Sample Rental Agreement

This Venue Rental Agreement (“Agreement”) is entered into between Peoria Crossing Event Center (“Venue”) and the undersigned individual or entity (“Renter”). Your signature/typed name below confirms your agreement to the terms of this Rental Contract.

Renter First Name Renter Last name

Event Frequency (one-time or recurring)

Event Type

Estimated number of attendees (max 100)

1. RENTAL FEES, PACKAGES & PAYMENT

Rental fees are based on the selected package and include facility access only.

In addition to the facility rental fee, all renters must pay:

• Refundable Damage Deposit: $300, collected upon booking

• Cleaning Fee: $125

Additional Charges

• Additional time: $50 per hour, billed in one-hour increments

• Holiday surcharge: 20% of facility rental fee for events between November 23 and January 2

All payments must be made in full no less than seven (7) days prior to the event. Peoria Crossing Event Center is a cashless venue and accepts credit/debit card payments only through its website.

2. DAMAGE DEPOSIT

The damage deposit secures the Venue against damage, excessive cleaning, policy violations, or unauthorized use.

The deposit will be returned within seven (7) business days after the event, provided:

• No damage occurred

• All policies were followed

• The Venue passes post-event inspection

The Venue’s determination of damage or policy violations is final.

3. INSURANCE REQUIREMENTS

The Renter must provide proof of general liability insurance with limits of at least:

• $1,000,000 per occurrence

• $2,000,000 aggregate

The policy must name the following as additional insured:

• George Donnie Hewett

• The Peoria Crossing Event Center

Additional required coverage may include:

• Liquor Liability Insurance

  • If alcohol is present, liquor liability coverage is mandatory, see section 4.

• Wedding or Special Event Insurance

All Certificates of Insurance must be received no later than seven (7) days prior to the event.

Failure to provide proper insurance will result in immediate cancellation with no refund.

4. ALCOHOL

Any alcohol on the premises requires proper permits and insurance as follows:

• Alcohol may be served (e.g., free/open bar) as long as there is no money involved in your event, such as entrance fees, auctions, or bar fees. This requires a Certificate of Insurance (COI) with liquor liability coverage.

• Alcohol may be sold (e.g., cash bar) with a sales permit and COI with liquor liability coverage.

Failure to comply will result in immediate event termination without refund.

Event Alcohol Declaration: *

• No alcohol will be present

• Alcohol will be served and provided free of charge (no sales or fees)

• Alcohol will be sold or exchanged for money

5. ACCESS, USE & TIME LIMITS

Your rental includes access to the Venue only during the hours listed in your agreement. We kindly ask that all guests, vendors, and equipment arrive and depart within that timeframe. This includes event setup and teardown.

• Early entry or late exit must be preapproved in writing and may result in additional charges.

• The Venue may only be used for the event and purpose described in this Agreement.

• No transfer or subletting of this Agreement is permitted. Only the named Renter may use the premises.

• Unauthorized access to restricted areas is not permitted.

Extended Occupancy Fee:

If the Venue is not fully vacated at the end of the rental period, Renter agrees to pay an additional fee of $50 per hour in one-hour increments, which may be deducted from the damage deposit or invoiced to the Renter.

6. CLEANING & PROPERTY CONDITION

We ask that the Venue be left in the same condition as it was received.

Renter must perform a walkthrough inspection before setup and report issues immediately. Failure to report issues implies acceptance of the condition at the start of the rental.

Renter is responsible for:

• Removing all decorations, food, and personal items

• Placing trash in the appropriate receptacles

• Ensuring no damage occurs during setup, the event, or breakdown

If excessive cleaning or repairs are required, associated costs may be deducted from the damage deposit or invoiced to the Renter.

Equipment and Systems

Renter must notify the Venue of failure of any electrical, plumbing, HVAC, appliances, or other equipment at the time it occurs. The Venue will do its best to get it repaired immediately. However, if the item is unable to be repaired for use during your event, this does not warrant a refund of any kind.

7. VENDORS

All vendors must be preapproved by the Venue. The Venue may require vendors to submit their own Certificate of Insurance. We recommend using licensed and insured vendors.

