events terms & conditions
Upon accepting these terms and placing a Room Rental order, The Cayton Children’s Museum referred to as {the Museum OR the Cayton} enters into venue rental agreement with the client, the Event Host.
This agreement is made valid by checking the box on the order page to indicate acceptance of these terms.
EVENT BOOKING - DEPOSIT & PAYMENT
All events at The Cayton require a deposit as confirmation of the facilities rental. Bookings made through the order form require the full balance paid. Bookings made over the phone require a 50% deposit. Facilities rental is not guaranteed until the deposit is received. Payment can be made by cash or credit card. Final payment of the outstanding rental balance is due 48 business hours (2 days) before the scheduled event. Any remaining balance (such as fees for vendor services) is also be due 48 business hours (2 days) before the event and will be charged to the payment method used to pay the deposit. If the deposit has been made by cash or check, the balance must be paid seven (7) days before the start of the event. The Museum will inform the Event Host of any additional charges that arise, which will be charged to the Event Host accordingly.
FACILITY FEES
Use of The Cayton’s facilities is limited to the areas outlined in the confirmation letter. Facility rental fees include the use of the designated and mutually agreed upon event space for 2 hours, unless stated and agreed otherwise. The Facility rental fee includes an additional 30 minutes for the set up before the event, and an additional 15 minutes for the breakdown after the event concludes is finished, unless otherwise stated and agreed. The event will conclude promptly at the agreed upon end designated time; all event guests must exit the event space promptly at this time. The facility rental fee includes staffing, facility equipment, and event supplies outlined in the event related communication.
UNAUTHORIZED ITEMS
Sparkler candles, large open flames, and piñatas are not permitted. All food preparation must be done offsite. Food cannot be cooked or prepared at the Cayton Children’s Museum. Alcoholic beverages are strictly prohibited from the Museum. Decorations may not be taped to the walls.
EVENT GUEST LIST?
To ensure the best service in planning our staffing and catering considerations, the number of guests expected to attend the event must be communicated to the Cayton at least (4) four business days prior to the event function. The Cayton considers all adults and children over 12 months old to be guests. Our safety and security procedures require that all guests check in with the Guest Services staff in the lobby, before entering the Museum floor . Guests may arrive at the start of the event and stay after the party to play in the Museum, until the Museum closes. Children must always be supervised by their grown-up in the museum. “Drop off” parties are prohibited. Disorderly or inappropriate conduct and/or language by event guests will result in those guests being asked to leave the museum.
CANCELLATION/RESCHEDULING
Should the event host wish to cancel this reservation, notice of cancellation must be provided in writing and received more than 30 days prior to event date. We will refund the sum paid (minus credit card processing fees) for cancellations, if received more than 30 days prior to event date. If notice of cancellation is received less than 30 days prior to the event date, the Event Host will forfeit 100% of the sums paid, unless Event Host chooses to reschedule the event for a different date. Rescheduling can be done without additional fees, and it is subject to availability. The cancellation policy outlined in this agreement is the only valid cancellation policy and shall override any other reservation system(s).
GRATUITY & APPLICABLE TAXES
All event taxes and service fees will be replayed on the final banquet event order and will be congruent with current county and state tax rates. Gratuity is not expected for event staff; however, the Cayton Children's Museum is a 501c3 non-profit organization, which welcomes tax deductible donations can be made via our website or in person on the day of the event. Revenue from renting the Museum is not a taxable event.
FOOD & BEVERAGE
For outside catering/food/beverage, the event host is responsible for informing the Cayton team of all food that will be served during the event and all food vendors that will be in service and/or staying for any portion of the event. This information must be shared with the Events Team at least 14 days prior to the party. The Cayton will not be held liable for any vendor services. Due to insurance liabilities, the Cayton is not responsible for any food and/or beverage served in the facility and/or taken from the facility. In accordance with California health codes, the Cayton reserves the right to discard any leftover food in the manner prescribed by law. In addition, no food can be cooked or prepared on premises. Food and beverages must remain in Celebration rooms and cannot be taken on the museum floor unless pre-approved in writing. A $100 cleaning fee will be applied to all events requesting food/beverage outside of the designated Celebration rooms. Alcoholic beverages are forbidden unless a licensed bartender has been hired for the event. ABC license must be obtained by the Event host for all buyout events requesting alcohol. Only beer and wine permitted. No liquor may be consumed on the Museum premises.
ADDITIONAL FEES
A 20% service fee will be added for every vendor sourced and booked by Cayton. A 10% penalty will be added for late payments. Failure to exit the event space within the agreed time may result in an additional hourly charge of $600.
Non compliance with our Terms & Conditions and/or with Museum policies, by the Event Host or their guests, will incur a $250 fee.
Catering: Menu selections and requirements will be determined with event manager and provided in a separate document for approval. The Cayton will not be held liable for any vendor services. Catering is not included in the facilities rental fee.
