Luminous Gatherings Event Space
This contract for the rental of Luminous Gatherings Event Space is made this day, by and between Keyondra Garvin, hereafter referred to as the Owner, and CLIENT hereafter referred to as the Renter. Whereas, the Renter desires to temporarily rent, occupy, and make use of the Owner’s venue, located at 6780 Roswell Rd., Suite D 110, Atlanta, GA 30328 and known as Luminous Gatherings Event Space, and whereas, the Owner agrees to such rental, occupation, and use in consideration of certain payments and covenants herein enumerated; Conditions and Responsibilities of the Renter – Please read the material below to make sure all parties understand the requirements of providing for everyone’s safety and keeping Luminous Gatherings Event Space a well maintained and safe location for future use.
1. Payment Timetable
The Renter shall pay to the Owner the sum for the hours of their event. Of this amount, $400 is the non-refundable hold date deposit due at the time of booking and will be applied to the rental charges. This is required in advance to successfully reserve the venue.
Security Hold ($250): The security hold ensures that the venue is returned in the same manner that it was received. If the venue is in good standing at the conclusion of the event, the security hold fee will be released in the same method it was received. At the conclusion of the event, the space will be assessed for any trash, floor debris, decor violations, damages, overtime and smoking. Within 3 business days the client will receive a final confirmation email. If charges are more than the security hold fee on file, the client is required to render payment three (3) days after being notified.
The Remaining Balance, plus security hold, taxes and card service charge is due three weeks (21 Days) before the event by 5:00 PM EST. If booking within the 21 days, the full balance is due. Events booked as All Day Rentals due date is thirty days prior (30 days). If not received by deadline the booking will be automatically released and you will not be allowed a complimentary rebooking. The hold date deposit is non-refundable.
There is a 2.9% card service charge.
There is a late fee assessed for late payment. Please save the date in your calendar and review the reminder emails to avoid a late fee.
2. Cancellation
Hold Date Fee/Retainer ($400) is non-refundable. Please let us know if you need to cancel as soon as possible in writing by email. Our email address is events@luminousgatherings.com. If we are informed three weeks before the event, we will allow one complimentary rebooking. The rebooking must occur within 60 days from the canceled date and must be paid in full. The original booking rate may no longer be available, therefore new fees and rates may be applicable to the new date. The Owner agrees that if the cancellation is due to circumstances incurred by the Owner or venue, all fees paid by Renter will be refunded. The Renter agrees that all confirmed dates are final and rescheduling of dates are to be determined at the Owner’s discretion and an additional rebooking fee ($25) may occur.
3. Capacity
Up to 80 guests seated. We currently adhere to the Governor’s approved number of attendees in the state of Georgia.
4. Cleaning, Trash, And Removal
Luminous Gatherings Event Space will be in a clean condition prior to your event. At the end of the Renter’s event, the space must be returned to the same clean condition in which it was found. Renter shall remove all personal property, trash, floor debris and other items that were not present in the venue when Renter took control of it. Items left overnight will be discarded. Also, the client will not leave trash outside of the venue, including the sidewalk and parking lot. All trash must be bagged and discarded inside of the dumpster container located within the parking lot – including ice. The code to open the gate is ‘6780’.
If this is not followed the property management will charge accordingly. Rates start at $100. There should be no bulk trash discarded without breaking down the item. If property management issues any fines or invoices for trash, the CLIENT will be held responsible. The community trash cans on the sidewalk should not be used to discard of any trash and this should be communicated to all guests and vendors working your event. It is the responsibility of the CLIENT to ensure this clause is followed. The vendors or decorator is not the client and cannot be held responsible.
The sink is used as a HAND WASHING SINK ONLY, do not dispose of any food or grease down the drain. Do not discard of any liquid besides water.
The security deposit will be forfeited if this clause is not followed. Renter agrees that they understand the cleaning, trash and removal clause and will provide these rules to all vendors. It is the responsibility of the CLIENT to ensure this clause is followed.
5. Laws
Renter agrees to comply with all applicable City, County, State, and Federal laws and shall conduct no illegal act on the premises. This is a drug free and non-smoking facility at all times, and there are no exceptions. Renter shall not sell alcohol on premises at any time. Luminous Gatherings Event Space reserves the right, in its exclusive discretion, to expel anyone who, in its judgment, is intoxicated or under the influence of alcohol or drugs, or who shall, in any manner, do or participate in any act jeopardizing the rights, use permit, or insurability of Luminous Gatherings Event Space or the safety of its staff, guests, or building contents.
If any evidence is found of alcohol on premises (with no permit) and drug paraphernalia, the security deposit will be forfeited.
6. Decor
Every rental includes tables and chairs to accommodate your guest count. 80 banquet chairs, ten 60in rounds and 10 6ft rectangle tables.
