Rental Agreement
Oehme Oasis Wedding & Events, LLC
2021 HWY 46 New Richmond, WI 54017
Hey! Thanks again for choosing Oehme Oasis Wedding & Events, LLC to host your private event! We are so excited to start planning with you! Please read over the Rental Agreement and contact us with any questions you may have! As soon as you sign, it will automatically come back for us to countersign. Once we do, helpful tips, tricks and resources will automatically be sent to you! Rental Agreements/Contracts always sound a little intense to us, we assure you they are not meant to be! Chat Soon, Austin & Ronelle
Venue information:
Venue Hosting Name: Oehme Oasis Wedding & Events. LLC
Venue Emergency Contact: 715.417.0654 or 612.998.6622
Venue Email: Hello@OehmeOasis.com
Venue Contact Person(s): Ronelle/Austin Oehme
Client's Getting Married Information:
*Social Media information is so we know what "names" to accept for our Private FB Group & our password protected Booked Couples Website*
Spouse A Getting Married
Name: Name
Preferred Name if Different: Name
Phone #: Phone Number
Email: Email
Facebook User Name: Name
Instagram User Name: Name
Spouse B Getting Married
Name: Name
Preferred Name if Different: Name
Phone #: Phone Number
Email: Email
Facebook User Name: Name
Instagram User Name: Name
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Best Contact Mailing Address: Address
Last Name Being Taken: (if applicable) Name
Estimated # of guests Amount -max ceremony & dinner capacity/invite 275 Initial
Confirmation:
A signed “Rental Agreement” and payment of $1,000 (non-refundable booking fee) is necessary to confirm the stated services from the Venue and to reserve renter’s date.
Payments:
The total cost for use of the Hosting Venue and its facilities described in this agreement is $ Amount for Event Date
To reserve services on the date(s) requested, the Venue requires this agreement signed & an initial booking retainer of $1000.
This is nonrefundable/transferable. If your event doesn't take place on the above agreed upon date, this amount is forfeited.
A payment of 50% of the venue rental is due 9 months prior to the event date.
The remaining balance of the hosting venue rental fee is due 6 months prior to the event date.
On your wedding day, your initial booking retainer turns into your REFUNDABLE damage deposit .
*if you cancel your wedding, this money is forfeited*--Providing there were no damages, it will be refunded within 7days*
Any enhancements you decide to add-on through Oehme Oasis needs to be booked/paid for, 30 days prior to your event date. ~~This total will include all ADD-ONS, TAXES & FEES (if applicable)
*There will be a $50 late fee every 7 days any payment is not received*
Retainers, deposits and payments can be made via cash or check on the schedule above. A receipt can then be found within your account
*Please Note: No other form of payment, but cash, receives cash discount, sorry for the inconvenience*
General Conditions:
Renter’s activities during the event must be compatible with use of the building/grounds. This includes but is not limited to playing loud music or making any noise at a level that is not reasonable under the circumstances. Due to the proximity of the Venue to the local neighbors, the music must be contained at an acceptable sound level so as not to disturb the local surrounding area. This has never been an issue thus far, our neighbors are pretty amazing, but just encase! Couples are aware that the Venue may make modifications and enhancements at any time in order to further enhance the overall experience at its sole discretion. In some cases, these changes may impact seating arrangements, capacity, and location of certain things.
All Things Time: ** options to add additional time for a fee
If you have booked a multiple day event:
Friday: 3:00pm- 7:00pm set-up and rehearse your ceremony **
Saturday: -Getting Ready Building: Access as early as 8:00am, day of.
-Venue: 11:00am - Midnight , day of. All persons, including vendors need to be offsite **
Sunday: Gather your belongings from 9am-11am. All vehicles need be off Venue premises by 11am Sunday.
Friday Wedding or Saturday Wedding:
Getting Ready Building: Access as early as 8:00am, day of.
Venue: 11:00am - Midnight , day of. All persons, including vendors need to be offsite **
All vehicles need be off Venue premises by 9am the following day
Sunday Wedding:
Getting Ready Building: Access as early as 8am, day of.
