LICENSED FACILITY
It is understood that Cincinnati Ballet will have programming that may occupy some of the spaces outlined below. CB and Renter, in good faith, will work together to accommodate space requirements. Cincinnati Ballet reserves the right to appropriately accommodate or shift Renter location with 24 hours advance notice to an alternate studio with required attributes to accommodate event.
FACILITY GUIDELINES
ACCESS
Renter shall operate within the scheduled hours for the Valentine Center for Dance unless special arrangements are made in advance.
POLITICAL FUNDRAISING
Valentine Valentine Center for Dance spaces may not be used for political fundraising of any type.
EMERGENCIES
In the event of an emergency, CB Administration should be alerted IMMEDIATELY.
PRIMARY CONTACT
Rachel Hinger, Director of Events
Cell: 513-254-8433
Email: rhinger@cballet.org
Secondary Contact: Joe Carolin, VP of Finance/CFO
Cell: 859-240-6285
Email: jcarolin@cballet.org
ADDITIONAL CONTACT
CB Welcome Center – They may support in contacting someone to assist with the immediate circumstances. Welcome Center is not primary to Renter operations.
Phone: 513-621-5282
FIRST AID/SAFETY
First Aid cabinets located in and around the Valentine Center for Dance.
CB assumes no responsibility for Renter safety policies and protocols.
All Renter participants will be required to complete and comply with CB fitness waiver annually for applicable studio rentals.
Renter leadership may be required to complete CB safety training for emergencies.
DAMAGE
Report any damage immediately, i.e., spills, broken chairs or trim, holes in walls, cleaning requests, etc. to CB Facilities Management.
STORAGE
There is no space available for storage of any Renter materials or props. Renter will be responsible for bringing in their own items as they need.
HOSPITALITY
The Valentine Center for Dance has partnered with five local caterers to service all events on-site. A complete list is available by contacting Rachel Hinger, Director of Events, at rhinger@cballet.org. The Valentine Center for Dance also holds a liquor license and manages all beverages on-site. Beverage information is available by contacting Rachel Hinger, Director of Events, at rhinger@cballet.org. Alcohol not purchased through Cincinnati Ballet is strictly prohibited.
OPERATIONS
Renter assumes responsibility of the operation of rooms during rental and manages space to adhere to all rules of the Valentine Center for Dance and studio space.
CUSTODIAL
Renter will facilitate CB’s cleaning schedule during and after its daily occupancy. This includes but is not limited to disinfecting all contact points of the rooms used, consolidating trash, and taking out to dumpsters as needed, vacuuming of crumbs, etc.
DÉCOR
CB prohibits the use of loose glitter, feathers, helium balloons, open flames, and live animals in all spaces. CB only allows painters tape for any adhesive needs.
PRICING AND FEES
In order to secure a date, Renter must supply a non-refundable deposit specified on Event Proposal.
All Private Event Rentals are subject to a 5% event service fee.
All Beverage Packages are subject to a 7% service charge.
All Rentals that utilize a Preferred Caterer are subject to a 15% commission fee on final hospitality invoice.
Additional fees may apply such A/V Fees and/or Piano Tuning Fees.
STUDIO USAGE
Renter will provide all studio and check-in staffing.
CB reserves right to require a CB trained Facilities Team Member at all functions within the Valentine Center for Dance at the expense of Renter. CB and Renter will discuss and mutually agree to additional charges.
Illness and emergency related entrance and exit plans will be discussed.
CB studios are outfitted with sprung floors covered with welded dance flooring.
Studios are required to be vacated and restored at the end of usage.
Specifications for applicable fitness or dance studio use rentals:
Renter is responsible for any fitness equipment or props needed for class including yoga mats. NO storing or sharing of fitness equipment allowed in/on CB facilities and grounds.
Renter will guarantee that no street shoes shall be worn in the studios to prevent outdoor debris such as gravel and salt from damaging the flooring.
No food nor open container beverages are allowed inside any CB Studio unless agreed up by CB leadership. Water bottles with lids and sealing tops are allowed for fitness studio usage. There are water bottle refilling stations located on each level of the Valentine Center for Dance.
EGRESS
Renter leadership and participants will exit the Valentine Center for Dance within 10 minutes of the completion of studio usage.
Non-Participants
Unattended Children: Renter is responsible for all unattended minors who are associated with a Renter participant. Any unattended minors need to be inside the associated studio space.
Guests and Non-Participants: Non-Participating guests of any age should be discouraged from occupying the venue.
EVENT Reschedule or CANCELLATION
We are happy to help you reschedule if unforeseen changes arise & you find it necessary to change your event date. For celebrations and corporate events, this needs to be done at least 60 days in advance of your initial date. If it’s closer to your initial date than 60 days, a $200 re-scheduling fee will be assessed.
In the event of a cancellation, Renter should provide CB 14 days advanced notice without a penalty of the remaining balance. Any deposits are non-refundable even in the event of a cancellation.
If notice is given to CB with less than 14 days’ notice, 50% of rental will be due by original event date.
