Event Rental Agreement and Contract
Studio Rental Agreement
This agreement to lease the rental space is made and effective by signing below, by and between The LightBox, LLC (“Company”) and the renter listed at the bottom of this agreement as (“Renter”). By signing below, the renter agrees to abide by these terms and conditions set forth in this contract, whether or not the renter has read them. The renter acknowledges that they are of the age of 19 or above and can legally sign this agreement in the state of Nebraska. The renter agrees to be the one present and responsible for the agreed event. Therefore, the parties agree to the following terms and conditions:
Contractual Time
This agreement is valid for six months from sign date unless otherwise noted. Once the time has expired, a new contract must be signed. The Renter agrees that The Lightbox, LLC can change the contract at any time, sending a new one before the six month date. If the Renter is a creative and will rent the studio for a small event, a new contract must be signed. If Renter is hosting a small event and wants to use the space for creative purposes, a new contract must be signed. This contract is good for all rentals as long as the nature of each renal is the same until the sixth month mark.
Rental Terms
“Company” is The LightBox, LLC; “Premises” includes any property and adjacent property (such as studio space, props, photography equipment, etc.) owned by The LightBox, LLC; “Renter” is any person or entity renting the premises or property.
Rental Rates
Rates are set by the most current pricing according to the The LightBox, LLC website and their scheduling page at thelightboxkearney.com at the time of signing.
Payments and Deposits
All payments for renting said premises and property are due in full at the time of signing. Additional payments for damages, pending inspection of the studio after the scheduled booking, may be charged to said renter and due 30 days after the end of initial booking time. All payments are to be made via credit card, cash, or check. Charges for damages are set by the company.
Reserving the Studio
The studio can be reserved through the company website. The studio is not considered reserved until payment has been received in full, a confirmation email has been sent, and this contract has been signed by both parties.
Cancellations, Reschedules, and Refunds
Refunds will be issued in the order listed for cancellations and reschedules for confirmed bookings on their time and date:
24 Hours or Less - No refund.
24-48 Hours - Payments will be refunded at 50%.
48 Hours or More - Payments will be refunded except for a 3% processing fee.
If the company must cancel or reschedule the renter’s booking, the company will give, under their sole discretion, the renter full refund or priority rescheduled booking. The company is not liable for acts out of their control such as building maintenance or disaster issues, act of god events, outside factors, weather, or other emergencies. Each appointment is permitted one reschedule per appointment booked and the reschedule must be made within two weeks of the day of notification of cancellation.
Length of Use
Rental time usage is determined at the time of booking via the company’s scheduling site. Renting time begins promptly at the start of the indicated time on the booking and is completed promptly at the end of the indicated booking time. There will be no set-up, tear-down, or other time granted that is not within the scheduled booking time unless negotiated with the company prior to the booking. The Renter’s time begins and ends promptly by the time captured via the studio’s security cameras. Any time that is 10 minutes total, before or past the indicated and agreed upon rental time on the confirmed booking, will be automatically charged an additional $30.00 USD for 20 extra minutes in the studio beyond the total booked time, and the renter is welcome to stay in the studio for the full 20 minutes. Anytime the renter remains in the studio past 20 minutes of their total booking time, they will automatically be charged the full rental price for the hour ($20 more to equal the $50 for the rental hour). Due to additional rental bookings, the Renter is not permitted to stay the full hour without first contacting and being granted permission from The LightBox LLC. Additional fees may apply.
Cleaning and Trash
Renter agrees to leave the premises in the same conditions as when they arrived. All property will be put back into the place in which the renter had found it upon arrival. The renter will expose all trash to the outside trash container located in the east parking lot. Items brought by the renter are to be removed by the renter at the end of their scheduled booking. Any items left seven days after the scheduled booking will be deemed abandoned and will be discarded or kept by the Company for the Company’s use, at no cost to the Company, under the discretion of the Company. Cleaning fees may apply, under the sole discretion of the company, if the studio is not left in the same conditions upon arrival of the booking. Cleaning supplies will be left for the renter to use, located in the dressing room.
After the event, the renter shall perform the following cleaning protocol:
Sweep the floors
Take out all trash
Wipe off any surfaces used
Studio Guidelines and Policies
No smoking, of any kind including vaping, smoke machines, etc., are allowed in the studio or building.
Music is to be kept at reasonable levels, reasonable determined as the noise level does not leave the studio space or disrupt other businesses within St. James Square. Music is to not contain vulgar or offensive words that could harm anyone if heard within St. James Square.
No pets are allowed in the studio without prior consent from the company. If renter and renter’s parties request to bring a pet, they agree to sign an additional contract and pay a $15 per pet fee. If the renter does not sign and secure the additional animal contract prior to their use of the studio, the renter understands they will be billed an additional $30 for failing to sign the animal contract.
