The subject of this agreement is known as the Clubhouse. It is understood that all outside properties belonging with the House are included in any agreements that follow.
The Three Village Garden Club Sanctuary and Arboretum is a unique natural preserve ideal for private and corporate functions, open to the community and surrounding areas use. A donation assists with the cost of preservation and maintenance. The Sanctuary consists of a clubhouse with a large meeting room, library, small kitchen and parking lot. The Arboretum has garden sites and trails. All outside properties are included in the agreement that follows. For this purpose the Sanctuary and Arboretum will be referred to as the Club. A $250.00 security deposit is required at contract signing.
1. It is understood that the Three Village Garden Club, Inc. and the Frank Melville Memorial Foundation are released from all liability in case of accident or injury to user or to any of his/her guests and are not responsible in any way for any personal property left in the Clubhouse. It is also understood that the Clubhouse user will carry appropriate comprehensive liability insurance and present a certificate of same prior to the use of the Clubhouse (five days), naming the Three Village Garden Club and the Frank Melville Memorial Foundation as additional insurers.
2. The Clubhouse can be opened by previous arrangements with the Resident Manager or building representative. The Clubhouse will close at 10:00 PM for all events.
3. There shall be no trade, business, or any commercial use in the building.
4. Adhering to all fire laws is mandatory. Fire Exits must remain clear at all times. SMOKING IS PROHIBITED in all rooms.
5. There is no general cooking of any kind permitted. Coffee preparation and the warming up of foods is to be done in the kitchen only. Grills permitted specifically north side on driveway.
6. Wine, wine punch, champagne1 champagne punch and soft drinks are permitted. Beer, ale, and all other alcoholic beverages are NOT permitted. It is further agreed that the Three Village Garden Club and the Frank Melville Memorial Foundation are not involved in any way in the sale of or distribution of wine, wine punch, soft drinks or any type of beverage. The Three Village Garden Club reserves the right to approve caterers. All caterers must present a certificate of insurance which includes Dram Shop Insurance. (Liquor Legal Liability)
7. Balloons are not permitted. All party decorations must be free standing and not attached to any fixtures or furniture.
8. The user is responsible for the entire clean-up of the facility. Everything is to be put back as found. Please bring your own trash bags, soaps and sponges. Brooms, mops and dustpan will be supplied and located in the kitchen. All trash created is to be removed with you, upon departure.
9. All parking must be in designated areas only. Temporary parking in circle for loading and unloading is permitted only without blocking the road. Any vehicular damage to signs, poles, trees, shrubs and lawn shall be charged to user.
10. All Clubhouse or property damages caused by or traceable to the user must be repaired at the expense of the user. In order to absolve the user from responsibility for damages or disrepair existing before use, the user must call attention to the Resident Manager to this damage immediately before the use of the Clubhouse. If this is not done, the user makes himself/herself liable for any damage or disrepair which must be left as it is found. Clubhouse users may not move any permanent furnishings. Folding tables and chairs may be carefully moved about to prevent damage to the floors, but must be returned to their proper storage.
11. The guest list will adhere to the building capacity limits set for each area by the Town of Brookhaven Fire Marshall. Large meeting room is 113. Library is 51.
Failure to comply with any of these requirements could result in forfeiting required security deposit.
This agreement may not be changed or modified by either party without mutual consent and must be in writing and initialed by both parties. The user is responsible for the enforcement of this agreement with their guests during the full duration of the event.
I have read and understand the preceding information regarding the use of the Three Village Garden Club Sanctuary and Arboretum facilities, and I agree to the conditions set forth above.