TERMS AND CONDITIONS AGREEMENT
Please read the Headquarters Terms and Conditions (below).
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Terms and Conditions
Headquarters Wedding and Event Venue (Headquarters Event Center, Headquarters, HQ) is owned and operated by Headquarters, LLC. All legal contracts and agreements made by Headquarters Wedding and Event Venue (Headquarters Event Center, Headquarters, HQ) fall under the legal heading and liability of Headquarters, LLC. Headquarters has the right to modify these terms and conditions at any time. For more information, please contact Headquarters Booking Support at www.headquarters.events or email us at bookings@headquarters.events
Premises Liability: Headquarters, LLC shall not be held liable for accidents or injuries that occur on our premises due to guest negligence, including but not limited to slip/falls, faulty equipment, and misused rental equipment. To protect all parties, premises and equipment will be inspected prior to each event. If Headquarters, LLC is found liable for providing faulty equipment or unsafe facilities/premises that causes injury to a guest during an event, the maximum compensation paid by Headquarters, LLC for said injury is $1000. Headquarters, LLC is not liable for 3rd party contractors, including but not limited to caterers, bar tenders, wedding planners, musicians, and event rental companies. Unless otherwise noted in rental agreement, all events at Headquarters are Private Events (not open to the public). Renters understand the potential dangers that themselves or any guest could incur in the renting of the facility. Renter understands that Headquarters, LLC, employees, agents, or insurers cannot be held responsible for any injuries, damage, or death caused by renters/guest negligence or failure to follow the terms of this agreement.
Indemnification: The renter agrees to indemnify, defend, and hold Headquarters, Headquarters Staff, and any person acting on behalf of Headquarters harmless from all cost and expense resulting from any claims, suits, or liabilities of any kind, including attorney fees, arising from or purporting to arise from the conduct, activity, or any other transaction involving renter, its guests, invitees, contractor, or any other person on the Headquarters premises at the request or invitation of the renter or renter’s guests or invitees.
Payment: 100% payment is required up front at the time of booking. Headquarters accepts cash, check, or credit card. Cash or check payment must be pre-arranged and dropped off within 1 week of booking. Guests can pay with credit card using the link in their booking confirmation email within one week of booking. If not paid within 1 week of booking, Headquarters Booking Support reserves the right to cancel the event. Additional hours can be added, but must be paid for within 1 week of event modification. For additional time added on or within 7 days of the event date, all payments must be paid in full by the end of the event. If renter refuses payment, Headquarters may seek legal action for repayment of the invoice balance plus legal fees.
Rescheduling/Cancellation: Headquarters allows you to reschedule your event to any other available date in our calendar, priced at equal or lesser value, outside of 30 days out from your event. You can not reschedule your event inside of 30 days of your event date. If your selected reschedule date is priced at a higher rate, the renter will be required to pay the difference owed for the higher rate. Renters will not receive any refund for rescheduling their event for a date with a lower rate. If you must cancel your event, our cancellation policy is as follows: All events cancelled on or before 30 days of your event will receive a 50% refund of the booking price. All events cancelled within 30 days of your event will not receive a refund. If applicable, refunds will be sent via check to a mailing address provided. If for any reason Headquarters must cancel your event do to unforeseen circumstances, 100% of paid rental fees will be refunded to the renter. Headquarters is not liable for reschedules or cancellations due to weather, acts of god, and force majeure events (including natural disasters, state of emergency, epidemics, etc.). All event cancellations must be approved by Headquarters staff.
Occupancy: Unless otherwise noted, the maximum venue occupancy limit is 100 guests. These are strict limits put in place by the City of Newport Fire Marshall and are non-negotiable. Headquarters reserves the right to modify/lower the total guest count and limit/enforce the guest count at any time.
Rates: Headquarters rates lock in at the time of booking. Due to increased demand and changing market prices, Headquarters reserves the right to increase booking rates for future events. Current rates and other pricing information can be found on our website under the “Pricing” tab.
