HARWELDEN MANSION

VENUE RENTAL AGREEMENT

Lessee Name: __________________________ Event Planner:__________________________

Event Name: ___________________________ Planner Contact: _______________________

Billing Contact Name: _____________________

Billing Address:

____________________________________________________________________________________

____________________________________________________________________________________

Email: _______________________________ Phone Number: (_____) _____-________

Mansion.

If damages or losses occur as a result of actions of members, guests, or agents of lessee, lessee shall be

liable for all damages and/or losses to persons and/or The Harwelden Mansion. Lessee shall indemnify

and hold harmless The Harwelden Mansion, Harwelden Society of Tulsa, Hickory House Properties and

its employees, owners and agents from all liabilities, claims, or damages resulting from the actions of

lessee’s members, guests, family, and vendors.

RENTAL FEE

The rental fee covers only the specific hours and areas reserved in this agreement. If Lessee goes over

agreed end time, $500 per 15 minute increments will be charged. If additional set-up or decorating time is

required, prior written agreements must be made with the Harwelden at least 2 weeks in advance, and is

This agreement covers, but not limited to: bookedhours use,, Wi-Fi, On-Site representative, day-before

rehearsal if space is available, (up to 1 hour), Green Rooms (Bridal and Groom), Tables and Chairs,

*Excluding half day and hourly rentals.

DATE CHANGES

In the event the Lessee is forced to change the date of the event every effort will be made by The

Harwelden Mansion to move reservation to the desired new date. Lessee agrees that in the event of a

date change, any expenses including, but not limited to, deposits and fees that are non-refundable and

non-transferable are the sole responsibility of the Lessee.

A non-refundable, non-transferable down payment of 25% is required at the time that this contract is

signed. The down payment is a reservation for the date of the scheduled event and is applied to the total

rental amount. The final balance is due (2) months in advance of the scheduled event, or the final

payment date listed.

CANCELLATION

In the event of a booking cancelation, the deposit made to date will be forfeited as it is non-refundable. If

the event is canceled on or after the scheduled final balance due date, the full and final payment will be

immediately due and payable. All cancellations must be made in writing or email to The Harwelden

Mansion.

FEES

Sub Total: $__________________

Down Payment: $__________________

Balance: $__________________

Balance Due Date: _____/_____/_____

VENUE RENTAL POLICIES

The Harwelden Mansion was constructed in 1923 and is a National Landmark, listed on the National

Register of Historic Places. Honoring Harwelden Mansion’s legacy and historical significance means we

have high standards and expectations of those that use or work in Harwelden Mansion to preserve the

integrity of the restoration, architecture, and the Mansion’s reputation.

The team at Harwelden Mansion wants the Mansion to serve as a perfect setting for your event, but the

nature of historic homes means that there may be construction or maintenance work ongoing in certain

representative. Early entry or late exit will be charged the hourly rate.

SETUP

The setup of tables and chairs will be done as discussed and agreed to with a Mansion representative.

Once documented, there are to be no alterations to the floor plans within 30 days of the event.

CHILDREN

Children must be supervised by an adult at all times. No jumping on furniture pieces or running through

the Mansion.

LANDSCAPE

All persons must remain on the pathways or lawns during outdoor events. Guests and vendors are not

allowed to walk through the flower beds for better photography positioning. We ask that you be respectful

Mansion, or outdoors.

SMOKING

The Mansion is a smoke-free environment. Smoking is not allowed anywhere indoors or outdoors on the

Mansion’s grounds. This includes vaping.

PERMANENT FIXTURES

The historic piano is not to be moved and cannot hold heavy objects or drinks. The bar is permanently

located in the Sun Room. Existing furniture rearranging is only done by Harwelden staff and only with

prior approval. Moving fees apply.

MUSIC

No amplified music outside or inside.

PARKING

Parking is available on the premises and some street parking. The Harwelden also owns the lot on the

southwest corner of 21st and Main Street which can be used. Events of 50 or more are required to secure

valet. No parking in the adjacent private lots. You are responsible for notifying your guests of these

policies. Street parking on either side of Harwelden Mansion is permitted.

ORDINARY WEAR AND TEAR

The lessee shall be responsible for all damage not caused by ordinary wear and tear. “Ordinary wear and

tear” shall mean only normal deterioration of Harwelden Mansion (such as dirty linens and usage of the

DECORATIONS All plans for décor are subject to approval and are limited to the designated event

spaces. Nothing may be affixed to any interior or exterior surface of Harwelden Mansion without advance

approval. Decorations must be minimal and free-standing or draped. No signage or banners may be

placed on Harwelden Mansion’s grounds.

Because of the significant fire risk to Harwelden Mansion, all decorative items must be fireproof. Any

items requiring open flame are NOT permitted within Harwelden Mansion property. LED or other

battery-powered candles are an acceptable option, so long as they do not use halogen or other high-heat

bulbs.

