This Meeting Room Rental Agreement is between The Beacon Center Inc., with its primary office address at 4505 W. Hacienda Avenue – Suite G2 (“TBC”), and the person submitting the TBC’s Rental Agreement Form incorporating this Agreement by reference (“Subtenant”). This Agreement governs the Subtenant’s use of TBC’s Meeting Space service.
Subtenant is responsible for all set-up and tear-down of tables and chairs. Please remember to include the time it will take to set-up and tear down in your rental time.
Subtenant and guests of the Subtenant may use the parking lots in front of and to the sides of the building. TBC and the property owners assume no liability to vehicles, including, but not limited to, contents, or passengers due to damage, towing, negligence, vandalism, or theft. Any food trucks or vendors doing business in the parking lot is prohibited without a special permit.
CANCELATION AND RESCHEDULING
Your reservation is considered officially booked once the Rental Agreement is signed/submitted, and the first payment of the agreed rental fees is received.
The following is our refund/exchange policy if you cancel within the following days from the date of your signed contract:
0-3 days – You receive a full refund (no questions asked).
4-15 days – You can use any money paid to us towards a future booking date (must be within 90 days of your cancelation request and is based on availability), however, due to the nature of our business we do not offer any refunds.
16-30 days – You can use any money paid to us towards a future booking date (must be within 30 days of your cancelation request and is based on availability), however, due to the nature of our business we do not offer any refunds.
31 days+ – Due to the nature of our business we do not offer any refunds, and your outstanding balance will be charged. If we are able to sell the event slot you reserved, we will happily provide a credit that you can use towards a future booking (must be within 365 days of your original event date and is based on availability).
For Recurring Events Only:
Please note that all long-term/ongoing contracts will be subject to a 90-day notice of cancelation.
SMOKING AND VAPING ARE PROHIBITED
Smoking and/or vaping is strictly prohibited in the building but may be used outside, so long as the discarded portions are placed in the proper receptacle.
REASONABLE CARE IN THE USE OF PREMISES
Subtenants shall use reasonable care in their use of the leased premises and shall observe reasonable precautions to avoid damage to the leased premises. Subtenant shall not use the leased premises in any manner that poses an unnecessary hazard to the building or its occupants. If any damage to the building, property, or equipment is caused by Subtenant or Subtenant’s guests or employees, then Subtenant shall be liable for the cost of such repairs or replacement. Any damage or equipment issues must be reported immediately to TBC staff. The rental is for the meeting room only. Meeting rooms may only be used for approved purposes. Nothing may be attached to the walls, ceiling, or any fixtures. Painter’s tape may be used for posters, signs, etc during your meeting and must be taken down before leaving. No candles, glitter, or confetti are allowed. Subtenants and guests must use the trash receptacles. No used materials may be left in meeting rooms. All trash receptacles must be emptied prior to vacating the building.
ALCOHOL ON PREMISES IS ALLOWED WITH A NEVADA LICENSED BARTENDER ONLY
Alcohol is permitted inside the premises, provided a Nevada-licensed bartender is serving guests. This is a Nevada Clark County Code 8.20.270 which requires a licensed and insured bartender to serve in all public facilities.
FOOD AND DRINKS
Food and drinks are permitted inside the premises, provided reasonable care is taken in keeping the premises clean. Events with food and drink are subject to a security deposit of $100. Reasonable care includes: taking out all trash prior to vacating the premises, taking trash to the dumpster, replacing the trash bags, sweeping up any food remnants, cleaning tables, and mopping any spills. Food shall not be placed in the sinks or toilets, and liquids shall not be placed in the trash cans. In the event that this reasonable care has not been taken, there will be a cleaning charge of a minimum of $100. Table coverings are REQUIRED if you are serving food.
THEFT AND VANDALISM
A subtenant is responsible for any loss of, or damage to, any furnishings or equipment as a result of theft or vandalism caused by the Subtenant, their guests, employees, or agents.
CONFLICT OF INTEREST
TBC reserves the right to refuse rental services to any business, organization, or person for any reason.
