• A signed contract and non-refundable retainer fee are required to secure all event date(s) and time(s).
• All contracts are processed exclusively through an electronic system and must be fully completed within twenty-four (24) hours of issuance, including any applicable retainer fee payment. Any contract not fully finalized within this timeframe will be automatically canceled without notice. All deadlines are based on Eastern Time (ET).
• Availability is limited and reservations are accepted strictly on a first-come, first-served basis. No contract is considered valid, binding, or confirmed until all required steps and payments have been fully completed.

• An invoice detailing all rental costs will be issued to the renter via email. Any changes must be submitted in writing and approved by the Venue.
• The remaining balance of rental fees is due no later than thirty (30) days prior to the event date.
• Accepted forms of payment include cash, money order, cashier’s check, credit card, and debit card. A four percent (4%) administrative fee applies to all transactions.
• All money orders and cashier’s checks must be made payable to The Conklin Group LLC.
• Contracts signed thirty (30) days or less prior to the event date require full payment at the time of contract execution.
• Chargebacks, payment disputes, or payment reversals are strictly prohibited. Any attempt to reverse a payment will be considered a breach of agreement and may result in full liability for all outstanding balances, including administrative and legal fees.

• To cancel a rental agreement, written notice must be submitted via email prior to the event date.
• All retainer fees are non-refundable.
• Cancellations received ninety (90) days or more prior to the event date will be eligible for a refund of rental payments made, excluding the retainer fee. Refunds will be processed within thirty (30) days of written request and issued by mail to the address provided by the renter.

• The renter is fully responsible for any damage to the facility, furniture, or equipment and agrees to pay all associated repair or replacement costs within fourteen (14) days of notice.
• Serving or possessing alcohol without a valid ABC license (including exterior areas of the property) is considered damage and will result in a minimum $100 fee.
• Failure to vacate the premises by the contracted end time will be billed at $200 per hour or any portion thereof.

• All rentals include use of the facility, tables, and Chiavari chairs.
• The individual named on the contract must remain on-site for the duration of the event.
• The renter is responsible for ensuring the venue is vacated by the contracted end time.

The following are strictly prohibited:

• Weapons 
• Smoking 
• Open flames 
• Indoor cooking 
• Animals or pets 

Violation of these rules may result in immediate termination of the event and additional fees.

• The Venue shall not be liable for any failure or delay in performance due to circumstances beyond its control, including but not limited to acts of God, natural disasters, severe weather, fire, flood, government restrictions, public health emergencies, utility outages, labor disputes, or other unforeseen events.
• In such cases, the Venue may reschedule the event or issue credit toward a future date at its sole discretion. No refunds will be issued for cancellations caused by force majeure events.

• The renter is solely responsible for obtaining all required Alcoholic Beverage Control (ABC) licensing for events involving alcohol.
• A copy of the approved license must be submitted at least fourteen (14) days prior to the event and displayed during the event.
• The renter assumes full responsibility for alcohol service and compliance with all applicable laws, including prohibition of service to individuals under 21 years of age.
• Alcohol is strictly prohibited outside of the building at all times.

• The venue is provided in “as-is” condition.
• Decorations must not obstruct doors, exits, windows, lighting, air systems, or safety equipment.
• Any items attached to walls or ceilings require prior written approval.
• All setup and breakdown must occur within the contracted rental period. Early or late access may result in additional fees.

Prohibited décor includes:

• Glitter 
• Confetti 
• Sequins 
• Open flame candles 

Violation of these rules will result in damage charges.

• By booking the venue, the renter grants The Vault at Pickwick permission to use photos and videos from the event for marketing, promotional, and communication purposes, including social media, websites, and email campaigns.
• The venue may share, publish, and tag event content without additional compensation.
• Renter waives any copyright claims related to such promotional use.
• Tag us: #thevault804

The renter agrees to assume full responsibility for all guests, vendors, and attendees and agrees to indemnify and hold harmless The Conklin Group LLC, The Vault at Pickwick, its owners, employees, and agents from any claims, damages, losses, or liabilities arising from use of the premises.

These Terms & Conditions constitute the entire agreement between the parties and supersede all prior discussions, representations, or understandings.

In addition to all applicable Terms and Conditions, the Renter shall be responsible for the following post-event requirements:

• Removal of all food, debris, and trash from floors and all event areas. 
• Proper stacking of chairs, not to exceed six (6) chairs per stack. 
• Collection and removal of all trash generated during the event, including disposal in designated receptacles and removal from the premises as required. 
• Vacating the premises no later than 2:00 a.m. in strict accordance with the contracted end time. 

Failure to comply with any of the above requirements shall be considered a breach of the Agreement and may result in additional cleaning fees, damage charges, and/or administrative fees as determined necessary by the Venue.