By booking a Private Event at Hopewell Theater, Event Host hereby agrees to the following terms. If you do not agree to these terms, you should not proceed with your booking. By continuing with your booking, you represent and warrant that you have the legal authority to agree to and accept these terms. No person under the age of 18 may book an event on behalf of themselves or any other individual without the supervision of a parent or legal guardian. We require that any bookings be made by individuals 18 years of age or older.
DEPOSIT & PAYMENTS:
In order for our Patron Services Coordinator to reserve the date for your event in our system, you must pay 50% of the total amount due for this Private Event, which includes the base price amount plus any optional services you selected and required packages (the “Private Event Fees”) plus 100% of the security deposit which is 50% of the Private Event Fees. If your payment does not clear, your request will be deleted from our system.
The additional 50% due for the Private Event must be paid 30 days prior to the date of your event. Late payments will be subject to a $25 late fee.
After you submit your Private Event Information Booking Form and payment and agree to the Private Event policies, our Patron Services Coordinator will reserve the date for your event in our system.
Any services or rental hours added to your Private Event after your deposit is paid and you have agreed to the Private Event policies or within six weeks, 42 days of your Private Event date, whichever is sooner, will be subjected to a processing fee of 10% of your total Private Event Fees and higher than normal holiday labor rates may apply to AV services added if your Private Event is booked on a National holiday.
There are no refunds of any portion of the Private Event Fees once a payment has been processed by us, except in the case of an emergency as described in the paragraph below and except for any portion of the Security Deposit included in the Private Event Fees that we deem suitable for return. If payments to Hopewell Theater are not made according to the schedule set forth in this Private Event contract, the Private Event is subject to cancellation and all money previously paid will be forfeited to Hopewell Theater.
REFUNDS IN CASE OF THEATER EMERGENCY:
In the event that Hopewell Theater is rendered unfit for occupancy, prior to the date of your event, i.e. destroyed or damaged by fire, the elements, or because of national or local calamity or Epidemic, Hopewell Theater shall return one hundred percent (100%) of the Private Event Fees paid without any further liability or obligation by Hopewell Theater. Hopewell Theater may cancel your booking for any reason by written notice no less than sixty (60) days prior to the Private Event date, in which case Hopewell Theater shall return one hundred percent (100%) of the Private Event Fees, and Hopewell Theater shall be relieved of further obligation and/or liability. You agree that a refund of your Private Event Fees will be your sole remedy in this situation and Hopewell Theater, Inc. will not be responsible for any damages resulting from the cancellation.
REFUND OF SECURITY DEPOSIT:
Any permitted refund of your Security Deposit, which decision will be made in our sole discretion based on the condition of the Theater following your event, will be returned by check made out to the organization or individual hosting the event at the address listed on the Private Event Information Booking Form, within two weeks following the Private Event provided the Event Host has complied with all Theater Private Event Policies.
Capacity is limited to 180 seated guests. Event Host may not exceed this.
SHOWING FILM OR COPYRIGHTED MEDIA:
Event Host agrees to obtain all licenses to film or copyrighted media shown during Private Event, and agrees to indemnify and hold Hopewell Theater, Inc. harmless from any claims, liability, or damages arising from the unlicensed use of film or copyrighted media.
Event Host will have full use of all tables and seating areas in the Theater as well as one table placed in the lobby for Event Host’s event for guest check-in or related use. No additional furniture may be brought in by Event Host. All tables must be covered with linens supplied by Event Host, if you’ve booked a catering package.
Event Host’s licensed and approved caterer will have full use of our prep kitchen and the appliances therein, for a fee, see Optional Services on Private Event Rate Sheet. Please see Hopewell Theater Kitchen Specifications for what is provided in the kitchen to the Catering Company No additional equipment is allowed: no open flames, hot plates, or steno. Event Host must provide for event any: food, drink, plates, utensils, napkins, tablecloths, etc.
Event Host will be responsible for their Caterer’s use of the kitchen and compliance with the Hopewell Theater’s Kitchen Checkout procedure. Any damages or cleaning incurred will be deducted from Event Host’s security deposit.
Hopewell Theater retains, at its option, the right to sell concessions and merchandise during the event and will retain one hundred percent (100%) of all sales. Additional food or merchandise sales by Event Host must be approved by Patron Services Coordinator. Event Host has the option to close concessions for an additional fee. See Optional Services on Private Event Rate Sheet.
Event Host cannot under any circumstances use the Hopewell Theater concessions counter, Equipment, or Point of Sale.
