Event Policy Form

The following Rules and Regulations apply to all use of the facility operated by Central Presbyterian Church, Austin (CPC), (the “Venue”). The Patron is responsible for informing all vendors, guests, and participants of these policies and ensuring full compliance with the terms of this agreement. Any breach of these Rules may result in immediate termination of the agreement by the Venue and cancellation of the scheduled events.

When entering into an agreement to hold an event at Central Presbyterian Church, Austin (CPC), (the “Venue”), the undersigned party (“Customer”) agrees to abide by the following terms and conditions governing the event:

NOTE: A prepaid Deposit of $100 must be made upon signing and submission of Event Policy Form for event to be confirmed and date to be reserved in our calendar. Deposit is refundable if a cancellation notice is given in writing 14 days prior to the event (can be via email). Remaining balance is due 2 weeks prior to the event.

Booking and Payment

Customer must designate one person as Event Planner on behalf of their organization. All communication regarding special events should occur between the CPC representative and Customer’s Event Planner.

These terms and conditions must be signed by Customer’s Event Planner and the CPC representative. Events that charge admission incur an additional $1/ticket sold surcharge to be invoiced post-event.

A prepaid Deposit of $100 must be made upon signing and submission of Event Policy Form for the event to be confirmed. Deposit is refundable if a cancellation notice is given in writing 14 days prior to the event (can be via email).

If Customer is a 501(c)(3) non-profit, a copy of the 501(c)(3) Tax Designation Letter must be submitted along with Deposit.

Unless otherwise noted on Estimate, the balance is due 14 days prior to the event date.

Capacity Information

Sanctuary use includes the entrance areas, library and restrooms only. Capacity is 350.

Smoot Hall use includes the kitchen and alcove with restroom only. Capacity is 125.

Catering

Outside catering is permitted; use of the CPC Kitchen is included when renting Smoot Fellowship Hall.

Alcoholic Beverages

With prior approval from CPC, beer and wine are permitted. Spirits shall not be permitted. Food must be served when alcohol is present.

Customer must comply with all Texas Alcoholic Beverage Commission (TABC) requirements. In no event shall Customer be permitted to bring, offer, or serve alcoholic beverages upon the premises without providing CPC with required proof of insurance and TABC license.

Customer must assume responsibility for those persons who might become intoxicated and must provide alternative transportation for anyone whose capacity to drive may be impaired.

The “bartender” must be TABC certified.

Customer shall pay for at least one TABC certified person to check identification at the door, if required by law for the use of the premises, which cost shall be paid directly by Customer to the provider, or if arranged by CPC, it must be itemized on Estimate.

CPC reserves the right to purchase the beer/wine for the event.

Insurance

If Customer books any of the following types of events, CPC may require, at its sole discretion during consultation with Customer, that Customer provide a certificate of commercial general liability insurance for events including the following:

Events serving/selling beer and/or wine
Events anticipating attendance in excess of 125
Events that are multiple days in duration

Permits / License Fees

Customer shall be responsible for obtaining all necessary governmental permits, licenses and approvals for use of the premises and for paying all required taxes, excise, royalty, copyright, or licensing fees, including but not limited to requirements for alcoholic beverages, music performance, and broadcasting.

Meeting Space

The CPC Facility Staff will set-up rented rooms according to Customer’s request. To assure proper staffing, Customer must provide logistics and layout for the room no later than 14 days prior to the event.

Only blue painter’s tape is allowed to affix items to the walls. Thumbtacks, pushpins, scotch/masking/or other tape, staples, etc. are not allowed.

To prevent damage to the floors, Customer must not drag tables, chairs, etc. across any floor. If Customer needs help moving items, Customer shall ask for assistance from the CPC staff.

Food and beverages are not permitted in the Sanctuary; the Customer is responsible for monitoring the attendees in this regard.

The piano in the Sanctuary is tuned twice a year. Additional piano tuning, if desired, is the responsibility of Customer, and may only be done by the church’s regular tuner, or if not available, by one approved by the Director of Music of CPC. A member of the CPC staff must supervise any movement of the piano.

If Customer’s event is booked for a common area (non-closed-door space), Customer and guests must be respectful of others in the building that may be in or near the common space.

Vendor access must be scheduled and incurs the hourly rate, which will be added to the final invoice.

Damage / Cleaning Fees

The Customer is responsible for any unforeseen damage to the Venue, its equipment, or furnishings that occurs during the event, including setup and teardown periods. The Client agrees to cover all repair or replacement costs resulting from such damage. An additional cleaning fee may be charged if the Venue is not left in a reasonably clean and orderly condition (stains on carpet, etc) as determined by Venue staff. All assessed fees must be paid within 14 days of invoicing.

Copyright and Photography

The Venue reserves the right to use all photos and video taken at the property for advertising and promotional purposes with photographer credit.

Security

If CPC determines, in consultation with Customer, that special security arrangements are necessary, the cost shall be paid directly by Customer to the provider, or if arranged by CPC, the cost shall be itemized on Estimate.