It is the Client’s responsibility to review, understand, and agree to all guidelines, policies, and terms outlined in this agreement prior to the rental period. Clients are encouraged to address any questions or concerns with the Venue before the event date. 

The Client is responsible for ensuring that any and all guests, vendors, and attendees comply with the Venue’s rules and policies. Failure to follow these guidelines may result in immediate termination of the event, removal from the premises, forfeiture of payments, and/or additional charges for damages, violations, cleaning, overtime, or other related expenses.

Submission of the agreement and payment on this invoice constitutes acknowledgment and acceptance of all rental terms, payment obligations, event details, and conditions set forth in this agreement.

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CANCELLATION & REFUND POLICY:

We understand that plans can change. To help us manage our calendar, we offer rescheduling on a case-by-case basis depending on availability. If you decide to reschedule your event, please notify us by 10 days prior to your original event date.

Reschedules are available only within 6 months of your original event date and are subject to availability.

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For cancellations, our penalty schedule ranges depending on how close we are to the event date, ensuring fairness for both the venue and the client

​​​22 or More Days from event date        100% Refund of all payments made
21-15 Days from event date                65% Refund of all payments made
14-8 Days from event date                30% Refund of all payments made
7 days - Event Date                           0% Refund of all payments made

 

Event cancellations made on invoices with past due installments will forfeit all payments. 

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We value our relationship and open communication with you.  We ask that you contact the Venue Owner directly with any questions or concerns before initiating a bank investigation or chargeback so we can find a solution together. Should a billing issue arise, we are committed to resolving any concerns.  Please be aware that the venue will provide this signed agreement and all relevant event documentation to financial institutions to dispute any unauthorized chargebacks

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DEPOSITS & FEES:

Your initial deposit serves to secure your event date and time.  Deposits are non-refundable and count toward the final total balance of your invoice. 

For transparency, all charges are itemized and listed on your invoice for review.

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PLANNING & RENTAL FEES:

In your invoice, you will find an outline of fees and due dates.  Following this schedule ensures your event remains secured on our calendar and avoids any risk of cancellation or additional fees. By making a payment, you acknowledge that you have reviewed and agreed to these itemized terms.

​Final balances must be settled at least 5 days before your event. This 5-day window is also the final opportunity to make any changes, additions, or updates to your rental period or invoice so we can prepare the venue specifically for your needs.

We understand that things can get busy as your event approaches. However, please be aware that any balance settled within the 5-day window before the event will incur a late fee of 10% of the remaining balance.

​To ensure we can move forward with hosting your celebration, all balances (including any late fees) must be fully settled at least 72 hours before the event. Please note that we are unable to host events with unsettled balances, and failure to meet this 72-hour deadline will result in event cancellation and the loss of payments made.​​

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RENTAL PERIOD:

To help you plan a seamless celebration, your rental is reserved as a consecutive block of time that includes your setup, the main event, and your cleanup. You can find your specific scheduled window in your contract.

 

​To ensure the venue is clean and ready for your team, the start time on your invoice is the earliest point that you, your guests, and your vendors may access the space.

We do not offer prior day setup.

If you find you need more time to prepare, we are happy to coordinate 1hour or 3-hour early access for an additional fee of $115 or $330, respectively. Additional time is always subject to the facility’s availability.

​Because our staff and resources are dedicated to your event starting at your scheduled time, the rental period begins promptly as agreed, regardless of when you or your guests arrive. We encourage arriving on time to make the most of every minute of your celebration!

​Because our staff and resources are dedicated to your event starting at your scheduled time, the rental period begins promptly as agreed, regardless of when you or your guests arrive. We encourage arriving on time to make the most of every minute of your celebration!

​We want you to be able to depart comfortably. We provide a complimentary 30-minute grace period after your event’s scheduled end time for all guests and vendors to exit. To avoid additional hourly charges or deductions from your security deposit, please ensure the venue is vacated by the end of this 30-minute window.

​If you need to store furniture or equipment after your rental period has ended, we offer on-site storage for $250 per 24-hour period, subject to availability.

​As a helpful alternative for managing rentals, you are welcome to park rental trucks (such as U-Haul or Enterprise) in our side parking lot to store furniture or equipment over the weekend at no additional cost.

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ALCOHOL:

We want you and your guests to enjoy your celebration safely and in compliance with Ohio state law.

Outside alcohol is welcome; however, we ask that only guests of legal age consume alcohol and that all beverages remain inside the facility. Maintaining these safety standards helps us avoid the need for early event termination.

