This Agreement between Appalachian Arts Alliance (AAA)/Art Station and company hereinafter referred to as “Lessee,” outlines the procedures necessary to use facilities. This agreement must be signed by all parties and a deposit fee paid in advance to complete your facility reservation. Invoices need to be paid thirty (30) days prior to the date of the event or by an otherwise mutually agreed upon date.

Any and all outstanding expenses (clean-up, damages, etc.), will be invoiced by the AAA/ArtStation Business within one (1) week from event date. Lessee agrees to pay the invoice within thirty (30) days from the date of the invoice.

Reservations:
Requests for facility rental are honored on a first-come, first-served basis
No reservation is final until the deposit is paid. Deposit is 50% of the total cost of the agreement.
Requests may be approved if the ArtStation policies are met and if facilities are available
Facilities are available to rent to individuals who are at least 21 years of age.
The rental time must include the event set-up and clean-up. This includes time needed for decorating and food preparation if using an outside caterer.
If the contracted rental time is exceeded, additional fees may be applied.
Events MUST end by 12:00 a.m. (midnight) No exceptions.
According to the City of Hazard noise ordinance regulations. Outside music must be turned off at 11:00p.m.
Set-up and take-down of tables and chairs is the responsibility of the Lessee.
Furniture and Equipment is not to be removed from the building.
A copy of the lessees identification card will be required to be on file for the event.

Cancellation and Changes:
Events cancelled 6 months prior to the event will receive a full refund, minus the deposit and already incurred expenses.
Events cancelled 3 months prior to the event date will receive a 50% refund minus the deposit and already incurred expenses.
No refunds will be granted for events cancelled within 3 months of the event.
A $200 change fee will be assessed for changes in reservations within 6 months of the event any changes are subject to availability.
The Executive Director or Director of Operations of the Appalachian Arts Alliance reserves the right to cancel any event, for any reason, at any time. If this is the case, a full refund will be granted.

Marketing:
ArtStation reserves the right to photograph events and/or participants for the potential use in marketing and promotional materials related to rental facilities.

Hold Harmless Agreement:

The lessee assumes full responsibility for any and all claims arising out of the lessee’s use of said facilities for personal injury, loss of life, theft, damages or otherwise, and waives, releases and agrees to indemnify and hold harmless the Appalachian Arts Alliance, ArtStation, and it’s respective officers, employees and agents from liabilities, and the cost and expense of defending all claims of liability, arising out of lessee’s use of said facilities. Lessee agrees to reimburse AAA and ArtStation for any cleaning costs and any costs of repair to said facilities caused as a result of lessees utilization of said facilities. Additionally, the lessee agrees that the success of their event is their responsibility. ArtStation and AAA is responsible for providing the venue and other items as agreed upon. It is recommended that, based on the number and types of activity, the lessee obtain reasonable liability insurance prior to the use of the ArtStation facilities and/or property. AAA and ArtStation has the right to require a certificate of liability insurance naming AAA and ArtStation as an additional insured for the event.

Rules and Regulations:

ArtStation is a Smoke/Tobacco Free and Weapon Free facility. Smoking is only allowed in the designated smoking area. Weapons are NOT allowed on the property. NO Exceptions.
Possession and consumption of any and all illegal drugs is strictly prohibited.
ArtStation and AAA reserves the right to suspend any activity that is deemed inappropriate and law enforcement will be contacted in the event of any illegal activity.
Only registered service animals are allowed inside of ArtStation facilities, and registration documentation will be required.
Proper etiquette is expected by all individuals participating in the event.
Children are expected to be supervised at all times and should not be allowed to run inside the facility or jump on furniture, and should be limited to the rented facility space.
Food and Drink is restricted to the area reserved for the event.
ArtStation personnel are not available to assist in unloading and loading of materials before or after the event, or to assist in set-up.
NO GLASS BOTTLES OR CUPS CAN BE USED. All drinks must be served in Aluminum Cans or Bottles, Plastic/Foam Cups, or Plastic Bottles. Please utilize the ArtStation recycle stand to dispose of any recyclable materials.
Third party vendors such as caterers, decorators, and musicians must set-up and clean-up during the reserved time.
The lessee is responsible for any and all damages sustained by the third party vendors.
Skates, rollerblades, skateboards, and other wheeled objects are not permitted. Exceptions will be made for wheelchairs, strollers and hand-trucks/dollies.
If using a grill or griddle in the outdoor spaces of the ArtStation, it must be used 10+ feet away from the building, and it must be approved by the Executive Director of ArtStation prior to using.
Outside structures and tents must be approved by the Executive Director of ArtStation.

Use of Facilities:
Access is limited to building entrances, requested and reserved rooms and restrooms.
Lessee shall not unlock or prop open any doors without the approval of the Executive Director or supervising staff.
Any and all items stolen due to the tampering with or taping of locks, or proofing doors, will result in the lessee being charge for the stolen items.
Lessee is not authorized to use any area that is not part of their rented space.
Main Street/Parking Structure parking is property of the City of Hazard and are subject to all laws. Sidewalks and parking lots are not to be used as meeting places.