Venue: 10:00am - 10pm , day of. All persons, including vendors need to be offsite **
All vehicles need be off Venue premises by 9am the following day
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The venue is relocked 60 minutes prior to the start of one's ceremony for you/your photographers convenience. *This stops guests from moving things around or tossing their belongings on tables before your photographer has a chance to capture your setup, or people eating & drinking food "they find" :)
The "Getting Ready Building" is cleared out ONE HOUR post ceremony. *more details below*
Note: The bar is not open until POST ceremony. The couple may of course have their drinks in the getting ready areas :)
Entertainment & Music Requirements:
All events at Oehme Oasis are required to have a licensed and insured professional DJ/MC contracted by the couple. A friend, family member, or guest may not serve as the DJ/MC for the event. Proof of insurance must be submitted to Oehme Oasis no later than 60 days prior to the event.
A few things a DJ/MC is responsible for:
Providing all sound equipment, speakers, microphones, and necessary power cords.
Carrying liability insurance that covers their services while onsite -plus the following listed in this agreement
Following all venue guidelines regarding sound levels, setup, and teardown.
The booking of any type of LIVE BAND requires PRE-approval by Oehme Oasis.
Fridays/Saturday Rentals: DJ concludes by 11:00pm- or earlier if they need additional time to be out by 12:00am
Sunday Rentals: DJ concludes by 9:00pm- or earlier if they need additional time to be out by 10:00pm
Unless you have added additional time to your event.
Initial
Equipment:
Tables/chairs are provided in all rentals! Please do not remove them from the building.
*There is a fee for the removal/teardown/reset-up of venues tables/chairs if renting from a 3rd party. 60 day notice is required. If any decor/equipment is rented or borrowed from Oehme Oasis Wedding & Events, the Renter(s) agrees to use the equipment/decor belonging to the Venue in a safe and respectful manner and return it in the same condition, or ones damage deposit may be withdrawn from. Tables, chairs, catering set-up space, getting ready areas, parking attendant, security and a trash removal personnel is already provided as part of your Rental Agreement.
Food/Catering Services+:
Oehme Oasis allows our couples to choose any pre-approved licensed & insured caterer under the terms of this agreement.
There is an additional fee of $400 in the event that the renter(s) chooses a caterer who does not come on site and service their own food. This fee is to cover licensed/insured food staff, services, supplies, chafing dishes, heating fuel, prep and clean-up before, during and after the event. Due to WI Catering regulations, family/friends are not allowed to serve the caterers food. Pick-up/delivery of said services can be added for a fee. IE: Sending staff to go pickup the renter(s) food from Applebees, Chipotle, etc.
Per local laws & insurance, there is no cooking allowed onsite. Food needs to be made in a licensed and insured kitchen & delivered prepared.
The booking of any type of Food Truck requires PRE-approval by Oehme Oasis.
Your chosen dinner/main event caterer or 3rd party caterer/business will need to provide an appetizer option for your guests while alcohol is available if dinner is more than 45 minutes from ceremony. --They are then required to do all pre, during & post cleanup OR choose an IN-HOUSE option, such as the Grazer/Charcuterie or PopCorn Cart.
Your chosen catering team must be "Full Service Catering" -- {Meaning after service they clear tables, etc.} If they don't you will simply add it to your package with Oehme Oasis- an itemized invoice will show this
Initial
Alcoholic Beverages:
As the host of a private party, the Renter(s) acknowledges responsibility for the proper and lawful consumption of alcoholic beverages at the Venue during the duration of the event described in this agreement. The bar services and its agents will exercise due care in serving alcoholic beverages and may refuse service to any persons appearing under the legal drinking age or intoxicated. Identification and proof of age will be requested from any person who appears to be under the legal drinking age.
At this time, no kegs, shots, or items served in glass are permitted. Can sizes must be 12oz.
Per current regulations, all alcohol consumed at the Venue must be provided by the Renter(s) and served exclusively by licensed, insured bartenders arranged through Oehme Oasis. No outside alcohol may be brought in by guests or vendors. Failure to adhere to these regulations may result in automatic forfeiture of the damage deposit.
Bartender costs depend on how many are requested and how many bar locations are open for the event. Oehme Oasis will arrange for licensed and insured bartenders, so the Renter(s) will not need to contract this separately.