Event Time/Scheduling: At the time of booking, renters can block off as much time as needed for the duration of their event plus time for drop off, setup, decorating, cleanup, and pick up. At least 1 hour of dedicated setup/cleanup time is required for all events. If additional time is needed, renters can add additional time by the hour. Renters also have the option to split up their booking into two time blocks (1 hour minimums). Renters may add time on any day leading up to their event, including on the day-of. Any additional time added prior to 30 days out from the event date will be billed at the original hourly rate. Any additional time added on or within 30 days of the event date, including on the event date, will be billed at 2X the hourly rate. All renters/guests/vendors must be cleaned up, packed up, and exited by the end of the final billed hour (exit time), otherwise any additional time will be billed at 2X the hourly rate (in 1 hour increments). Additional time will be billed at the discretion of Headquarters Staffing. On average, events run over their time block by 30-40 minutes. We kindly ask that renters err on the side of caution and round up their booking time slot by an additional hour to cover any overages in setup/cleanup/event duration.
Start Time/End Time/Multi-Day Bookings: Due to the proximity to neighboring businesses and residents, Headquarters has a strict event start/end time policy. All events may begin no earlier than 7AM. All events must end music by 11PM and be cleaned up and out the door by 12AM. If your event wants to go later than 12AM, please contact Headquarters Booking Support to discuss an exception to this policy. If you would like to host a multi-day event, Headquarting Booking Support can assist in scheduling and pricing.
Damages and Theft: Headquarters shall not be responsible for lost, stolen, or damaged personal property that guests/contractors bring onto the premises. The renter shall be liable for lost, stolen, or damaged guest/contractor personal property brought onto the premises. The renter shall be liable for any loss incurred as a result of theft, physical damages, or by any other means, by both themselves and their guests, to Headquarters facilities and personal property. Headquarters has the right to bill the renter for the value of stolen/damaged items or for reimbursement for facility/property repairs.
Headquarters Staff: Headquarters will provide 1 person on site for setup and cleanup of your events. During the event itself, one of our staff members will be on site or nearby, and on call to take care of issues or questions that arise during the entirety of your event.
General Laws: The renter is responsible for making sure all guests adhere to all Federal, State, and Local laws.
Parking: Both metered and unmetered street parking is available and well as a free public parking lot across the street, located at the Newport City Building (998 Monmouth Street, Newport KY 41071). Metered parking runs until 12AM, Monday-Saturday. For larger events, additional overflow parking is available one block away at the Campbell County Clerk Office (1098 Monmouth Street, Newport KY 41071). Headquarters does not provide valet service. If valet service is needed for your event, please contact Headquarters Booking Support for more information. Headquarters is not responsible for fees incurred due to illegal parking by guests or contractors.
Alcohol: Headquarters is not liable for the consumption, over consumption, underage consumption, or injury/death caused by the consumption of alcohol by guests on the premises. Alcohol consumption by guests is the sole responsibility of the renter. All renters must be over the age of 21 years old to be allowed to host an event at which alcohol is served. Minors (under the age of 21) will be allowed to attend events serving alcohol, as it is the responsibility of the renter to keep alcohol out of the reach of minors. Absolutely no minors will be allowed to consume alcohol on the premises, no exceptions. Absolutely no open alcoholic beverages may leave Headquarters facility, including the public sidewalk (no alcoholic beverages while standing outside). Unless otherwise noted in rental agreement, all events at Headquarters are Private Events (not open to the public). For all private events, at which no alcohol is for sale to guests, renters are allowed to bring in their own alcohol for guest consumption. For both private and public events, if alcohol is purchased and provided by a caterer or bartender, said caterer or bartender must be licensed to serve alcohol in the state of Kentucky, and must hold appropriate liquor licenses with the city and state. It is the responsibility of the caterer or bartender to provide proof of adequate licensure and insurance at a minimum of 7 days prior to event date.