Renters are welcome to decorate the venue to reflect their theme or experience. Please be sure to keep these items in mind.
If any following violation is discovered, the security hold fee in full will become nonrefundable.
-Renter agrees that NO candles (except 2.5 inch tall birthday candles and tea light in water) are allowed in the venue. It is recommended to use flameless candles.
-NO glitter or confetti
-Please refrain from dragging items on the floor. If you are using heavy equipment from other vendors or a DJ, please lift the equipment. Please refrain from dragging items on the floor.
-NO penetrating items are to be used on our walls or floors. NO nails, push pins, screws, wall hooks, sticky heavy duty adhesives, double sided tape, staples or command hooks. These items will damage the paint.
-Any ceiling decor must be removed, including any fishing wire
-NO Helium balloons without a weight – please ensure a weight is placed to avoid them being released into the ceiling
Frequently asked approved items:
-Painters tape is the only approved tape on the walls to avoid removal of paint. Place the command hooks on the painters tape.
-The supporting pole and stairs can be decorated.
-Floor wraps can be used as long as the adhesive is not directly on the floor. Banner is approved, as well as using a dance floor or board below the removable vinyl.
-Cold sparklers are approved
-Sternos for chafing dishes
The security deposit will be forfeited if this clause is not followed. Renter agrees that they understand the decor clause and will provide these rules to all vendors. It is the responsibility of the CLIENT to ensure this clause is followed. The vendors or decorator is not the client and cannot be held responsible. If you have any questions, please do not hesitate to ask for more clarity.
7. Conduct/Revocation
Smoking, loitering or congregating outside on the sidewalk at any time during the event is prohibited. For smoking, the designated area is within the parking lot away from the sidewalk of the building. Do not discard of any butts on the sidewalk. We prohibit any drug paraphernalia, smoking, hookahs (burning coals), sparklers, and vaping on the premises. If evidence is found a smoking fee of $250 will be charged. Renter and guests shall use the premises in a considerate manner at all times. Conduct deemed disorderly at the sole discretion of Luminous Gatherings Event Space team members or management may result in a forfeit of event costs.
8. Live Music/DJs/Noise
Luminous Gatherings Event Space has wireless Bluetooth speakers that your event can use. Please be aware the premises are located near commercial buildings and a spa, therefore neighborhood noise regulations do apply. We also allow the use of outside DJs. DJs must provide their own speakers and microphones. DJs must be located away from the spa wall, the designated location would be near the stairs. Do not place any speakers on the wall near the spa. This causes a disturbance and a potential loss of revenue for them. In the event the renter’s event creates a disturbance due to high noise volume, Luminous Gatherings Event Space team members have full authority to ask the renter, dj or live music presenter to turn the entertainment down and/or off. The renter will also be solely responsible for any fines or fees associated with noise ordinances after receiving the first notice. Luminous Gatherings Event Space will provide one courtesy call or message. If the noise continues the CLIENT forfeits the security deposit and risk the event being cancelled. We pride ourselves on being good neighbors.
Renter agrees to adhere to the noise ordinance and will ensure that no speakers will be placed on the wall near the spa and noise will not interrupt other business within the shopping center.
9. Catering (Food on Premises)
We require that all caterers working at Luminous Gatherings Event Space to have a valid certificate of insurance. We do not allow grills, hot plates, or flat tops. Caterers using chafers must have their own tablecloths. Please note Luminous Gatherings Event Space does not provide dishes, glassware, pots, pans, knives, or utensils. The space will be provided in a clean condition and the space should be returned to a clean condition immediately following your event. Caterers must remove all trash and composting from the site. The hand sink is used to wash hands only, do not discard of any food or grease in the sink. This will result in a fee. All trash must be collected, properly bagged, and removed by the caterer or the Renter. Failure to remove or clean will result in additional fees to the renter.
Renter agrees that all trash will be bagged and removed and share this clause with the caterer about tablecloths and the hand washing sink.
10. Liability
Renter agrees to indemnify, defend and hold Luminous Gatherings Event Space, its landlord, building owners, officers, employees, and agents harmless of and from any liabilities, costs, penalties, or expenses arising out of and/or resulting from the rental and use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by renter, and its employees at Luminous Gatherings Event Space. Renter will be liable for any physical damages, legal actions, and/or loss of reputation or business opportunities that Owner may incur as a consequence of the actions of Renter or Renter’s guests while Renter is in control of the venue. In the event Luminous Gatherings Event Space, its landlord, building owners, officers, employees and/or agents, are required to file any action in court in order to enforce any provisions of this agreement, the Renter agrees to pay Luminous Gatherings Event Space, its officers, landlord, building owners, employees and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred by Luminous Gatherings Event Space including all collection expenses and interest due.