Use of Alcohol:
All events relating to the use of alcohol shall comply with applicable local, state, and/or federal laws. A Local and State issued license must be purchased and proof sent to the AAA office at least one (1) week prior to your event and signed off on by the Executive Director. Please note: There are separate licenses for selling beer/wine and one for liquor. If admission is charged and drinks are served. A license MUST be acquired.
All events serving alcohol, MUST have event insurance listing the AAA and ArtStation as an additional insured on the certificate of insurance. ArtStation staff must have proof of insurance at least one week prior to your event, and signed off on by the Executive Director
All events serving alcohol must have an alcohol licensed caterer to serve alcoholic beverages.
Proof of legal drinking age will be requested of all guests attending the event.
No one under the age of twenty-one (21) will be served alcoholic beverages. Guests are strictly prohibited from purchasing alcoholic beverages for any individual under the age of twenty-one (21).
AAA and ArtStation and bartending staff have the right to refuse alcohol to anyone who is visibly or otherwise apparently intoxicated.
Service and consumption of alcohol is strictly restricted to the rented event space. Absolutely no alcohol is to be consumed on city property, including Main Street and its sidewalks, the Parking Structure or the ArtStation parking lot.
This contract is immediately terminated if alcoholic beverages are served that are not in accord with all applicable policies, procedures and laws. AAA/ArtStation staff will immediately close the event and involve local law enforcement officials as applicable.
If alcohol is being served at your event, a uniformed officer must be acquired by the lessee and paid for by the lessee to supervise the event. There must be one officer per 100 people. Hazard Police Department and Perry County Sheriffs office can be contacted to locate an officer.

Catering:

AAA and ArtStation does not supply catering services.
Outside caterers are permitted, with the submission of Food Safety Certification provided by the local Health Department.
Caterers will be required to adhere to all ArtStation catering policies, procedures and guidelines.

Response to COVID-19:

AAA and ArtStation is taking special precautions to keep guests safe, including increased cleaning and sanitizing procedures and installation of Hand Sanitizing Stations.
AAA and ArtStation recommends that guests who are vulnerable to Corona Virus due to underlying medical conditions or because of age, remain home.
Those who have felt sick in the past 24 hours are asked to refrain from attending events.
All participants should wash hands and use hand sanitizer frequently.
AAA and ArtStation recommends that all participants check their temperature daily and get tested if they present any symptoms.

Inclement Weather, Pests and Emergencies:

AAA and ArtStation is not responsible for difficulties arising from weather, including but not limited to: street closure, power outages, heavy snow, and/or leaks in the building during rain.
If an official state of emergency is declared for the City of Hazard, we will work to schedule your event by availability.
AAA and ArtStation has a pest control plan in place and takes no responsibility for any wild animals or insects inside the building. Propping open doors allows wild animals, including bats, alley cats, and and insects to access the building.
In case of an emergency, please call 9-1-1. In case of Power or Water Outage, please contact the Executive Director at 606-216-4690, or the Director of Operations at 615-944-0163.

Decorations:

●  AAA and ArtStation does not supply decorations. We do have some items in supply that can be rented at an additional cost.
●  Decorations are not to be attached permanently in any way to the surface, ceiling, or walls of the facility. 
●  Items are not to be hung from the ceiling, or other lighting fixtures/conduit. 
●  All decorations must be removed by the end time of the reservation. All items left will become 
the property of ArtStation, unless approved prior to the event. 
●  Plastic must be placed under live decorative plants. 
●  Rice, birdseed, confetti, glitter, tinsel, processed snow, fresh flower petals, fireworks, and smoke machines are not permitted. 
●  All candles must be domed, LED, or contained in some manner. Please check with Reservation Staff concerning centerpieces or decorations that will include candles.

Cleanup and Damages:

Lessee will return facilities and property in the same condition they were provided.
Lessee and caterers are required to place all garbage in plastic bags. All trash is to be bagged and placed in the dumpster located on the property.
Any and all costs associated with cleaning due to spills, messes, garbage, etc. other than normal wear and tear, will be the responsibility of the lessee. A Cleaning Checklist is provided in this contract package.
A $200.00 Cleaning Deposit will be required in the form of a check, addressed to the Appalachian Arts Alliance, if cleaning is done, and no damages are incurred, the check will be returned. If not, the check will be processed.
AAA and ArtStation assumes no responsibility for personal or group property brought on the premises by lessee or third party vendors.
Lessee must obtain all licenses and pay all royalties and artist fees necessary to use any patented or copyrighted materials or trade name in association with the event.
ArtStation facilities are handicap accessible. Prior notification if any special needs that lessee or guest may have is requested. It is the responsibility of the lessee to ensure all exits remain unblocked at all times.

Lessee agrees to accept and abide by ALL policies and procedures listed above. Lessee further agrees to accept and abide by all policies of Appalachian Arts Alliance and ArtStation, as well as, the laws of the State of Kentucky and the City of Hazard.

In witness of their understanding of and agreement to the terms and conditions herein contained, the parties affix their signatures below.

Appalachian Arts Alliance
Cleaning Checklist for Event Holders

Remove all personal decor, belongings, and items

Sweep Floors

Take out Trash (Kitchen, Bathrooms, Event Space)

Mop

Wash/Dry Dishes

Return Kitchen Items to their space

Clear items out of Refrigerator

Lock All Doors
Turn off all lights
Turn off air units and return thermostat to original settings