Smoking: There is a zero-tolerance no-smoking policy at Headquarters. No persons shall smoke or vape inside of the premises, including the front alcove/porch. This includes but is not limited to cigarettes, cigars, pipes, marijuana, vaping devices, and e-cigarettes. If guests wish to provide cigarette disposal units for smoking guests on the public sidewalk, the renter is responsible for cleanup and removal of butts and disposal units after the event ends. Renters will incur a $2500 fee if guests are found to have smoked inside the Headquarters facility, no exceptions.
Firearms/Weapons: It is strictly prohibited for any person to carry any firearms or weapons of any kind on the premises, unless the person carrying is a law enforcement officer authorized to carry weapons at the time of the event.
Furnishings: Headquarters is furnished with tables and chairs for guests, tables for food/drink service, 4 leather sofas, 4 leather chairs, and four antique rugs. Other items provided on site include coat racks, fans, music equipment, tablecloths, centerpieces, projectors, coolers, miscellaneous extra food prep/service items, miscellaneous toiletry/cleaning items, and miscellaneous plants/decorations. Renters are welcome to provide additional furnishing for their event, provided by the renter, caterer, or event rental company. Arrangements for furnishing drop off and pick up must be completed 7 days prior to event date and coordinated with Headquarters Booking Support for day-of logistics. Headquarters is not responsible for lost, stolen, or damaged furnishings provided by renter, caterer, or event rental companies. The renter is responsible for lost, stolen, or damaged furnishings provided by renter, caterer, or event rental companies. Renters are responsible for all billed hours including rental drop-offs and pick-ups.
Decoration: Renters are allowed to decorate the event space with their own decorations, as well as some on site decoration options provided free of charge by Headquarters. Brick and wood walls are fitted with intermittently placed nails for hanging banners, balloons, lighting, signage, wreaths/greenery, photos, etc. We encourage renters to decorate the space to fit the style of their event, but we ask that no physical damage be done to walls, floors, woodwork (interior/exterior) for decoration installation. All decorations must be removed by the renter at the end of the event during cleanup. The following decoration items have been banned from Headquarters: open flame candles, glitter, confetti, smoke or fog machines, incense, feathers, bubbles, rice, or similar messy items. If any of these banned items are used, guests will be responsible for paying a minimum $500 cleaning fee (billed at the discretion of Headquarters Staff).
Cleanup: Headquarters wants to make cleanup as easy as possible for our renters/guests. We provide six-ten trash cans in the event space, one trash can in each bathroom, as well as access to extra trash bags. It is the responsibility of the renter to dispose of all food, drinks, cups, plates, napkins, catering items, boxes, plastic/paper tablecloths, disposable decorations, balloons, or any other items brought into the event space. We require that all trash be placed into the provided trash cans and left in place. At the end of the event, all full trash bags will be removed from cans by Headquarters Staff. If a trash bag becomes full during your event, full trash bags can be disposed of in the back alley dumpsters. Additional trash bags can be found in the bottom of each trash can. We ask renters that large pieces of trash, decorations, and food scraps be picked up from the floor. If spills knowingly occur during your event, we ask that the spills be cleaned up as soon as possible using cleaning supplies and towels found in the kitchen, and be marked with a yellow wet floor sign located in the kitchen. We do not require our renters to sweep or take out the trash at the end of the event. All decorations must be removed by the renter at the end of the event during cleanup. The following decoration items have been banned from Headquarters: open flame candles, glitter, confetti, smoke or fog machines, incense, feathers, bubbles, rice, or similar messy items. If any of these banned items are used, guests will be responsible for paying a minimum $500 cleaning fee (billed at the discretion of Headquarters Staff).
Food and Catering: Headquarters Staff is not responsible for delivering, preparing, serving, or disposing of food from your event. If a caterer is used, the renter and the catering company will be responsible for delivering, preparing, serving, and disposing of food for your event. Headquarters is not responsible for any allergy or sickness caused by food served at the event. The renter must remove or dispose of all food at the end of the event.
