission fee charged? Yesn No
Will there be music? Yesn No If yes, what type
Will food be served? Yesn No❑ Spna41 irk-eor r f 01L
Will alcohol be served? Yes❑ NoEr '1 StryVncIA‘vvS
4. Conditions of Use
A. Reservations
1 A Facility is not considered rented until (1)Renter delivers to Hidden Villa the
Facility Use Agreement, rental fee, deposit, written evidence of permits and
licenses, certificate of insurance naming Hidden Villa as additional insured(see
section C) and(2) Hidden Villa, in its sole discretion, approves such rental in
writing.
2. A person who is at least eighteen(18) years of age must sign this agreement. If
alcohol is served, a person who is at least twenty-one (21) years of age must sign
this agreement.
3 Renter shall provide Hidden Villa's Facility Rentals Manager or his/her designee
with a single contact who is to serve as the representative for Renter's activities.
Renter shall be responsible for securing all required permits and licenses. Please
indicate here if additional vendors will be used during your rental. Example
Caterer, lighting contractor, etc
4 The facility shall be used for the purpose stated in this agreement and no other use
will be permitted.
5 Renter shall not use Hidden Villa's name to suggest endorsement or sponsorship
of the event without prior written approval of Hidden Villa's Facility Rentals
I
manager or Designee Renter's publicity of the event shall clearly and accurately
identify the name of the sponsoring organization or individual.
6 Under no circumstances shall Renter sublease or allow any other organization or
individual to use the Facility for the period for which Renter has contracted.
Renter is an independent contractor and not the agent or employee of Hidden
Villa.
B. Fees
1 Hidden Villa will require a rental fee and/or a deposit from Renter
2 Any person or agency holding a reservation for the use of Hidden Villa facilities
and
desiring to cancel such reservation may be subject to the withholding of a portion
of or the entire rental fee for the Facility Cancellation policy and payment
schedule will be outlined on reservation agreement and rental use agreement.
3 Hidden Villa may charge an additional amount of double the regular rental rate
for any
event continuing past the ending time stated in this agreement.
4 In the event the Facility is left damaged, Renter shall be charged for any and all
janitorial
and/or repair fees incurred by Hidden Villa as a result of same and these fees
shall be
billed to Renter Hidden Villa will promptly notify the user and provide written
documentation of expenses incurred.
C. Indemnification and Insurance
1 Town of Los Altos Hills shall defend, indemnify and hold The Trust for Hidden
Villa, its officers, employees and agents harmless from and against any and all
liability, loss, expenses (including reasonable attorneys' fees), or claims for injury
or damages arising out of the performance of this Rental Agreement but only in
proportion to and to the extent such liability, loss, expense, attorneys' fees or
claims for injury or damages are caused by or result from the negligent or
intentional acts or omissions Town of Los Altos Hills, its guests, officers, agents
or employees.
2. THE TRUST FOR HIDDEN VILLA shall defend, indemnify and hold Town of
Los Altos Hills its officers, employees, and agents harmless from and against any
and all liability, loss, expense (including reasonable attorneys' fees) or claims for
injury or damages arising out of the performance of this Rental Agreement but
only in proportion to and to the extent such liability, loss, expense attorney's fees,
or claims for injury or damages are caused by or result from the negligent or
intentional acts or omissions of THE TRUST FOR HIDDEN VILLA, its officers,
agents or employees.
3 Renter shall procure and maintain general liability insurance against any and all
losses, costs, expenses, claims, liabilities, actions, or damages, including liability
for injuries to any person or persons or damage to property arising at any time
during and arising out of or in any way connected with Renter's use or occupancy
of Hidden Villa's facilities and adjoining property in the amount of
$1,000,000 (one million dollars)per occurrence
• Such insurance shall include an additional insured endorsement naming
Hidden Villa, its officers, directors, employees, and agents as additional
insured's prior to the rental date of the Facility
• Renter shall file certificates of such insurance including proof of actual
liability coverage and the additional endorsement with Hidden Villa,
which shall be endorsed to provide thirty (30) days' notice to Hidden Villa
of cancellation or any change in coverage or limits.
• If a copy of the insurance certificate is not on file prior to the event,
Hidden Villa may deny access to the facility
4 Renter shall report any personal injuries or property damage arising at any time
during and/or arising out of or in any way connected with Renter's use or
occupancy of Hidden Villa's facilities and adjoining property to Hidden Villa to
the Facility Rentals Manager or his/her designee, in writing as soon as practicable.
5 Renter waives any right of recovery against Hidden Villa, its officers, directors,
employees, and agents for fires, floods, earthquakes, civil disturbances,regulation
of any public authority, and other causes beyond their control. Renter shall not
charge results of"acts of God"to Hidden Villa, its officers, directors, employees,
or agents.
