VENUE RENTAL TERMS

Rental fees include:

Venue Rental

Consultation/Event Planning/Production Management

Ordering of any needed infrastructure

Production Management at the event

RENTAL/MANAGEMENT FEES

50% deposit due upon signing of contract

50% one (1) day prior to the event.

A damage deposit is built into the fees. If no damage/loss occurs, client will receive deposit back within 30 days of the event.

Requirements/What we handle:

To help ensure a properly managed and successful event, all clients are required to order any event needs through EPS. Not only does this ensure that these will be managed correctly, but we receive the best prices in town from our preferred third party vendors.

Infrastructure*

Stages

Sound

Lighting

Tents

Fencing/Scrim

Bike Rack (Crowd control)

Mojo Barricades (Stage)

Portable Restrooms

Hand Washing Stations

Generators/Electrical Distribution

Golf Carts

Tables/Chairs/Linens

Misting and cooling fans/Portable A/C

Site Lighting / Light Towers

Public Safety*

Police

Security

Emergency Medical Services

Hospitality*

Catering

Bar operations

VIP & Artist hospitality services

Staffing

*Note: These items will be ordered by EPS on behalf of the client and are supplied by 3rd party goods/services vendors.

• All site orders can be done as a turn-key solution. When EPS orders goods and services on behalf of the Client, the Client would pay EPS, and then EPS would pay the 3rd party vendors. Or the Client can pay the invoices directly.

Other Notes:

• All client/event needs will be documented in an easy to read spreadsheet with all estimated costs clearly listed for the goods/services/staffing needed for the event. Client will be notified of and must approve of expenditures in writing before EPS will finalize any order.

• In addition, If EPS is quoted higher than the client was previously quoted by a 3rd party vendor, EPS will certainly look into changing the order to save money.

• All payments for 3rd party vendors must be made on time, on or before the date specified on the invoice.

OTHER SERVICES WE CAN PROVIDE (optional)

For an additional fee, EPS can provide the following services at the Client’s request: 

• Talent Buying/Artist Management/Stage Management
• Art/Food vendor acquisition and management
• Volunteer acquisition and management
• Sponsor management day of show
• Website design & hosting

WHAT CLIENT HANDLES

• Sponsor acquisition
• Event funding/financing
• Media acquisition and management day of show
• Advertising
• Payment of all invoices (unless turn-key services are being performed by EPS)

OTHER TERMS

Parking/Camping:

• Parking and camping fees/management & staffing is managed exclusively by the venue.

Insurance:

• $1,000,000.00 (1 million) in Liability Insurance, with Event Production Services LLC & Twin Parks Country Club listed as “certificate holder” and as “additional insured”.  In addition, a signed waiver a liability will be required.

Deposits:

• Deposits and required documents/items are due by required due dates.

Cancellations:

• Deposit is non-refundable unless we receive a notice of cancellation in writing, 30 days before the event.
• Client will still be responsible for paying for any items that were rented or acquired on their behalf.
• 15% cancellation fee (of the deposit) applies to any cancelled event.

Other:

• TPCC is a privately owned venue, and EPS/TPCC reserves the right to refuse services/rentals to anyone based on the best interest of the land, facilities, county, our business, etc.
• Venue will not sponsor any event.
• Events are rain or shine.
• A damage deposit may be required on large scale events.  EPS reserves the right to define what a large scale event is.
• All clients must sign a venue rental agreement.

• Circumstances beyond our control

In the event of, or threat of a; terrorist attack, weather emergency, etc., EPS Director of Events, has the ultimate authority to cancel or postpone any event to protect the safety of the public, crew and all third party contractors. EPS will, in good faith, and reasonable ability, notify and consult with Client before making such a decision.