Rental of the Great Hall at Windham Woods School

Introduction

The Great Hall at Windham Woods School is available for rental for various events. This policy outlines the terms and conditions for the usage of the Great Hall, including permissible events and restrictions.

Eligibility

The person making the reservation must be present during the entire event.

Reservation Process

1. Reservations must be made at least two weeks in advance through the Windham Woods School administrative office.

2. The cost of the rental hall is $350.

   1. This cost does not include catering services that are the responsibility of the outside party booking the reservation.

   2. The balance of the final payment for the use of the rental hall is due two weeks prior to the event.

3. A non-refundable fee of $100 is required to secure the reservation. (Online payment, or check written to Windham Woods School)

4. The fee covers the use of the Great Hall for a maximum of 75 guests.

Event Guidelines

1. Events must comply with all local laws and regulations.

2. The renting party is responsible for the setup and clean up of the Great Hall

3. No alterations or decorations that may cause damage to the Great Hall are allowed.

4. The Great Hall must be returned to its original condition after the event and before the next school day. This relates to the positioning of the furniture and anything that was originally moved to suit the event.

Restrictions

• Weddings are not permitted in the Great Hall.

• Events with alcohol consumption must be accompanied with a certified bartender.

• The fireplace is not permitted for use.

• Outdoor fire pits are not permitted.

• Any activity that poses a safety risk or potential harm to the premises is not allowed.

• Visitors are only permitted to use the restrooms in the front hallway and are not permitted to enter other spaces in the building without express permission.

Hours of Use

1. The Great Hall can be rented for a maximum of five consecutive hours.

2. All events must conclude by 10:00 PM.

Cancellation Policy

1. Cancellations must be made at least one week before the scheduled event.

2. Failure to cancel within the specified timeframe will result in the forfeiture of the reservation fee.

Security Deposit

1. A refundable security deposit of $250 is required to cover potential damages, deep cleaning or violations of the usage policy.

2. The security deposit will be returned within 14 days after the event, provided there are no violations or damages.

3. This deposit can be made online in addition to reservation payments.

Enforcement

Failure to comply with this policy may result in the revocation of future rental privileges and additional charges for damages.

By reserving the Great Hall, the renting party agrees to abide by the terms and conditions outlined in this policy. The Windham Woods School administration reserves the right to modify or terminate this policy at any time.

Waiver and Release of Liability

 By securing the rental of the Great Hall by paying the fee, I understand that using the Great Hall at Windham Woods School exposes myself and my guests to potential unforeseen risks and dangers. Accidents and injuries are always a possibility, and in return for my rental of the Great Hall, my organization assumes responsibility for all risks and dangers related to my guests and my own participation during the event as well as during the preparation and cleanup process.

On behalf of myself and my guests, my organization voluntarily and specifically release and hold harmless WWS, including, without limitation, its agents, employees, officers, directors, affiliates, volunteers, representatives, successors and assigns, from liability for any harm or loss, including, without limitation, any personal injury, emotional injury, illness, property damage, medical expense, or loss of life, arising from or related to my guests participation in the event at WWS. I understand and agree that this waiver and release includes any claims against WWS based upon the actions of other participants in the event, or the actions of any other person or entity. I further agree to indemnify WWS from all liability for any personal injury, emotional injury, illness, property damage, medical expense, loss of life, or any other loss caused to any other person or entity by me or my guests arising from our participation in the event.

Please provide a Certificate of Insurance that names Windham Woods School as a certificate holder at least two weeks prior to the event.