Terms and Conditions

PAYMENTS AND DEPOSITS: a. LESSEE agrees to submit a deposit equal to 50% of the base rental rate of the requested rental area(s) as described in Exhibit A. Signed contracts and deposits are due at the time of booking in order to secure the event date. Additional services deposit for ancillary items such as stage, dance floor, ceiling drape, audio/visual, and any other miscellaneous items may require a 50% deposit within thirty (30) days of the event date. b. Balance for room rentals including all other miscellaneous, decorations, set-up fees, ancillary services, etc. is due fourteen (14) days prior to the scheduled event date. c. All deposits and fees shall be in the form of cash, card or bank money order made payable to the West Calcasieu Arena & Events Center. The use of Credit Cards may be accepted and may be subject to a non-refundable 3% processing fee. Personal and company checks will be accepted within sixty (60) days of said event with proper identification. d. In the event of cancellation by LESSEE within six (6) months from the date of the event, the deposit amounts described above and due by LESSEE may be fully refunded to LESSEE without penalty. Cancellations must be in writing and provided to WEST CAL within the allotted period for proper reimbursements. Refunds from such cancellations shall be made in the form of check made payable to LESSEE, or his/her designee, within thirty (30) days from the cancellation letter. Deposits made in the form of Credit Cards shall be refunded via check less a 3% processing fee. In the event cancellations by LESSEE occur less than one hundred eighty (180) days from the date of the event, deposit amounts described and due by LESSEE will be non-refundable and non-transferable and shall be retained by WEST CAL as liquidated damages. Should WEST CAL require to cancel event (s) due to acts of God or other conditions out of the control of the facility Director, LESSEE shall receive all deposits within thirty (30) days following the scheduled event date. Any stipulation with the above mentioned policy shall be decided on by the WEST CAL Director and the Board of Directors of the West Calcasieu Parish Community Center Authority. e. In the event rates are calculated based on a percentage of total ticket sales, then balance on ticket sales shall be paid no later than one (1) hour immediately following the close of the box office for said event. Following the conclusion of the Event, the WEST CAL shall present to LESSEE an itemized invoice reflecting charges for rental, services or equipment used by LESSEE and damages or non-routine cleanup costs incurred during the event period. The invoice shall reflect any credits for compensation previously received by LESSEE. The balance, if any, owed the LESSEE is due and payable within thirty (30) days upon receipt of invoice, unless otherwise agreed to by the Director in writing. f. LEESEE further agrees to submit at least seven (7) days prior to the start of the event, a Security and Damages deposit in the amount of two hundred and fifty ($250) dollars. Said security and damages deposit shall be in the form of credit card hold to be released no earlier than three (3) business days following the conclusion of the event. Should LESSEE breach any section of this Rental Agreement and/or otherwise cause damage to any portion of the building(s), LESSEE may forfeit portions or all of said deposit. Such forfeiture shall be at the discretion of the WEST CAL Director and/or the Board of Directors for the West Calcasieu Parish Community Center Authority.