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Pennsy Depot Banquet Room Weekend and Holiday

2024 Rental Agreement

 2000 Comeford Road, Valparaiso, IN 46383

219-531-9519 or 219-733-2039

PennsyDepotRoom.com

like Pennsy Depot Banquet Room on Facebook


The Pennsy Depot Banquet Room (PDBR) can be scheduled a maximum of twelve months in advance from Charlesworth Properties, LLC. Events are to be confined to the assigned PDBR area and entrance to other areas is strictly prohibited. The capacity of the PDBR is 36 people, 32 or less is best. Hours of use are 8:00 a.m. – 9:00 p.m. Events past 9pm will require in advance an additional payment of $100 per hour. Restrooms are available for use. The PDBR will not be made available to groups at which admission is charged, money raised or items are sold for profit.

In order to be fair to all our clients, The Pennsy Depot Banquet Room does not book tentative reservations. Once you have decided to reserve a date for your event, a non-refundable deposit of $75 is required. It is our policy to decline further inquiries for the room once it is booked so the deposit is non-refundable.

Food and beverages that are brought in may be served in the PDBR or a caterer used of renter’s choosing. Use of the kitchen facilities is included with the use of the PDBR. No PDBR supplies may be used. You will be allowed use of the microwave, stove and refrigerator. Coffee maker, punch bowl and other serving items may be available for use, but you must bring your own supplies. In addition, there are dinner plates, cups, saucers, bowls, glasses and a television that can be used for an additional fee. The renter is responsible for cleanup of the dishes and utensils used. Any excessive cleanup necessary or breakage will be charged appropriately.

No tape, tacks, staples, glue, pins or nails are allowed on the walls, ceiling, floor or wood trim of the PDBR. Tension rods may be placed between windows for hanging light items.

The PDBR encourages recycling and one container is labeled as such. Trash must be disposed of in the outside receptacle, provided it is not at capacity. Excess trash and recycling must be taken with you. Clean trash bags should be placed in all waste receptacles.

You will be responsible for cleaning the kitchen, tables, chairs and floors. Supplies are located in the lower cupboard to left of the refrigerator. Vacuum and broom are located in the restroom closet. Towels and dish cloths should be left in the kitchen sink. Please make sure the bathroom is left in good condition.

Please make sure air conditioner, oven, fireplace and sinks are turned off and doors are locked. A $200 fee per occurrence will be assessed if any items are left on or doors are left unlocked. Be sure deadbolts at top and bottom of right-hand front door are secured before center deadbolt of both doors is locked.

Disinfectant spray is located in the bathroom closet. 

The applicant is responsible for reasonable care of the room and equipment, and will be held responsible for any damage to the general condition of the room/equipment following use. The applicant is also responsible for the PDBR property including exterior and lawn areas. The applicant will be assessed reasonable charges for repair or replacement of any damages. At the conclusion of use, applicants will return all furniture and equipment to the places they were found. Loss or breakage of television will be $850. Tents in the yard require a prepaid fee. 

Smoking is not allowed in the building or near doors. An additional cleaning fee of $500 will be assessed for guests not complying. Lessee is responsible for trash in yard including cigarette butts.

Alcohol use is prohibited in the PDBR and on the premises.

If PDBR is utilized in any capacity for the purposed originally rented, no refund will be given due to equipment failure, acts of God or unforeseen inconveniences.

Applicants must understand the security features of the PDBR. Access to the room will be provided on a case by case basis. No access will be provided before full payment is received. The person signing this agreement is responsible for securely locking dead bolt on front doors (right side top and bottom, left side turn knob), exiting thru the rear and engaging deadbolt by pressing the Lock Symbol. There will be a minimum $200 charge for building left unlocked. Failure to comply with the Charlesworth Properties, LLC and Pennsy Depot Banquet Room Guidelines may result in withdrawal of rental privileges. By signing this agreement, users of the PDBR agree to indemnify, defend and hold harmless, Charlesworth Properties, LLC, its officers, agents and employees, from all claims arising out of the user’s or user’s guests’ activities in the PDBR, on the premises or after the event.