No one will be allowed in the studio that is drunk or under the influence of illegal substances.
Any small or hard to clean material (such as glitter or confetti) is not allowed in the studio.
Food and drinks must stay inside of The LightBox studio space.
There is a maximum of 40 people allowed in the studio at one time.
Technology available in the studio, such as the iMac and the security camera, are not to be used by the renter.
Promiscuous photography and videography, including pornography, is not allowed in the studio. There will be no acts of sex, nudity, or abuse tolerated.
No use of flames or fire, of any kind, is allowed in the studio.
Nailing holes into the wall or using regular tape to hold props and fixtures is not allowed in the studio. You may use painter’s tape and command strips with the understanding of how to remove them properly without damage.
All furniture and props are equipped with furniture sliders to aid in their transfer around the studio. Sliders are not to be removed when in transit and are to be replaced if taken out for photographic purposes. Any damage from transferring furniture is responsible to the renter.
As a communal building, respect shall be carried through your session to not interrupt or disturb St. James Square businesses. Complaints during your session reported to us may result in termination of your use of The LightBox for further inquiries.
The security camera is not to be tampered with. The renter understands that footage may be reviewed during and upon the departure of your stay.
Food and Drink: no kegs, hot plates and other cooking items are allowed in the studio. Roasters are welcome. Renters understand that there is no kitchen to clean dishware and other items brought into the studio and acknowledge they will be leaving the studio with their dirty items.
Tables and chairs needed for the event are to be provided by the renter.
If alcohol is present, it is the duty of the renter to ensure that all persons consuming alcohol in the studio are of legal age.
The renter acknowledges that St. James Square and the studio is an old building and therefore naturally comes with some deterioration and sound travel. The company is not responsible for noise created outside of the studio.
Waiver of Liability
Use of the premises and property are at the risk of the renter. The renter hereby agrees that the company will not be held liable for any direct, indirect, incidental or consequential damage, injury or loss to the renter, their party or possessions while on the premises or using the property. The renter holds the company, and any owners, representatives, guests, or associates of the company, harmless of any legal suit, injury, damages, governmental laws, fines, loss, death, or accident, including attorney fees. This waiver will continue in full force both during and after the scheduled booking and be effective for the specific time of the booking.
Conduct
The renter is solely responsible for all persons accompanying the renter while using the company’s property and on the company’s premises. Renter agrees that a company representative may be present during the renter’s schedule booking, and has the authority and the right to stop the renter’s scheduled booking and require the renter their accompanying persons to leave if the company representative observes or becomes aware of dangerous, pornographic, negligent, or illegal activties. The renter understands that in such cases, no refund will be given for unused time and that the company representative holds no responsibility to respond in such cases. The renter understands that in the case of such activities, the police may be alerted.
Insurance
The renter understands and agrees that it is their responsibility to acquire any and all insurance to protect themselves from unforeseen events and circumstances beyond both parties' control. The renter agrees to hold the company harmless for all occurrences.
Equipment
Company agrees to provide equipment (furniture, WiFi, speaker system, mini-fridge) in good working order but cannot guarantee the suitability of such equipment for the renter’s purposes. Renter agrees to immediately notify the company of any malfunction or damage, or issue with the equipment.
Damage
Renter will be held solely responsible for damages occurred to the premises, property, or equipment by the renter and their accompanying persons during the scheduled booking. The renter agrees to pay reasonable damage costs to bring premises, property, or equipment back to working order or conditions that were in place before the start of the scheduled booking. In the case the renter brings a claim for damages, the remedy for damages by the company shall not supersede a refund or the total amount paid by the renter under this agreement.
Arbitration
If the parties are unable to resolve any controversy under this Agreement, they agree to submit the dispute to the procedural ruling of the American Arbitration Association. The renter and the company agree to be bound by the decision of one arbitrator with proceedings taking place in Buffalo County, Nebraska. The cost and fees of arbitration shall be shared equally by both parties and both parties agree to be responsible for their own share financially brought forth by arbitration. Either party may refuse to arbitrate when the dispute is for a sum less than $100.00 USD.
Miscellany
Renter shall comply with all federal, state, county, city, or other laws or regulations of any governmental entity, connecting to this agreement. Any modification to this agreement must be made in writing and signed by both parties. The laws of the state of Nebraska and Buffalo County govern this agreement. The parties agree they have both read and understand the terms and conditions provided in this document, and acknowledge a receipt of a completed copy of this agreement signed by both parties. Both parties agree that an electronic copy and signatures can be used as the original. They also agree that for both parties, this agreement cannot be transferred to a third party without written consent of both parties. Both parties agree that if any part of the agreement is found invalid or unenforceable, the remainder of the agreement is enforceable. The signed renter below shall be fully responsible for payments mentioned in this agreement.