Room Usage Policy Agreement

ROOM USAGE POLICY AGREEMENT

Parties and Identification

Recitals

WHEREAS, Facility Provider owns or controls the premises and room(s) described above and has authority to permit temporary use in accordance with the terms set forth in this Agreement;

WHEREAS, User desires to occupy and use the room(s) for the purposes set forth herein and agrees to comply with the policies, fees, and restrictions contained in this Agreement;

NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows.

Scope of Use

User is granted a non-exclusive, revocable license to use the following room(s) and related facilities described below for the specified permitted uses. The license is limited to the dates, times, and conditions expressly set forth in this Agreement.

Occupancy, Permitted and Prohibited Uses

Maximum occupancy must not exceed the lesser of posted limits and applicable fire or safety codes. User shall ensure all activities are lawful and consistent with this Agreement. Prohibited activities include any unlawful conduct, open flame operations not previously authorized in writing, alterations to the structure, and any use that unreasonably disturbs other occupants or the public.

Alcohol, controlled substances, or hazardous materials are permitted only with prior written approval and proof of additional insurance and permits. User is responsible for ensuring attendees comply with all rules and directives issued by Facility Provider or its agents.

Payment Terms

User shall pay all fees as consideration for the license to use the room(s). Payment obligations and schedule are as follows:

All payments are due when specified above. Failure to timely pay shall entitle Facility Provider to suspend access, retain deposits, and pursue all remedies available under this Agreement or at law. Any refund policy will be governed by the cancellation provisions below.

Term and Termination

This Agreement commences on

Start Date:

and terminates on

End Date:

Facility Provider may immediately terminate this Agreement for breach, damage to property, or violation of law or safety rules. Upon termination, User shall vacate promptly, and Facility Provider may retain deposits to cover damages and unpaid fees in accordance with applicable law.

Cleaning, Damage and Repair

User shall return the room(s) in the same condition as received, ordinary wear and tear excepted. User is responsible for costs to repair damage caused by User or attendees and for extra cleaning if required. Facility Provider will provide an itemized statement of damages and costs; User will reimburse within the period specified in that statement.

Insurance and Liability

User shall maintain at its expense commercial general liability insurance with limits adequate for the use and shall, upon request, provide a certificate of insurance naming Facility Provider as an additional insured to the extent required. User accepts responsibility for injury to persons or loss of property arising from User's use, except to the extent caused by Facility Provider's gross negligence or willful misconduct.

Indemnification

User shall indemnify, defend and hold harmless Facility Provider, its employees, agents and affiliates from and against any claims, liabilities, losses, costs and expenses (including reasonable attorneys' fees) arising out of User's use of the room(s), breach of this Agreement, or negligence, except to the extent attributable to Facility Provider's gross negligence or willful misconduct.

Access, Security and Keys

Facility Provider retains the right to access the room(s) at reasonable times for inspection, maintenance, or emergencies. Keys, access codes, or security cards issued to User remain the property of Facility Provider and must be returned immediately upon demand or termination. Unauthorized duplication of keys or sharing of access codes is prohibited.

Cancellation and Refunds

If User cancels prior to the start date, refunds (if any) will be paid in accordance with the payment schedule agreed above. Facility Provider may retain a cancellation fee or the deposit where appropriate. Facility Provider reserves the right to cancel for cause or unforeseen circumstances and will provide notice and refund any prepaid amounts for unused time, less lawful deductions for damage or expenses incurred.

Confidentiality

Neither party shall disclose non-public, proprietary information of the other party obtained in connection with this Agreement to third parties without prior written consent, except as required by law. Confidential information does not include information that is or becomes publicly available other than through breach of this provision or is rightfully obtained from a third party without restriction.

Compliance with Laws and Policies

User shall comply with all applicable laws, ordinances, safety codes, and Facility Provider policies and procedures. User is responsible for securing any permits, licenses, or inspections required for the planned activities and must provide evidence of such when requested.

Emergency Procedures

User must review and comply with Facility Provider's emergency and evacuation procedures. User shall notify Facility Provider immediately of any accident, injury, fire, or safety incident occurring during the permitted use.

Governing Law; Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state selected by the parties below. Any dispute arising out of or relating to this Agreement shall first be subject to non-binding good faith negotiations between senior representatives of the parties. If unresolved, the dispute may be submitted to mediation or litigation in the courts of the chosen jurisdiction.

Entire Agreement; Modification

This Agreement, together with any attached schedules or written addenda executed by both parties, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior negotiations and understandings. No amendment or waiver shall be effective unless in writing and signed by both parties.

Acknowledgment and Acceptance

By signing below, the parties acknowledge they have read, understand, and agree to be bound by the terms and conditions of this Room Usage Policy Agreement, including payment obligations, indemnification, and the facility rules set forth herein.

I hereby acknowledge receipt of the facility rules and accept responsibility for compliance by myself, my organization, and event attendees: I agree

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