Host Your Event at
Casa Helotes

VENUE RENTAL AGREEMENT
Casa Helotes Activity Center · 12070 Leslie Road, Helotes, Texas 78023

This Venue Rental Agreement is made between Casa Helotes Activity Center ("Lessor") and the Lessee identified in this booking. The parties agree to the following terms:

GRANT OF LICENSE. Lessor grants Lessee a license to use the Casa Helotes Activity Center ("Facility") for the event date and rental period selected in this booking.

RENTAL FEE & PAYMENT TERMS. A 30% non-refundable holding fee is due at the time of booking to secure the date. The remaining balance is due prior to the event. Any applicable discount is applied before the holding fee is calculated.

CLEANING FEE. A $125 cleaning fee is required for Friday, Saturday, and Sunday rentals. This fee does not apply to Monday–Thursday weekday rentals. When applicable, the cleaning fee is not included in the 30% holding fee — it is due with the remaining balance prior to the event.

PERMITTED USE. (1) The kitchen facility is not available for private use. (2) Lessee is solely responsible for providing their own food and beverages. Casa Helotes shall be indemnified from any claims arising from foodborne illness. (3) Open flames, propane tanks, deep frying, or smoke-producing cooking methods are strictly prohibited. (4) If food is catered, all food must be delivered warmed and served at appropriate temperatures per food safety regulations. (5) If a licensed Food Manager caterer is hired, limited kitchen use may be permitted for serving pre-prepared meals only — cooking in the kitchen is prohibited.

INDEMNIFICATION. Lessee shall indemnify, defend, and hold harmless Lessor, its officers, agents, and employees from any and all loss, cost, damage, expense, and liability arising from any act or neglect by Lessee, its agents, employees, contractors, or invitees on or about the Facility.

"AS-IS" CONDITION. Lessee agrees to accept the Facility in its "as-is" condition with all faults.

ASSIGNMENT. Lessee shall not assign, transfer, or sublicense the Facility or any part thereof to any other party.

TERMINATION. Lessor may immediately terminate this Agreement upon failure to pay any charges due, or upon Lessee's failure to perform any obligation under this Agreement. Upon termination, Lessor may expel Lessee and recover all damages incurred.

CLEANUP & RESTORATION. Lessee is responsible for ensuring all tables, chairs, and cleaning are completed and the Facility is returned to the exact condition and arrangement as received. Failure to comply will result in a non-refundable fee of $200. If any damage occurs, Lessee shall pay Lessor for all repairs or replacements upon demand.

ALCOHOL. Alcoholic beverages shall not be consumed by any individual under the legal drinking age of 21 years. Lessee agrees to indemnify and hold harmless Casa Helotes from any claims arising from alcohol consumption on the premises.

RIGHT TO INSPECT. Casa Helotes reserves the right to enter and inspect the Facility at any time. If a representative determines that Lessee is not complying with the terms of this Agreement or is misusing the Facility, Casa Helotes reserves the right to terminate the contract, resulting in forfeiture of all deposits and fees.

DECORATIONS. Open flames and real candles are not permitted (battery-operated candles are allowed). Floating candles are permitted. Decorations may be hung from ceiling grids using grid clips or paper clips. Nails, crepe paper, or staplers on walls are not permitted — use removable 3M strips or painter's tape. Balloons must be filled with air or helium only. All decorations must be removed upon vacating. Rice, confetti, glitter, or small fragments are prohibited. Sparklers are permitted outside the property only. Fireworks are prohibited on premises.

TABLES & CHAIRS. Maximum occupant load: 280. Venue provides 10 × 60" round tables (seats 8 each), 4 × 8' rectangle tables, and 150+ stacking chairs.

DAMAGE DEPOSIT. A damage deposit in an amount determined by Lessor is due prior to the event. The deposit covers damages, excessive cleaning, or violations of this Agreement. It will be refunded in full within 10 days after the event provided the Facility is returned in the same condition.

CANCELLATION POLICY. (1) 60+ days before event: cancellation by written notice, no fee. (2) 31–59 days before event: 50% of the rental cost charged; Lessee also reimburses any good-faith expenses incurred. (3) 30 days or fewer before event: 100% of the rental cost charged; Lessee also reimburses any good-faith expenses incurred.

GOVERNING LAW. This Agreement shall be governed by the laws of the State of Texas. Any legal actions shall be handled in a court of competent jurisdiction within the State of Texas.

By checking the box below, Lessee acknowledges reading, understanding, and agreeing to all terms of this Venue Rental Agreement on behalf of themselves and all guests attending the event.