I/O SPACES BOOKING POLICIES
Last edited January 4, 2019.
CONDITIONS AND RESPONSIBILITIES OF RENTER
Please read the material below to make sure all parties understand the requirements of providing for everyone’s safety and keeping I/O SPACES a well maintained and safe location for future use.
ALCOHOLIC CONSUMPTION AND LICENSE
For private events, alcoholic beverages (beer, wine, champagne, and hard liquor) may be dispensed and consumed within the building in moderation and in compliance with the laws of Montgomery County.
If alcohol is to be sold, it may only be served by a licensed bartender or a catering company. The event organizer is additionally responsible for getting all proper licenses. Montgomery County Law requires a special Class C Licence if your event meets any of the following criteria (essentially, anytime there is a fee associated with an event):
- The cost of a ticket includes the price of alcoholic beverage(s)
- There is a cash bar
- A donation for attendance at the event is solicited or required
It is the responsibility of the event organizer to ensure that all guest attendees are over 21 with proper identification. Any caterers and/or outside vendors, companies, and/or institutions must provide a copy of their certificate of insurance and catering license to I/O SPACES, naming I/O SPACES as stated, and will be delivered at least fourteen (14) days prior to the event.
Renter may cancel bookings up to 48 hours after the booking is confirmed by I/O SPACES and receive a full refund, provided the cancellation is made at least 1 week (168 hours) before the scheduled start time of the booking (“start time”). All cancellations must be submitted in writing by email and not by a phone call.
Bookings made one week or less in advance of the start time or cancellations made more than 48 hours after confirmation of the booking will incur a cancellation charge as follows:
- 90+ calendar days prior to booking start time, events are 100% refundable, minus the date-hold deposit.
- 89-30 calendar days prior to booking start time, events are 50% refundable, minus date-hold deposit.
- 29-8 calendar days prior to booking start time, events are 25% refundable, minus date-hold deposit.
- 7 calendar days or less, events are not refundable.
CATERING/ GUEST COUNT
Final guest count changes must be submitted in writing at least ten (10) days prior to your event. and although additions may be made to your guest list up to two (2) days prior to your event, no refunds will be given for reductions to the guest count ten (10) days prior to your event.
We highly recommend that a caterer from our I/O SPACES recommended caterers list be used for your event. Our recommended caterers have experience working at I/O SPACES and are familiar with our regulations, policies, and procedures. Use of caterers on our recommended list is not required.All caterers must remove all trash, composting, and recyclables from the site as we do not have adequate facilities. All trash, including sorted recyclables and properly sorted compostables, must be collected, properly bagged and removed by the caterer.Failure to remove or clean will result in additional fees to the renter and will be charged to the renter’s credit card on file, or deducted from the security deposit. I/O SPACES encourages those renting space to consider green, sustainable, fair trade, ecologically sound cleaning, and zero waste solutions. I/O SPACES proudly commits to as close to zero waste events as possible.
CITY, COUNTY, STATE AND FEDERAL LAWS
The 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, no exceptions. Renter shall not sell alcohol on premises at any time without proper authorization or licensing. Renter may not serve alcohol to minors on the premises at any time. Renter agrees, for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner. I/O SPACES 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 I/O SPACES or the safety of its staff, guests, or building contents.
CLEANING, TRASH, AND EQUIPMENT REMOVAL
The renter is required to return the space to the same condition in which it was found by the end of the event booking end time. I/O SPACES encourages those renting space to consider green, sustainable, fair trade, ecologically sound cleaning, and zero waste solutions. I/O SPACES proudly commits to as close to zero waste events as possible. All trash, including sorted recyclables and properly sorted compostables, must be collected, properly bagged and removed by the renter or the caterer.
All rental equipment must be removed immediately following your event. An elevator is available for use.
There is absolutely no drug use or smoking of any kind tolerated on premises or within 25 feet of the I/O SPACES building including loitering or congregating outside on the sidewalk at any time during the event. Illegal items are prohibited from I/O SPACES premises. Firearms and pyrotechnics are forbidden at all times and not allowed on I/O SPACES premises. Disparaging remarks or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Renter and guests shall use the premises in a considerate manner at all times. during underage events, such as school workshops, we prefer that underage individuals do not have in and out privileges. Conduct deemed disorderly at the sole discretion of I/O SPACES or staff shall be grounds for immediate expulsion from the premises and conclusion of the booking period. In such cases, no refund of the event costs shall be made.
Date changes requested up till 30 days to the event will incur an additional $150 fee and subject to I/O SPACES Approval.
A signed contract and a non-refundable date-hold deposit (25% of the rental fee) must be received to reserve your date(s) and time(s). No terms are implied or granted and no work will be allowed to commence until full payment is received. The remaining payment will be due thirty (30) days prior to the event date.
ENTRY AND EXIT
The renter agrees that I/O SPACES, staff, and members may enter and exit premises during the course of the event. A representative of I/O SPACES will be on site during your entire event and will be checking periodically with the responsible parties to ensure everything is running smoothly. I/O SPACES will also be checking the bathroom, the overall premises, replenishing hand towels and toilet paper, and will be available for questions or to respond to needs or issues that may arise at any time.