HOLD HARMLESS AND INDEMNIFICATION
Subtenant agrees to indemnify, defend, and hold harmless the officers, agents, and employees of Beacon Center Inc® /dba The Beacon Center and property owners, from and against any and all liabilities, damages, costs, expenses (including all attorney’s fees, and expenses), causes of actions, suits, claims, demands, or judgments of any nature including subrogation claims arising out of or in connection with Subtenant’s use and occupancy of leased premises. This clause does not include claims arising out of the intentional, willful, or wanton misconduct of TBC, its officers, agents, or employees.
The parties agree that any and all claims and disputes arising under or relating to this Agreement shall first attempt to be resolved through the process of mediation by Mediation Around the Table at a location mutually agreeable to the parties. If the mediation process does not result in a resolution of all claims and disputes, the parties further agree to settlement by binding arbitration in accordance with the laws of the State of Nevada. The fees and costs of mediation shall be split equally by all parties. The fees and costs of arbitration shall be borne fully by the non-prevailing party. An award of arbitration may be confirmed in a court of competent jurisdiction.
NUMBER OF OCCUPANTS
The subtenant agrees that the occupancy of the rented meeting room shall not exceed legal occupancy levels. The number of supplied chairs determines reasonable occupancy levels.
Subtenants and guests shall not keep domestic or other animals, with the exception of service animals, in or about the leased premises or parking lot.
Subtenant agrees to add Beacon Center Inc® /dba The Beacon Center for the dates of the rental agreement and in the event of an insurable event, any insurance held by the Subtenant shall be the primary insurance.
LOST AND FOUND
All items not removed from the premises at the end of the rental period will be cataloged and held offsite for a period of thirty (30) days. Thereafter, the items become the sole property of TBC and will be donated to a local charity.
If the Subtenant’s event goes beyond the rental end time outlined above, a $100 fee will be charged for every hour that the premises remain in use. The subtenant is also responsible for any loss of revenue directly related to overtime.
The subtenant understands that no loitering in the parking lots or premises is allowed at any time. This applies to the Subtenant, its guests, employees, or agents. This is out of respect for our neighboring businesses.
NOISE AND ODOR
The subtenant understands that our venue is located in an office complex and that only reasonable levels of noise are allowed. Subtenant shall not make or permit any noise or odors that may interfere with other persons having business within the complex. When playing music or singing, the Subtenant agrees to shut the entrance door to minimize any disturbance.
Occasionally, TBC photographs rental events. By signing this agreement, the Subtenant releases the use of event photos and videos of attendees 18 and over for marketing and media purposes. VIDEO SURVEILLANCE: Our premises are under 24-hour recorded surveillance for the safety of our guests and to assure compliance with rental agreements. This surveillance may be used to prove compliance or non-compliance with rental agreements. By signing this agreement, the Subtenant releases the use of such footage for these purposes. TBC agrees to only use this footage for security purposes and purposes that may arise to prove compliance or non-compliance to the rental agreement, including property damage and/or theft. Subtenants may also have access to the footage for a period of three (3) days.
Tampering with TBC Property and Devices
Our premises use several electronic devices that are necessary for the normal operation and monitoring of our facilities. This includes, but is not limited to surveillance cameras, electronic door locks, wireless internet, etc. These devices are not to be tampered with, modified, covered up, etc. By violating this policy, the Subtenant will be held liable for damages, loss, and/or repair. Violation of this will also be considered a revocation of this contract agreement and may lead to loss of privileges at all TBC locations as well as immediate termination of the rental agreement without refund.
During each rental period, the Subtenant will be given a passcode to enter the premises. This passcode allows access during the rental period only and is tied to the alarm system. Unless otherwise agreed upon with TBC, this passcode may not be shared. By signing this agreement, the Subtenant agrees to not share this passcode or allow guests to occupy the premises unless Subtenant is present. The Subtenant also understands that the use of this code during uncontracted periods will result in the immediate cancellation of the agreement without a refund.
