Reservations – A minimum initial deposit of 50% of the total amount due, plus a minimum of $1,000.00 refundable security/damage deposit, both paid in cash, credit/debit card, money order or check, are required to hold a date at Crystal Room. The Security Deposit/Retainer will be held in reserve in the event of damages or cancellation. Customer assumes full responsibility and is liable for any damages to Crystal Room’s venue, facilities and collections, or to third parties in connection with or as a result of Customer’s use of Crystal Room’s facilities. The Security Deposit will be applied to the cost of any such damages and the Customer shall pay any excess costs over the amount of such Security Deposit within (30) days upon demand by Crystal Room. If the facility is left in acceptable condition, both inside and outside, the retainer will be returned within 14 business days after the event has taken place.
The individual signing the contract must be at least 21 years of age or older and is responsible for the behavior of his/her guests. Customer assumes full responsibility and shall be liable for any damages to Crystal Room’s Venue, facilities and collections, or to third parties in connection with or as a result of Customer’s use of the Crystal Room facilities. The Security Deposit will be applied to the cost of any such damages and the Customer shall pay any excess costs over the amount of such Security Deposit within (30) days upon demand by Crystal Room. All damages incurred by Crystal Room or any of its representatives or agents due to willful neglect, theft or mischievous behavior of a guest will be paid in full by the client.
Cancellations – All cancellations shall be made in writing and delivered to Crystal Room at Crystal Room’s business address by certified mail or by electronic mail to: firstname.lastname@example.org with receipt acknowledged. If a Customer cancels the event after executing this Agreement, the following refund structure applies:
180 days or more before the Event Date: full refund of initial deposit, forfeiture of Security Deposit;
Less than 180 days before the Event Date: forfeiture of all funds on deposit or paid to Crystal Room as of the date of cancellation. In the event a Customer has failed to comply with any of his/her responsibilities under the Rental Agreement at the time of cancellation, funds presently due and owing to Crystal Room shall be paid immediately to Crystal Room.
In the event of acts of God, war, government regulation, terrorism, disaster, strikes, civil disorder, curtailment of transportation facilities, or any other emergency beyond the parties' control, making it inadvisable, illegal, or which materially affects a party's ability to perform its obligations under this Agreement, either party may terminate this Agreement without liability to the other for any one or more of such reasons upon written notice to the other party within three (3) days of such occurrence or receipt of notice of any of the above occurrences;
In the event of winter weather (i.e. snow, ice, sleet, etc.) that makes travel dangerous, either party may cancel the event and any agreement related thereto upon 24 hours advanced notice to the other. Additionally, Crystal Room is not responsible or liable for any payments between its customer and third-party vendors (including caterers), regardless of whether the event is cancelled by either party. Crystal Room will apply any payments from the customer on deposit with Crystal Room as a credit towards a future event at the Crystal Room, subject to availability.
Payment Schedule – A Rental Agreement, together with payment of the Initial Deposit and Security Deposit, must be signed and returned to Crystal Room within fourteen days of the Effective Date of the agreement. Failure of Customer to remit these payments within fourteen days of the Effective Date shall be cause for termination of the Agreement. All payments are non-refundable. Children under 2 years of age are free. All children must be accompanied by an adult at all times.
All payments may be made by cash, check, money order, Visa or MasterCard. Crystal Room charges a $36.00 service fee for any returned checks. The balance of the rental fee and the beverage package is due no later than 30 days prior to the event. If the client has not paid the balance due 30 days prior to the event, a 10% late fee on the remaining balance will apply. Crystal Room may consider the event cancelled if the full payment is not received at least ten days prior to the event and will keep all payments paid. Crystal Room reserves the right to withhold use of the Venue if final payment is not made prior to the Event Date pursuant to the Rental Agreement.
Sales Tax – Applicable sales tax will be applied.
Event hours – The Rental Price reflects a specific amount of time for venue rental. Additional time may be added for an additional fee. Use of Crystal Room venue is only for the date and time period stated on the contractual agreement. Events are to conclude no later than 2:00am unless other arrangements have been made. Doors open to the guests 15 minutes prior to the contracted time unless other arrangements have been made.
Food Service – All food items will be supplied and prepared by one of Crystal Room’s approved caterers with the exception of special occasion cakes. No food may leave the premises except those cakes. Reception sponsors must inform Crystal Room of their selected caterer no later than 14 days prior to the event. Food and dessert may either be purchased through DVRV or brought into the Venue through third-party vendors. Crystal Room reserves the right to exclude certain third-party vendors and certain foods from the Venue.