EVENT CERTIFICATE OF INSURANCE
The renter is required to have event insurance for events that occur in the loft, kitchen or penthouse. Renter must inquire about the correct insurance requirements from I/O SPACES prior to obtaining the certificate of insurance. I/O SPACES has a recommended insurer to provide the correct requirements for a wide variety of events. I/O SPACES reserves the right to cancel the renter’s agreement without a refund if the renter fails to obtain event insurance.
If circumstances beyond I/O SPACES’ control prevent the envisioned use of the space, I/O SPACES reserves the right to cancel the contract at any time. A refund will be given or the event rescheduled as agreed upon by I/O SPACES and renter. I/O SPACES will make every attempt to keep entryways passable during inclement weather. However, I/O SPACES assumes no obligation from ice and snow removal for storms that immediately proceed the scheduled event and which thereby make the entryways unusable. On consultation with I/O SPACES and assuming it to be mutually advisable, the renter may contract for snow or ice removal service at the renter’s expense.
The renter agrees to indemnify, defend, and hold I/O SPACES, 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 booking and use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by renter, its employees, and agents of alcoholic beverages at I/O SPACES and in the event I/O SPACES, its landlord, building owners, officers, employees and/or agents, are required to file an action in court in order to enforce any provisions of this agreement, renter agrees to pay I/O SPACES and its officers, landlord, building owners, employees and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred by I/O SPACES and, including all collection expenses and interest due.
I/O SPACES encourages music! However, please be aware that the premises are located near residential units and therefore neighborhood noise regulations do apply. In the event that the renter’s event creates a disturbance due to high noise volume, I/O SPACES’ on-site staff has full authority to ask the renter, DJ or live music presenter to turn the entertainment down and/or off. If repeated disturbances are created, at I/O SPACES’ discretion, the renter may be expelled from the premises or the offending noise will be ended. In the event of disturbances to the point of expulsion, no portion of the event costs will be refunded to the renter. Loud music must end by 10 p.m. during weeknights (Monday through Thursday) and by 12AM on weekends (Friday and Saturday). Additional time can easily be added provided the volume is modest and it cannot be heard beyond the boundaries of the property or by immediate neighbors.
LOAD-IN/LOAD-OUT AND STORAGE
All load-ins and load-outs must take place within the designated time frame given by I/O SPACES. If there is an event prior to yours a timed delivery will be required. I/O SPACES is not responsible for checking in or handling any items brought into the venue by rental companies. All external items must be checked in and signed for by the client or client’s representative. all excess material (such as bubble wrap, boxes, hangers, plastic, etc.) created by deliveries must be removed and disposed of by the rental company, client, or client’s representative.
Limited storage is available upon request. Storage fees of $75/day will be applied to any items left overnight or beyond normal load-in/load-out times. This also applies to items left pre-event & post-event.
It is not the responsibility of the renter to ensure that pick-ups are scheduled and executed.
LOST AND FOUND
I/O SPACES takes no responsibility for personal effects and possessions left on premises during or after any event. We do, however, maintain a lost and found and will hold recovered items up to 30 days. Every attempt will be made to return any recovered item to its rightful owner.
PROMOTIONS AND COPYRIGHT
It is important to us that you have a fantastic and successful event. Should I/O SPACES be engaged in the promotion or co-production of your event, it is imperative that we see and approve all marketing messages and communications. I/O SPACES is our name, please do not shorten it to “IO SPACES” or “IOSPACES”.
We are happy to provide professionally created images of our space for promotional materials. Unless waived, renter irrevocably authorizes I/O Spaces LLC to capture use, edit, alter media generated from the event for purposes of publicizing I/O Spaces LLC Programs, Services or for any other lawful purpose.
REFUNDABLE SECURITY DEPOSIT
I/O SPACES requires a refundable security deposit on rentals, due thirty (30) days prior to the event date. Part or all of the security deposit may be applied toward expenses resulting from damage or other costs connected with the renter’s use of the space, including failure to clean and straighten up or to honor other responsibilities (including, but not limited to start and end times). All or any remainder of the security deposit not used for these purposes will be refunded. Such expenses may be charged to a credit card if the rental is paid for by credit card. The full or remaining amount of the security deposit will be returned to the renter within ten (10) business days after the event concludes.
All events happening on a weekend after 5pm require at least one security guard to be at the front door. I/O SPACES has a list of recommended vendors.
I/O SPACES wants to make every event here a special and welcome experience. Therefore every effort will be made to allow the renter to prepare decorations reflecting their creative requirements. We ask that after the event, the renter rearrange and move any furnishings, including, but not limited to, artwork, lamps, antiques or seating. No paint, nails, screws, staples or penetrating items are to be used on I/O SPACES walls or floors. No glitter or foil (non-paper) confetti is allowed on site. Only low tack tape is allowed on I/O SPACES floors and wall. Any damage will be charged, or deducted from the security deposit after the event. I/O SPACES art and wall hangings are not allowed to be removed, unless permission has been granted in writing and in advance of the booking start time.
Smoking, electronic cigarettes, and hookah are not allowed anywhere in the building, penthouse or open patio. The security deposit will be completely forfeited on the first occurrence. The event will come to an immediate end on the second occurrence and no refunds will be provided.
Bookings that extend past their event end time will incur a surcharge starting at $450/hour for the Loft, $250/hour for the Penthouse, and $150 for the Cairo Conference room with a minimum of one hour. The surcharge will be deducted directly from the security deposit and the remaining amount will be collected from the card on file or via cash/check.