OneValley is a community-based reservoir of resources for entrepreneurs and the organizations that surround them and help them prosper. We’re a facilitator and a cheerleader. A nerve center with a state-of-the-art campus. We’re educators and matchmakers. And we’re entrepreneurs too - just like you.
OneValley Event Space Rental Terms & Conditions
1. CONDITIONS AND RESPONSIBILITIES OF RENTER
Please read the material below to make sure all parties understand the requirements of providing for everyone’s safety and keeping OneValley a well maintained and safe location for future use.
For all events longer than 8 hours or hosting more than 250 people, Special Event Liability insurance is required of all renters and is due no later than ten (10) days prior to your event. The insurance must, at renter’s sole expense, provide and maintain public liability and personal property damage insurance, insuring OneValley employees, contractors and contracted vendors against all bodily injury, property damage, personal injury and other loss arising out of renter’s use and occupancy of the premises, or any other occupant on the premises, including appurtenances to the premises and sidewalks. The insurance required hereunder shall have a single limit liability of not less than $1 million, and general aggregate liability of not less than $2 million. OneValley shall be named as an additional insured of said policy.
If alcohol is to be served please make sure that the policy includes Host Liquor Liability coverage to protect you against alcohol-related accidents, as you are ultimately liable for the safety of your guests. Established catering Services may use their license and insurance to cover this.
Any caterers and/or outside vendors, companies, and/or institutions must provide a copy of their certificate of insurance and catering License to OneValley at least five (5) days prior to the event.
Renter agrees to indemnify, defend, and hold OneValley, its landlord, building owners, officers, employees, and agents harmless of and from any liabilities, costs, penalties, lawsuits, expenses or judgments against them arising out of and/or resulting from the rental and use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by Renter, its employees, and agents of alcoholic beverages at OneValley.
In the event OneValley, its landlord, building owners, officers, employees and/or agents, are required to file any action in court in order to enforce any provisions of this agreement, renter agrees to pay OneValley, its officers, landlord, building owners, employees and/or agents, all reasonable attorney fees, court fees, and costs of suit incurred by OneValley, including all collection expenses and interest due.
1.4 CATERING STANDARDS
We highly recommend that a caterer from our recommended caterers list be used for your event. Our recommended caterers have experience working at OneValley and are familiar with our regulations, policies, and procedures. Use of caterers not on our recommended list may result in an increased deposit and fee. If Renter intends to use a caterer not on our recommended list, Renter will have to submit information about the caterer’s qualifications, food distribution plan and insurance.
Insurance/credit card—all caterers working at OneValley are required to have a valid certificate of insurance and a credit card on file with us.
Kitchen Policy—the OneValley kitchen is not production space and is to be used for final food presentation, plating and bussing only. Please note that OneValley does not provide dishes, glassware, pots, pans, knives or utensils. The kitchen production space will be provided in a clean condition and the space should be returned to a clean condition immediately following your event. A final walk- through with a member of our event staff is mandatory at the close of your event.
Caterers must remove all trash, composting and recyclables from the site as we do not have adequate facilities. all trash, including sorted recyclables and properly sorted compostables, must be collected, properly bagged and removed by the caterer.
Failure to remove or clean will result in additional fees. OneValley encourages those renting space to consider green, sustainable, fair trade, ecologically sound cleaning and zero waste solutions.
1.5 CAPACITY AND GUEST COUNT
Renter agrees to abide by OneValley's capacity requirements for the room(s) booked for any event. It is Renter’s responsibility to ensure that the number of guests does not exceed the stated capacity of each room.
Boardroom – 16 seated.
Academy – 35 seated.
Conference Center – 150 seated, 200 unseated.
Final guest count changes must be submitted in writing at least five (5) days prior to your event.