Beverages – All non-alcoholic and alcoholic beverages must be purchased from Crystal Room. All beverage orders shall be paid in full at least 14 days prior to the date of the event. The beverage packages are based on the entire guest count as it is an average price. Children under 2 years of age are free. Crystal Room is responsible for the administration of the sale and service of all alcoholic beverages in accordance with rules and regulations by the State of Ohio. All liquor, wine, champagne and beer must be supplied by Crystal Room and will be charged accordingly. Any alcoholic beverages brought onto the premises are strictly prohibited and will be confiscated. State law prohibits the consumption of alcohol by persons under 21, including persons in the wedding party. No alcoholic beverages may leave the premises. Crystal Room reserves the right to ask a Customer to discontinue the service of alcoholic beverages any time during an event in the event the Customer or its guests become unruly and/or disruptive. The sale of all alcoholic beverages will cease at 1:00am. Crystal Room will cease the open bar service of all alcoholic beverages at midnight.
Decorations – All decorations must be freestanding. Tacks, staples, tape, nails and other adhesive or fastening devices may not be used when decorating. No changes or additions to the walls, doors, windows, floors, ceilings, gazebo and deck of Crystal Room may be made. Open flames are not permitted. Candles may be used if they are enclosed within a non-flammable holder. Also rice, confetti, glitter, bubbles, birdseed, chewing gum, silly string and par can up-lights with flood bulbs are prohibited. No haze/fog machines, sparklers, explosives or pyrotechnics are permitted. Extra decorations are subject to Crystal Room's approval.
Specialty Linens – Crystal Room Banquet Hall is under contract with a local rental company to provide chair covers and specialty linens to you. To assure that you are able to get your first choice, it is best to reserve them right away. The retainer is one-half of the entire total of your estimated order and is due at the time the order is placed. The final guest count and payment is due 14 days prior to your event. You may increase or decrease the linen order by 10% of your original order. The linen payment is for chair covers/sashes/specialty linens only. Once, the linen payment is made they will be ordered. This payment is non-refundable and cannot be applied towards any other expenses incurred.
Set-Up & Deliveries – Customer and/or their caterers are responsible for moving and setting up all tables, chairs, buffets and bars rented for their guests. It is the responsibility of the Customer and/or caterer to supply adequate staff to set up the venue. The staff at Crystal Room is happy to help set-up your event as long as everything is ready to go and be placed on the tables. Some set-ups may be subject to additional charges. Please unwrap items and remove all price tags, stickers, etc. before bringing them to Crystal Room. You may also want to wash your champagne glasses and cake knife before dropping them off. Make sure everything is just the way you want it to be placed on the tables when you drop it off at Crystal Room. If your florist is making table centerpieces, supplying rose petals, cake flowers, etc., it is their responsibility to set it up. Crystal Room reserves the right to schedule events for both the afternoon and evening in the same day. Hall viewing and set-up will be limited under such circumstances. Vendors may arrive no earlier than two hours before the contracted start time of your event.
Clean-Up & Removal – Customer and/or their caterers are responsible for moving and taking down all tables, chairs, buffets and bars rented for their guests. It is the responsibility of the Customer and/or caterer to supply adequate staff to clean the event and catering prep area. Clean-up must be completed by Customer and/or caterer within one and a half hours after the event ends. Clean-up lasting longer than one and a half hours may be billed to the Customer at $250.00 per hour or portion of an hour. All client owned property is to be taken away at the end of the event. The staff at Crystal Room will keep your boxes and original packaging to make your clean-up that much easier at the end of your event. Excessive clean-up expenses will be deducted from your retainer.
Personal Property – Crystal Room is not responsible for personal property or any equipment that is brought into our facility. Crystal Room reserves the right to inspect and control all parties and functions. Liability for damage to the premises will be charged accordingly including all damages incurred by limousines, charter buses, etc. on property.
Condition of Premises/Assumption of Risk – The Venue is provided for use on an “as is” basis and Crystal Room makes no representation or warranty regarding its fitness or use for a particular purpose. Customer is responsible for inspecting the premises, for ensuring it is suitable for his/her event, and for knowing the risks and dangers involved in the said activities. The management of the Crystal Room will give the customer an opportunity to inspect the Venue.
Gratuity – There is no charged gratuity by Crystal Room. If you are happy with the service you receive, the staff would greatly appreciate any gratuity offered at your discretion. Please see the banquet hall manager at the end of your event.
Extra Amenities – If Crystal Room offers the extra amenity, then it should be reserved through Crystal Room. Please ask a Crystal Room representative for clarification.