Private Event Contract

Contact Information

Event Information

Summary of Event Charges

Payment Schedule

Other Information

I,, accept the Private Event Contract Above.

Client Signature Date

Private Event Policies and Procedures

Rental Fees, Staffing & Inclusions

• At the time of booking, 50% of the total venue rental fees are due to secure the event date along with a signed contract.
• The first payment of 50% is non-refundable should the client cancel the event.
• Upon execution of the booking agreement, the lessee is responsible for 100% of the contracted rate.
• Four Mile shall have no obligations under this Agreement until the first payment of 50% is paid in full.
• The final payment of 50% is due at least (30) days prior to the event date.
• There is a $150 Cleaning Fee for all rentals. This fee is non-refundable and non-negotiable.  
• Available rental times are typically from 8am – 11pm with the exception of Grant Hall which is only available from after 4pm while the Park is open to the public. The Meeting Room can be rented while the Park is open to the public. General admission hours are 10am – 4pm.
• Rentals in Grant Hall and the Meeting Room include (20) 5’ round tables and 100 chairs, 1 wooden bar and (8) 8’ tables.
• Venue rental fees include an historic maintenance fee as well as an onsite manager for 3 hours for set-up, 4 hours of event time, and 1 hour of clean-up with the exception of the Scotty Wilkins Salon. Staffing fees for the Salon will be charged in addition to the venue rental fees as needed based on the event.
• Any additional staffing to be charged at $50 per hour as needed and determined by Four Mile.
• Full payment can also be made at any time once the agreement is signed. Acceptable payment methods are by cash, check, credit card, money order or cashier’s check.
• Failure to pay 100% of the estimated charges will result in automatic cancellation of the event as of the payment due date.
• The client is subject to Incidental Charges should there be any that include, but are not limited to outstanding balances, additional time fees, and damages. The client must complete and sign the credit card authorization form enclosed to secure their booking. The credit card on the authorization form may be used to cover the cost of Incidental Charges.

Cancellation

• The 1st payment of 50% of the total venue rental fees is non-refundable. However, Four Mile will allow a one-time transfer of dates and will apply a credit in the amount of full contracted rental rate towards the new date.
• The new date rental must take place within 1 year of the original event date, be equal to or greater than the original booking, and must be confirmed within 30 days of cancellation.
• Upon cancellation, the lessee remains financially responsible for 100% of the outstanding balance.

Additional Time Fee

• Lessee will be charged an inconvenience fee of $1,000.00 per hour for venue rental plus additional staffing fees $60.00 per hour for any time outside of their designated rental time.
• This includes time before a rental begins and time after the event is designated to be over. Rental time must be pre-approved with Four Mile staff.

Catering

• All rentals taking place in Grant Hall, the Grove and the Meadow must use a licensed, full service caterer for their rentals. Rentals taking place in the Meeting Room or Salon with fewer than 20 guests do not have to use a licensed caterer. However, potlucks with shared homemade food are strictly prohibited for any event. Caterers must remain on site for rentals unless otherwise specified.
• Four Mile will provide all lessees with a list of preferred caterers. Any caterer not on the Preferred List must meet the following criteria:

• Be a licensed caterer and provide appropriate paperwork
• Provide Certificate of Insurance with a minimum $2,000,000.00 requirement with Four Mile and the City of Denver listed as additionally insured
• Meet with the event manager prior to the event
• Read and sign a copy of the Park’s Rules of Use Guidelines, thereby agreeing to follow the Park’s policies and procedures
• The lessee must pay a non-refundable $500.00 usage fee

• Rental of Grant Hall includes the use of limited kitchen facilities for serving and food maintenance. There are limited facilities available for food preparation for indoor or outdoor rentals. All items stored in the kitchen are property of Four Mile and cannot be used or removed by lessee under any circumstances.

