Policies & Terms
The Basilica of the National Shrine of Mary, Queen of the Universe is not merely a venue, but a sacred space. Respect and reverence are at the core of the Basilica's high standard of hospitality that is required of any visiting organization.
NOW, THEREFORE, in consideration of the covenants and agreements contained herein, the moneys to be paid hereunder, and other good and valuable consideration, the receipt and sufficiency of which are hereby mutually acknowledged, the parties agree to the following terms and conditions. For the purposes of this contract, the term “Lessee” refers to the Organization that is leasing Event space and the term “Facility” refers to the Event Facility of the Basilica.
1. Planning Meeting. Upon execution, Lessee planners are encouraged to meet with a member of the Facility Event staff either on site or virtually. The meeting will assist in securing the Lessee’s Event times, discussing details of the Event, and reviewing any other specific requirements. The meeting will also include a review of this policy and allow a better understanding of the Lessee’s needs.
2. Deposit. The Lessee must provide a non-refundable deposit of 15% of the estimated quoted amount to reserve the Facility within 14 business days of this Rental Agreement (the "Deposit").
3. Payment. The Lessee must submit a final payment on, before, or no more than fourteen (14) days after the day of the event (the "Final Payment"). A fee of One Hundred and Fifty and 00/100 Dollars ($150.00) will be applied to the Final Payment if furniture is moved, without permission and/or damaged.
4. Cancellation. The Lessee agrees that if canceling the Event at any time within thirty (30) days period prior to the Arrival Date, deposits received will be non-refundable unless the event is being re-scheduled to a future date.
5. Condition. The Lessee shall be solely responsible for preparing the Facility as is necessary to host the Event. The Lessee shall maintain the Facility in a neat, clean, and safe condition during the Event, and agrees to clean and restore the Facility to at least the same condition that the Facility was in upon delivery to the Lessee. The Lessee agrees to pay for the cost for any damages or of replacement and/or repairs for any damage to the Facility that occurs while Lessee is using it.
6. Decoration & Marketing. All displays and decorations are subject to approval by the Facility. The Lessee shall not tape affix, or cover any sign, poster, decoration, lighting, or similar items in the Facility. All materials used to market Lessee‘s Event utilizing the Facility’s name or logo are subject to approval prior to distribution either electronically or physically.
7. Use. The Facility hereby grants to the Lessee the non-exclusive right to enter the Facility for purposes of hosting and participating in the Event. The Lessee shall not use any portion of the Facility in any manner that is not expressly authorized herein. All uses of the Facility shall not contradict the morals and teachings of the Roman Catholic Church. The Facility reserves the right in its sole and absolute discretion to withhold or revoke use of the Facility if it determines that such use violates or conflicts with this provision or the Facility deems such use to conflict with the religious purposes of the Facility. Smoking and vaping are not permitted. The plumbing facilities shall not be used for purposes other than that for which they are constructed, and no foreign substance of any kind shall be deposited therein, and the expense of any breakage, stoppage or damage resulting from a violation of this provision shall be borne by the Lessee. The sidewalk, entrance, passages, and halls shall not be obstructed or encumbered by the Lessee or used for any purpose other than ingress or egress to and from the Facility. Children shall be always supervised while on the Facility.
8. Audiovisual (AV) Needs. Upon prior request to the date of the Event, the Facility will provide the basic AV needs for the conference spaces reserved which includes but not limited to audio sound, microphones, podiums, HDMI cords, and large monitor. Facility staff will provide initial assistance with audiovisual usage and connection. The Lessee agrees to not tamper, damage, break, or alter any of the AV equipment and in the event of assistance, will notify a Facility staff member for assistance. In the event of tampering with the projector/monitor a fee equal to the cost for repairs or replacement of such will be applied to the invoice, along with any additional costs for rental of equipment during repairs or replacement.
9. Rental Agreement Changes. The Facility reserves the right to renegotiate pricing should the Lessee’s conference room rental requirements and requests change from the original agreement.
10. Firearms. The Lessee agrees that no firearms or weapons of any kind are allowed on Facility property except for those employed by Facility.
11. Set-up. The Lessee must provide the initial set-up needs for all conference space(s) rented (2) weeks prior to the event. The Rental Agreement for Conference space(s) covers one initial set-up. If the Lessee requires additional set-ups or significant changes after the initial set-up is completed, this will warrant a re-evaluation, and additional charges may be added to the final invoice. In the event the group will need to set-up the day before contractual date, it is subject to availability and may incur additional costs. All loading and unloading shall be done during the Event, in the areas and through the entrances, if applicable, designated for such purposes by the Facility.
12. Food and Beverage Policy. Since the Facility has no commercial kitchen, all food must be catered or brought onsite by Lessee. Lessee agrees to coordinate any catering delivery, drop off and setup with the Facility staff before the date of the Event. No hard liquor on property, only beer and wine when served by a certified and insured bartender. All garbage and refuse that is not placed or does not fit in the Facility’s provided receptacles must be removed by Lessee at the end of the Event.