'
D Security
1 Renter is solely responsible for supervising all guests of the renter at Hidden Villa
and adjoining property to the rental venue during the event. Hidden Villa is not
responsible for providing this supervision. However, Hidden Villa may evict
individuals from the Facility during the event if their conduct is not in the best
interest of the public or is deemed to be detrimental in any way
E. Facility Usage
1 Renter, caterers, bands, transportation of rental equipment and related individuals
and activities will not be permitted access to the Facility prior to or after the event
time period. Renter shall be responsible for arranging access during the time
requested for entry and exit of the Facility
2 Renter shall not prepare or decorate the Facility prior to the event start time,
unless Renter provides rental fees, deposits, and insurance for the time of the
preparation and/or decoration.
3 Renter shall not drive or permit to be driven nails, hooks, tacks, tape, screws,
poles, stakes or other forms of fasteners into any part of the Facility and shall not
make or allow to be made any alternations of any kind therein.
4 Renter shall not store any equipment or materials at the Facility or adjoining
property without the prior written approval of the Hidden Villa Facility Rentals
Manager or his/her designee.
5 Renter is responsible for ensuring that all vehicles are parked only in parking
spots designated by Hidden Villa. All drivers must adhere to all parking signs
and speed limits (5 mph) while on the property
F Vendors
1 Renter agrees to hire a full service, fully insured caterer Evidence of insurance
for the Caterer, naming Hidden Villa its officers, directors, employees and agents
as additional insured shall be presented to Hidden Villa prior to the event. Caterer
shall be responsible for set-up and final clean-up and must adhere to Hidden
Villa's environmental guidelines as found in the caterer contract. All trash and
recycling must fit in provided containers (two trash bins +two recycling bins) or
be packed out by caterer
2 Renter/caterer shall be responsible for all clean-up of the Facility, including
adjacent grounds, at the end of the rental. Renter shall also leave all fixtures, if
any, in good working condition.
3 Renter must have a person designated as the day of event coordinator
4 Hidden Villa must possess a list of all hired vendors before the event, and must
approve visitation of vendors to the property any time other than scheduled event
day
G Equipment/Accessories
1 Renter shall not remove, relocate, or take Hidden Villa property outside of the
Facility for any reason without the prior written approval of Hidden Villa's
Facility Rentals Manager or his/her designee.
2 Renter shall not use Hidden Villa equipment, tools, or furmshmgs located in or
about the Facility without the prior written approval of the Facility Rentals
Manager or his/her designee.
3 Renter shall not dnve motorized vehicles on field or green space.
4 Hidden Villa does not provide audio/visual systems,public address systems,
spotlights, floodlights, or projectors. Renter, at its own cost, may bring these
systems into the Facility for their use.
5 Renter shall secure the approval of Hidden Villa before using audio/visual
systems, public address systems, and live or recorded amplified music.
6 Renter must work with Facilities Rental Manager to determine the optimal
number of attendees at any event held at Hidden Villa. Renter shall not admit a
larger number of individuals than can lawfully, safely, and freely move about the
Facility Renter shall not allow guests at the Facility that exceed the number
stated on the reservation agreement.
I
H. Miscellaneous
Hidden Villa is a non-smoking property due to fire danger
1 Renter shall comply with all local, state, and federal laws and regulations related
to the use of the Facility
2 Gambling of any kind is not permitted at the Facility
3 No candles are allowed due to fire danger
4 No animals are permitted at the Facility,with the exception of certified service
dogs.
5 If Renter violates any part of this agreement or reports false information to
Hidden Villa, Hidden Villa may refuse Renter further use of the Facility and
Renter shall forfeit a portion of all of the rental fee and/or the deposit.
6 Hidden Villa may impose additional requirements as deemed necessary to protect
the health, safety, and/or welfare of the community This will include but may
not be limited to, asking guests who smoke to extinguish their cigarette (Hidden
Villa is a non-smoking facility) Any person aggrieved by Hidden Villa's
decision with respect to this agreement may appeal to the Hidden Villa Facility
Rentals Manager
7 Facility Rentals Manager or his/her designee in writing no later than five (5) days
after Hidden Villa's decision has been communicated to the aggrieved party
8 If any provision of this agreement is held to be invalid or unenforceable, the
remaining provisions shall remain in full force and effect.
Important—Please read before signing:
I am an authorized agent of the organization or individual submitting this agreement. The
information provided in this agreement is true and correct. I have read and understand
this agreement and agree to all of the aforementioned rules, regulations and conditions of
use
Renter's Signature
Print name (t a ' I ( 'nil I
Group Name To ( --- LOSf l h`S Hi l l
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Address OW3-1q a f "ct M
Telephone Home Work (SO
Rental fee: $No charge
First Payment: $n/a Due:
Venue Rental Contract; signed & returned. Due: October 29,2015
Final Payment: $n/a Due:
Liability Insurance Due:
Cleaning Deposit of$n/a Due:
Date Deposit Returned By.
Hidden Villa Representative: Kalivani Gifford Date: Oct. 19,2015
Authorized Agent of the Trust for Hidden Villa Dinv van der Velden
Revised July 2015