Terms and Conditions
TREF Legacy Center - Terms & Conditions
Guests: e.g. A Peerspace user who is seeking host services. Hereafter referred to as the “Licensee”.
Hosts: e.g. A Peerspace user who offers Host Services to Guests. Hereafter referred to as the “Licensee”, “Venue”, “TREF Legacy Center” or “Legacy Center”.
ATTENDANCE DURING SETUP AND BREAKDOWN HOURS
ATTENDANCE DURING SETUP AND BREAKDOWN HOURS
ATTENDANCE DURING SETUP AND BREAKDOWN HOURS
ATTENDANCE DURING SETUP AND BREAKDOWN HOURS
ATTENDANCE DURING SETUP AND BREAKDOWN HOURS
The Maximum number of guests allowed to attend during the setup and breakdown hours is 30
The venue has two private parking lots, the North Parking Lot and the South Parking Lot. Four spaces within the South Parking Lot will always be blocked off for the company executives, team members and event host's. Unless specifically requested and detailed in the booking, parking lots are not to be used for event related activities. The venue must require that enough space remains clear in either parking lot for a firetruck to drive from the entrance of the parking lot to the far end of the Gallery space. Unless specifically requested and detailed within the booking, the Legacy Center reserves the right to assign and reassign access as needed to either set of parking lots at their discretion.
Parallel street parking is permitted on a first come first served basis on RN Martin St. directly in front of the venue. Parking is only permitted within the far right lane for both directions of travel and must be on the portion of the street directly in front of the Legacy Center’s property. Double parking is not permitted.
The Licensee must reset any parking lots or any other parking option that was utilized during the booking to the same condition in which they were received, including the removal of any trash. A penalty will be applied if the parking lot(s) are not returned in their same condition. All parking options (private lots, overflow lot, street parking etc) must be fully vacated at the same time as the booking’s load-out time. If any parking option is occupied after the load-out time has passed, a penalty will be applied.
The Legacy Center provides bathroom access for all indoor events. Male and female bathrooms are located on the bottom floor within the Event Hall space. Additional male and female bathrooms are located on the 2nd floor. Unless specifically requested and detailed within the booking, the Legacy Center reserves the right to assign and reassign access as needed to either set of bathrooms at their discretion.
ENTRANCE TO THE BUILDING
The Legacy Center has multiple points of entrance to the building including, the main entrance through the lobby, north & south side doors and north & south Warehouse entrances. Unless specifically requested and detailed within the booking, the Legacy Center reserves the right to assign and reassign the booking’s point of entrance at their discretion.
The main entrance lobby may only be utilized for event purposes if the event has booked the Cafe/Lounge and/or the Event Hall spaces.
The Licensee understands that cleaning services are not included during the timeframe of the booking, however these services are offered to the Licensee at an additional fee. The cost of the service is based on the type of event and expected attendance. Please inquire with the Legacy Center team when finalizing the booking. It is required for all events with 100 or more attendees to secure this service at the time of booking. If the guest count is less than 100 at the time of booking but is requested to be increased at a later date, the cleaning service must be secured in order to confirm the new guest count.
If the service is not accepted at the time the booking was created, it may still be requested afterwards, however, the service will be subject to availability. No option is guaranteed if the request is submitted within 7 days of the booking.
Accepting the service does not allow the Licensee to partake in any restricted activities as defined in this document. Additionally, the service does not include cleaning anything that occurred from a restricted activity.
The cleaning service will maintain a clean and pleasant environment and will support the licensee’s team in reseting the space to the same condition it was received through the following actions;
- Wiping surfaces and mopping floors within the bathrooms.
- Trash bag removal (All trash that is to be removed must be in a bag - oversized trash that does not fit within a bag is not included).
- Spot sweeping and spot mopping floors.
- Spot cleaning venue surfaces.
Removal of decor, equipment or other steps relating to the breakdown of the event is not included with this service. Large items that are abandoned without an approved plan for removal may be subject to a junk removal fee.
SETUP AND BREAKDOWN (AKA load-in & load-out)
All bookings must include time for setup, the actual event and clean up time. The actual event must load out no later than 4:00AM, with the event ending no later than 3AM. Events with outdoor music MUST end by 11:00PM (required by city ordinances) with load out completed by 12:00AM. Music can continue in any indoor space included with the booking up until the aforementioned curfew of 3AM. Additional event hours can be secured at the same hourly rate.
The Licensee is required to complete a walkthrough of all contracted spaces with the Licensor's host before setup begins and after breakdown concludes. The Licensee, guests or vendors may not begin setting up until the walkthrough has been completed. The Licensee may designate a different contact to complete this walkthrough on their behalf. The Licensee must submit this contact's name, phone and email in writing at least 7 days prior to the event's date. A penalty will be applied if the walkthrough is not appropriately completed.