If notice is given to CB with less than 7 days’ notice, 100% of rental will be due by original event date.
In the event of a Level 3 Snow Emergency for Hamilton County, the Valentine Center for Dance will be closed for all activity.
CB reserves the right to close the Valentine Center for Dance in an emergency and will notify Renter immediately.
USAGE REQUIREMENTS
Set Up
Unless requested, Renter will provide personnel to set up, operate, and restore facility within studio usage block.
When technical requirements beyond standard studio or space use are requested, CB reserves the right to right to require CB trained technicians at all Renter functions within the Valentine Center for Dance at the expense of Renter. CB and Renter will discuss and mutually agree to additional charges.
When available, CB owned tables and chairs are available for use free of charge.
RESTORATION of all rooms is required. If something is moved, please restore to original location.
Lighting
General room lighting will be provided.
Renter may not move or alter any lighting equipment without prior permissions from CB.
Amplified Music and Sound
Audio System equipment provided by CB, not including microphones.
Sound levels cannot exceed 85 dB and CB reserves the right to adjust sound during rental period.
Musical Instruments
Acoustic pianos are available within the Valentine Center for Dance and may be used with permission. If you are interested in booking an Accompanist, please reach out to Rachel Hinger, Director of Events, at rhinger@cballet.org for a list of partners.
Piano usage guidelines to be followed and Piano Fee will be applied.
Facility
Long Term Equipment installation may be discussed if the temporary period extends.
Drawings, photos, tech specs, inventories, etc. can be provided upon request.
INSURANCE AND INDEMNIFICATION
CB maintains general liability coverage, and Renter acknowledges that such insurance is for CB’s own benefit and CB shall be under no obligation to obtain insurance for or on behalf of Renter or to protect Renter’s interests herein. While private events are not required to obtain their own insurance, events which are open to the public shall be required to secure general liability coverage which names CB as an additional insured, in an amount not less than two million dollars per occurrence. To the extent permitted by Ohio Law, Renter agrees to hold CB its officers, trustees, employees and volunteers, the City of Cincinnati as owner(s) of the premises harmless from all damages, defense costs, fines, penalties and other costs or expenses incurred as a result of any claim brought or legal action filed, caused by Renter’s projected or actual use of the rented space(s). Renter shall secure and maintain workers compensation coverage as necessary to comply with Ohio Workers Compensation laws, and for any failure thereof Renter will indemnify and hold CB harmless from all claims, costs, charges, penalties, fees and defense incurred as a result of any failure to comply.
INCLUDED IN RENTAL
Renter shall be entitled to use and occupy the rented space(s) upon the dates and times specified herein and subject to all conditions imposed. The rented space shall include the principal space identified herein, and also the non-exclusive use of such common areas, rest rooms and other associated areas as shall be designated by CB from time to time, for the use of which Renter shall have the same liabilities and obligations as it has for the principal venue. CB reserves the right to license other parts of the building in which the rented space(s) is located to others at the same time as the premises are being used by Renter. Uses of the lobbies and other public and support areas made available to Renter are at the discretion of CB and may be concurrent with the use by others or may be restricted as CB may determine. Renter further agrees not to disrupt, hinder or diminish any other Renter’s use, or CB’s use, of other parts of the building.
PROHIBITED OR NOT INCLUDED IN RENTAL
Renter shall have no right to sublet or sub-license any space or right acquired herein. Renter shall not exceed capacities on file for the rented space(s). Renter shall not obstruct any exit doors, exit signs, emergency lights, safety equipment or ventilating system components. Renter shall not place within the lobbies, corridors or foyer any exhibit or other impediment to attendees without the written approval of CB. All decorations, furnishings, equipment, booths and exhibits must conform to all federal, state and municipal ordinances, laws, rules and regulations, including orders of the Division of Buildings, the Divisions of Fire and the Department of Safety of the City of Cincinnati, the Ohio Fire Marshall and the Fire Underwriters. No alterations shall be made to the premises, nor any item attached to any wall, floor or other surface thereof, without the written permission of CB. In the event that any changes are made or any items attached, any damages occasioned thereby will be repaired and the rental space(s) restored to their original condition at Renter’s cost. Conference rooms, additional studios, etc. are all available for use if needed. Inquire about availability and pricing. Renter will have access to all public parking at the Valentine Center for Dance as a first come-first-served basis, Renter may also occupy available street parking on Gilbert Avenue. CB is not able to guarantee parking at any time.
ROYALTIES AND PERFORMANCE RIGHTS
Renter warrants and represents that all copyrighted materials will be performed or produced only with the express permission, or under licensing or authorization, by the copyright owners or their representatives. Renter will indemnify and hold harmless CB, its trustees, officers, employees and agents, against all claims, losses, liability, actions and expenses (including legal expenses and fees) arising out of a copyright license agreement or infringement claim or both. Renter submits to the jurisdiction of the courts of Hamilton County, Ohio and/or the United States District Court for the Southern District of Ohio, Western Division, for the determination of any dispute relating to this article. No broadcasting or cable casting, motion picture Internet/streaming or other transmission or recording rights or privileges (hereinafter “Reproduction Rights”) are conferred by this Agreement, and such activities are prohibited unless separately permitted by written consent of CB. In the event that Renter wishes to exercise Reproduction Rights, it will pay such additional charges as CB shall determine, and shall pay for additional costs for stagehands, miscellaneous labor and equipment as may be required. Renter shall further make arrangements to pay additional royalties and/or performing fees to all authors, license holders and performers.