Future Compliance: The Renter(s) acknowledges that alcohol service requirements may be subject to change due to updated state or local laws, regulations, or licensing obtained by Oehme Oasis. In the event of such changes, Oehme Oasis reserves the right to update service procedures (including but not limited to the sourcing, sale, and service of alcohol) to ensure compliance. The Renter(s) agrees to abide by these requirements, understanding they may differ from the procedures in place at the time of booking.
Alcohol service concludes 30 minutes before access ends or when the DJ concludes, whichever is earlier
There is an automatic minimum gratuity of just $2 per guest if having a dry wedding.
Initial
Photography/Videography/Vendors:
The Renter’s photographer, videographer, DJ, caterer, etc. may arrive any time after the start of the Renter’s rental time.
Renter(s) may use any area of the Venue for photograph sessions. The Venue reserves the right to use any photographs or other media reproductions of an event in our publicity and advertising materials. Unless otherwise requested against. ***Oehme Oasis staff will make sure to tell your photographers/videographers about some hidden gem spots they have created, as well as TAG them where appropriate on social media. We ask them to do the same.***
Bathrooms:
In addition, if the renter(s) would like to rent a “Luxury Restroom Trailer” from a third party, that is just fine! We have created the water hookup, as well as the electrical hookup needed for them. That additional water hook up/electrical fee is $250.
Getting Ready Rooms:
The getting ready rooms have a basic "in & out" policy & leave it how you found it. Whatever you and your party bring in, just take with you. Feel free to bring in photos/meaningful props to dress up the space for photographs, but please nothing adhered to the walls/doors. Oehme Oasis Wedding & Events just asks that you to be respectful of the property and the items provided within the building. Call the onsite manager of your day if any troubles arise. The getting ready building needs to be cleared out 60 minutes post ceremony. Remember to advise your wedding party of this.
Don't worry about bringing out trash bags, just put trash in the bins and a staff will take care of it from there. :)
If the COUPLE needs to get in and change clothes, etc access will be provided. Simply find that days Team Lead. Initial
Use and Care of the Venue, Property and Premises:
The Venue and any additional services requested may only be used for the purpose(s) for which they are hired. The Renter and their guests/attendees/vendors are responsible for any willful or negligent loss and/or damage to the Venue, property, structures, furniture, decor, equipment, etc. Any costs of making good will be deducted from the renter's damage deposit. If additional funds are needed, they will be charged to the renter.
The Venue encourages you as the Renter(s) to allocate a member of your party to accompany the manager of the Venue during the inspection. Due to past theft, all furniture and equipment has been inventoried and may not be transferred between rooms without prior agreement by the venue.
Health and safety incidents or accidents are to be reported immediately to the “day of” manager of the Venue. Renters are responsible for all their guests/attendees/vendors behavior, safety and welfare.
All 3rd party rentals must provide their own power/generator, if applicable.
The booking of any type of Food Truck or LIVE band requires PRE-approval from Oehme Oasis
A security guard(s) may be present for all events where alcohol is served (such as but not limited to weddings, receptions, fundraisers, wine tastings, corporate parties, & more)
Smoking/Vaping is not permitted anywhere in or on (ie wooden stairs/deck) the buildings per Wisconsin Barn Law. For everyone's convenience ash-buckets will be provided and placed around the premises where smoking is permitted. Which is basically anywhere, 50 ft from any building.
The use of any type of flame is prohibited in/around all buildings per WI Barn Law. *Battery operated, flameless “flicker” candles are a great & realistic alternative!*
For the protection of our facility and guest safety, CO₂ cannons, cryo jets, fog machines, haze, cold sparks, pyrotechnics, sparklers, and all similar special-effects devices are not permitted inside or within 50ft of any building.
Discharge of fireworks, Chinese lanterns, etc is unfortunately not allowed in St. Croix County.
Plastic fiber style glow wands are not permitted. FOAM GLOW STICKS are an amazing alternative.Initial *We often share the coupon codes in the group too!*
Our insurance doesn't allow for the use of cold sparks, dry ice, pyrotechnics or powered sparklers inside the facilities.