The applicant is asked to provide a certificate of insurance.

 

Friday, Saturday, Sunday and Holidays Rental Charges:

Previous day access for decorating $100

Basic PDBR Rental $280.37 per day plus sales tax

Additional Hours past 9pm $100 each

Cocktail/Pub Tables $10 each, 3 available

Television $25

Lit Fireplace $25 (not available May 1 to Sept 1)

Podium $10

Linen Table Cloths $7 per cloth (white, ivory, black, red) 

Decorations varies

Decorating Services $50 and up

Silverware $3 per set

Tableware $3 per set {$5 for both}

Chair covers $1 each - renter puts covers on chairs

Chair covers $2.50 each - we put covers on chairs

Outdoor Tent Space Rental $25

Credit Card Fee $5

Booking Deposit $75 non-refundable to secure date (deducted from final payment)

Security Deposit of $150 will be charged to lessee's credit card and will be refunded via the method paid within three weeks if no damage incidents or violations of rules. If credit or debit card is not the method of payment, cash or separate check will be required. Check will not be cashed if no incidents.

Final Payment Due three weeks before event

Make checks payable to Charlesworth Properties, LLC

2000 Comeford Road, Valparaiso, IN 46383

Emergency contact for day of event 219-575-2039 or 219-575-2405

Medical Emergency: Call 911

Please text us 3 to 4 days prior to event with final number of people attending.

 

Code to unlock the back door will be texted to you 1 to 2 days before event.

PLEASE TEXT 219-733-2039 upon locking and departure

 

 








First Lessees Name

First Name*

Last Name*

Phone*
First Lessees Age Acknowledgment*
First Lessees Date of Birth*
I certify that I am 18 years of age or older
First Lessees Signature*
Second Lessees Name

First Name*

Last Name*
Second Lessees Date of Birth*
Third Lessees Name

First Name*

Last Name*
Third Lessees Date of Birth*
Fourth Lessees Name

First Name*

Last Name*
Fourth Lessees Date of Birth*
Fifth Lessees Name

First Name*

Last Name*
Fifth Lessees Date of Birth*
Sixth Lessees Name

First Name*

Last Name*
Sixth Lessees Date of Birth*
Seventh Lessees Name

First Name*

Last Name*
Seventh Lessees Date of Birth*
Eighth Lessees Name

First Name*

Last Name*
Eighth Lessees Date of Birth*
Ninth Lessees Name

First Name*

Last Name*
Ninth Lessees Date of Birth*
Tenth Lessees Name

First Name*

Last Name*
Tenth Lessees Date of Birth*
Parent or Guardian's Email Address

Email*

Confirm Email*
Address
Address Line 1:*
Street address, P.O. box, company name, c/o
Address Line 2:
Apartment, suite, unit, building, floor, etc.
Country:*
City:*
State/Province:*
Zip/Postal:*
Emergency Contact

First Name*

Last Name*

Emergency Contact's Phone Number*
Please read the following and indicate your agreement by answering yes. All answers must be answered and contract signed to rent the PDBR.

The date requested for rental is: *

Time of event *

Occassion *

Honored person(s) *

Number of guests (36 max, 32 or less is best) *
Format of event*
Open house
Set time

Requested time for setup (additional charge for before 8am)