Liquor

• Four Mile Historic Park manages the Art Liquor License for all public and private events.
• Four Mile manages all alcoholic beverage service at events, under strict compliance with all applicable statutes, ordinances and governmental regulations regarding the use and/or service of alcohol.
• Four Mile Bar staff is required for all events serving alcoholic beverages at the rate of $50.00 per hour and must include a minimum of 1.5 hours of set-up and .5 hours of teardown in addition to a minimum of 2 hours of event time.
• Lessee will pay for one TIPS Certified and licensed bartender per 100 guests present to check identification and serve drinks.
• Security is required for all events.
• All alcohol must be purchased through Four Mile Bar packages and pricing varies based on event needs.
• All bar service ceases 30 minutes prior to the scheduled event end time.  At the latest, the last call for outdoor events is 9:30pm with service ending at 10pm. For indoor events, last call at 1:30am with service ending at 2am.
• Alcohol must be served with food and done so in accordance with all applicable laws.
• No straight “shots” of alcohol are permitted to be served at any rental event.
• All guests are required to be able to provide a valid ID to be served.
• No one under the age of 21 will be served alcohol.
• Alcoholic beverages are only allowed in the rental areas during event time.  
• Alcohol is not permitted during an event without it being listed in the rental agreement.  will result in the forfeiture of deposit and possible early closure of the event.
• Consumption of alcohol is not permitted outside of event hours (ie. set up, clean-up, etc.)
• Liquor must be attended at all times. This includes both liquor that will be served during the rental and any items with liquor contained within (ex: liquor in silent auction gift baskets).
• Lessee may not remove any liquor from the premises at the end of the event in accordance with Colorado Liquor Laws.
• Any failure to comply with alcohol policies will cause the immediate forfeiture of any payment collected and the event will be shut down.
• Four Mile Management reserves the right to suspend alcohol services for any reason at any time.
• Event attendees may not bring alcohol onto the premises. All alcohol must be served by a Four Mile representative. Lessee assumes all liability for alcohol consumption on Four Mile property.

Shelter

• Lessee may erect tents and/or canopies; however, size and placement must be approved by an authorized Four Mile representative.
• For Grove Rentals; because of the Grove’s historic nature, limitations there are as follows:  a) only one tent may be erected no larger than 20’ X 40’ or 30’ X 30’ and b) all tents in the Grove must be weighted, not staked.  No exceptions will be made.
• Tents in the Grant Hall Backyard must also be weighted. Lessee will be charged a fee of $100 per hour for the amount of time it takes to set up and take down a tent. Delivery time must be previously agreed upon with Events and Rentals Manager. Lessee may provide lighting for the tent, but must consult a Four Mile representative about power for the tent.

Deliveries

• All deliveries must be coordinated with Four Mile. Deliveries not listed and/or delivered or picked up outside of the rental time will be subject to additional fees.
• Rented or delivered items, including but not limited to catered items and staff, tables, linens, and flowers may be delivered no earlier than the agreed setup time.  
• Rented or delivered items must be removed at the end of the rental unless prior approval from Four Mile in which additional fees may apply at the Four Mile’s discretion.  It is the responsibility of the lessee to communicate these times to all delivery companies.
• Deliveries will not be accepted by Four Mile without prior approval and notice; in which Four Mile will not take any liability of missing, damaged, or incorrect items upon delivery/receiving.  All delivery vehicles must stay on the Park roads at all times.
• All setup vehicles must stay on park roads at all times and cannot exceed a speed of 10 MPH. All setup vehicles must drive cautiously and slowly on the Park roads at all times as other groups including children may be present on the Park.
• No vehicles are allowed on the Park during general admission hours or when school groups are present.

Decorations – Indoor and Outdoor Rentals

• Plans for decorations and supplemental lighting must be approved by an authorized Four Mile representative.
• Flower arrangements and potted plants may be used
• No tacks, nails, tape or staples may be used to apply decorations to permanent surfaces.
• Painter’s tape may be used. Lessee assumes responsibility for any damage done to Four Mile property when using painters tape.
• Because they are hazardous if ingested by livestock, no inflatable objects, confetti or rice are allowed.
• Use of inflatables, including balloons, are strictly prohibited outside of the Grant Education Center
• Bouncy Castles and other inflatable play places are allowed but must have prior written approval and consent prior to placement and use from Four Mile. Four Mile has the right to refuse the use of such equipment if deemed unsafe or due to size and placement.
• All candles or other flames producing items must be enclosed or dripless.
• No candles, tiki torches, or similar items involving open flame are to be used.
• No fireworks, sparklers, glitter or confetti, or cannons are to be used.
• All decorations must be removed at the end of the event by the lessee.
• Any damages done by approved decorations are subject to damage fees. If damages exceed the amount of the security deposit lessee will be subject to additional fees.

Clean Up

• Four Mile must be left in a clean manner, including removal of all decorations.  Lessee is responsible for all setup and cleanup including, but not limited to:

• Setup and teardown of all tables, chairs, linens, etc.
• Vacuuming of carpet of space used
• Removal of all trash (trash bins are located in the southwest corner of the Four Mile parking lot)
• Clean up any debris in the kitchen and surrounding area.
• Setup and teardown of all tables, chairs, linens, etc.
• All outside rentals must be stacked and placed in a central location in the venue space or as directed by the Four Mile representative on site.
• Removal of all trash (trash bins are located in the southwest corner of Four Mile parking lot, or by the back gate.)
• Clean up any debris or litter.
• Failure to do all of the above or other cleaning related tasks necessary will result in an additional fee of a minimum of $300.00.

• Lessee must notify Four Mile staff immediately in the event of an indoor spill, fire or similar occurrence.
• The condition of the grounds will be assessed by a Four Mile representative.
• There will be an automatic $250.00 charge for any clean-up involving biohazardous waste, including vomit. Excessive staining of the carpet will result in a $250.00 cleaning charge. Four Mile may assess a minimum cleanup fee of $300.00 for events with 1-150 attendees, or $600.00 for events with 151+ attendees, in which will be charged to Lessee’s Credit Card on File.

Parking

• Four Mile’s parking lot is a public lot and accommodates approximately 70 cars. Parking in Four Mile’s lot is available on a first come, first served basis and not guaranteed.
• No vehicles are allowed on the Park at any time, with the exception of drop off and pickup of persons not able to walk to the site or for food items and other rental materials.  
• Times of these drop offs and pick-ups must be coordinated and approved by an appropriate Four Mile representative. If given 30 days notice, the Events and Rentals Manger can arrange for another 100 street spaces.  

Music

Lessee must keep amplified music to 55 decibels or below for indoor and outdoor rentals. Music must cease by 10:00pm for outdoor rentals in accordance with neighborhood noise ordinances. Lessee agrees to comply with Four Mile staff to keep noise and music at such a level as to not scare or disturb the animals.  

Animals

No animals are allowed on the Park grounds or in the building except service animals. Entering animal enclosures is strictly prohibited.  Animals are not to be fed, teased, chased, touched or climbed upon.         

Restrooms

• For indoor rentals, there are restrooms available in the Grant Family Education Center.
• For outdoor rentals, there are restrooms available in the Gatehouse at all times.
• If outdoor rentals require additional portable restrooms, it is the lessee’s responsibility to arrange for delivery and pick up of units.  Placement of units and delivery and pick up times must be coordinated with an authorized Four Mile representative.

Smoking and Drug Usage

Smoking is strictly prohibited at Four Mile anywhere in the Park. Four Mile is a drug-free environment. This includes e-cigarettes, all vaping devices and edibles. Drug use of any kind is strictly prohibited on the grounds and in all buildings. Although marijuana is legal in Colorado, consumption is not permitted on Denver City & County owned facilities and property. Lessee is responsible for informing and enforcing this rule with their guests.  

Photography

• Photography is strictly forbidden inside the Four Mile House Museum.
• Photography on or around Four Mile’s animals or within animal enclosures is strictly forbidden. Lessee agrees photographs taken at Four Mile are for private use only and may not be published without the written consent of an authorized Four Mile representative.
• Photographs of your event may be used by Four Mile in print or other media and at no cost to Four Mile. By registering at, renting space from, visiting or being employed by Four Mile and being present in public settings, you authorize the use and reproduction by the organization, or anyone authorized by the organization, to any photographs or video taken while at Four Mile, without compensation.
• These photographs or videos may appear in future Four Mile publications or other Park publicity. By signing the FHMP agreement, lessee provides permission to Four Mile to the use of these photographs in promotional materials or on our website.

Security

• The lessee or lessee’s representative understands that security must be provided for any event with over 500 guests. There must be 2 security guards for every 500 anticipated guests, and security will be arranged for by Four Mile with a fee paid by the lessee or lessee’s representative.

Force Majeure

Each party is excused from performance of the Agreement if such performance is prevented by acts of God, Global Pandemic, war on US soil, disaster, strikes, civil disorders, terrorism, or curtailment of transportation facilities.

Additionally, Four Mile is excused from performance and may terminate this agreement if for any reason Four Mile ceases operation as an operating event center or encounters any emergency, casualty, or other cause making it inadvisable, illegal or impossible to provide the facilities or to hold the event.

Lessee’s Presence

• The lessee or lessee’s representative must arrive at the beginning of the setup time to take care of last minute arrangements. The lessee is responsible for informing guests of the rules of use and for enforcing them.  Lessee is required to stay through the duration of the event and perform a walk through at the end of tear down with a representative from Four Mile. A Four Mile representative will be available throughout the rental period for emergencies.

Limitations of Access within Four Mile

• The Four Mile House Museum cannot be used for rental purposes except for guided house tours. Lessee may only occupy areas rented and specified in the rental agreement.  
• Rentals in Grant Hall may only have access to the Park if the rental falls during normal operating hours for the Park. Any violation of this rule will result in loss of the security deposit.  

Recreational Equipment

• All recreational equipment must be pre-approved by a Four Mile representative. No balls, other projectile items or lasers may be used on the premises. Four Mile reserves the right to refuse the use of its facilities for an activity if determined to jeopardize its status as a 501(c)(3) non profit organization.  
• Four Mile prohibits the use of its space for any activities that are illegal or deemed a security or safety hazard to the Park, buildings, landscaping, animals, visitors, or staff. Four Mile does not endorse any event held here at Four Mile without prior written approval from Four Mile representatives and where doing so is consistent with the Park’s Mission.

Conduct

• Conduct must be appropriate to a residential area and guests must respect the neighbor’s wishes for a peaceful neighborhood.
• Children attending functions at Four Mile must be supervised by an adult at all times. Entering animal enclosures is strictly prohibited.  
• Animals are not to be fed, teased, chased, touched or climbed upon.
• Four Mile’s rules of conduct apply to all areas within the Park, whether or not said areas are utilized for events.
• The lessee will assume full responsibility for the conduct of all persons in attendance, including subcontractors, and for any damages done to any part of the Park premises or theft of property.

Termination

• Lessee understands event use may be terminated if policies are violated.  
• The decision to terminate use is solely at the discretion of an authorized Four Mile representative.
• Lessee understands the violation of the rules of use during an event may result in full or partial loss of the damage deposit and possible additional fees.
• If violations are serious or illegal in nature, lessee and attendees may be asked to leave the property and forfeit all deposits.
• If the event is terminated, the lessee maintains responsibility for the payment of the space in full and all other fees due.

Injuries or Losses

• It is understood Four Mile, the City and County of Denver, and the City of Glendale are not responsible for any injuries or losses sustained to any person or the property of any member of the lessee’s group. The lessee will hold harmless the aforementioned entities for any such loss or liability.
• Four Mile reserves the right to add, change, modify, or alter in any way the above policies at any time.  In the event of this occurrence, the Lessee will be notified of said changes in writing.  

 Private Event Policies and Procedures Acknowledgement and Acceptance

I acknowledge and accept Four Mile Historic Park’s Private Event Policies and Procedures.

Full Name

Title

Client Signature

Date