 

CLEANUP:

To ensure the venue is ready for the next guest and to facilitate the full return of your security deposit, the client is responsible for the following checkout tasks at the conclusion of your rental:

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• Please sweep or dust mop the floors and mop up any standing spills.

• Kindly move all trash, food, and decorations—including items from the four trash cans—to the designated green dumpster.

• Please do not dump food in sinks, place in trash only. 

• Ensure the front sidewalk and parking lot are free of any event-related debris.

• Please leave all venue-provided equipment (linens, racks, utensils, etc.) for our team to inventory. 

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​​​​Clients are subject to additional billing for additional cleaning or damages outside of normal wear and tear that amount to more than the Security Deposit as a result of their event.

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Any unclaimed items will become the property of Elite Banquets and Events.

 

COVID-19 PROVISIONS:

The health of your guests is a top priority. We ask for your partnership in ensuring that anyone entering the venue is free of flu-like symptoms, per CDC guidelines. While the venue is held harmless for viral transmissions, we are happy to work with you on rescheduling only, should COVID-19 impact your event date

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DAMAGES: 

We take great pride in our facility and ask that you treat the space with care. The client is responsible for the replacement or professional cleaning costs of any items damaged beyond normal wear and tear. To protect the venue’s surfaces for future guests, we strictly prohibit items that cause lasting damage or require extensive cleaning, such as confetti, loose glitter, color cannons, and adhesives on floors or mirrors. Using these items, or exceeding our 100-guest maximum capacity, will necessitate a security deposit deduction to cover restoration costs.

 

Damages include, but are not limited to chipped, cracked, or broken items, burned, ripped or dirtied upholstery or fabric beyond normal wear and tear, loss or damage due to theft, misuse, abuse, intentional damage, disappearance, or loss due to Client's failure to care for the Rental Items, including damage as a result of leaving Rental Items out in the rain.

 

Pets are not allowed under any circumstances. ​

 

Any damages that occur once the Rental period begins, whether caused by the Client, Client's guests, or third-party event vendors, are the sole responsibility of Client.

 
DÉCOR & FURNITURE:

We want your event to look beautiful, but some items cause lasting damage or require professional cleaning.

We strictly prohibit the following:

• Confetti of all types

• Loose Glitter

• Pins/Tacks/Staples/Other Sharp Objects to decorate

• Glue/Glue Guns/Extra Strength adhesives on surfaces

• Any adhesive (including carpet tape, and vinyl) on the floors or mirrors.

• Color Cannons/Color Powders

• Sparklers/Open Flames​​/ Fireworks

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Because these items require extensive restoration, their use will result in an automatic additional damage fee.

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Clients are not permitted to bring or obtain additional equipment for over 100 guests.  100 is the maximum capacity and violation will result in additional fees. 

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ENTERTAINMENT:​​

We are happy to host your outside vendors! To ensure a seamless experience, please disclose all vendors and equipment rentals to us in advance.

 

While inflatables are not permitted for indoor use, we welcome bounce houses and ball pits in the side parking area. Please ensure your vendors arrive and depart strictly within your agreed-upon rental period.

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It is the responsibility of the client and/or vendor to have any waivers or permissions before use. Client agrees to release Elite Banquets from any liability associated with entertainment or furniture vendors.

 
PARKING & SMOKING:

 To maintain a safe, clean, and comfortable environment for all guests and neighboring businesses, Elite Banquets is a strictly smoke-free indoor facility. Smoking of any kind is prohibited inside the venue by all guests, vendors, and attendees.

Smoking and the use of tobacco or vapor products are permitted only in the designated outdoor smoking area located on the side of the venue. This policy includes, but is not limited to, cigarettes, cigars, flavored cigars,

e-cigarettes, vape devices, and hookahs.

The Client is responsible for ensuring that all guests comply with this policy and conduct themselves appropriately at all times. Please note that local law enforcement, including Coventry Police, may conduct routine drive-bys or visits to the property during events. Any illegal activity, disorderly conduct, or policy violations may result in intervention by law enforcement and/or immediate termination of the event without refund.

Regarding parking, Clients and guests must avoid parking in spaces designated for neighboring businesses during their operating hours. Vehicles parked in unauthorized areas may be subject to towing at the vehicle owner’s expense. The Venue is not responsible for any towing fees, damages, or parking violations incurred during the event.​

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SECURITY:

For the safety and peace of mind of all guests, staff, and vendors, the premises are monitored by video surveillance.

Events extending past 7:00pm are subject to an additional on site-security charge of $30/hr.

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Our primary goal is to provide a safe and professional environment for you and your guests. To maintain these standards, the Venue Owner reserves the right to conclude or cancel any event where health, safety, payment, or timing terms are not being met.

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