Comprehensive ticketing services are available for an additional charge upon request. This includes and is limited to Hopewell Theater posting your Private Event to the Hopewell Theater website, selling advanced tickets online, opening and operating the Box Office the hour before and up to a half hour after the start of your Private Event, fielding phone calls about your Private Event in advance, and boosting your Private Event on social media. See Optional Services on Private Event Rate Sheet for full cost. If Event Host elects to purchase Comprehensive Ticketing Services, the net total of ticket sales for your event, after taxes and fees, will be paid by check made out to the organization or individual hosting the event at the address listed on the Private Event Information Booking Form, within two weeks following the Private Event. Specific fees will be deducted from total gross ticket revenue from your event as follows: $2.00 per Ticket, 2% per Credit Card Transactions.
In order for your Private Event to be posted to the Hopewell Theater website, you must submit to to Patron Services Coordinator hi-resolution photos, 600 dpi or above, that are no more than 350 pixels wide, with a description of your event of no more than 5 sentences. If you would like us to input a video for your Private Event, an embed copy of your link must be submitted with photos to Patron Services Coordinator. Hopewell Theater is not responsible for editing or formatting your images or video. Hopewell Theater reserves the right to edit or change the written materials supplied to post online.
Comprehensive Event Rebooking Services are also available for an additional charge upon request in cases of emergency or inclement weather, provided Event Host has already purchased Comprehensive Ticketing Services. This includes and is limited to Hopewell Theater re-dating and re-posting Private Event online, fielding all rebooking calls and emails, and making re- bookings.
OTHER AREAS OF USE:
Event Host will have access to all seating areas, including the balcony, the lobby and all bathrooms. Food may not be consumed in lobby at your event. Event Host’s DJ/band/entertainer will be allowed to use the stage. Event Hosts and their guests are not allowed on the stage or back stage with the exception of load-in/out or for a staged event which will be supervised by our staff. Event Hosts do not have access to second floor offices, concession area or storage. Event Hosts do not have use of any equipment or additional furniture they may find backstage when loading in, unless reserved prior to event.
TIMES OF USE:
The Theater may not be occupied until the specified “begin time” you indicated on your Private Event Information Booking Form. The Theater must be vacated and cleaned of event related trash no later than the “end time” you indicated on your Private Event Information Booking Form. There are no exceptions. If “end time” is exceeded, Event Host will be charged $500 per hour for any amount of time exceeded within one hour and Security Deposit may be withheld.
EVENT RELATED TRASH:
At the conclusion of the event, Event Host must pack belongings, including all event related decoration, and/or signage and bag and remove event related trash including any food waste (“Event Host’s Belongings”). Hopewell Theater will not be responsible for disposing of Event Host’s belongings, and if they remain unclaimed after end time of Event, Hopewell Theater reserves the right to treat the items as abandoned and dispose of them as we see fit. If Theater is not cleaned of event related trash, Event Host will be charged $200 for cleaning services and Security Deposit may be withheld.
The Theater must be cleaned of all event related trash including any food waste and left in the same condition and configuration Event Host found it in prior to your event, no later than the “end time” of your event on your Private Event Information Booking Form. The cost of deep-cleaning the Theater is included in your Private Event Fees.
An event chaperone, the cost of which is included in the Private Event Fees, will be on site during event to answer Event Host questions. Event coordination, load-in help, supervision of children, and/or event clean up help will not be provided by event chaperone under any circumstances.
Technical staff are available at an additional charge, should your Private Event require use of our projector, sound and lighting system (AV Equipment), and/or load-in help. Please see our Stage and Screen Packages on Private Event Rate Sheet. Advance notice is required to book these services, and services are not guaranteed if they are not requested upon your initial booking. Event Hosts may under no circumstances operate curtains, AV Equipment, move lighting or customize the AV Equipment in any way. Lighting may be deployed by our Technical Staff using pre-programmed lighting settings. If Stage and Screen package services are selected by you, Event Host will be expected to inform Technical Staff of lighting preferences, and curtain cues before event begins. Should Event Host require Technical Production Coordination prior to event, this must be determined and paid for before the signing of this contract. The costs of these services are outlined in Hopewell Theater’s Private Event Rate Sheet.
Hopewell Theater does not produce media for Private Events. This includes but is not limited to PowerPoint presentations and event videos. All media must be produced entirely by Event Host. Hopewell Theater will check all final event media one week prior to your event to make sure it plays on our AV Equipment, as part of the A/V1 services if they are required by Event Host.
DJ’S AND/OR ENTERTAINERS:
If Event Host hires an entertainer, band or DJ to perform (“Entertainer”) for the event, Event Host must inform Entertainer that pyrotechnics, fog and/or smoke machines are not permitted, and additional lighting is not permitted. All equipment must be loaded in through double doors on parking lot side, backstage, at a time scheduled with our staff, after “begin time” of the event on your Private Event Information Booking Form. Event Host’s Entertainer may under no circumstances operate curtains, AV Equipment, move lighting or customize the AV Equipment in any way. Hopewell Theater Technical Staff will be available at an additional charge, should your Entertainer or event require use of our AV Equipment.