The following event activities must conclude and guests must begin exiting when the hours allotted for the event have been completed and the time allotted for the breakdown begins. To achieve a smooth and timely egress, the venue would suggest ending food and alcohol service 30 minutes prior to the event's end time.
- Alcohol Service
- Food Service
- Music / DJ / Live band
The Licensee must receive written approval to have a vendor drop off or pickup equipment outside of the event hours detailed within the booking. If approval is granted, the Licensee must be present to assist the vendor when dropping off or picking up equipment.
The Licensee must supply details for any requested actions regarding setup at least 7 days prior to the event's start time. This includes but is not limited to placement of any rented equipment and rearranging any contracted spaces. If these details are not provided by the deadline, any rented equipment will be staged within the contracted spaces for the Licensee to setup as they wish. Additionally, any equipment included with the contracted spaces will remain in their default layout.
ADDITIONAL TIME FOR SETUP, ROOM DECORATING, VENDORS, ETC.
If the Licensee or its vendors need additional time for set up, room decorating, etc. the Licensee may ask for access to the room beyond the contracted timeframe for an additional charge. Additional setup hours must be contiguous with event hours, i.e. additional set-up or breakdown time is only available for the hours immediately before or after the event and at TREF Legacy Center’s discretion. A $150 administrative fee will be added for any booking adjustments requested within four (4) business days of the contracted date. Adjustments are subject to availability.
Additional set-up and breakdown time will be billed at the hourly rate and is not pro-rated in increments less than 60 minutes. Requests for additional time made on the same day as the event will be charged at double the hourly rate and are subject to staff availability. An overage charge will be applied if the event extends beyond the times described within the Location Agreement. The overage will be charged at double the hourly rate and is not pro-rated in increments less than 30 minutes.
A certificate of insurance for bodily injury and property damage liability protection in a combined single limit amount of no less than $1,000,000 is required with each rental. TREF Legacy Center must be listed as both the "venue" and the "additional insured party". Host liquor liability coverage must be secured when alcohol beverages are served anywhere on the property (see additional details below). If the event extends past 12am, the Licensee must attain insurance coverage for the following day to ensure the entire event is covered. Vendors and performers that have been contracted by the Licensee may also be required to fulfill this same insurance requirement. It is the responsibility of the Licensee to retain the appropriate insurance coverage(s) and submit the Certificate(s) of Insurance for the Licensor's approval. Submissions are not approved until written confirmation is provided.
Please list the following as additional insured parties on the COI.
Morrison Group of Companies
Tulsa Real Estate Fund
TREF Legacy Center
Jay Morrison Academy
3015 RN Martin Street
East Point, GA 30344
Insurance must be provided at least 7 days prior to the event's start time. Bookings that are confirmed within 7 days of the event's start time must provide the appropriate coverage within 24 hours of finalizing the booking.
If not provided, the venue will attempt to secure insurance on your behalf. In this case, a $100 administrative fee will be added to the booking. The administrative fee and cost of the insurance policy will be deducted from the security deposit and credit card authorization. If appropriate coverage cannot be secured on the Licensee's behalf, the event would be automatically canceled.
The TREF Legacy Center has a select amount of equipment available for rental including tables and chairs. Requests to rent equipment must be submitted at least 7 days prior to the event's start time. The Licensor will not be able to offer equipment rentals after this deadline.
CATERER & FOOD
The licensee may supply food from the caterer/vendor of their choice. A suggested vendor list is available per request. The venue does not permit cooking food onsite.
Security services are required at your event and are scheduled by the venue. 1 security guard is required per every 75 attendees. All guests will be required to present a valid form of identification upon entering the venue. Additional security personnel and related fees may apply based on the nature and size of your event. Two security guards will be required during the setup and breakdown hours (load-in & load-out) ( as detailed within the “event details” section of this document) if more than 30 people will be present during these times. If the event is paid/ticketed an additional guard is required to complete metal detection or pat down searches as attendees enter the building.
Open alcoholic beverages are strictly prohibited outside of the building. The licensee is permitted to bring in his or her own alcohol or non-alcoholic beverages onto the property as long as a licensed and insured bartender is present to serve and that "host liquor liability" coverage is included on the event's insurance. It is the responsibility of the Licensee to retain a qualifying bartender and submit their information for the Licensor's approval. Submissions are not approved until written confirmation is provided.
The bartender's license or certification must be provided at least 7 days prior to the event's start time. Bookings that are confirmed within 7 days of the event's start time must provide this information within 24 hours of finalizing the booking.
