Kendallville Event and Activity Center

Banquet Hall Rental Agreement

Page 1 of 6 Renter’s Initials and Date _______________

This Lease Agreement is between the Kendallville Event and Activity Center LLC (KEAC),

hereafter called KEACand ,_____________________________________, hereafter called Renter.

The Kendallville Event and Activity Center is located at 11482 SR 3. Kendallville Indiana.

Hall telephone number is 260-580-5470. Hall standing capacity is 200 and seated capacity is 150.



Date of Reservation (MM/DD/YY) _____________________________________________

Date of Event (MM/DD/YY) ___________________________________________________

Organization ______________________________________________________________

Name of Renter: ___________________________________________________________

Street Address ___________________________________________________________

City __________________________________ State __________ Zip________________

Home Phone ______________________________________________________________

Work / Mobile Phone _______________________________________________________

Setup Hall: Date of Event Only - ( Unless arrangements have been made and listed below)

Total Time of Rental Agreement is 7 Hours and breaks down as follows:

Setup Time for Event is 2 Hours

Event Time is 4 Hours

1 Hour to vacate Premises

Air Conditioning is turned on 2 Hours prior to the start of the Event

For any additional Air Conditioning required more than 2 hours before the Event, there will be a

$20 per hour charge.

Setup Time: _______________ to _______________ (Ex: 2:00pm to 4:00pm)

Time of Event: _______________ to _______________ (Ex: 5:00pm to 9:00pm)

Time Caterer will Arrive: _______________ to ______________ (Ex: 4:00pm to 8:00pm)

Food Prepared By: _________________________________

Approximate Number of Guests: _________________________________

Beverages to be Served: ___Liquor ____Wine ____Soft Drinks _____ Beer (Keg/Cans)

*** No Bottled Beer Allowed ***

Security / Police Officers are required for: Parties with 50 or more Guests & All Parties serving Alcohol.

If renter serves alcohol, renter is responsible to ensure that anyone served alcohol is of the legal drinking age.


$20 per Hour will be charged if Setup/Decorating exceeds the 2 Hours allotted time.

Kendallville Event and Activity Center

Banquet Hall Rental Agreement

Page 2 of 6 Renter’s Initials and Date _______________


Contract Fee Item Standard Fee Amount

Rental of Banquet Hall:

Friday, Saturday, Sunday $200

Monday – Thursday $150

Hall Cleanup Fee $50

Karaoke or PA system rental $50 per event

*Additional Hall Rental Hours $50 per hour

Additional Air Conditioning Hours $20 per hour

Use of Kitchen by Caterer - $75

Firepit use $20

Security / Police Officers if required ($35 per each Officer x 4 HoursMin)

Advance Hall Setup ($20 per hour)

Damage Deposit $100 ( refunded if no damage is done to hall)

Contract Total

Rental Deposit

(50% of Contract Total)

Balance Due

(Not less than 30 Days before Event)

* Advance Hall Setup is based upon Hall Availability.

To Setup Hall the Day before the Event, a charge of $20 per hour and

an Attendant Fee of $50 with a maximum of 2 Hours will be Assessed

** Small Business Hourly Rates Available. Minimum of 3 Hours.

Other Terms and Stipulations:







Kendallville Event and Activity Center

Banquet Hall Rental Agreement

Page 3 of 6 Renter’s Initials and Date _______________


A. Banquet Hall

1. Hall Facilities rental includes a total of nine (7) hours – (2) hours for Setup, (4) hours for the Event

and (1) hour to vacate the premises after the event. Unless pre-arrangements have been made and ok’d

by Hall Manager

2. Tables and Chairs are setup according to Renter’s layout and to the extent of tables and chairs

available at the hall. KEAC does not provide chair or table coverings

3. Hall cleanup after the event shall find hall in same condition as prior to event.

4. The building may not be leased to a minor. The responsible part must be at least twenty-one (21)

years of age.

5. Firearms are prohibited on the premises.

6. Smoking is not permitted in the building or on the grounds except by the firepit area.

7. Exits, Corridors and Hallways must be free of obstruction. Exit Doors cannot be locked.

8. The use of candles will be allowed only in glass globes or floating in the bowls on tables.

9. Electrical Extension Cords and Decoration must be UL Approved.

10. Building Occupancy Code is strictly enforced.

11. No Band or DJ shall exceed 85 decibels constant as measured by the FCC decibel meter.

B. Kitchen / Catering Facilities

1. Use of kitchen- Kitchen is for setup and serving only.

2. Drinks – Renter may furnish beverages: Soft Drinks, Wine, Liquor, Beer Keg or Cans.

*** No Bottled Beer Allowed ***

3. The kitchen is available only for service of Catered or Prepared Foods only. It may not be used

for food preparation.

4. If Renter is using a Catering Service that will do the cooking on the premises, the Renter or Caterer

must park cooking vehicles by the side of the building next to the kitchen. There will be an

additional charge as per Rental Fee Schedule on Page 2.

5. Kitchen rental will include use of the following: Sinks, Water, Refrigerator, Microwave.

No use of Stove or Oven without prior permission from Hall Manager.

C. Outside Premises

1. If Renter or Caterer wants to bring a BBQ Trailer / Pit onto the property to cook, there will be an

additional charge as per Rental Fee Schedule on Page 2.

2. Park on gravel areas only. Do not park in grass.

3. If music is to be played outside of the building, it must be kept to a decent level of volume so as not to

disturb any of our surrounding neighbors. Outside Music must not be played at any volume after

10:00PM. No music may be in poor taste or contain foul language. Violations of this condition will

result in music being terminated immediately.