Decorations: Event Host must notify the event manager 14 days in advance if decorations should be arranged or if the Event Host is planning their own decorations. Deliveries may only be scheduled for the date of the event. Decorations such as balloons and party favors are welcome
but must remain in the party room and not attached to the walls, windows, or ceiling. Decorations are not included in the facilities rental fee.
Activities: If additional crafts or activities are requested, pricing and parameters will be discussed and established with event coordinator. Pricing for these will be listed on Banquet Event Order. Activities are not included in the facilities rental fee.
Rentals: The Cayton team can assist in the rental of any additional items needed for an event. To provide the best quality of service, we require at least 21 business days of in-advance notice if additional rentals or services are needed. The Cayton will not be held liable for any vendor services. Rentals are not included in the facilities rental fee.
Rental Extensions: $25 per additional person will be charged for all guests that attend the event outside of included 40 admissions.
Your facility rental is 2 hours (plus set up and break down time). Each additional hour is minimum $500 per room.
VENDORS
All vendors must be insured and bonded and provide written proof of such insurance 7 days in advance of the event. The Cayton will not be held liable for any vendor services.
FORCE MAJEURE
Performance of this agreement is contingent upon the ability of Museum management to complete the same and is subject to any cause beyond the control of Museum management that prevents or interferes with performance including, but not limited to, labor disputes, strikes, fires, floods, earthquakes, epidemics, pandemics, or other acts of nature beyond the control of the Cayton.
LIABILITY / INJURY / LOSS OR DAMAGE TO PROPERTY
The Cayton assumes no responsibility for any private property left in a function room or elsewhere within the Museum, including those of the Event Host, its guests, or third-party vendors. The Museum is not responsible for any damage to automobiles parked at the event site.
The Event Host shall be solely responsible for any damage to, or loss of, the Museum’s real and/or personal property (and/or to that of the Museum’s employees, contractors, and agents) caused by the Event Host, any guest thereof and/or any outside contractor retained, employed or used by the Event Host, due to negligence or for any other reason. In the event of damage to the facility, the reasonable cost of repairs and/or replacement of the damage will be invoiced to the Event Host and must be paid within 30 days of the invoice date.
Cayton shall not be responsible for any injury to any person during this contracted event at the Cayton or in connection therewith. Event Host understands and shall convey to their guests and vendors that they must comply with museum rules and regulations and sign any necessary waivers prior to attending this event.
INDEMNIFICATION
Event Host agrees to indemnify, defend and hold harmless the Cayton Children’s Museum from and against all actions, causes of action, liabilities, costs, expenses, losses and damage, including without limitation, reasonable attorneys’ fees and costs, which directly or indirectly arise out of or are in any way attributable to, whether in whole or in part, the event that are caused by or in any manner contributed to by the Event Host or any of its invitees, guests, agents, vendors, contractors, or anyone acting in concert therewith, except for those arising from intentional misconduct of the Cayton, its employees or its agents.
LIMITATION OF DAMAGES
Under no circumstances shall the Cayton Children's Museum be liable for any type or form of consequential damage, whether based on breach of contract, negligence, tort, warranty, or any other claim. In addition, the Cayton’s liability for any claim or cause of action that may be asserted against it shall not exceed the total price contracted for herein. Any disputes in connection with this agreement or the event contracted for, shall be governed by the laws of the State of California, without respect to any conflict of laws. Venue regarding any dispute in connection with this agreement or the event contracted for shall be proper in any court of appropriate jurisdiction in Los Angeles County, California.
DRESS CODE & ETIQUETTE
All attendees must observe the established dress code of the Museum. The Event Host is responsible for informing their guests in advance. The dress code always requires shirts and shoes, non-offensive attire appropriate for a children’s museum.
SMOKING
In compliance with California state law, the Cayton is a smoke free/vape free establishment. Smoking is only permitted in the exterior public areas as designated by the City of Santa Monica, outside of the Santa Monica Place mall.
AUTHORIZATION GUARANTY
In the event that this agreement is signed in the name of a corporation, partnership, association, club or society, the person signing represents to the Museum that he/she has full authority to sign such agreement, and in the event he/she is not so authorized, he will be personally liable for the faithful performance of all the duties, responsibilities and obligations set forth in this agreement.
ENTIRE AGREEMENT
This contract contains the entire agreement between Event Host and the Cayton’s Children’s Museum and there are no other promises or conditions in any other agreement or understanding, whether oral or written, concerning the subject matter hereof. This agreement supersedes any prior written or oral agreements between Event Host and the Cayton Children’s Museum.
AMENDMENT
This agreement may be modified or amended only in writing signed by both the Event Host and the Cayton Children’s Museum.
Violation of these terms and conditions will incur a $250 fee.