Decorations may not be hung from light/fan fixtures. All decorations must be removed without leaving damages at the end of the renter’s contracted event time unless special arrangements have been made between the Renter(s) and the Venue. Nails and staples may be permitted inside certain areas with venue permission. Just ask! :)
The use of real dried flower petals or bubbles are permitted only outside for wedding ceremonies and reception farewells. Confetti, fake flower petals, bird seed, glitter or fog machines are not permitted inside or outside any and all facilities
Children under the age of 18 are Renter’s complete responsibility. Children are not permitted anywhere without adult supervision. Adults should be responsible for oneself, but in the unlikely event they can not make proper decisions, any wrongdoing goes back to the renter's responsibility.
The Venue reserves the right to request any person or group of people acting unruly to leave the premises.
Only a renter's personal pet, actively involved in an event can be accepted when previously discussed with the venue. Talk to us about our pet attendant program. Initial
The Rental Space must be cleared and returned to a reasonable appearance as it was prior to the rental. Renter(s) are responsible for the removal of their personal decorations/props, unless otherwise discussed or being donated to future couples.
Oehme Oasis requires the Renter(s) designate one individual as their “contact person” for the day. This should be someone who is available to effectively communicate with on-site personnel throughout the event, if needed, unless you have Oehme Oasis Day of Task Management.
When "The Renters" have completed their incredible event, the incredible event is over. IE: If the renters decide to leave at 9pm, the event is also over at 9pm. This is to protect you as the renter & and any of one's liability.Initial
Parking:
Parking is only available in the designated areas of the Venue. Handicap accessible parking spaces are provided near the getting ready building, staff can help facilitate these areas. Vendors and handicap vehicles/personnel may also use the back entrance ramp to the barn and drive right up for loading and unloading purposes providing they arrive before cocktail time begins. The speed limit within the Venue property is 5 MPH.
Sub-lease:
At no time may the renter enter into a sub-lease agreement for the term of this contract.
Responsibility and Security:
The Venue does not accept any responsibility for damage to or loss of any articles or property left at Venue prior to, during or after the event. The Renter(s) agrees to be responsible for any damage done to Venue by the Renter(s), their guests, invitees, vendors/vendor employees or other agents under the Renter’s control/hire. Further, Venue shall not be liable for any loss, damage or injury of any kind or character to any person or property caused by or arising from any act or omission of the Renter, or any of their guests, attendees, vendors/vendor employees or other agents from any accident or causality occasioned by the failure of the Renter(s) to maintain the premises in a safe condition or arising from any other cause.
The Renter(s), as a material part of the consideration of this Contract, hereby waives on its behalf all claims and demands against Venue for any such loss, damage, or injury of the Renter(s), and hereby agrees to indemnify and hold Venue free and harmless from all liability for any such loss, damage or injury to other persons, and from all costs and expenses arising there from, including but not limited to attorney fees.
Delivery/Removal Time:
Delivery dates and times of any rentals is to be coordinated with the Venue so an appropriate welcome to be arranged. All property belonging to Renter/attendees/vendors shall be delivered & removed from the property during renter(s) access time. The Venue is not responsible for lost, broken or stolen items from renter/guests/attendees. Any broken, missing or stolen items belonging or being the property of Oehme Oasis is the sole responsibility of the renter(s). All 3rd party rentals must provide their own power/generator where applicable.
Changes to the Contract:
In the unlikely case the Renter(s) is required to change the date of the event, every effort will be made by the Venue to transfer reservations to support the new date, within the following calendar year. The Renter agrees that in the event of a date change, any expenses, including but not limited to retainers and fees that are non-refundable and non-transferable are the sole responsibility of Renter. The Renter(s) also acknowledges that date options may be limited due to prior bookings. Renter further understands that last minute changes may impact the quality of the event and that Venue is not responsible for these compromises in quality.