Kitchen: The event center has one basic kitchen. The kitchen does not include a Stove/Oven. Caterers are limited to bringing portable warmers or food warming trays for hot food service. An ice machine is provided on site. Kitchen includes a food prep counter, a microwave, four large white coolers, two bowl sink with strainers, cold/hot water, rolling food cart, refrigerator/freezer, scissors, wet floor signs, bottle opener, lighter, fire extinguisher, and cleaning supplies. The kitchen also stores extra trash bags, toilet paper, paper towels, plates, napkins, cups, and cutlery items. Kitchen barn doors can be closed, and caterers can use the kitchen and back storage area for food prep and organization.
Bathrooms: The event center has two bathrooms. Both bathrooms are lockable, gender neutral, and ADA compliant. A key, for opening/locking a bathroom, is kept on site in case of emergencies. Bathrooms are supplied with toilet paper, extra toilet paper, paper towels, soap, air freshener spray, a trash bin, and a feminine hygiene product waste bin. Bathrooms will be cleaned prior to your event and cleaned by Headquarters Staff after your event.
Live Music: Our guests are welcome to hire musicians to perform during the event. We ask that band setup does not take up more than 100 sq ft (10ft x 10 ft). Small unpowered mixer and audio amplifier provided free of charge. Musician and band setup must be approved by Headquarters at least 7 days prior to event. Live music must be completed by 11PM.
Wifi, Audio, Technology: We provide free wifi to our guests at Headquarters. The wifi name is “Headquarters Event Center” and the password is “headquarters”. We provide a powered speaker and audio hookups for iPhone lightning port and AUX, for music to be played from a phone or other electronic device during your event. Audio must be kept at a reasonable volume and bass, as to not disturb neighboring businesses and/or residents. Headquarters Staffing will notify renters/DJ if volume/bass levels exceed the maximum allowable range. Headquarters provides two projectors on site for guests to project slideshows, videos, movies, sporting events, karaoke etc. Headquarters requires that files to be displayed be hand delivered or electronically sent to Headquarters Staff at least 7 days prior to the event. Headquarters Staff can assist in setup of audio/visual equipment upon arrival.
Photography: We encourage photography at our events. If photos are to be posted online, we ask that you tag Headquarters Historic Event Center in your pictures. Please be mindful of other guests right to privacy.
Privacy Policy: Headquarters has the right to post/repost/share photos of your event on the company website, social media, and/or other marketing. Please notify Headquarters Bookings Support in writing if you wish to remain anonymous and/or not have your event photos published on the company website, social media, and/or other marketing. Event/Venue photos taken by Headquarters Staff are property of Headquarters and can not be sold, shared, modified, and/or published without expressed written consent. For security and liability, Headquarters is fixed with security cameras in the main event space, excluding bathrooms. We are mindful of our guests right to privacy.
Mobility Impairment: Headquarters has 1, 8” step at the entrance to the event center. The entire interior of the event center contains no steps and is mobility friendly. We have a portable mobility ramp on site, available upon request, if needed for the entrance step. Both bathrooms on site are ADA compliant.
Fire/Exits: The premises are fitted with 2 audible smoke detectors. There are two emergency exits on the premises, one at the front door, and one in the rear of the building through the kitchen. Guests can exit the front of the building or follow exit signage to rear in case of emergency. ADA compliant restrooms are fitted with strobe signalling devices for hearing impaired guests. Fire Extinguishers are located in the front room, rear room, and kitchen and are white in color. In case of fire, Headquarters asks our guests to exit the building and call 9-1-1
Contact:
For questions/issues that arise during your event, please call:
Mike Smith, Owner - Headquarters - (859) 888-0573
In case of emergency, please call 9-1-1.
Address: 935 Monmouth Street Newport, KY 41071
Email: bookings@headquarters.events