If not provided, TREF Legacy Center will attempt to secure a bartender on your behalf. In this case, a $100 administrative fee will be added to the booking. The administrative fee and cost of the bartender will be deducted from the security deposit and credit card authorization. If TREF Legacy Center is not able to secure a bartender on your behalf, alcohol service will not be permitted.
If you intend on selling alcohol to your guests you must attain a "day license" from the City of East Point and submit this information for the Licensor's approval. Submissions are not approved until written confirmation is provided.
If any alcohol is brought onto the venue’s property without the service of a licensed and insured bartender, the Licensor reserves the right to confiscate alcohol and stop all alcohol service
PAYMENT FOR DAMAGES
The Licensee agrees to pay costs of repair or replacement for any and all damages of whatever origin or nature which may have occurred during the term of this event as a result of the Licensee breaching these Terms and Conditions or Site Rules, regardless of any deposit paid.
A damage deposit is required to reserve the date, in addition to the rental fees. The damage deposit will be returned within 30 days after the event or when all accounts are settled, whichever is later, if there has been no infraction of the Terms and Conditions of the booking by the Licensee or their agents or vendors. A cancellation within 14 business days of the event will result in the forfeiture of the damage deposit.
A credit card authorization form will be collected to cover any incidentals that may occur during the event above and beyond the amount collected as a damage deposit.
DOCUMENT SUBMISSIONS / OFFICIAL REQUESTS
All documents required for the booking, along with any requests regarding adjustments to the booking or any other approvals must be submitted through the Peerspace message function or separately emailed to Events@legacycenter.com Document submissions and any other requests or approvals are not approved until written confirmation is provided.
The following activities may not occur at the venue without prior approval. TREF Legacy Center reserves the right to expand this list as needed. TREF Legacy Center reserves the right to restrict the use and placement of event equipment, decorations and props that may damage the facility. A penalty will be applied if the activities/actions listed below occur without approval.
Indoor smoking or smoke odor from smoking to close to the building
THC and other illegal drugs
Firearms, pellet guns, slingshots, airsoft guns, bow and arrows, axes, hatchets etc
Vehicles within any indoor spaces or on any grass
Tents on the Front Lawn
Bounce houses *If approved, the vendor must provide insurance*
Carnival rides *If approved, the vendor must provide insurance*
Activities that have the opportunity to cause bodily injury *If approved, the vendor/performer must provide insurance*
GALLERY - RESTRICTED AREAS
A curtained storage area is located on the far west end of the South Gallery. This space is not included with a rental of the South Gallery and is off limits to any guests. A Content Lounge is located within an inner room between the North and South Galleries. This space is not included with a rental of the North or South Galleries and is off limits to any guests.
The cyclorama walls and floor, hereinafter referred to as the “cyc wall”, must be kept clean and in good condition during the event. The cyc wall is furnished in pure white and must be returned to the original condition in which it was presented to the Licensee. Any pre-existing conditions should be noted with the Licensor during the Licensee’s walk through at the beginning of the booking. All alterations of the cyc wall are prohibited. Food and drinks are prohibited within the cyc wall. Vehicles are prohibited within the cyc wall.
Access to the cyc wall is only included with bookings of the North Gallery space or through a direct booking of this installation. Private events are only permitted to utilize the cyc wall for the purpose of panels and photography during the event. Any other activities within the cyc wall during private events must be pre-approved by the Licensor and detailed within the booking. Production bookings are granted full use of the cyc wall.
It is the Licensee’s responsibility to ensure anyone entering the cyc wall takes the appropriate precautions to protect the installation from damages and wear, including but not limited to, not walking on any part of the installation where the walls meet the floor and by keeping unneeded sets, materials, lift equipment, and all lighting and grip equipment away from the cyc wall.
The use of adhesive tapes such as duct tape and gaffers tape is prohibited. Only low tack tape such as 3M blue painters tape or similar tape pre-approved by the Licensor may be temporarily adhered to the cyc wall.
The Licensee suggests the use of additional protective materials such as paper and boot covers when applicable. Repair, refinishing, and or painting charges may be imposed at the end of booking if the cyc wall is discolored, soiled beyond normal wear, or if any other damages occurred as determined by the Licensee.
All wedding bookings must utilize the venue's wedding package. The package includes 2 hours of rehearsal access the Thursday, Friday or Saturday prior to the wedding within the one space that will be utilized for the ceremony itself. The expected time frame is between 10am-7pm. The exact date and time will be provided by the venue no later than 30 days prior to the booking. Attendance during these rehearsal hours is capped at 30 people.