Event/Liability Insurance:
Note from the Oehmes: Hey! We are so excited to host your private event at Oehme Oasis Wedding & Events! We understand agreements/contracts and extra insurance can be annoying, we really do. We just want to give you a little personal insight to something that happened here. --A wedding couple’s relative stumped her toe while on the property, alcohol was involved. This guest stayed for hours after the incident and continued to party/drink, it was all caught on camera. HOWEVER, the following week, that guest contacted an attorney and sued Oehme Oasis, as well as the Bride & Groom. EVEN THOUGH this guest wasn't even invited to the wedding! *Yes, you read that correct, this specific relative was not even supposed to be on site when she stumped her toe* Due to being advised that couples need to have this insurance policy, the couple did, and it's a good thing! Otherwise they would have started off their new life as husband and wife, with a lawsuit, from a relative, they couldn't pay. It really was rather sickening. The disregard some people have for others when they see a possible payday, is disgusting. So although your rental agreement & needing to have your own insurance may seem tedious; we have learned first hand of its importance. PLEASE contact us personally with any questions. This is to protect us, as much as you! We cant wait until your big day! -Austin & Ronelle
There is an additional coverage option if you are wanting to add sparklers to your event. Sparklers are required to be 36 inches in length at minimum. Initial
Client is required to obtain a “day-of” insurance policy through Nuptial covering the Event Date(s) in the minimum amount of the following: $1,000,000 per occurrence/$2,000,000 general aggregate in a form and amount satisfactory to Venue. This shall include host alcohol liability as well. A certificate of insurance naming Oehme Oasis Wedding & Events, LLC and Austin and Ronelle Oehme, and their respective members, officers, directors, employees, independent contractors, subcontractors, agents, volunteers, heirs, successors, assignees, and owners as additional insureds with waiver of subrogation and primary non-contributory endorsement is required at least ninety (90) days before Event Date. The estimated cost is only about $230
All Vendors working at Oehme Oasis Wedding & Events shall carry and maintain in full force and effect the following: general liability insurance at $1,000,000 per occurrence / $2,000,000 general aggregate AND statutory minimum employers liability, where required by the state of Wisconsin. General liability carrier shall name Oehme Oasis Wedding & Events, LLC and Austin and Ronelle Oehme as additional insureds showing the required insurance is in place. It is the responsibility of the Client to ensure all Vendors maintain the required coverage.
Not withstanding the requirement for such insurance, the vendors and the Client shall also be required to hold harmless, indemnify, and defend Venue and Owners, to the maximum extent allowed by law, for any and all liability arising from Client and Vendors' use of the Venue's facilities, including the payment of Venue's reasonable attorney's fees and costs incurred in defense of any actual or alleged liability.
Finally, all outside vendors, companies, and/or institutions you opt to use during your contracted date and times must provide a copy of their businesses Certificate of Insurance to Oehme Oasis Wedding & Events LLC, naming Oehme Oasis Wedding & Events LLC as Additional Insureds, ninety (90) days prior to your event date(s). Initial *Don't worry, this is standard practice and helps YOU!*
We do not require you to purchase Special Event Cancellation Insurance; however, we highly suggest you explore this type of insurance to protect your deposits and other costs incurred in the event that your event is canceled, postponed or experiences events beyond your control.
Indemnification and Hold Harmless:
Client hereby covenants and agrees to release, indemnify, defend, save and hold harmless Oehme Oasis Wedding & Events, LLC and Austin and Ronelle Oehme, and their respective members, officers, directors, employees, independent contractors, subcontractors, agents, volunteers, heirs, successors, assignees, and owners from and against any and all loss, cost (including attorneys’ fees), damage, expense, and liability (including statutory liability and liability under workers’ compensation laws) in connection with claims, judgments, damages, penalties, fines, liabilities, losses, suits, administrative proceedings, arising out of any act of neglect by Client, its agents, employees, contractors, clients, invitees, representatives, in, on or about the Facility. This indemnity shall survive the termination of this Agreement. Client hereby releases Oehme Oasis Wedding & Events from any and all liability or responsibility to Client or anyone claiming through or under Client by way of subrogation or otherwise for any loss or damage to equipment or property of Client covered by any insurance then in force.
Venue and Client agree that should any state, federal, county or city authority or agency charged with the enforcement thereof, find Client's use of the Venue to be in or constitute a violation of any state, federal, county or city law, ordinance or regulation pertaining to environmental protection, occupational safety and health, fire or safety, Client agrees to indemnify, save and hold Venue and Owner harmless from and against any claim or demand and cure such violation in Client's use of the Venue.
