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Venue Rental Policy

WHAT IS INCLUDED

The venue rental fee includes the utilization of the selected venue(s) for the selected rental period, venue manager, overnight parking, indoor house sound, TV/projector, 30-minute ceremony rehearsal (if applicable), and the setup/use/takedown of house tables.

CAPACITY

Event must remain within the rented venue(s). Desired layout will determine how many guests can be accommodated.

Barn

Theater/Concert: 250

Classroom: 225

Banquet: 240

King’s Table: 220

Cocktail Reception: 250

Terrace

Seated: 40

Standing: 40

Total: 80

Lawn

Theater/Concert: 250

Cocktail Reception: 250

Loft

Theater/Concert: 80

Classroom: 40

Banquet: 40

King’s Table: 40

Cocktail Reception: 80 

RESERVATIONS

In order to secure a date, Contract must be executed, User must authorize a credit card, the security deposit must be paid in full, and the entire venue rental fee must be paid in full when the contract is executed.

SECURITY DEPOSIT

User will submit a $750 security deposit at the time of booking. The security deposit is not applied toward the total cost of Event but is refundable pending any property damages or additional cleaning required after Event. A facility review will be completed by Headwaters within 7 days after Event. User is responsible for any damage(s) incurred from Event. User agrees to pay any damage amount in excess of the security deposit, if required, immediately after Event and hereby authorizes Headwaters to charge the authorized credit card for such amount.

ADDITIONAL FEES

Other fees billed by Headwaters to User may include but are not limited to: labor, alcoholic beverages/packages, non-alcoholic beverages/packages, audiovisual rentals, security, Headwaters River Journey admission, damage/cleaning fees, taxes, service charge. The applicable fees will be detailed on User’s banquet event order (BEO). User will approve the BEO once Event details are finalized.

TAX & SERVICE CHARGE

Venue rental fees are subject to a 7% local sales tax. Damage fees, audiovisual equipment rental fees, alcohol sales, labor and other rental fees are subject to an 11.2% state and local sales tax. All fees associated with audiovisual equipment rentals, labor, and beverage sales are subject to an 18% service charge.

PAYMENTS

Headwaters accepts Visa, American Express, MasterCard, and checks as forms of payment.

Upon signing Contract, User must authorize a credit card via the guest portal or credit card authorization form and Headwaters Center is authorized charge this credit card for any overdue invoice balance(s), including security deposits, rental fees and subsequent payments due that are known at the time of execution of the contract. If User’s credit card information changes, Headwaters must be informed in writing. User agrees that all final payments due shall be charged to this credit card if not paid by User before due date. Any late payments will be charged a 10% late fee for any payment not received within 14 days of executing the contract and Headwaters may choose to release the venue(s) for a different event.

 

Should Headwaters, in its sole discretion, deem collection action necessary in regard to outstanding balances all costs associated, including attorney’s fees, shall be awarded to the prevailing party in any action to enforce this agreement. In the event of a dispute, the parties agree to engage in direct negotiations to resolve any dispute.

HOURS & SET-UP

Venue rental periods can begin as early as 7 AM and end as late as 11 PM inclusive of clean-up. Early arrivals and drop-offs are not allowed before the start of the contracted venue rental period. Once Event begins, furniture rearrangement is User’s responsibility. Care must be taken not to damage the floor or walls when moving furniture. Headwaters will complete all room flips. All guests must vacate the venue(s) by the end of the venue rental period. No refunds will be given for early departures and late departures will incur a minimum charge of half an hour of time at the contracted rate.

DÉCOR
All decorations must be confined to the rental area. They may not be taped, stapled, nailed, tacked, or otherwise attached in a manner that will penetrate or damage paint, floors, walls, wood, ceilings, or historical beams and posts. Twine or rope may be used to hang decorations. Use of candles, other fire-related utensils or fixtures is not permitted. Rice, glitter, permanent marker and confetti are not permitted on property. Bubbles are permitted outdoors only.

CLEANING RESPONSIBILITY

User is responsible for leaving Headwaters Center in the condition in which it was found. Headwaters will remove in-house tables. User is responsible for removal of all items brought in, including decorations and any rentals. No items can be left for later pick-ups. All trash must be removed to the dumpsters and recycling is required. User will be charged for any additional cleaning that is required after departure; minimum fee of $350.