The Licensee is permitted to drop off / leave equipment and decor during the rehearsal until the end of the wedding booking. The space provided to store these items is decided by the venue. The Licensee is required to facilitate moving items into and out of this storage area. The Licensee is not permitted to complete any setup during the rehearsal hours unless this access is purchased and detailed within the booking. Additional hours can be purchased to allow setup to occur within any spaces included with the booking. All additional hours must be contiguous with the rehearsal hours.
TREF Legacy Center is not responsible for any items personal or otherwise brought into the event facility or in the facility’s parking lots that are lost, stolen, damaged or otherwise lose value. Licensee specifically waives and agrees to indemnify and hold harmless TREF Legacy Center, its agents, employees and assigns, from any claims, loss or damage to any guests, vehicles or others as a result of the use of said event space, adjacent areas, parking lot and TREF Legacy Center site or areas traversed to access said event space, unless said claim, loss or damage is the result of TREF Legacy Center, its employees, or agents, direct intentional misconduct.
The Licensee will not make or allow to be made any permanent alterations to the facility utilized. The Licensee is permitted to rearrange furniture included in the contracted space. The hightop table in the Cafe/lounge cannot be rearranged by the client or guests. TREF Legacy Center should be alerted in advance if it is desired that this table be rearranged. This table is not able to be removed from this space. A penalty will be applied if this table is moved by the Licensee or guests.
The Licensee must reset the contracted spaces to the same condition and layout in which they were received. A penalty will be applied if the spaces are not returned in their same condition and layout. TREF Legacy Center reserves the right to restrict the use and placement of event equipment, decorations and props that may damage the facility.
A penalty will be applied if there is smoke odor in the building after the booking has concluded. A penalty will still be applied if the smoke odor within the venue occurs from smoking in an undesignated outdoor location or by being too close to an open entrance.
The Licensee will not assign or transfer this booking or its right, title or interest therein without TREF Legacy Center’s prior written approval, which the venue may withhold in its sole and absolute discretion.
CONDITION UPON TERMINATION
Upon the expiration of the term of the booking, the Licensee shall surrender the facility to the Licensor, without demand therefore, clean and in the same condition as immediately prior to the event.
ADHERENCE TO LAWS
The Licensee agrees to adhere to all applicable city, state and federal laws.
RIGHT OF ENTRY
In permitting the use of space herein mentioned, TREF Legacy Center and its associates retain the right to enforce all necessary and proper rules for the management and operation of the premises. Duly authorized representatives of TREF Legacy Center may enter the premises to be used, and all of the premises, at any time and on any occasion without any restrictions whatsoever.
Any modification of the booking shall only be binding if requested in writing and after the modification is added to the Peerspace booking. It is expressly understood by the Licensee that no agent of TREF Legacy Center is empowered to make any modification to the booking verbally.
TREF LEGACY CENTER SITE RULES
1. A walkthrough must be completed with the designated point of contact at the beginning of load-in and at the completion of load-out. All damages must be reported prior to load-in.
2. Smoking is NOT permitted in the building and is limited to the designated smoking area outside of the building. A penalty will be applied if there is smoke odor in the building after the booking has concluded. A penalty will still be applied if the smoke odor within the venue occurs from smoking in an undesignated outdoor location or by being too close to an open entrance.
3. The use of raw rice, confetti, glitter, fireworks, smoke, fog and bubble machines are prohibited. Use of such materials will result in a deduction from the security deposit.
4. Non-service animals are prohibited without prior approval.
5. Permanent changes to the facility are not permitted. This includes hanging of decor from walls and ceilings.
6. Youth functions (under age 21) are required to have one adult chaperone (over age 21) per 10 minors. Alcoholic beverages will not be served at youth functions.
7. A certified bartender is required at all events serving alcoholic beverages. Certification must be provided 7 days prior to your event start time. If not provided, TREF Legacy Center will attempt to secure a bartender on your behalf. In this case, a $100 administrative fee will be added to the booking. Charges will be deducted from the security deposit and credit card authorization.
8. Event insurance is required for all events. TREF Legacy Center must be listed as both the "venue" and an "additional insured party". The policy must include Host Liquor Liability coverage if alcohol is to be served. Insurance must be provided 7 days prior to your event start time. If not provided, insurance will be secured on your behalf. In this case, a $100 administrative fee will be added to the booking. Charges will be deducted from the security deposit and credit card authorization.
9. Candles may be used only if the candles are in containers with the wick of the candle at least two (2) inches from the top of the container. There is a limit of three (3) candles per table and one (1) candle per window. TREF Legacy Center reserves the right to remove candles at their discretion.
10. All items brought into the venue (e.g., personal items, decorations, props, etc.) must be removed immediately following the event. Items that are not removed will be disposed of by TREF Legacy Center and the cost of such disposal will be deducted from the security deposit.
11. The client is responsible for removing all trash from the property and placing it in the dumpster immediately following the event.