Special Events Rental

Corporate Terms and Conditions

1. A non-refundable deposit in an amount equal to 50% of the rental fee must be paid at the time of reserving PWEC. The remaining balance of the rental fee will be due 10 days prior to the scheduled event. If the event should be cancelled, the renter will forfeit the rental deposit. A change in event date at least six months prior to the event will result in a $150 fine. A change in event date within six months of the event date will require an additional rental deposit in an amount equal to 50% of the rental fee. In order to waive the change of date fee, an appeal may be made to the PWEC General Manager. The appeal will then be evaluated and decided by the PWEC managers and City of Orange City officials.


2. The renter understands and agrees that the total rental as set out herein, is an estimate of the cost of rental of PWEC and that there may be additional charges to be paid by renter to PWEC for items set out on page 10 of PWEC’s policies and procedures.


3. Any “Half-day” rentals must stay within the allotted timeframes. Events that surpass the allotted 4 hour event timeframe will result in an additional fine of $50 per hour. Renters will be allowed 30 minutes after the event for clean-up and removal of all belongings.


4. In addition to the rental fee, the renter shall pay a security deposit of $250.00 at least 10 days prior to the scheduled event. If PWEC’s equipment, facilities, and/or property are damaged or defaced during the event, PWEC will notify the renter of the cost of repairing the damage/clean-up of the premises which will be taken out of the security deposit. If the cost of repairing the damage/clean-up of the premises exceeds $250.00, the renter will pay the same within 10 days of receipt of an invoice from PWEC showing the balance due. The unused portion of the security deposit will be returned to the renter within 30 days of the date of the event.


5. Excessive noise and drunken and/or disorderly activities will not be permitted or tolerated. Should PWEC (in its sole and absolute discretion) decide a violation of the provision, any ordinance, or law has taken place or has not been corrected after a warning; PWEC has the right to have the violator removed from the facility and/or property. In addition, PWEC has the right to remove any unwanted or disorderly individuals from the facility and/or property if designated by renter. Individual parties or groups found in violation may be permanently banned from further use if the facility if necessary.


6. All rules, ordinances, policies of both the City of Orange City and PWEC, and building codes must be adhered to at all times. For more information on policies & procedures, please refer to PWEC manager or PWEC website.


7. The individual or group signing this agreement must be 18 years of age or older and shall accept responsibility for the conduct and activity of all those attending any event or activity covered by this agreement. The individual signing this agreement must be in the facility for supervision of the scheduled event at all times. As soon as the individual signing this agreement leaves, the event must conclude.


8. It is agreed that the individual or entity holding an event or activity in this facility should utilize properly licensed caterers, approved vendors, and the city designated licensed bar holder when such services are to be utilized. Catering licenses may be obtained from the City of Orange City if any other catering services are desired. No food service or liquor service other than that designated by the City of Orange City and PWEC may be utilized.


9. It is understood and agreed between the parties that the estimated rental fee set out herein and above shall be good for a period of 12 months from the date of execution of this agreement-subject only to price changes established by the City of Orange City council members in January of each year.


10. The parties acknowledge and agree that the terms and conditions of PWEC’s policies and procedures, a copy of which the renter acknowledges receipt of contemporaneously with the execution of this agreement, are incorporated into this rental agreement as though set out in full.


11. It is agreed that the entity or individuals signing understands that all bar services carried out by Prairie Winds Event Center will come to a close no later than 11:30PM. Last call for all events serving alcohol will be made at 11:15PM or earlier. In addition, the bartenders designated by the contracted bar have the right to refuse any service to individuals who appear to be drunk and/or disorderly. Proper identification must be shown to bartenders in order to purchase and/or consume alcoholic beverages. Every individual buying and/or consuming an alcoholic beverage must be the legal age of 21 years or older. Any individual found to be in violation of such conducts will be susceptible to removal from facility/property and/or legal actions. -Events without a bar will follow the same closing time frame allowing for cleanup from 11:45PM to 12:30AM as well
    -Any alcohol not sold by PWEC’s bar that is brought into Prairie Winds Event Center or on the property will result in a $500.00 fine to the individual signing this contract.
    -A $500.00 fee will apply if all event guests and/or renters are not out of the facility by 12:30AM the following day.
    
    By signing this agreement, the renter contracts with the City of Orange City for the use of Prairie Winds Event Center’s facilities on said date, and the renter agrees to all terms and conditions. Please sign and include rental deposit to confirm booking.