1.6 USE OF FACILITY SPACE
To protect the safety and security of all OneValley's members and property, Renter will obtain OneValley's advance approval before using items during/before or after the event which could create noise, noxious odors or hazardous effects (e.g., loud music, smoke or fog machines, dry ice, confetti cannons, candles, or incense) and before engaging in any activities outside of the reserved function rooms (e.g., registration table).
1.7 SITE DECORATION
OneValley wants to make every event here a special and welcome experience. Therefore every effort will be made to allow Renter to prepare decorations reflecting their creative requirements. We ask that only the staff of OneValley rearrange and move any furnishings, including, but not limited to, artwork, lamps, television screens, computer monitors, tables or seating. No nails, screws, staples or penetrating items are to be used on our walls or floors. No glitter or foil (non-paper) confetti is allowed on site. Only low tack tape is allowed on our floors and wall. Any damage will be charged after your event.
There is absolutely no drug use or smoking of any kind tolerated on premises or within 25 feet of the building, including loitering or congregating outside on the sidewalk at any time during the event. Disparaging remarks or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Renter and guests shall use the premises in a considerate manner at all times.
Renter acknowledges that the Center is an active workspace housing the business operations of multiple clients. Renter agrees to ensure their guests do not disrupt the workspace areas and acknowledges that such disruption is grounds for immediate removal. Renter acknowledges responsibility for hiring or paying for sufficient security staff. Renter agrees to ensure their guests do not enter areas marked off-limits or “OneValley staff only”.
During events that invite underage attendants, such as high school hackathons, student ceremonies or conferences, Renter accepts full responsibility for ensuring underage attendants abide by all rules outlined in this agreement. Furthermore, Renter accepts full responsibility for ensuring that underage attendants do not possess or consume alcohol, tobacco, or illegal drugs on the premises. Conduct deemed disorderly at the sole discretion of OneValley staff shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases no refund of the event costs shall be made.
1.9 LIABILITY RELEASE AND WAIVER
OneValley reserves the right to require all of Renter’s guests to sign a form releasing OneValley, its landlord, employees, contractors and staff from any and all liability arising out Renter’s use of the Center. The language and terms of this release are at the sole discretion of OneValley. OneValley reserves the right to prohibit any guests that do not sign the liability release from entering the premises. The Renter is not entitled to any refund in the event that their guests are excluded from the premises under section 1.8.
The Date-Hold deposit is non-refundable. From 25 days prior to event: no space rental payments will be refunded.
All load-ins and load-outs must take place within the designated timeframe given by OneValley. if there is an event prior to yours a timed delivery will be required. OneValley is not responsible for checking in or handling any items brought into the venue by rental companies. All external items must be checked-in and signed for by the Renter or Renter’s representative. All excess material (such as bubble wrap, boxes, hangers, plastic, etc.) created by deliveries must be removed and disposed of by rental company, Renter, or Renter’s representative.
Limited storage is available upon request. Storage fees will be applied to any items left overnight or beyond normal load-in/load- out times. This also applies to items left post event for shipment out via courier. Note: it is not the responsibility of OneValley to ensure that pick-ups are scheduled and executed.
1.12 CITY, COUNTY, STATE AND FEDERAL LAWS
Renter agrees to comply with all applicable city, county, State, and Federal laws and shall conduct no illegal act on the premises. This is a drug free and non-smoking facility at all times, no exceptions. Renter shall not sell alcohol on premises at any time. Renter may not serve alcohol to minors on the premises at any time. Renter agrees, for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner. OneValley reserves the right, in its exclusive discretion, to expel anyone who in its judgment is intoxicated or under the influence of alcohol or drugs, or who shall in any manner do or participate in any act jeopardizing the rights, use permit, or insurability of OneValley or the safety of its staff, guests, or building contents.
1.13 ENTRY AND EXIT
Renter agrees that OneValley staff or its guests may enter and exit premises during the course of the event.
OneValley take no responsibility for personal effects and possessions left on premises during or after any event.
