Terms of Rental:
Features of Rental:
The agreement of Rental consists of the following features: Access and use of rental space (for allotted time range expressed in registration). Use of 5’ rounds, 6’ banquet tables, banquet chairs (accessible on premise),1 hour access prior for set-up/decorating, event coordination with the event director or representative.
Payments:
Rental and catering payments are required prior to or by the day of the event and services. All requests for invoicing must be in writing and submitted prior to the event date. In the event that Renter fails to pay the balance due within 30 days, interest of 5% will accrue upon the unpaid balance and are subject to processing transaction fees. Renter shall also be liable to the INN for any legal fees, court costs, and other expenses associated with collection.
Deposits: Deposits are requested to hold event space and time. A security deposit or payment type on file may be required. security deposits are returned after completion of the event minus any damages or written policy violations which occur during rental.
Cancellations:
In the event that Rental or Services need to be cancelled, we require a written cancellation notice. Deposits are non-refundable, in addition the renter will be charged for food and labor costs already incurred at the time of the cancellation.
Taxes:
Renter agrees to pay any and all applicable federal, state, municipal or other taxes, fees or assessments imposed on or applicable to your event. Taxes are subject to change without notice, as allowed by state law.
Supplemental Surcharges:
Supplemental surcharges are charges added to pay for costs incurred by the INN in connection with additional equipment, administration, and staffing necessary for your event. Examples include, but are not limited to: room set-ups, late end times, room resets, rental equipment, event coordinator meetings (past 5pm), cleaning and other contracted services that are required.
Equipment, Food/Beverage, Pricing & Charges:
All equipment rental and catering prices are a guideline. Pricing is subject to change annually. The INN offers other services which there may be fees. Services are but not limited to the following: Electrical Power, Labor for Audio/Visual, Luggage Storage, Late Check-outs. Prior to your event, you may request that we disclose to you potential additional charges and current Equipment and Catering pricing.
Gratuities & Service Fees:
All food and beverages charges are subject to a 20% taxable gratuity. All event rentals of $500 or more are subject to Service Gratuity of 10% of rentals produced. Gratuities will be distributed to employees who provide services to the guest minus hourly wage of rental service gratuities.
Capacity:
Renter must comply with the maximum capacity limits of the rental space. If maximum capacity is breached the Renter agrees to remove guests or cease the event.
Decoration & Design:
The Renter has the ability to decorate, design rental space to event’s liking within the scope of event conditions. All items brought into the facility must be removed in a timely manner, as laid out in event coordination. Deliveries (with a storage fee of $50) may arrive up to 7 days prior to the event, or have written approval of early delivery. Contact information of all vendors must be supplied to the Event Director 30 days prior to the event.
Items Not Permitted:
No food or beverages of any kind will be permitted to be brought into any rental space other than items purchased from Shattuck-St. Mary’s without written consent from the Event Director. The following items are prohibited on the property for safety and overall appearance. These items include but are not limited to: Fireworks, Open Flames, Colored Dust Powders, Confetti, Glitter, Silly String, Rice, Faux Rose Petals or any item not easily removed. A cleaning fee of $400 will be assessed for any item which requires extensive clean-up. Nothing may be affixed to the facility without approval of the Event Director. Use of ladders, standing on tables is strictly prohibited by non- SSM employees or un-insured vendors. Lanterns and string lights must be purchased through the INN or an accepted vendor.
Noise Ordinance:
Pursuant to Municipal Code for Rice County, all amplified music playing outdoors must conclude no later than 11PM. Events contracted beyond this time limit may continue, providing the noise level remains within reasonable constraints and does not cause issues with neighbors or hotel guests. In the event a complaint is received, Renter agrees to cease all noise or conclude event rental.
Right to Image & Media:
Renter understands, as part of The INN’s marketing and advertising, The INN sometimes photographs events and their attendees to use as promotional information. You hereby grant permission to The INN to use photographs/digital images or video of you and your event for use on any INN social media sites, The INN’s website along with any other marketing produced by The INN. You authorize the use of images without compensation. Furthermore any image taken in or around The INN posted to Social media, websites, are subject for marketing use by The INN
Catering Terms of Service
Included in Catering:
Catering pricing is reflective to cover equipment and services needed to execute catering operations and includes plates, silverware, glassware,serving dishes and all serviceware. Groups under 20 guest, social event orders of only appetizers, or exhaustive service conditions are subject to additional serving charges at the rate of $20 per hour per service member.
Menus & Food Items:
Menu descriptions are a guideline, produced product is up to the chef’s discretion to help work with supply logistics, artistic design and overall food product quality. You may request a custom menu, which will be provided with custom per person/meal quote prior to Renters approval of the custom menu. The INN holds a free tasting event yearly. Food tastings outside of tasting event will be supplied at the cost of food and labor created to the client. In accordance with food safety regulations, No food prepared by The INN may be removed from the premises without manager approval.
Dietary Request:
The INN is able to meet most dietary requests on an individual basis. Dietary requests must be in writing and communicated to the event coordinator prior to or at submission of final meal numbers. Dietary meals are subject to additional cost of food product. Requests made within 3 business days of the event are subject to an additional fee of $20 per meal.
Final Menu & Meal Count:
To ensure productive operation we require all final meal counts and guest numbers no later than 5 day prior to the event. Events of 50 people or more we request menu selections 30 prior to secure product from our supply chains. Due to supply chain logistics, that are out of our control including seasonal availability, holidays and weekends, if for any reason you do not provide the INN with your final menu selections at least 5 days prior to your event date, The INN will assess an extra fee equal to $1.00 per person or $100, whichever is higher to offset extra cost that may occur when placing expedited food product.
Third party catering:
If you prefer to use another catering option for your event, It will require the outside caterer to complete a “release of liability” and return no later than 7 days prior to the event. A rental of our service kitchen will be added to the rental charges at the rate of $250, which allows outside caterers access to a proper food preparation area. No food preparation is allowed outside of the service kitchen. No food may be cooked in the service kitchen. The caterer agrees to leave the service kitchen in the same order and cleanliness as it was received on the day of rental. All Service equipment including but not limited to: china, silverware, glassware, chafing dishes, service trays or bowls are not included in the rental, and are not to be used without approval of the INN manager and will include individual equipment rental charges.
In witness of understanding and agreement to the terms and conditions herein contained, the parties either affix their signatures or accept terms electronically by selecting the “accept terms and condition” button on Event Registration Form.