COMPLIANCE WITH LAW
Renter shall comply with all applicable laws, orders and regulations of federal, state, county and municipal authorities. Renters shall obtain any license or permit which may be required for its particular use of the Facility. Renter shall not undertake any act, which CB concludes may jeopardize any license or permit, held by CB or a licensee of CB. Renter shall not render or allow any person acting under it to render the rented space(s) inaccessible to disabled persons or otherwise cause the Facility to be out of compliance with Titles II and III of the Americans with Disabilities Act (ADA). In the event that any act is done which may cause the Facility to be out of compliance with the ADA, Renter shall immediately remove the cause and return the Facility to compliance. In the event of any violation or claimed violation under this section, Renter shall pay and save CB harmless from any and all damages, loss and liability of any kind, including attorneys fees and costs of defense, resulting from its actions or failure to act or such act or failure to act of any person on the premises under the auspices of Renter. Renter shall, at its own cost and expense, defend and protect CB, its trustees, officers, employees and volunteers, against any and all such claims and demands. If Renter fails promptly to comply with such provisions, CB may (but shall not be obligated to) do so, and all costs and expenses will be paid or reimbursed by Renter.
CANCELLATION OR TERMINATION
CB may terminate and cancel this lease for the violation of any provision or condition thereof. In the event that CB determines that Renter’s use of the premises is likely to cause damage to the rented apace(s), its furnishings or equipment, likely to cause injury to persons lawfully on the premises, or likely to violate any law, ordinance or other regulation, CB will notify Renter in writing and extend Renter the opportunity to address and resolve such concerns. Any refund of amounts paid by Renter in the event of termination under this provision shall be at the sole discretion of CB.
RESOLUTION OF DISPUTES
In the event that a dispute arises over the interpretation of this Rental Agreement, or over the performance or obligation of any party hereto, the parties shall negotiate in good faith to find a mutually acceptable resolution that reduces the detriment to each, and permits them to perform their other obligations hereunder. In the event that the parties are unable to resolve the dispute among them, they shall promptly submit it for mediation to the Center for Resolution of Disputes, Inc., of Cincinnati, Ohio, a non-profit organization that has as its principal purpose the amicable resolution of disputes. Each party shall participate in the mediation process in good faith, in accordance with such organization’s mediation rules then in effect. In the event that the parties are not able to reach a mutually acceptable resolution through the mediation process, they shall submit the dispute for arbitration to The Center for Resolution of Disputes, Inc., of Cincinnati, Ohio, in accordance with its arbitration rules then in effect. A Report and Award of such body shall be binding upon the parties, and shall be enforceable in a court of law as an arbitration award, in accordance with Chapter 2711 of the Ohio Revised Code. The parties shall equally share the filing fees and direct costs of mediation or arbitration, to the extent that such fees or costs are determined by the rules of the applicable organization. Each party shall pay all other expenses (such as attorney fees, witness fees, deposition fees and the like) that it incurs to present its case, except to the extent that the arbitration award shall tax such expenses to the other party. In the event that either party shall apply to a court for any relief (legal or equitable) arising in any manner under, or relating in any manner to, this Rental Agreement, the mediation agreement or the arbitration award, jurisdiction shall be exclusive in the Hamilton County, Ohio, Municipal court (to the extent of its monetary and subject-matter jurisdiction), the Court of Common Pleas of Hamilton County, Ohio, or the United States District Court for the Southern District of Ohio, Western Division, at the option of the filing party.
FORCE MAJEURE
In the event either party is unable to perform its obligations under the terms of this Agreement because of acts or regulations of public authorities, labor difficulties, civil tumult, inclement weather, strike, epidemic, pandemic, or any other legitimate cause beyond the control, such party shall not be liable for damages to the other for any damages resulting from such failure to perform or otherwise from such causes.
OTHER TERMS AND CONDITIONS
Animals can only be allowed access to the Facility with advance written permission of the Cincinnati Ballet Vice President of Production & Operations. However, service animals will have unrestricted access to all areas serving their humans. Weapons and firearms are not permitted in the rented space(s) at any time, and the use of realistic props must be advanced with Cincinnati Ballet event staff. No parking is allowed in loading areas unless specifically authorized in advance. By state and local ordinance, smoking is not permitted anywhere in the facility. Any use of open flames or special effects (candles) must be authorized in advance by the Vice President of Production & Operations, as a permit may be required.
IN WITNESS WHEREOF the parties have executed this Agreement on the date(s) set forth opposite their respective signatures, each signer representing that s/he is fully authorized to execute such agreements on behalf of the party.