13. Insurance. The Lessee will maintain a policy of general liability insurance in the amount of at least One Million and 00/100 Dollars ($1,000,000.00) per occurrence/aggregate. To the extent that the Lessee has qualifying employees or workers, the Lessee shall obtain a Worker’s Compensation coverage up to the statutory limits. Prior to the Event, the Lessee will provide to the Facility a certificate of insurance naming the following as additional insured: the Basilica of the National Shrine of Mary, Queen of the Universe and Most Reverend John G. Noonan, individually and in his capacity as Bishop of the Diocese of Orlando, and his successors in office and assigns, a Corporation Sole. The Facility can provide an online resource to purchase insurance upon request.
14. Third-Party Contracts. The Facility may not be named as a venue in any third-party contract, nor will the Facility be bound by any contract not executed by the Facility. We retain the right to cancel any event at the Lessee’s Expense upon discovery of such contract.
15. Indemnification and Release. The Lessee assumes all risk of accidents, bodily injury, death, or damage to persons or property associated with participating in the Event. The Lessee always accepts full responsibility for the Event participants’ well-being and protection while such participants are on the Facility. The Lessee hereby unconditionally releases, waives, indemnifies, holds harmless, covenants not to sue and forever discharges the Facility, Diocese, and all staff, agents, employees, officers and board of directors of the Facility (collectively, the “Released Parties”) from any and all claims, damages, demands, actions, causes of action, suits, injuries, or liability that may arise as a direct or indirect result of the Event, including those arising from the Released Parties’ own negligence. By signing this Agreement, the Lessee acknowledges that if injury to persons and/or damage to property occurs, then (a) the Lessee will be found by a court to have waived any right it may have to maintain a lawsuit against the Released Parties on the basis of any claim released herein, and (b) the Lessee will be liable to the Released Parties for any claim, damage, judgment, or injury incurred by the Released Parties directly or indirectly resulting from the Event, including all attorneys’ and paralegals’ fees and costs incurred by the Released Parties in defense thereof.
16. Impossibility. The performance of this Agreement is subject to termination without liability upon the occurrence of any circumstance beyond the control of either party, such as acts of God, war, government regulations, disaster, strikes (except those involving the employees or agents of the party seeking the protection of this clause), civil disorder, or curtailment of transportation facilities, to the extent that such circumstance makes it illegal or impossible to provide or use the Facility. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon the delivery of written notice to the other party setting forth the basis for such termination as soon as reasonably practical, but in no event longer than ten (10) days after learning of such basis.
17. Applicable Law, Binding Effect and Venue. This Agreement shall be construed and regulated under and by the laws of the State of Florida and shall inure to the benefit of and be binding upon the parties hereto and their heirs, personal representatives, successors and permissible assigns. Venue for any action to enforce or defend the provisions of this Agreement shall lie exclusively in Orange County, Florida, and the parties waive any other jurisdiction and venue.
18. Rule of Interpretation. The general rule that an agreement is to be interpreted against the drafter of an agreement in the case of an ambiguity is not to be recognized hereunder, as this Agreement was developed by the mutual consent and negotiation of the parties. The fact that this Agreement was prepared by counsel for one of the parties was merely as a matter of convenience for all the parties.
19. Invalid Provision. The invalidity or unenforceability of a particular provision, paragraph, subparagraph, sentence or term of this Agreement shall not affect the other provisions, paragraphs, subparagraphs, sentences or terms hereof, and this Agreement shall be construed in all respects as if such invalid or unenforceable provision, paragraph, subparagraph, sentence or term was omitted.
20. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original but all of which together shall constitute one and the same instrument.
21. Entire Agreement. This Agreement constitutes the entire agreement between the parties hereto with respect to the subject matter hereof.
22. Modification. No change or modification of this Agreement shall be valid unless the same be in writing and signed by the parties hereto.
23. Notice. Any notice required or permitted to be given under this Agreement shall be sufficient if in writing and if personally delivered, or if sent by certified return receipt mail, postage prepaid, to the Basilica of the National Shrine of Mary, Queen of the Universe, 8300 Vineland Avenue, Orlando, FL 32821.
24. WAIVER OF TRIAL BY JURY. THE LICENSEE AND THE DIOCESE WAIVE ANY RIGHT EITHER MAY HAVE TO A TRIAL BY JURY WITH RESPECT TO ANY DISPUTE OR LITIGATION RELATED TO, ARISING OUT OF, UNDER, OR IN CONJUNCTION WITH, THIS AGREEMENT.
25. Attorneys' Fees. In the event of litigation arising under this Agreement, the prevailing party will recover from the non-prevailing party, in addition to remedies provided under law, all court costs and reasonable attorneys’ fees incurred in the enforcement of the prevailing party’s rights hereunder.
26. Authority. If the Lessee is an organization, the person signing below represents and warrants that she or he has authority to sign this Agreement on behalf of the organization, thereby binding the organization to the terms of the Agreement.
