THE FIG ROOM – VENUE RENTAL AGREEMENT

This Event Rental Agreement ("Agreement") is entered into by and between The Fig Room LLC, located at 412 2nd St S, Jacksonville Beach, FL 32250 ("Lessor"), and the individual or entity completing the Acuity booking transaction ("Lessee").

1. INCORPORATION OF BOOKING DETAILS

The specific details of your reservation—including the Lessee Name, Contact Information, Event Date, Rental Duration, Total Fees, and Deposit Amounts—are strictly governed by the official booking confirmation receipt generated by Acuity Scheduling upon payment. This Agreement applies directly to the event tied to that reservation receipt.

2. RENTAL FEES & AUTOMATIC PAYMENT SCHEDULE

  • Payment Terms: Lessee agrees to pay all rental fees outlined during the checkout process.

  • Remaining Balance: Any remaining balance owed will be automatically charged to the credit card on file seven (7) days prior to the scheduled event date.

3. CANCELLATION POLICY

All cancellations must be submitted in writing via email to events@thefigroom.com. Refunds and charges are determined based on the date written notice is received:

  • 90+ Days Prior to Event: Full refund of deposit.

  • 89 to 61 Days Prior to Event: Lessee is charged 50% of the Total Rental Fee.

  • 60 Days or Less Prior to Event: Lessee is charged 100% of the Total Rental Fee (no refunds).

4. VENUE RULES & RESPONSIBILITIES

Lessee agrees to abide by the following venue rules during the entire rental period:

  • Trash & Personal Items: All trash and personal belongings brought into the venue must be removed at the conclusion of the event.

  • Venue Setup & Breakdown: The venue must be restored to its original layout and condition (including tables, chairs, and decor).

  • No Smoking: Smoking or vaping is strictly prohibited inside the building at all times.

  • Excessive Cleaning Fee: A minimum $200 cleaning fee will be charged to the card on file if the venue requires additional cleanup following the event.

  • Damages: Lessee assumes full financial responsibility for any physical property damage caused to the venue during the rental period by guests, hosts, or vendors.

5. ALCOHOL & INSURANCE REQUIREMENTS

If alcohol is served at the event, Lessee must fulfill one of the following requirements no later than 48 hours prior to the event:

  1. Host Event Insurance: Provide proof of Event Insurance with Liquor Liability Coverage listing The Fig Room LLC as an Additional Insured.

  2. Licensed Bartending Service: Hire a professional, licensed bartender or bartending service that carries active liquor liability insurance listing The Fig Room LLC as an Additional Insured.

Proof of Insurance Submission: All insurance certificates (COIs) must be emailed to events@thefigroom.com. (Recommended providers include: OneDayEvent, Eventsured, or Progressive Special Event Insurance).

6. LIABILITY & INDEMNIFICATION

  • Guest & Vendor Responsibility: Lessee assumes full liability for all guests, attendees, and third-party vendors hired for the event.

  • Hold Harmless: Lessee agrees to defend, indemnify, and hold harmless The Fig Room LLC, its owners, and staff from any claims, liabilities, damages, injuries, or legal fees arising from or related to the event.

  • As-Is Rental: The venue is rented on an "as-is" basis. The Fig Room LLC is not responsible for third-party vendor failures, utility interruptions, or damages/injuries caused by guest negligence.

7. TERMINATION & BREACH OF CONTRACT

The Fig Room LLC reserves the right to immediately terminate this Agreement and revoke venue access without refund if:

  • Lessee fails to make scheduled payments.

  • Lessee or guests violate any venue rules or local ordinances.

  • The event exceeds safe guest capacity limits or disrupts neighboring tenants/businesses.

In the event of contract termination due to a breach, all paid rental fees are forfeited.

8. ELECTRONIC ACKNOWLEDGMENT & SIGNATURE

By checking the acknowledgment box and typing your full legal name into the Acuity intake form during checkout, you confirm that:

  1. You are at least 21 years of age and legally authorized to enter into this contract.

  2. You have read, understood, and agree to be bound by all the terms, rules, and policies in this Agreement.

  3. Your typed name constitutes a legally binding electronic signature pursuant to the U.S. Federal ESIGN Act.