The Village Play Café
Birthday Party & Private Event Agreement
This Event Venue Agreement (“Agreement”) is entered into by and between Charlotte’s Spot LLC, doing business as The Village Play Café (“Venue”), and the Customer, as of the Effective Date.
1. Definitions
As used in this Agreement, the singular includes the plural and vice versa, the disjunctive includes the conjunctive and vice versa, and the following terms have the meanings set forth below:
1.1 Agreement“Agreement” means this Event Venue Agreement, including any attachments, exhibits, amendments, schedules, or Event Information Sheet agreed upon by the parties.
1.2 Customer“Customer” means the person or entity contracting for the services contemplated herein and signing this Agreement.
1.3 Effective Date“Effective Date” means the first date on which this Agreement is signed by both the Venue and the Customer.
1.4 Event“Event” means the birthday party or private event described in the Event Information Sheet.
1.5 Event Information Sheet“Event Information Sheet” means the document attached to this Agreement containing the event specifications including attendance, party package selection, add-ons, and other relevant details.
1.6 Force Majeure Event“Force Majeure Event” means any event or circumstance beyond the reasonable control of either party including acts of God, natural disasters, pandemics, government restrictions, or utility outages.
1.7 Participants“Participants” means the Customer and all guests, invitees, and children attending the Event.
1.8 Services“Services” means the services provided by the Venue for the Event including facility access, party host assistance, and any agreed-upon party package inclusions.
1.9 Venue“Venue” means The Village Play Café located at 15363 Summit Park Drive, Suite B2-204, Montgomery, Texas 77356.
2. Term
The term of this Agreement shall begin on the Effective Date and end upon completion of the Event unless terminated earlier in accordance with the provisions set forth herein.
3. Event Purpose
The Event shall be conducted solely for the purpose described in the Event Information Sheet. The Venue reserves the right to refuse activities that are unsafe, disruptive, or inconsistent with the family-friendly nature of the Venue.
4. Event Date and Duration
The Event will take place on the date, time, and location specified in the Event Information Sheet.
5. Venue Access
In exchange for the Package Price, the Venue agrees to provide the Customer access to the Venue during the reserved Event time.
Participants may arrive prior to the reservation time as follows:
• 20 minutes prior for setup unless otherwise stated• Participants will not be permitted to enter earlier than the designated setup time.
All Participants must vacate the premises at the scheduled end time unless an extension has been arranged in advance.
6. Deposit
A non-refundable deposit equal to 50% of the total Package Price is required to reserve the Event date and time.
Deposits may be refunded only if cancellation is made 30 days or more prior to the Event Date.
If the Event is canceled with less than 30 days’ notice, the deposit will be forfeited.
7. Payment Schedule
The remaining balance must be paid no later than seven (7) days before the Event Date.
If payment is not received by this date, the reservation may be canceled without refund.
8. Additional Fees
Customer agrees to pay any additional fees resulting from:
• Additional children beyond package limits• Extra services or add-ons• Event extensions
If Participants remain beyond the scheduled end time, a late departure fee of $50 will be charged for every 10 minutes past the scheduled end time.
9. Force Majeure
In the event of a Force Majeure Event preventing the Venue from fulfilling its obligations, the parties will attempt to reschedule the Event to a mutually agreeable date.
If rescheduling is not feasible, the Customer will receive a refund of all amounts paid.
The Venue shall not be liable for any amount greater than the total amount paid by the Customer.
10. Changes in Circumstances
The Venue will notify the Customer of any significant changes that could impact the Event, including facility closures or service limitations.
The Customer may cancel without penalty if such changes materially affect the Event.
11. Rescheduling
Customer may reschedule the Event one time with at least 30 days’ written notice, subject to availability.
Rescheduled events must occur within six (6) months of the original Event Date.
12. Participant Waiver Requirement
All Participants entering the Venue must have a completed Participant Liability Waiver and Release Agreement on file.
Failure to complete a waiver may result in denial of entry.
13. Alcohol Policy
Alcohol is strictly prohibited on the premises.
Participants violating this policy may be asked to leave without refund.
14. Decorations and Prohibited Items
To maintain a safe and clean play environment, the following items are not permitted inside the Venue:
• Glitter• Confetti• Piñatas• Silly string• Confetti balloons• Open flames (except birthday candles)• Tape, nails, adhesives, or mounting materials on walls or fixtures
Decorations must be freestanding and removed at the conclusion of the Event.
15. Play Area Rules and Supervision
Children must be supervised by a responsible adult at all times.
The Customer is responsible for ensuring that Participants follow all posted play rules and safety guidelines.
For safety and hygiene purposes:
• Socks must be worn in play areas at all times• Shoes are not permitted in play structures
The Venue reserves the right to remove Participants whose behavior is unsafe or disruptive.
16. Customer Liability for Property Damage
Customer is responsible for any damage to the Venue caused by the Customer or Participants beyond normal wear and tear.
If damage exceeds $100, the Venue will provide a written report with photographs and repair estimates.
Customer agrees to cover reasonable repair or replacement costs.
17. Disclaimer of Reliance
Customer acknowledges that no representations or promises outside of this Agreement have been relied upon in entering into this Agreement.
18. Pre-Suit Mediation
Before initiating legal action related to this Agreement, the parties agree to attempt mediation.
Mediation shall be conducted through the Houston Bar Association Dispute Resolution Center or another mutually agreed mediator.
19. Choice of Law and Venue
This Agreement shall be governed by the laws of the State of Texas.
Any legal proceedings must be brought in a district court located in Montgomery County, Texas.
20. Severability
If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
21. Entire Agreement
This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements or discussions.
22. Amendments
Any modification to this Agreement must be made in writing and signed by both parties.
23. Counterparts
This Agreement may be executed electronically or in counterparts, each of which shall be considered an original.
24. Headings
Section headings are for convenience only and do not affect the interpretation of this Agreement.