Should events beyond the reasonable control of the Beacon Center Inc® /dba The Beacon Center and Renter, including but not limited to (1) acts of God, (2) war, including armed conflict, (3) strikes or labor disputes at the venue or in the Las Vegas Metro Area (4) disease at the venue or in The Las Vegas Metro area (examples of disease, but not limited to: SARS, Legionnaires, Covid-19), (5) government regulation or advisory (including travel advisory warnings), (6) civil disturbance at the venue or in the Las Vegas Metro Area (7) terrorism or threats of terrorism in the United States as substantiated by governmental warnings or advisory notices, (8) curtailment of transportation services or facilities which would materially affect attendees from attending the conference, (9) disaster, fire, earthquakes, storms in the Las Vegas Metro Area (10) unseasonable extreme inclement weather in the Las Vegas Metro Area ; (11) shortages or disruption of the electrical power supply causing blackouts or rolling blackouts or other essential utilities in the Las Vegas Metro Area or (12) any other cause reasonably beyond the parties’ control (collectively referred to as “occurrences”), making the event commercially impracticable, impracticable to perform, illegal, or impossible to fully perform under this Agreement as the Parties originally contracted. In such a case, the affected Party may terminate this Agreement, without liability, upon written notification. No cash refunds will be given, however, Beacon Center Inc® /dba The Beacon Center will honor the terms of the original rental agreement for 365 days following the local, state, or federal government lifting of travel and meeting restrictions. Notice under this provision may be given at any time in advance of the event provided that the notifying party has met the requirements of this provision.
Please Note: These Terms and Conditions are subject to change without notice. Online updates will supersede previously signed contracts or form submissions.
ENTERING THE BUILDING:
- As you walk in the front doors, the light switch is immediate to your left.
- You will also find a long counter and cabinets marked with any of the rental items that are part of our agreement.
- To your right, you will notice a reception desk. Please feel free to use this space as you see fit to greet your guests. We ask that you use a plastic covering if you will be putting liquid on it.
- Behind the reception desk, is our “Bonus Room”. your rental includes the use of the refrigerator and microwave. Please feel free to set up your food and beverages in this area and make sure you leave it clean when finished.
- To the left of the bonus room is our drink area. Drinks are provided on a “pay-as-you-go” basis or can be pre-purchased for your guests.
As you step through the archway into the meeting space, immediately to your right is the thermostat. Please feel free to adjust the temperatures to your comfort level.
- Also to the right is the closet where you will find the tables for your use. Please use care when removing and placing items in this closet. Do not slide them on their side over the tile as it damages the sides of the tables.
- To your left, you will find our podium, television, laptop desk, webcam connection, and whiteboard. All of this is included for your use.
- You will find the remote for the TV, HDMI cable, and Apple to HDMI pigtail inside the laptop desk. Please return the remote to this location at the end of your rental. Please DO NOT make any adjustments to the settings on the TV.
- Only use whiteboard markers on the whiteboard, and clean it only with the eraser provided.
- Down the hallway are the women’s and men’s restrooms.
DURING YOUR EVENT:
- Please set up the meeting space as you see fit. Please lift, not slide, the tables and chairs so that our floors, tables, and chairs do not get damaged.
- Table coverings are REQUIRED if you are serving food.
AFTER YOUR EVENT:
- Clean and break down all tables and place them back in the closet.
- Place the TV remote back in the laptop desk.
- Clean the whiteboard with the whiteboard eraser provided.
- Sweep all floors as needed.
- Empty all trashcans if they are more than half full or contain food or drink, including those in the bathroom.
- Place all rented items back in cabinets.
- Place used linen in pile on the counter.
- Clean up all papers, trash, food, and drink. Please DO NOT place liquids in the trash cans or food in the sinks or toilets.
- Return the thermostat to the off position.
- Check the parking lot for event debris that may have made its way outside.
- Turn off all of the lights if you are the last one on the premises.
- Ensure that the front door is fully closed and locked by pressing the “Schlage” button then give it a little tug.
Please Note: These Rules and Procedures are subject to change without notice. Online updates will supersede previously signed contracts or form submissions.