8. CONDUCT, SAFETY & REMOVAL

Renter is responsible for the behavior and damages of all guests, vendors, and participants.

There is no smoking or vaping in the Venue.

Insurance disallows open flames of any kind on the premises, this includes candles, oil lamps,  sparklers and fireworks, tiki torches, firepits, and cooking appliances (e.g., camping stoves, grills, etc.). The only exception is Sterno cans used with banquet warmers. If your licensed and insured caterer requires an exception, please contact us.

Minors must be supervised at all times and may not be left alone on the premises.

Only legally recognized service animals are permitted. Emotional-support or comfort animals are not allowed unless required by law.

The Venue reserves the right to:

• Remove disruptive or unsafe individuals

• End the event immediately

• Deny future rentals

For the safety and security of the premises, video and audio recording may occur in public areas where there is no expectation of privacy, in compliance with state law.

No refund will be issued if the event is terminated due to misconduct, safety concerns, or violations of this Agreement.

9. NOISE & SOUND RESTRICTIONS

Peoria Crossing Event Center is located within a shared community, and we appreciate your cooperation in helping us remain good neighbors.

• All events must comply with county noise ordinances and any applicable regulations.

• No outside music or amplified sound is permitted after 10:00 PM, in accordance with county ordinance.

• Music and sound levels must be kept at a reasonable volume at all times, as determined by the Venue.

• Bass levels must be controlled to prevent vibration or disturbance beyond the facility.

• Doors and windows must remain closed when amplified music is playing, if requested by the Venue.

If noise levels are deemed excessive:

• The Venue may require immediate volume reduction.

• Continued noncompliance may result in event termination without refund.

Renter is responsible for ensuring all DJs, bands, and vendors comply with these requirements.

10. CANCELLATION, RESCHEDULING & ACTS OF GOD

Rescheduling

One (1) reschedule is permitted if requested at least 45 days prior to the event date. The new date must occur within 12 months. Once rescheduled, the damage deposit becomes non-refundable.

Cancellation

• 45+ days’ notice: Full refund if any fees already paid, less the 3% credit card processing fee

• 30–44 days’ notice: Rental and cleaning fees refunded; $150 of deposit retained

• Less than 30 days: Rental and cleaning fees refunded; deposit forfeited

“Acts of God”

If an event cannot occur due to circumstances beyond either party’s control (e.g., natural disasters or government shutdowns), Renter may reschedule or receive a full refund, less the 3% credit card processing fee.

11. PARKING & PERSONAL PROPERTY

Parking is permitted only in designated areas. Improperly parked vehicles may be towed at the owner’s expense.

Items left behind will be held for 24 hours and then discarded or donated. The Venue assumes no responsibility for lost, damaged, or stolen items.

12. LIABILITY & INDEMNIFICATION

Renter assumes all risk associated with the event and agrees to defend, indemnify, and hold harmless the Venue, its owners, employees, and agents from any claims, damages, losses, or expenses arising from the event.

13. MISCELLANEOUS

A. Attorneys’ Fees

In any legal action arising from this Agreement, the prevailing party shall be entitled to recover reasonable attorneys’ fees and costs.

B. Limitation of Liability

The Venue’s maximum liability shall not exceed the total amount paid by Renter under this Agreement.

C. Waiver of Jury Trial

The parties knowingly waive the right to a jury trial in any dispute arising from this Agreement.

D. Severability

If any provision is found unenforceable, the remaining provisions shall remain in full force.

E. Waiver

Failure to enforce any provision shall not constitute a waiver of future enforcement.

F. Right to Refuse or Cancel

The Venue reserves the right to refuse service or cancel an event if it reasonably determines the event poses a safety, legal, or reputational risk.

G. Chargeback Protection

Renter agrees not to initiate chargebacks for services rendered in accordance with this Agreement.

13. GOVERNING LAW

This Agreement shall be governed by and interpreted under the laws of the State of Florida.

14. ENTIRE AGREEMENT

This Agreement represents the entire understanding between the parties. No oral statements or prior agreements shall be binding.

Peoria Crossing Event Center Rental Agreement v4/13/2026