Quaker Station, Ltd. (“Quaker Station”) Venue Policies, Terms & Conditions
Reservation and Payment
To reserve an event date at Quaker Station requires an Event Agreement and receipt of the required deposit to be applied to the total amount due. The deposit secures the event date and rental space. Failure to maintain valid payment information for the balance of amount due may result in cancellation of reservation.
Proposal Validity
Event proposals and pricing provided by Quaker Station Ltd. are valid for 30 days from the date issued, unless otherwise noted in writing. Availability of the requested event date is not guaranteed until a signed agreement and required deposit/payment has been received. Quaker Station Ltd. reserves the right to update pricing, availability, and terms for proposals that are not accepted within the stated validity period.
Security Deposit
In addition to the deposit set forth above, a refundable security deposit may be required for certain events. The deposit will be returned following the event providing:
- No damage has occurred to the facility or its contents
- All venue policies have been followed
- Additional cleaning or repairs are not required
Any damages, excessive cleaning, missing items, or policy violations may result in deductions from the security deposit.
Event Hours and Venue Access
The rental period includes all setup, event, and cleanup time for which Client is responsible. Client, guests, and vendors may only access the venue during the contracted rental period unless otherwise approved. Additional time requested is subject to availability and additional fees.
Capacity Requirements
Client agrees to not exceed the maximum occupancy established by Quaker Station and applicable fire and safety regulations. Quaker Station reserves the right to terminate any event that exceeds approved occupancy limits as set forth in the Event Agreement. No refund shall be due if an event is suspended or terminated because occupancy limits are exceeded.
Catering and Food Service
Client may utilize approved caterers or licensed food service providers as permitted by Quaker Station. All caterers must comply with local health regulations. Caterers and Client are responsible for food preparation, service, and cleanup of food-related areas.
Alcohol Beverages
Client may bring alcoholic beverages onto Quaker Station premises and consume those beverages. Client specifically acknowledges and agrees that alcoholic beverages may be brought onto Quaker Station premises that are for private events by invitation only. Alcoholic beverages are not permitted at any event that is open to the general public.
Further, Client acknowledges that under no circumstances are alcoholic beverages to be provided to persons under the age of 21 and under no circumstances are alcoholic beverages to be sold or exchanged for any valuable consideration.
Further, Client acknowledges that it will monitor, and accept full responsibility for, any actions of the attendees at the private event concerning the consumption of alcoholic beverages.
Client agrees that it will assume all liability for any violations of this provision. Client is solely responsible for compliance with all laws regarding alcohol service. Quaker Station reserves the right to suspend alcohol service if safety concerns arise.
Decorations
Decorations are permitted, providing they do not damage the facility.
The following are prohibited unless approved in writing:
- Nails, screws, staples, or tacks in walls, floors, ceilings, furniture, or fixtures
- Glitter, confetti, rice, birdseed, or similar materials
- Smoke machines, pyrotechnics, fireworks, or open flames
- Any decoration that may damage the facility or create a safety hazard. Candles must be enclosed in glass containers unless otherwise approved.
Client and Vendor Requirements
Client and all vendors working at Quaker Station must:
- Maintain appropriate licenses and permits where required
- Carry applicable insurance coverage if requested
- Follow all venue policies and staff instructions
Damage and Liability
Client assumes responsibility for any damage caused by guests, vendors, contractors, or invitees during the event. Client shall indemnify, defend, and hold harmless Quaker Station and its owners, employees, agents, and affiliates from claims, damages, losses, liabilities, costs, and attorney fees arising out of the event or the acts or omissions of Client, guests, vendors, or invitees.
Quaker Station shall not be responsible for:
- Lost, stolen, or damaged personal property
- Injuries resulting from the actions of guests, vendors, or attendees
- Circumstances beyond its control, including severe weather, utility interruptions, emergencies, or government actions.
In no event shall Quaker Station’s liability exceed the total amount paid by Client under the Event Agreement.
Insurance
Quaker Station reserves the right to require proof of event liability insurance and/or liquor liability insurance when it deems appropriate and request that it be named as an additional insured.
Conduct and Safety
Client agrees to maintain a safe environment.
The following are prohibited:
- Smoking or vaping inside the venue
- Illegal activities
- Disorderly or disruptive conduct
- Possession or use of illegal substances
- Activities that create unsafe conditions for guests, staff, and the facility
Quaker Station reserves the right to remove individuals or terminate an event if venue policies are violated or safety concerns arise.
Cleanup Responsibilities
Client and vendors must leave the facility in substantially the same condition in which it was received.
Responsibilities include:
- Removal of decorations and personal items
- Proper disposal of trash and event materials
- Cleanup of vendor equipment and supplies
Additional cleaning fees may apply for excessive cleaning needs or policy violations.
Cancellation & Refund Policy
Cancellations made less than 30 days from the event date will forfeit the deposit. At Quaker Station’s discretion, events that are rescheduled may transfer the deposit to the new date. Any approved transfer is subject to venue availability and must be confirmed by Quaker Station. Quaker Station reserves the right to cancel an event due to safety concerns, non-payment, material breach of these policies, or circumstances rendering the facility unavailable.
Remaining Balance Policy
By signing the Event Agreement, Client authorizes Quaker Station to use your credit or debit card on file to charge the remaining balance.
Payment by Check
Payments may also be made by check payable to Quaker Station Ltd. Checks may be mailed to: Quaker Station Ltd.
1555 N. Cleveland Massillon Rd. Akron, OH 44333
Please include the event name and event date with your payment to ensure proper processing. Payments are not considered received until the check has been delivered and processed by Quaker Station Ltd.
Force Majeure
Neither party shall be liable for failure to perform obligations due to circumstances beyond reasonable control, including but not limited to acts of God, severe weather, government restrictions, public emergencies, labor disputes, or utility failures.
Pre-Renovation Pricing Notice*
The pricing reflected in this proposal is based on Quaker Station’s current facilities prior to the completion of planned renovations and property enhancements. Quaker Station reserves the right to modify pricing and venue offerings for future events not yet contracted.
Client Acknowledgment
Client acknowledges and agrees to ensure that all guests, vendors, contractors, and invitees comply with these policies and accept responsibility for any damages, violations, additional fees, or charges resulting from their actions.
Governing Law/Venue
This Event Agreement shall be governed by the laws of the State of Ohio. Any legal action shall be brought exclusively in Summit County, Ohio.
Agreement
By signing the Event Agreement, Client acknowledges that they have read, understood, and agree to comply with all Quaker Station Venue Policies, Terms, and Conditions.
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