11. Promotions and Copyright
Sharing your photos and testimonials gives us the opportunity to showcase the opportunities within the space and your experience. Please tag us (@luminousgatherings_) or email us photos if you would like us to share with our community. Should Luminous Gatherings Event Space be engaged in the promotion or co-production of your event, it is important that we see and approve all marketing messages and communications.
12. Media/Video Usage
Expected media coverage must be submitted to and approved by the owner in advance of the function. It is important to note that the facility is under 24/7 surveillance – renting of the facility is agreement/understanding that anyone who enters and is around the premises will be recorded. Booking the facility is agreement/understanding that your event may possibly be used for social media marketing purposes.
13. Additional Fees
If any violation is discovered, the security hold fee in full will immediately become nonrefundable.
EMERGENCY PLUMBER FEE
Please only flush waste, no wipes.
OVERTIME FEE
Please note if the event extends beyond the scheduled time more than 30 minutes without prior approval the security hold fee will be forfeited.
EARLY ARRIVAL FEE
If additional time is needed, this is an additional fee. There are no free hours available for setup. During your confirmation of hours, ensure you are booking enough time for event setup, event time and breakdown. Please also inform any vendors the time that was confirmed.
LOCK UP FEE
The building should be secured at the conclusion of your event with your special key code. If the doors are found unlocked there is a fee.
WALL/FLOOR DAMAGE FEE
The Renter agrees to not damage the walls or floors with any decor, penetrating holes or paint damage.
CEILING DECOR FEE
The Renter agrees to remove all fishing wire and helium balloons from ceilings.
Renter understands the additional fees.
14. Key Control
A lock box will be provided for your event to access the building. A code will be provided for your event on the day of and the code will only work during your event time. Please turn off lights, lock up and return the key back into the box. The lost key and unlocked door fee is $250.
Renter agrees to turn off lights, ensure all doors are locked and return key.
15. Entry and Exit
Our space opens at 8AM and closes at 11:30PM Monday-Saturday and 10am to 11:30pm on Sundays. Renter agrees that Luminous Gatherings Event Space staff may enter and exit premises during the course of the event. If you have questions, should an issue arise, or if you have concerns during your rental, we are just a text or call away. We can be reached at (678) 408-2544.
16. Alcohol (Sandy Springs Law)
Alcohol On Premises (wine, beer, spirits, liquor, etc):
For the safety and security, liquor or spirits cannot be on premises without the proper licensing and security on premises. No BYOB.
Approved vendors for alcohol: (supplied after booking)
If you have a different vendor in mind, please provide the bartenders credientals.
Security must be present to supervise and ensure safety of clients guests. They will need to be present for the event, breakdown and lockup.
If alcohol is found on premises without approval, the owner reserves the right to end the event. Alcohol is very risky and it is important that safety is priority when serving. The renter will be responsible for all fees associated if there are any issued from the City of Sandy Springs.
17. COVID Clause
Cleanliness is a top priority for Luminous Gatherings Event Space.
A. We will conduct routine cleaning and disinfection of high-touch surfaces to help prevent the spread of COVID-19.
B. We discourage sharing of tools and equipment, if feasible.
C. We ask that clients and their guest upon entering the facility practice good hand hygiene by using hand sanitizer or washing their hands with soap and warm water for 20 seconds. Afterwards, dry your hands using a clean towel or air dry them. There is a hand sanitizer station located near the entry door. and bathrooms.
D. We ask that clients and their guest social distance themselves 6 feet inside the venue and wear masks when appropriate.
E. If guest are sick, please advise them to stay home.
F. No Party shall be liable or responsible to the other Parties, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement, when and to the extent such failure or delay is caused by or results from acts beyond the impacted Party’s (the “Impacted Party”) reasonable control, including the following force majeure events (“Force Majeure Events”): (a) acts of God; (b) flood, fire, earthquake or explosion; (c) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (d) government order or law; (e) actions, embargoes or blockades in effect on or after the Effective Date of this Agreement; (f) action by any governmental authority; (g) national or regional emergency; (h) strikes, labor stoppages or slowdowns or other industrial disturbances; and (i) shortage of adequate power, water or transportation facilities.
G. We are following guidance from both the Occupational Safety and Health Administration and Centers for Disease Control and Prevention, as well as guidance from Fulton county and the State of Georgia. As a result, Luminous Gatherings Event Space is not liable if a guest becomes sick.
18. Rentals Include
2,000 sq. Ft
Maximum capacity: 80
Tables (60in round & 6ft rectangle) **10 of each in inventory
Chairs (blue and silver banquet chairs) **80 in inventory
Bluetooth speaker with microphone
Two bathrooms
Kitchenette area (refrigerator, prep table and microwave)
Stationary Grass Wall
Ample Parking
Wi-fi
All outside vendors are welcome!