Basic floor setup is included in the Rental Rate. EMPRA Staff will provide minimal initial setup before the time block begins. Any furniture required, or moving of chairs, tables, etc. from the original setup is the renter’s responsibility.
All items currently in The Barn are secured and may not be removed. You may add pre-approved items you would like for the décor. Outside décor must be weighted/secured to prevent flyaway. Please contact EMPRA Staff if you are unsure what is acceptable and what is not.
Any special requests that extend beyond provisions of this contract need to be presented to EMPRA Management for approval in advance of the event, preferably at the time of contract signing. If additional requests need to be made after the contract is signed, those requests must be presented to the EMPRA Management in writing, no later than 24 hours prior to the scheduled event itself. All last-minute requests must be presented to EMPRA Management for its approval. A charge of $75/hr will be charged for requested Special Décor modifications.
You are welcome to rent chairs, tables, or any other equipment from an outside source. No delivery of rental items will be received prior to the renter’s time block. The renter is responsible to receive, setup and take down all rental items, and to haul away such items by 9:00am the day after the event or a Rental Removal fee of $250.00 plus $1.50 per item will be assessed on outside rental items.
Renter is required to leave the premises (The Barn and/or The Field’s) clean and ready for the next use. This includes takeing down of tgables and chairs, food spills and debris removed from floors, walls and chairs; floors swept and mopped and all trash cans emptied and trash removed from the grounds.
Additional cleanup after the event that is deemed necessary by EMPRA Staff will be assessed a fee of $75.00/hr. If wedding party does not take down EMP talves and chairs, a tear down fee of $125 .00 plus $1.50 per chair/table will be assessed.
Renter must check out of building with EMPRA Staff before leaving the property at the end of the event.
The renter shall maintain commercial general liability insurance, including host liquor liability, in the amount not less than $1,000,000 combined single limit for bodily injury and property damage. Such insurance shall name Evergreen Memorial Park & Recreation Association and Evergreen Memorial Park as additional insured, and a certificate of insurance with an endorsement must be provided no less than 60 days prior to event date. Please contact your insurance agent for more information or visit these websites for policies – www.markelinsuresfun.com or www.theEventHelper.com
Acts of God – The performance of the contract is subject to termination without liability upon the occurrence of any circumstances beyond the control of Evergreen Memorial Park & Recreation Association – such acts of God, war, acts of terrorism, government regulations, disaster, rain storms, snow storms, floods, strikes, civil disorder, or other emergencies – to the extent that such circumstances make it illegal or impossible for Evergreen Memorial Park & Recreation Association to provide, or for client in general to use, “The Barn’s” Facilities.
Evergreen Memorial Park and its surrounding acreage serves many functions (Funeral Home, Cemetery, Crematory, Pet Cemetery, Wild Game Ranch and Event Center). The grounds are open to the public, and renter may not be the only event held at Evergreen Memorial Park on the reserved date. The renter will be the only event in progress at The Barn and the Field are (if reserved) during the reserved time block, however, other uses and events may and will continue as necessary on the surrounding acreage.
Payments / Reservation Deposits
The Barn at Evergreen Memorial Park accepts cash, personal checks, Visa, MasterCard, and Discover as forms of payment. At the time of booking, a $800.00 damage/security deposit** is due. Once this deposit is received, a Rental Agreement will need to be signed and rental fees agreed upon. It is understood that the renter is the responsible party for any damage(s) incurred to the facility, EMPRA’s equipment or grounds arising from the event, whether or not it is more than the damage deposit. Payment in full must be made 150 days before the event date. Any late payments will be charged a 10% late fee. If the full payment is more than 30 days delinquent, the reservation will be cancelled and all monies paid will be forfeited. Checks should be made payable to Evergreen Memorial Park and Recreation Association (EMPRA), 26624 N. Turkey Creek Road, Evergreen, Colorado 80439. Credit card payments are accepted over the phone at 303-674-0556.
** The refundable security/damage deposit of $800.00 will be returned within 30 days after the event, pending the final inspection of the venue for damage to the venue, to EMPRA’s equipment or other day of the event charges not previously identified or paid for in advance. If there are any additional charges, they will be deducted from the deposit and/or billed to the “Renter”.
The renter may cancel the scheduled event in writing or by email 180 days prior to the event date and forfeit ½ of what was paid for the damage/security deposit. Cancellations less than 180 days, but more than 150 days will forfeit the full amount paid for the damage/security deposit, with the difference refunded. Cancellations less than 150 but more than 120 days will forfeit the full amount paid for the damage/security deposit and 1/2 of Rental Fee, with any additional monies paid to be refunded. Cancellations less than 120 days will forfeit all monies previously paid. Event reservation may not be transferred to another renter/party. No show events will forfeit rental fee and damage/security deposit. All refunds are processed within 30 days. If EMPRA must cancel the scheduled event for any unforeseen reasons, EMPRA will refund all monies that have been paid to date.
It is renter’s responsibility that attendees are aware of EMPRA’s alcohol policies.
Renter agrees and understands that the time block hours stipulated in the contract will be strictly adhered to.
No early arrivals.
The Barn and EMPRA reserve the right to make changes at any time regarding pricing, procedures and policies.