APPROVED GRAND EXIT ITEMS

For indoor events such as a wedding, silk flower petals may be used as decoration or tossed and must be

collected in their entirety by the end of the event. No rice, confetti, birdseed, potpourri, etc., is allowed

indoors or outdoors. Approved items include, but are not limited to, lighted devices, glow sticks, silk flower

petals, noise makers, pom-poms, small hand-held flags, and cold sparklers. Glitter is never allowed,

either by itself or on décor of any kind. Real flower petals can only be used outside Harwelden Mansion

and must be picked up afterward.

PHOTOGRAPHY

Harwelden Mansion is allowed to take photos at all events. Harwelden Mansion often uses live, video,

and still photography to assist with the promotion of the venue. Copies of those photos are available by

request. Harwelden Mansion has the right to use all photos and video taken at Harwelden Mansion by

Harwelden Mansion premises by the end of the event. Bar service must stop promptly 30 minutes before

the contracted event end time. No alcohol will be allowed to be picked up at a later date unless discussed

and agreed upon by a Mansion representative. No cash bars or shots of any kind will be allowed in the

Mansion. Only a properly trained and licensed catering bartender may serve liquor, and bar(s) must be

staffed at all times. All bartending companies must be pre-approved by Harwelden Mansion and provide a

copy of their license and insurance by the final walk-through meeting 2 weeks prior to the event. The

bartending company and lessee assume all responsibility for the conduct and consumption of guests.

WEDDING REHEARSALS

For weddings, if no event is booked the day before, a 1-hour rehearsal can be done the day before the

wedding during business hours of 9:00 AM to 4:00 PM. This hour cannot be applied toward a rehearsal

dinner or other venue rental.

ADDITIONAL SITE VISITS

We allow 1 additional site visit for all events after booking the venue. We recommend coordinating with

personnel, the lessee agrees to call 911 immediately. Harwelden Mansion representatives are not trained

or qualified to administer emergency services. It is the lessee’s sole responsibility to provide on-site or

on-call emergency services, such as an EMT if desired. Mansion representatives reserve the right to

immediately and without notice amend and alter the setup configuration or placement of any items they

Harwelden Mansion’s property, guests, personnel, visitors, collections, or facilities are explicitly prohibited.

The lessee is responsible for the behavior of their guests, invitees, and agents while they are at

Harwelden Mansion. Mansion representatives may request that individuals engaging in such behavior

leave the premises. A Mansion representative may terminate any event at any time if, in their judgment,

the event endangers its guests, personnel, visitors, collections, or facilities.

SECURITY

Harwelden Mansion reserves the right to require the lessee to provide security for their event. For

approved events of 125+ guests, event security is required. Security companies must have insurance

endorsement. We must have verification of security one month prior to the event.

FIREARMS

No weapons or firearms are allowed on Harwelden Mansion property.

CLEAN UP

All food and other waste must be gathered and disposed of in the trash bags provided. Trash bags must

be removed from the kitchen or other areas such as Mary’s Chamber and Earl’s Chamber and placed in

the dumpster located in the fenced-in area to the side of Harwelden Mansion. Any items brought in must

INDEMNIFICATION

The use of the facility is at your own risk. Harwelden Mansion is not liable for lost or stolen items,

personal injury, or damages to your personal property while at the facility. You are required to hold

harmless, indemnify, and defend Harwelden Mansion and its representatives, to the maximum extent

allowed by law, from any and all liability arising from your use of our facilities, including the payment of

legal and attorney fees and costs incurred in defense of any actual or alleged liability.

INSURANCE

The lessee may be asked to provide Harwelden Mansion with and maintain a $1 million property damage

and liability insurance certificate. This may be obtained through the lessee’s homeowner, renter, or

business insurance company. The certificate must name the Harwelden Mansion and Hickory House

Properties, LLC as additionally insured. All proof of insurance must be submitted with the final payment

60 days prior to the event. This also includes vendors used by you.

ACCESSIBILITY

Certain rooms and outdoor spaces in Harwelden Mansion may not be accessible to guests with mobility

I have read and understand and accept the terms and conditions of the Venue Rental Agreement and

Venue Rental Policies of Harwelden Mansion. I agree to assume any financial liability or expenses

incurred as a result of not following such policies of me, my vendors, and my guests, including but not

limited to additional time billed hourly, cleanup, damage, or personal liability that is discovered before,

defend Harwelden Mansion, to the maximum extent allowed by law, from any and all liability arising from

my use of the facilities.

________________________________________ _____/_____/_____

Signature of Lessee Today’s Date

________________________________________

Printed Name

________________________________________ _____/_____/_____

Signature of Harwelden Official (Lessor) Today’s Date

________________________________________

HARWELDEN Mansion

2210 South Main Street

Tulsa, Oklahoma 74114

(918) 960-0714