1.16 PROMOTIONS AND COPYRIGHT
It is important to us that you have a fantastic and successful event. Should OneValley be engaged in the promotion or co-production of your event, it is imperative that we see and approve all marketing messages and communications. We are happy to provide professionally created images of our space for promotional materials.
We hope you will refer others here and are happy to answer any questions you might have about the types of events we do. We are also happy to personally welcome your guests and speak to them about the historic nature of the building, or its contents.
A representative of OneValley and/or promotional materials and signage will be present at all events, and any questions about the space, its contents or about our upcoming events and the charities we support can be directed to that representative.
1.17 PHOTOGRAPHY AND AV RELEASE
Renter consents and agrees that OneValley, its staff, employees, third party photographers and agents have the right to take photographs, still or moving, of the event(s) and the event’s attendees and to use these in any and all media, now or hereafter known, and for the purpose of the promotion of OneValley. Renter further consents that their name, their organization’s name and their attendees’ names and identities may be revealed therein or by descriptive text or commentary.
Renter also grants to OneValley, its staff, employees, third party photographers and agents, the irrevocable right to use and publish photographs, still or moving, of the event, its organizers, and its attendees or for the purposes of self-promotion, including advertising OneValley’s business, in any manner and medium; and to alter and composite the same without restriction and without Renter’s inspection or approval. Renter hereby releases OneValley, its staff, employees, third party photographers and agents from all claims and liability relating to photographs of the event(s).
Renter agrees that there will be no financial or other remuneration for recording or photographing the event(s), its organizers or its attendees.
2. ADDITIONAL PROVISIONS
The following provisions govern the interpretation, modification and enforcement of this Agreement.
2.1 ENTIRE AGREEMENT
This Agreement, including any exhibits which are incorporated herein and made a part of this Agreement, sets forth the entire Agreement between the parties, and supersedes all other oral or written provisions.
2.2 NON-WAIVER OF RIGHTS
The omission by either party at any time to enforce any default or right reserved to it, or to require performance of any of the terms, covenants, or provisions hereof by the other party at the time designated, shall not be a waiver of any such default or right to which the party is entitled, nor shall it in any way affect the right of the party to enforce such provisions thereafter.
2.3 MODIFICATION OF THE AGREEMENT
This Agreement may not be modified, nor may compliance with any of its terms be waived, except by written instrument signed by the party against which the enforcement of the change, waiver, discharge or termination is sought.
Neither this Agreement nor any duties or obligations hereunder may be assigned or delegated by the Renter unless first approved by OneValley by written instrument.
Should the application of any provision of this Agreement to any particular facts or circumstances be found by a court of competent jurisdiction to be invalid or unenforceable, then (a) the validity of other provisions of this Agreement shall not be affected or impaired thereby, and (b) such provision shall be enforced to the maximum extent possible so as to effect the intent of the parties and shall be reformed without further action by the parties to the extent necessary to make such provision valid and enforceable.
2.6 FORCE MAJUERE
If acts of God, government authorities, natural disasters, or other emergencies beyond OneValley’s reasonable control make it illegal or impossible for OneValley to perform its obligations under this Agreement, OneValley may terminate this Agreement upon written notice to the Renter without liability.
Notwithstanding the place where this Agreement may be executed by any of the parties hereto, the parties expressly agree that this Agreement shall be governed by and construed in accordance with the laws of the State of California, and the parties hereto submit to the non-exclusive jurisdiction of California courts.
This Agreement shall be subject and subordinate to OneValley’s Lease with OneValley’s landlord, including any amendments thereto, and to any other agreements to which OneValley’s Lease with the landlord is subordinate, including any amendments thereto.
2.9 ENFORCING THIS AGREEMENT
The Renter agrees to pay OneValley any reasonable and proper costs to enforce this Agreement for claims pursued by OneValley under this Agreement.
2.10 LIMITATION OF LIABILITY
The Renter acknowledges that the liability of OneValley for any type of damages to Renter shall not exceed OneValley's total fees under this agreement.