In addition, Client assumes all the risks of participating in the activities or events described herein in this Agreement, (“Activity or Event”), including by way of example and not limitation, any risks that may arise from negligence or carelessness on the part of the persons or entities being released, from dangerous or defective equipment or property, maintained, or controlled by them, or because of their possible liability without fault. Client warrants that Client has no health-related reasons or problems which preclude participation in this activity or event. Client hereby consents to receive medical treatment which may be deemed advisable in the event of injury, accident, and/or illness during this activity or event.
The above accident waiver and release of liability shall be construed broadly to provide a release and waiver to the maximum extent permissible under applicable law. Initial
Photography:
As a courtesy we provide a "candid content" service to our booked couples. This is not meant to replace your professional photographer or videographer in any way. We try our best to capture some of the moments that your pros may not be able to get & our couples should not be worried about capturing. This is a courtesy & we can’t guarantee that we will be able to capture certain shots as our main goal is to never disrupt or disturb your day. We will do our best to capture sweet, once in a lifetime candids & send them to you in the days following the wedding. (Our couples have loved the images we have captured in the past) We are aware that some venues are charging $500 or more for candid content, we offer this at no cost! This is a courtesy & gesture of appreciation & affection for our couples. We just reserve the right to use them in marketing. In the off chance you wish to not have any photos of your day captured or shared, no big deal! Notice needs to be sent six months prior to your event to Oehme Oasis.
Of course we would LOVE if you would share your photos with us after you receive them. ( Photographer credit is always given) After all, you are reading this agreement after falling in love with images online and then visiting. Your future wedding may just do the same for another couple, since it's going to be BEAUTIFUL!
Revocation:
The Venue has the right to revoke the contract at any time prior to the Event Date, provided it gives Renter prior written notice of revocation. In the event that Venue revokes the contract prior to the event for reasons other than non-payment of fees or breach of this contract by Renter, Venue shall refund to the Renter the full amount paid by Renter in connection with this contract.
Amendment, Cancellation and Termination:
The Venue will acknowledge receipt of all the amendments/cancellations/terminations in writing via letter/E-Mail to the Renter indicating whether the amendments/cancellation/termination has been accepted. All payments made prior to termination or cancellation are non-refundable. Due to our payments being structured in a very obtainable way, if any payment is more than (45) forty-five days past due, with no communication of agreed upon payment methods, your event will automatically terminate and the date will be released for public rebooking. Initial Note from the Oehmes: The termination part may sounds extreme, but unlike most venues, Oehme Oasis Wedding & Events does not take 50% at the time of booking or 12 months out. Therefore we would need to release the date in hopes someone else books it. We have had multiple experiences where a couple breaks up and never tells us. (or their other vendors.) Them "ghosting" us is how we learn of their cancellation. Due to those past experiences, which lead to sometimes full weekends being left opened. We have had to make this decision for our business. **In our experience, 80% of our couples pay on time, without needing us to reach out. 10% honestly forgot and sends it right after a reminder is given. The other 10% that we need to seek payment from say it's coming, it never does, and they end up cancelling their wedding anyway...
Notice/Conclusion:
This contract constitutes the entire agreement between the Renter(s) and the Venue, and supersedes any prior understanding or representation of any kind preceding the date of this contract. There are no other promises, conditions, understandings or other agreements, whether oral or written, relating to the subject matter of this contract.
Provision: Our failure to enforce rules directly, does not actually absolve the obligation.
*IN THE EVENT OF AN EMERGENCY PLEASE CALL 715-417-0654 or 612-998-6622.*
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Payment Reminders:
Form of payment: Check, Cash or Venmo
*3% service fee if payment is done via venmo
*$35 return check fee
*50% of your venue rental fee is due 9 months prior to your event date.
*Remaining 50% of your venue rental fee is due 6 months prior to your event date.
*Any added enhancements, taxes & payment fees (if applicable) are due 2 months prior to the event date.
*Your $1,000 booking retainer becomes your refundable damage deposit on your wedding day. *if you cancel your wedding, this money is forfeited*
Oehme Oasis Wedding & Events does not automatically add gratuity or service fees for any of their services. Please TIP your services as you see fit.
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RENTAL AGREEMENT SIGNATURES & BOOKING RETAINER REQUIRED TO LOCK IN YOUR RESERVATION.
*signatures need to be of the couple, regardless of whom is paying
Spouse A Signature:
Spouse B Signature:
Venue Signature: