Policies and Procedures

General Information

Booking Agreement

When booking your function, please have all pertinent information available: i.e. number of guests attending, table and chair setup

Dates for an event can be held for seven (7) days upon request of inquirer.

Final guarantee must be received no later than the seventh (7th) day with 50% of rental fee, plus $200.00 Security deposit.

Scheduled times needed for access to the Depot will be required from the Lessee and agreed upon by an L&N Depot representative. An L&N Depot representative will be available at those specified times. Prior arrangements need to be arranged through L&N Depot Staff if access is required at any time other than specified by lease.

Leasing Procedures

Upon signing the lease, the Lessee must pay $200.00 security deposit and minimum 50% of rental fee.

Final payment and setup requirements are due seven (7) days prior to the event.

Cancellations

In case of cancellation, the refundable security deposit of $200.00 will be held and deposited by Friends of L&N Depot, Inc.

In addition to the refundable security deposit, a percentage of the total rental fee will be assessed as follows:

4-6 weeks prior to the event, 25%

2-4 weeks prior to the event, 50%

less than 2 weeks prior to the event, 100%

Room Set-up

The L&N Depot will provide tables (up to 15 round and 20 rectangle) and chairs (up to 135) for the event at no additional charge.

The Lessee is responsible for making arrangements for room setup. If L&N Depot staff is to be responsible for room setup, breakdown and clean up, a $200 fee will be accessed.

The Lessee has the option of utilizing linens from an outside source or renting linens from the Depot at an additional fee of $11 per linen. If any linens are damaged or permanently stained, requiring replacement, the Lessee will be charged replacement cost of $50 per linen.

Use of outside area and sidewalk is included in rental fee. The Depot is not responsible for outside setup breakdown or cleanup. Tents are permitted on front grass area only at lessee's expense.

The L&N Depot is locked unless otherwise noted. To ensure the facility is unlocked for your arrival, please verify arrival and departure times seven (7) days prior to the event. For the protection and security of your possessions, the rental area may be locked during business hours and during the time of lease when there is no one from your party present. Access times are required to ensure we can secure and open the facility based on your needs.

DVD, TV, VCR and other audiovisual equipment is available for additional fees.

Food & Beverage

Lessee is responsible for catering, speaker, equipment, entertainment, etc.

A list of caterers is available, however the L&N Depot is not affiliated with these businesses. All food items served on the premises can be supplied by an outside caterer or by Lessee.

All alcoholic beverages served on Depot premises must be served by

a caterer with a registered caterer's liquor license. The L&N Depot must receive proof of liquor license seven (7) days prior to the event from said caterer and or Lessee. This is required if mixed drinks are served and/or sold during the event.

the lessee if a Hold Harmless agreement is signed providing proof of Home Owner's Liability Insurance, for wine and beer only. The lessee is responsible for the actions of their guests. If mixed drinks are to be served a caterer with a Caterer's Liquor License is required.

Under age drinking is prohibited. If an underage individual is observed to be intoxicated by L&N Depot staff, proper arrangements will be made for them to leave safely.

Indoor Policy

The L&N Depot is a NO SMOKING facility.

Pets are not allowed in the facility unless otherwise noted.

The L&N Depot prohibits carrying or using weapons on premises

Items may not be nailed, tacked or taped to the painted walls, ceilings or floors unless prior permission is obtained from L&N Depot Staff.

Open flames or candles are to be contained within an enclosed holder. Please take care when blowing out candles so that wax and sparks do not damage linens. Sparklers are to be used outside only.

Lessee is responsible for replacing damaged linens, at $50 per linen. A portion of the refundable security fee will be withheld for the replacement of damaged linens

Do not block entrances to and from any room. These are emergency exits and are required by the Fire Marshal to be open for full access.

Any activities during business hours must not interfere with normal operations and cannot be so loud as to be disruptive.

Clean Up Policy

Lessee is responsible for returning the facility to the same condition that existed upon taking possession.

If the facility is not returned to original condition and there are damages to the building that did not exist at time of possession, the Depot will retain the $200.00 security deposit.

If Lessee should choose to forfeit responsibility of agreed cleanup, the $200.00 security deposit will be retained to cover cleaning cost. Such arrangement should be made in advance of event date.

If Lessee chooses to extend the event to the outside of the building, all property belonging to the L&N Depot should be returned to the interior of the building at the end of the event.

Bubbles or live flower petals are recommended. If using birdseed or silk petals Lessee agrees to remove debris regardless of cleaning agreement.

Closing Policy

Lessee is responsible for adhering to closing determined in lease agreement. All individuals associated with the event must be out of the Depot or rail car at specified time. A $100.00 per hour fee will be assessed for facility use beyond lease agreement, or $200.00 per hour beyond midnight.

Liability

The L&N Depot reserves the right to inspect all private functions. Liability for damages to the premises will be charged accordingly if security fee is unable to cover the final damaged cost.

The L&N Depot cannot assume responsibility for personal property and equipment brought on the premises.

Insurance

Lessee shall hold the L&N Depot and its affiliates harmless from any and all claims, suits, and losses, damages and expenses on account of injury to any party in connection with the event or resulting from damage or destruction of any Depot property by guests or any attendee of the event on L&N Depot's premises, except where prohibited by Kentucky law.