EVENT COORDINATOR

For all weddings and complex events, Headwaters requires User to hire a professional coordinator that is not a guest or family member. The coordinator is responsible for executing tasks such as: event timeline, coordination of all vendors, removal of all décor, flower placement, flower pinning, decorating, organization of the wedding party, ceremony, cake placement and service, place cards, reserved seating signs, etc. Headwaters does not provide these services.

FOOD & BEVERAGE

Headwaters has an approved commissary kitchen but does not carry a license for the kitchen. User may hire a certified, insured, and full-service caterer to fulfill their culinary needs. Required food handling processes and procedures specified by the Colorado Department of Public Health & Environment must be followed. Caterers are responsible for the preparation and safety of food, place settings, service of and bussing of tables. Headwaters will provide all alcoholic and non-alcoholic beverages, billed on a consumption or package basis. If User intends to serve alcohol at Event, Headwaters must know at least 30 days prior to Event date. User and guests may consume alcohol for a maximum of 6 cumulative hours, with last-call 30 minutes prior to the end of event time. Headwaters is not responsible for food service, waitstaff, setting of silverware; plates; glassware, cleaning or bussing of tables.

VENDORS

All vendors are to be licensed and insured and proper documentation of this may be requested by Headwaters for any reason. A list of preferred vendors can be found here: https://headwatersriverjourney.com/preferred-vendors/. Headwaters is not responsible for the performance of any vendor. Headwaters is not obligated to approve a proposed vendor.

CANCELLATIONS

Weather: Outdoor events are subject to weather conditions. No refunds will be provided for weather-related cancellations.

Outdoor events can be moved inside if the Barn or Loft has also been reserved. Weather calls must be made no less than 3 hours prior to the start of Event.

 

Other: All events must be cancelled in writing. If cancelled 91 or more days prior to Event date, 50% of total venue rental fee will be forfeited and security deposit will be refunded. If cancelled 90 or less days prior to Event date, 100% of total venue rental fee and all other fees paid will be forfeited and security deposit will be refunded. No-show events will forfeit all monies paid and security deposit will be refunded.

FORCE MAJEURE EVENT

“Force Majeure Event” means war, public enemy, civil disorder, terrorism, riot, fire or other casualties to any buildings or facilities at Headwaters, flood, explosion, earthquake, adverse weather conditions not reasonably anticipated by Headwaters, labor dispute, work stoppage or strike, shortage of goods and foodstuffs, labor shortage, epidemic or pandemic related to the outbreak of disease, virus, bacteria and other factors that may adversely affect human health whether occurring solely at Headwaters, in Grand County, within the State of Colorado, or in the United States of America or beyond, quarantine restrictions, any act or order of any governmental authority, any other acts of god, and any other events beyond Headwaters’ reasonable control.

 

If a Force Majeure Event occurs at any time prior to the first day of Event that delays, prevents or adversely affects Headwaters’ ability to provide accommodations and/or services to User for Event, or requires Headwaters to close some or all facilities planned to be used in connection with Event, Headwaters may cancel Event and all reservations related to Event by providing notice to User via email at the email address set forth in Contract at least 24 hours prior to the first day of Event.

In the event of any such cancellation, Headwaters will work with User to reschedule Event, subject to space available. If User is unable to select a reschedule date within 60 days of Force Majeure Event notification, event will be cancelled, and Headwaters will refund 50% of total venue rental fee and security deposit.

HEADWATERS RIVER JOURNEY

Headwaters River Journey is located on the first floor of Headwaters Center and includes 31interactive exhibits featuring state-of-the-art technology about Colorado’s rivers, environment, and wildlife. Exhibit hours are Thursday-Monday 9AM-5PM. Admission is required for entry to Headwaters River Journey.

Entrance to Headwaters River Journey is not included in venue rental fee unless specifically stated in Contract.

Please select one of the following options:

_____ User will purchase discounted admission for guests at a rate of $6/adult, $4/child*. Admission will be billed and charged to User after Event based on the number of guests that opted to go through Headwaters River Journey the day before Event, day of Event, or day after Event.

_____ User does not wish to purchase guest admission. If guests choose to experience Headwaters River Journey, each guest will purchase regular admission.

*Admission for children and students is currently free of charge through 12/31/21 thanks to generous grants from Colorado Headwaters Land Trust through the Carolyn Hackman Education Fund and the Colorado River Headwaters Chapter of Trout Unlimited and funding received by Devil’s Thumb Ranch. Grants may be renewed annually.

ASSUMPTION OF RISK

Headwaters reserves the right to not allow any activity or entertainment that it deems potentially dangerous. User and each guest assume all risk associated with Event and use of the facility. Headwaters is not liable for any lost, stolen or damaged property of User or guests. User is responsible for ensuring that all guests observe all aspects of Contract.

SMOKING/MARIJUANA

Smoking is allowed only in the designated outdoor smoking area. Consuming marijuana on property, in any form, is prohibited.

INSURANCE

For events of 250 guests or more, User must carry Broad Form Commercial General Liability insurance on an Occurrence Form, naming Headwaters as an additional insured and containing a per occurrence limit of no less than $1,000,000 and an aggregate limit of no less than $1,000,000. Coverage should protect against bodily injury, broad form property damage and personal injury claims arising from the exposure of premises-operations; products and completed operations including materials designed, furnished and/or modified in any way by subcontractor and independent subcontractors; contractual liability risk covering the indemnity obligations set forth in this agreement.

Coverage will be carried continuously during the term of Contract with insurance companies acceptable to Headwaters in its sole and absolute discretion. User shall provide evidence of insurance by furnishing Headwaters with a certificate of insurance. If applicable, please purchase event insurance coverage here: https://securetulipinsurance.com/HeadwatersCenter/ApplicantInformation

SECURITY

For events of 250 guests or more, or events required to do so at the discretion of Headwaters, security will be supplied by Headwaters and paid for by User.

GENERAL

• User should ensure they have received and read the rental policy and alcohol policy: https://headwatersriverjourney.com/plan-your-wedding-pricing-plans-policies/
• Overnight event parking is available onsite.
• User must supply names and phone numbers of all vendors at least 30 days prior to Event.
• All exterior doors must be closed by 10 PM due to Winter Park’s noise ordinance.
• Drones are not permitted on Headwaters property without written approval from an authorized Headwaters Representative (Executive Director or Owner).
• User information is confidential.

Alcohol Policy

The sale and service of all alcohol is regulated by the Colorado State Liquor Commission. As a lodging & entertainment liquor licensee, Headwaters Center is responsible for the administration of these regulations at any event, on property, at which alcohol is served. Violating any of these regulations will result in immediate termination of the Venue Rental Contract and the event, and Headwaters Center will retain the security deposit and all fees paid.

– All alcohol must be purchased by Headwaters Center. No alcoholic beverages may be brought on property by User or any guests. Any outside alcohol brought on property is subject to confiscation and any person doing so may be asked to leave. After the third offense, $500 will be charged to the User.

– Alcohol may not be served to or in the possession of minors. Alcohol may not be served at events that are designed for persons under 21 years of age.

– User (or User’s representative named in the Venue Rental Contract as the person responsible for the event) must be a responsible adult age 25 years or older. Supervision of the event must also be provided by an adult age 25 years or older. Supervisor must ensure that no one under the age of 21 years is served or in possession of alcohol.

– Alcohol will not be served prior to 8:00 a.m. and service of alcohol will cease 30 minutes prior to the end of the rental period. Alcohol can be served for a maximum of 6 cumulative hours.

– No containers of alcohol may be removed from Headwaters Center property for any reason. All containers containing alcohol are property of Headwaters Center and, by law, shall be left at Headwaters Center after the event.

– Alcohol may only be consumed within the rented venue(s). No alcohol may be consumed prior to the designated starting time of the event or during clean-up.

– Alcohol will be sold by the drink and only to guests for consumption on property.

– No Alcohol will be served to vendors as they are working professionals.

– A certified and insured bartender, supplied by Headwaters Center, must serve all alcohol. Guests are not permitted to serve themselves alcohol. Headwaters Center cannot sell alcohol to a caterer.

– Lewd conduct, guests wandering around unrented venue(s), inadequate clean-up, significant spills, any situations involving property damage, and violations of Headwaters Center policies may result in loss of part or all of the security deposit. User is responsible for the actions of all event attendees including abiding by liquor statutes.

– User may be required, at Headwaters Center’s sole discretion, to provide liability insurance coverage. These insurance requirements may be greater than those for an event at which alcoholic beverages are not permitted. Headwaters Center may prohibit the service of alcohol or terminate the Venue Rental Contract if evidence of proper insurance is not provided to Headwaters Center in a timely manner or if the insurance is not acceptable to Headwaters Center.