Approximate time vacating the premises after cleanup? *
I agree the $75 reservation deposit is non-refundable*
No
Yes
I agree not to use tape, tacks, staples, glue, pins, Command or similar products or nails on the walls, ceiling, floor or wood trim of the PDBR.*
No
Yes
I agree to be responsible for reasonable care of the room and equipment, and will be held responsible for any damage to the general condition of the room/equipment following use*
No
Yes
I agree use of dinner plates, cups, saucers, bowls, glasses, television, lit fireplace, decorations and podium require an additional fee*
No
Yes
I agree to not allow guests to smoke in building or within 10 feet of entrances and to clean any butts from the yard or parking lot*
No
Yes
I agree to remove recycle and trash from the facility*
No
Yes
I agree to clean Pennsy Room, kitchen, bathroom and exterior, if applicable*
No
Yes
I agree to insure stove, fireplace and water are all turned off*
No
Yes
I agree to insure thermostat is returned to designated temperature upon departure*
No
Yes
I agree to contact authorities in the case of an emergency or if crowd becomes unruly*
No
Yes
I agree to insure right front door is deadbolted at top and bottom, left front is locked and after I exit the rear, to insure rear door is locked by pressing padlock picture. $200 fee will be assessed if building is found unlocked*
No
Yes
I agree access to PDBR will not be provided until payment is received in full and full payment must be received three week in advance of the event*
No
Yes
Room configuration*
Banquet (round tables, regular setup)
Long Tables ($50 additional charge)
Workshop (U Shape, additional $50 charge may apply)
Lecture (chairs only, $50 additional charge may apply)
Other (additional charge may apply)
Check all that apply. Invoice will be sent accordingly and will include any discounts, if applicable *
Basic PDBR Rental $280.37 per Friday, Saturday, Sunday or Holiday
Cocktail/Pub Tables $10 per table (3 available)
Pub Table Black Tablecloth ($7 each)
Day before decorating $100
Additional Hours past 9pm $100 each
Non-round banquet configuration (all rectangle tables) $50
Television $25
Lit Fireplace $25 (not available May 1 to Sept 1)
Podium $10
Linen Table Cloths $7 per cloth (white, ivory, black, red)
Ivory Cloth Chair Covers $1 per chair, renter puts on
Ivory Cloth Chairs Covers $2.50 per chair, we put on
Decorations - varies
Decorating Services $50 and up
Silverware $3 per set
Tableware $3 per set {$5 for both}
Outdoor Tent/Bounce House Space Rental $25 (renter provides)
10x10 Tent, PDBR Sets up $65
Credit Card Fee $5
Use of Glitter or Confetti $35, must be cleaned up before departure

Please specify if you selected any of the following: color and number of table linens, number of pub tables, number of chair covers, and/or number of silverware/tableware
I agree to an additional charge of $150 as a security deposit that will be refunded within three weeks if no damages or contract violations. A separate $150 security deposit check that will only be cashed if needed is also acceptable.*
No
Yes
I agree to "like" The Pennsy Depot Banquet Room on Facebook and encourage my friends and guests to do so.*
No
Yes
I agree to provide a certificate of insurance naming Charlesworth Properties, LLC as an additional insured, if requested*
No
Yes
How did you hear about the Pennsy Depot Banquet Room?*
Facebook
Attended an event at PDBR
Referred by friend or colleage
Charlesworth Financial Services client
Chamber listing
Internet Search
Fingerprint client
Other
I agree by signing this agreement, users of the PDBR agree to indemnify, defend and hold harmless, Charlesworth Properties, LLC, its officers, agents and employees, from all claims arising out of the user's or user's guests' activities in the PDBR, on the premises or after the event.*
No
Yes
  
Please upload a picture of your driver's license. *
Valid file types: JPG, GIF, PNG, and PDF
Parent(s) or court-appointed legal guardian(s) must sign for any participating minor (those under 18 years of age) and agree that they and the minor are subject to all the terms of this document, as set forth above.


By signing below the parent or court-appointed legal guardian agrees that they are also subject to all the terms of this document, as set forth above.
Parent or Guardian's Name

First Name*

Last Name*

Phone*
Parent or Guardian's Age Acknowledgment*
Parent or Guardian's Date of Birth*
I certify that I am 18 years of age or older
Parent or Guardian's Signature*
Electronic Signature Consent*
 By checking here, you are consenting to the use of your electronic signature in lieu of an original signature on paper. You have the right to request that you sign a paper copy instead. By checking here, you are waiving that right. After consent, you may, upon written request to us, obtain a paper copy of an electronic record. No fee will be charged for such copy and no special hardware or software is required to view it. Your agreement to use an electronic signature with us for any documents will continue until such time as you notify us in writing that you no longer wish to use an electronic signature. There is no penalty for withdrawing your consent. You should always make sure that we have a current email address in order to contact you regarding any changes, if necessary.


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