The Collab Event Agreement

TERMS & CONDITIONS:

  • A signed contract, credit card/paid space rental fee must be received to reserve your date(s) and time(s). 

  • Payments should be made to The Collab TN, LLC (The Collab). Major credit cards (Visa/MasterCard) are accepted. If the booking is canceled, we will work with you to move your event at least once, to another date. No refunds of the space rental fees will be paid 7 days prior to an event, as your agreement to rent The Collab on this date may cause the loss of additional bookings or business.

EVENT SPACE RENTAL AGREEMENT AND CONTRACT CONDITIONS AND RESPONSIBILITIES OF RENTER 

Please read the material below to make sure all parties understand the requirements of providing for everyone’s safety and keeping The Collab a well maintained and safe location for future use. 

RENTAL FEES 

A signed contract, credit card/paid space rental fee must be received to reserve your date(s) and time(s). No terms are implied or granted and no work will be allowed to commence until full payment is received.  In the instance of any damages to the space or furniture, or if the trash is not removed, that will result in an additional $75 fee to the client and will be charged to the client’s credit card on file.

INSURANCE (For specific events only NOT all)

For more robust events with alcohol and/or a bartender, Special Event Liability insurance is needed from Renters, and is due to The Collab no later than 2 days prior to your event. The insurance must, at renter’s sole expense, provide and maintain public liability and personal property damage insurance, insuring The Collab employees, 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. Renter must provide a copy of the Event insurance certificate in the amount of $1,000,000.00 naming The Collab TN, LLC as additional insured). Please ask us about this if you have questions.

LIABILITY
Except for Gross negligence or willful misconduct of The Collab, Renter shall indemnify, defend and hold harmless The Collab, its officers, directors, managers, members, employees, agents, and independent contractors (collectively “The Collab Parties”) from and against any and all demands, claims, suits, actions, damages to persons or property, losses, liabilities, interest, deficiencies, fines, costs, or expenses of any kind, including reasonable attorney’s fees and court costs (collectively “Claims”) arising out of or relating to Renter’s negligence in connection with the use of the facilities. To the fullest extent permitted by law, The Collab provides the services “AS IS”, and disclaims all warranties, express or implied. In no event shall The Collab’s aggregate liability arising out of or related to this agreement, whether arising out of or relating to breach of contract, tort (including negligence) or otherwise, exceed the cost of Services paid to The Collab pursuant to this agreement. For clarity, The Collab will, under no circumstances, be liable for any special, incidental, consequential, or punitive damages, regardless of whether (1) such damages were foreseeable; (2) The Collab advised you or your guests of the possibility of such damages; or (3) the legal or equitable theory upon which the claim is based. 

SITE DECORATION
The Collab wants to make every event here a special and welcome experience. Therefore every effort will be made to allow renters to prepare decorations reflecting their creative requirements. You can move tables and chairs, but only staff may move items like artwork, lamps, etc. Do NOT attach anything to the white walls. No nails, screws, staples, or penetrating items are to be used on our walls or floors. No glitter or foil (non-paper) confetti is allowed on site. Only low tack tape is allowed on our floors and wall. Any damage will be charged after your event.

SET UP AND CLEAN UP
The Collab will provide tables and chairs. If additional chairs are needed, notify The Collab as early as possible to coordinate additional chairs. Renter is responsible for cleaning up all trash and putting it in supplied trash bags and taking it to the dumpster (across the parking lot to the right) prior to leaving. If any dishes are used, please place them in the dishwasher and start it. The open area and kitchen will be provided in a clean condition and the space should be returned to a clean condition immediately following your event.
In the instance of any damages to the space or furniture, or if the trash is not removed, that will result in an additional $75 fee to the client and will be charged to the client’s credit card on file.

After your event, please remember to: 

  • Take down all decorations and anything used to attach them.

  • Collect all table trash, and large bits of trash from the floor. If you see crumbs or items you can pick up from the floor, please do so. 

  • Move tables and chairs back to their original placement and how you found them when you arrived. 

  • Dispose of all trash into the trash can and trash bag provided. Replace the trash bag when you leave.

  • If you notice anything sticky on the tables, island, or floor, please try to clean up with water and paper towel. 

  • Please remember to take all of your items with you, do not leave items at The Collab.

  • Please dispose of your trash in the dumpster across the parking lot next to the Marines office. 

  • Please turn off overhead lights on the switch to the right of the door.

CAPACITY

40 seated, 50 auditorium, 60 standing

EVENT START AND END TIMES

You will not be able to come earlier than your start time and must be cleaned up by the end time. In the event that you need extra time that must be coordinated prior to the event date. 

CONDUCT 

There is absolutely no drug use or smoking of any kind tolerated on premises or within 20 feet of the building including loitering or congregating outside on the sidewalk at any time during the event. Disparaging remarks or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Renter and guests shall use the premises in a considerate manner at all times. During underage events, underage individuals are not permitted to leave the premises and return on a frequent basis without adult supervision. Conduct deemed disorderly at the sole discretion of The Collab staff shall be grounds for immediate expulsion from the premises and conclusion of the rental period. Additionally, The Collab reserves the right to exclude any person from the premises for not abiding by the current dress code, health rules, or other rules whether imposed by the Company, 3rd party hosts or local, state, or federal governmental agencies. In such cases no refund of the event costs shall be made. 

ALCOHOL 

Generally, alcoholic beverages are prohibited on the Premises. If you would like alcohol to be available for your event, you must notify The Collab staff at least 30 days prior to the date of your event. You shall obtain, at your own expense, all liquor licenses or permits as may be required by law or otherwise necessary for hosting an event with alcoholic beverages. Without limiting the Limitation of Liability section, The Collab will not be liable under any legal theory (tort, contract, or otherwise) for any injuries to you or your guests at your event for any reason arising out of or relating to the consumption of alcoholic beverages. You are considered the “Host” of the event for purposes of serving alcohol. You will be responsible for supplying and appropriately serving all alcoholic beverages. You will be responsible for the conduct of your guests, including but not limited to the responsible consumption of alcoholic beverages.  

LIVE MUSIC/DJs/NOISE 

We encourage music and lots of dancing! However, please be aware that noise regulations do apply. Please be considerate of the businesses close by.

CANCELLATION 

No space rental payments will be refunded 7 days prior to an event, as your agreement to rent The Collab on this date may cause the loss of additional bookings or business. If the booking is canceled, at any time, the security deposit will be non refundable and held as an inconvenience fee.

LOAD-IN/LOAD-OUT AND STORAGE 

All load-ins and load-outs must take place within the designated time frame given by The Collab, if there is an event prior to yours a timed delivery will be required. The Collab is not responsible for checking in or handling any items brought into the venue by rental companies. All excess material (such as bubble wrap, boxes, hangers, plastic, etc.) created by deliveries must be removed and disposed of by Renter or Renter’s representative. Limited storage is available upon request. Storage fees may be applied to any items left overnight or beyond normal load-in/load-out times. 

VIDEO SURVEILLANCE 

The Premises is under 24/7 video only surveillance. The Collab maintains such security for the safety of its Members and property. 

Updated September 2024