4. Do not leave the grassy areas. Entry into the woods if not allowed, nor is the damage of any of the

trees or other foiliage on our property.

Kendallville Event and Activity Center

Banquet Hall Rental Agreement

Page 4 of 6 Renter’s Initials and Date _______________


A. Renter assumes full responsibility for any damages incurred to any KEAC property during the hours

of setup time and/or the scheduled event, to include possible forfeiture of using the Facility in the


B. Renter understands that in the event damages do occur and the damages exceed the amount of the

damage deposit, Renter will reimburse KEAC within theree (3) days after presentation of an itemized

invoiced. __________ (Renter’s Initials)

C. The KEAC representative will open and close the Facility and remain in the office or kitchen during

the event. No keys will be given to any person for any reason.

D. All Renter’s equipment will be moved from the premises upon termination of the event unless

special arrangements have been made prior to the event with the Facility Manager.

E. Renter agrees that rice, confetti or any other foreign object(s) may not be used or thrown within the

KEAC facility. Bubbles may be used outside.

F. Renters may hang a limited number of items on the walls using stick pins supplied to them by the hall

attendant. Likewise decorations may be hung from drop ceiling with clips provided by hall manager. No

tape or staples are to be used to hang decorations.

G. Renter will not sprinkle glitter or sparkles on the tables or floors.

H. The sale of any alcoholic beverages is forbidden.

I. No fog machines are allowed.

J. Renter will not discriminate against any person(s) on the grounds based on race, color, national

origin, religion or sex.

K. Rentals will be allowed for family type functions and other business related events, i.e. Weddings,

Showers, Receptions, Reunions, craft shows, guns shows, car shows, etc. KEAC reserves the right to

make the rental determination and to refuse any rental not deemed to be appropriate.

L. No sub-leasing is permitted.

M. No political activities are permitted on the premises or in the Hall Facilities.


A. Renter understands that a facility deposit in the amount of 50% of the Total Contract Fee is required

at the time of the reservation. The balance of the Total Contract Fee will be due thirty (30) days

prior to the date of the event. Payment must be made in Cash, Certified Check, Cashier’s Check or

Money Orderor Credit card. A 3% service fee it added to all credit card payments.

B. If the event occurs within sixty (60) days of the contract signing, the Total Contract Fee is due at the

time of the contract signing.

C. Renter will provide the table and seating layout seven (7) days prior to the date of the event. If renter

requires more tables or chairs than the hall has to provide, they must obtain the additional chairs and

tables and have them both deliverd to and removed from the hall.

Hall is providing:

_____Tables of size____x___

_____Adult Size Chairs

_____Child Size Chairs and ______ Child size tables

D. Renter will remove all trash from the tables and place into the trash cans. KEAC will supply the

trash cans and the trash bags.

Kendallville Event and Activity Center

Banquet Hall Rental Agreement

Page 5 of 6 Renter’s Initials and Date _______________


A. Contract Fees Deposit

a. $100 of the Paid Contract Fee will be forfeited if cancellation of the Event is made more than

ninety (60) days prior to the Event.

b.$200 of the Paid Contract Fee will be forfeited if cancellation of the Event is made more than

ninety (30) days prior to the Event.

c The entire Paid Contract will be forfeited if cancellation of the Event is made eighty-nine (30) days or

less prior to the Event.

B. Damage / Security Deposit

c. The full amount of the Damage / Security Deposit will be refunded under the following

conditions: A. No Damage is sustained to any KEAC Property.

B. All decorations are removed.

C. All major spills are mopped up.

D. All trash is removed from the Building and placed in designated area.

E. Full Compliance with Paragraph V – RENTAL CONDITIONS.


A. Renter understands the KEAC is not responsible for the loss or damage to any equipment or supplies

of the Renter. __________ (Renter’s Initials)

B. To the fullest extent permitted by law, RENTER shall hold harmless the KEAC from and against,

claims, damages, losses and expenses, including but not limited to, attorney’s fees, which arise out

of or in any way related to any and all personal injury, death, or property damage in connection with

rental by the KEAC to the rental of the Facility (as defined within this contract), and arising out of any

act and/or omission by the KEAC and/or any and all of the KEAC representatives, servants, and

employees, including, but not limited to, negligence, gross negligence, strict liability, breach of

express or implied warranty, breach of fiduciary duty, breach of the duty of good faith and fair

dealing, fraud, conspiracy to defraud, deceptive trade practice allegations, misrepresentations or

contribution, or any other claim, whether for compensatory or punitive damages (or any type of

damages whatsoever).

In no event will the KEAC be liable for special indirect or consequential damages arising out of, or in

connection with, the rental of the Facility rendered under this Agreement.

Kendallville Event and Activity Center

Banquet Hall Rental Agreement

Page 6 of 6 Renter’s Initials and Date _______________


Any provision of the Agreement that is prohibited or unenforceable in any jurisdiction shall, as to

such jurisdiction, be ineffective to the extent that such prohibition or unenforceability without

invalidating the remaining provisions of this Agreement or affecting the validity or unenforceability

of such provisions in any other jurisdiction.

This Agreement is not binding upon the KEAC unless the Renter has signed it, deposits have been

paid, and the Facility Manager has signed it.

___________________________________________ ____________________

Signature of RENTER (must be 21 years or older) Date Signed

___________________________________________ ____________________

Signature of Facility Hall Manager Date Signed