• Rental Fee (including Security Deposit) must be paid in full, no less than 30 days before event. Cancellation within 90 days of the event will result in renter’s forfeit of deposit. Cancellation less than 30 days prior to rental date will result in forfeit of all fees.
• Note: TNDCM may require rentee to hire security at $25.00 per officer per hour payable directly to the Durham Police Department. For more information call (919)560-4528 or visit http://durhamnc.gov/ich/op/DPD/Pages/Secondary-Info.aspx
• If you plan to serve or sell alcohol your event may require a liquor license. Please inquire with the North Carolina Alcohol Beverage Control about necessary permits for your event. Additional liquor license fees must be paid directly to the ABC ($50.00). For more information call (919) 779-0700 or visit http://abc.nc.gov/permits/special.aspx.
• Deposit will be refunded, less any charges for cleaning or damages determined by TNDCM
• Rentee will be responsible for all necessary staffing, programming, operations and security of the leased Premises.
• Maintenance and Janitorial Services: Rentee must return the building to its pre-event state (clean up after the event). A TNDCM employee will clean and mop floors and bathrooms. Any additional cleaning required will be paid for out of the renter’s deposit.
• Damage: Rentee is responsible for any damages caused by event patrons or guests to the Trotter Building or adjacent properties. Any repair will be deducted from the Rentee’s deposit refund (in addition to necessary clean-up after the event)
• Utilities: TNDCM will provide, at its expense, all necessary utilities.
• Non-Discrimination: In matters of employment, provision of services and contracting, Rentee agrees to act without regard to race, color, sex, religion, age, national origin, affectional preference, or handicapped status.
• Alcohol: If alcoholic beverages are to be served Rentee must first contact the NC ABC Comission to determine their permit requirements. In the event a liquor permit is required, a copy of said permit must be submitted to TNDCM seven (7) days prior to the event. The original permit shall be displayed visibly on the bar during the event.
• Equipment: Rentee will provide all necessary equipment including; tables, chairs, ice, pitchers, cups, plates, utensils, etc., and is responsible for all food, beverages, decorations, etc.
• Decorations: All decorations must be taken down after the event. Decorations may be hung on walls or ceiling bow arches, provided that no marks or tape are left and that extra care be taken around fire sprinklers. Candles must be in glass containers. Helium-filled balloons are only acceptable as a weighted table decoration. Confetti, glitter, or flammable decorations are not permitted.
• Parking: The Trotter Building guarantees no parking, although a limited number of adjacent off-street parking spaces are generally available. TNDCM assumes no liability or responsibility whatsoever for damages to any vehicles or contents thereof.
• Loud Disturbance: Excessive noise shall not be permitted. It is the responsibility of Rentee to control such things as music, speakers, boisterous participants, etc. in accordance with local law. Failure to control may result in closing of event in addition to any criminal charges that may result.
• Capacity: The capacity of the premises rented hereunder is limited to a maximum of 350. Exceeding this maximum may result in closure of event.
• Rental Period Overage Fees: The event will be fully finished and the building exited and locked by the time stated in this contract. An additional 30-minute grace period will be tolerated and will not incur charges. For any time beyond this grace period the renter will be charged an additional $250.00 per half hour, rounded up to the nearest half hour, until the space is vacant and the building is locked.
• Privacy: Please note that Trotter Hall event space is the access point to the Trotter Building. Both Crossfit and Patanjali’s Place Yoga retain access to the space (and bathrooms) during events. Please be aware of the schedules for Crossfit and Patanjali’s when planning your event timeline. (http://patanjalisplace.com/schedule-durham-yoga/) (https://clients.mindbodyonline.com/ASP/home.asp?studioid=5153)
• In case this permit is issued to a group of persons under 21 years of age, a minimum of two persons 21 years of age or older must be present at all times. This Agreement must be signed or countersigned by a person at least 21 years old who will be present at event. Security is required for minor’s events.
• The Rentee, in consideration of this Agreement, and other good and valuable considerations, the receipt and sufficiency of which are hereby stipulated, does hereby agree to indemnify and hold the TNDCM, officers, employees and agents free and harmless of any and all demands, causes of action or any other claims whatsoever for damage to property, or injury or death to persons, arising out of, or connected with, the rental and use of the premises by the Rentee and all persons attending the event.
• TNDCM is not responsible for loss of, or damage to, personal property.
• The Rentee agrees to comply with all ordinances and laws of the City of Durham, the State of North Carolina and the United States of America, and the Rentee agrees not to use or occupy the premises for unlawful purposes or permit others to use the premises for unlawful purposes.