Venue Rental Agreement

Client & Event Information

1. Reservation & Payment

A signed agreement and a non-refundable retainer equal to 50% of the rental total are required to reserve the event date. The remaining balance is due no later than thirty (30) days before the event unless otherwise agreed in writing.

• Non-refundable retainer: 50% of rental total, due at booking
• Final balance due: 30 days before the event
• Late or missed payments may result in cancellation.

2. Rental Time, Setup & Cleanup

Rental time includes all setup, decorating, event time, vendor access, cleanup, loading and departure unless otherwise stated in writing. Client and vendors must vacate by the end of reserved rental period.

• Early access must be approved in advance.
• Overtime, when approved by Ellis Loft, is billed at $50 per additional hour and must be requested before the scheduled rental end time.
• Client must remove personal belongings, décor, food and vendor items.
• Trash must be placed in designated containers.

3. Venue Use & Occupancy

Ellis Loft may be used for approved private events, micro weddings, receptions, showers, birthdays, workshops, branding sessions, photography sessions and creative productions. Client agrees to conduct the event safely and respectfully.

Maximum occupancy shall not exceed 150 guests unless otherwise approved in writing by Ellis Loft. Client understands that approved occupancy may vary based on event layout, tables, chairs, vendor setup, and applicable safety requirements.

4. Decorating Policy

The following are not permitted without written approval:

• Glitter, confetti, rice, birdseed or similar materials
• Open flames, sparklers, fireworks, smoke machines or fog machines
• Nails, screws, staples, tacks, permanent adhesives or anything that may damage walls, floors, ceilings, furniture or fixtures
• Moving venue furniture without approval

Only approved removable hanging methods may be used.

5. Furniture, Tables, Chairs & Venue Property

Venue furniture, décor, equipment and fixtures may not be removed from the premises. Approved rearrangement must be returned to its original placement before departure unless otherwise arranged.

6. Food, Catering & Vendors

Outside vendors may be permitted with approval. Vendors must follow venue policies, arrive and depart within reserved rental time, and leave their work areas clean. Client is responsible for vendor conduct and damage.

7. Alcohol Policy

Ellis Loft does not sell, provide, furnish, distribute, or serve alcoholic beverages. Any alcohol brought onto the premises is solely the responsibility of the Client and must comply with all applicable federal, state, and local laws.

If alcohol is served, Client assumes full responsibility for alcohol service and agrees to comply with all federal, state and local laws. Alcohol may only be served to guests age 21 or older. Ellis Loft reserves the right to require a licensed bartender, security, event insurance or other safeguards.

Ellis Loft reserves the right to require event liability insurance for certain events, including but not limited to weddings, events serving alcohol, events exceeding 100 guests, or events deemed high-risk by the venue owner.

8. Smoking, Vaping & Prohibited Substances

Smoking, vaping, tobacco products, marijuana products, illegal substances, and the use of any smoke-producing devices are strictly prohibited inside Ellis Loft. Smoking is only permitted in designated outdoor areas. Additional cleaning fees, damage charges, and/or immediate termination of the event may occur for violations.

9. Cleaning & Damage

Client agrees to leave the venue in substantially the same condition received. Excessive cleaning, stains, spills, broken items, missing property, wall/floor damage or failure to remove items may result in additional cleaning, repair, replacement, or damage charges.

10. Cancellation & Date Changes

• The booking retainer is non-refundable.
• Cancellations more than 30 days before the event may receive refund of payments made beyond the retainer at venue discretion.
• Cancellations within 30 days of the event are non-refundable.
• Date changes are subject to availability and must be approved in writing.

11. Photography & Marketing Release

Ellis Loft may photograph or record venue spaces before, during or after events for marketing purposes. No identifying personal information will be shared without consent. Clients who wish to opt out must submit a written request before the event date.

12. Liability & Indemnification

Client accepts responsibility for all guests, vendors, invitees and attendees. Client agrees to indemnify and hold harmless Ellis Loft, its owners, employees and representatives from claims, damages, losses, injuries or expenses arising from the event, except where prohibited by law.

13. Force Majeure

Ellis Loft shall not be responsible for circumstances beyond its reasonable control, including severe weather, natural disasters, government restrictions, utility outages, emergencies or acts of God. Reasonable efforts may be made to reschedule when possible.

14. Agreement

By signing below, Client acknowledges they have read, understood and agree to the terms of this Venue Rental Agreement.