All decorations and event signage must be free standing. Decorations cannot be tied to our lighting system, trusses or attached to interior or exterior building walls by any means, nor shall any advertising or event signs be supported by nails, tacks, screws, or adhesive tape on walls, windows, or woodwork on interior of exterior building walls. Candles, confetti, glitter, sparklers, birdseed, rice, potpourri, incense, aromatics, silly string, and other like materials are not permitted.
Kids under age 18 are required to be accompanied by a parent or guardian at all times.
Event Host must submit proof of an insurance policy that includes general liability, with limits of one-million dollars per occurrence/two million aggregate , within two weeks of booking event, naming Hopewell Theater, Inc. as additional insured. If Event Host does not possess coverage, or if the theater determines that coverage is not adequate, Event Host must acquire event insurance. Private Event dates will not be held without proof of insurance. If proof of insurance is not submitted within two weeks of booking event, the Private Event will be cancelled and all money previously paid for the Private Event will be forfeited to Hopewell Theater.
If Event Host plans to serve alcohol at the event, they must submit proof of Event Host’s private liquor liability insurance and liquor license (special event permit) from the State of New Jersey or their caterer, within two weeks of booking event. If proof of liquor liability insurance and permit is not submitted, Private Event will not be permitted to serve alcohol at the event.
Event Host is financially liable for any and all damage. This liability extends to all property comprising Hopewell Theater, its contents and grounds (“Theater Property”). Event Host agrees to pay for all damages caused to Theater Property during the Private Event of the Theater.
Smoking is not permitted inside Hopewell Theater or within 50 feet of any exterior entrance. This includes e-cigarettes.
Pets and any other animals are not permitted inside Hopewell Theater.
Hopewell Theater does not own a parking lot. There is parking available on the street and a loading zone on the corner of S Greenwood and Columbia Ave, in front of the public park, just a few doors down from our building. The parking lot next to our building is owned by another business. Please refrain from parking there and advise your attendees of same.
Prior to printing or publishing publicity materials, Event Host must submit to Hopewell Theater, Marketing Director, for approval, any, and all print, broadcast, web-based or otherwise formatted advertisements, promotional materials or program materials (Promos) intended for use by the Event Host to promote the event. The following disclaimer must be posted on Promos in 9 pt + font “This program is not a production of Hopewell Theater.” Failure to comply may result in cancellation of your event without a refund. Approval decisions will be delivered within five business days from date Event Host submits to Marketing Director and will not be unreasonably withheld.
The Event Host agrees to indemnify and hold harmless Hopewell Theater, Inc. its employees, agents, and directors (“Hopewell Theater”) from all claims or suits, losses and expenses, fees (including attorney fees), costs, and judgments that may be asserted against Hopewell Theater arising out of Event Host’s, Event Host’s guests and Event Host’s vendor’s (i) use of the Theater; (ii) negligence, fraud or willful misconduct in connection with the event or occurring on Theater Property.
LIMITATION OF LIABILITY:
In no event will Hopewell Theater be liable for any indirect, special, exemplary, consequential, incidental or punitive damages, lost profits, lost revenues or lost business expectations arising out of the Event Host’s event or arising out of the termination of that event in accordance with the terms outlined herein.
Questions regarding the enforceability and scope of the arbitration provision contained herein will be interpreted and enforced in accordance with the U.S. Federal Arbitration Act. Otherwise, the laws of the State of New Jersey govern these Terms.
Any controversy or claim arising out of or relating to your event or your booking, shall be submitted to binding arbitration and decided on an individual basis, and not on a class-wide or multiple plaintiff basis or in an action where any party hereto acts in a representative capacity, unless prohibited by law . Any such arbitration shall be administered by the American Arbitration Association under its Consumer Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. It is expressly acknowledged, understood and agreed that: arbitration is final and binding; the parties are waiving their right to seek legal remedies in court including the right to a trial by jury; pre-arbitration discovery generally is more limited than and different from that available in court proceedings; the arbitrator’s award is not required to include factual findings or legal reasoning; and any party’s right to appeal or vacate, or seek modification of, the arbitration award, is strictly limited by law. The arbitration will be before a single arbitrator. The place of arbitration will be Mercer County, New Jersey, United States of America. It is understood, acknowledged and agreed that in any such arbitration, each party will be solely responsible for payment of his/her/its own counsel fees, with the costs of arbitration borne equally by the parties. Notwithstanding the foregoing, you or we may seek injunctive relief from an appropriate state or federal court located in Nevada prior to or during the arbitration.
I have read each item above and fully understand all terms, conditions, responsibilities of this Private Event
agreement and agree to comply with all of the above terms. My (or that of another authorized official) signing this confirms my agreement with the terms herein. I understand that non-compliance with the additional payment due dates and insurance requirements will result in the termination of my event without refund.