Request to rent the Nordic Hall

Please confirm availability of your desired date and time period. If there is a conflict, please contact us as some of our scheduled activities are flexible. Check the calendar by clicking here:: Calendar

ALL INFORMATION, REQUIREMENTS AND YOUR RESPONSES WILL BE EMAILED TO YOU UPON COMPLETION OF THIS APPLICATION.

Available amenities

Kitchen – Includes coffee service, use of three ovens, stove, microwave, refrigerator, freezer, tableware, flatware, cookware, and utensils.

As part of the kitchen amenity rental, you may use our white tablecloths for an additional laundering fee of $25.

Audio-Visual System – Wireless microphones, HDMI connectivity for laptops, a full sound system, speakers throughout the Hall, a projector, screen, Blu-ray, and DVD players.

Dumpster – You can leave the trash from the event in our dumpster instead of hauling it away.

1. Lessor will cancel Rental Agreement with renter if final payment for rental is not received at least 10 days prior to event. Upon cancellation, all payments made will be returned MINUS the $50.00 Rental Deposit as an Administration Fee.

2. If Renter chooses to cancel their Rental Agreement 30 or more days prior to their event, a full refund of money on deposit will be made minus an $50.00 Administrative Fee.

3. If Renter chooses to cancel their Rental Agreement less than 30 days prior to their event, the rental deposit made will be retained and 50% of any rent paid will be refunded.

4. Damage/Cleaning deposit is refundable if event is cancelled or if facility is left in the same condition as it was prior to rental commencing.

5. Cancellation of Rental Agreement by either party must be in writing.

6. Renter is required to provide proof of general liability insurance when the event is for profit.

7. Renter must acknowledge awareness that the Nordic Hall is in an intermittent high noise zone as indicated on the Island County AICUZ Noise Zones map.

Indemnification and Hold Harmless By completing this application, the renter agrees to indemnify, defend, and hold harmless the Nordic Lodge Building Association, its officers, directors, employees, agents, and representatives from and against any and all claims, damages, liabilities, losses, and expenses (including reasonable attorney’s fees) arising out of or related to the renter’s use or occupancy of the premises for a for-profit event, including setup and teardown activities.

The Nordic Lodge Building Association reserves the right to deny an application at any time for any cause or reason.

Additional Information

Any violent altercations will be addressed by the Island County Sheriff’s Department.

Access to the property will be granted at the time rental commences. Rental Coordinator will meet the renter and review the operation of the Hall and amenities chosen, checkout list, and use of keys and gated entry/egress 15 minutes prior to the rental period beginning.

Liability Insurance Requirements for For-Profit Events

A. Commercial General Liability InsuranceAll renters or event organizers hosting any for-profit event on the premises are required to obtain and maintain Commercial General Liability (CGL) insurance covering the duration of the event, including setup and teardown periods. The policy must provide a minimum limit of $1,000,000 per occurrence and $2,000,000 general aggregate for bodily injury, property damage, and personal and advertising injury.

B. Additional Insured and Certificate of Insurance The policy must name the Nordic Lodge Building Association, its officers, directors, employees, and agents as Additional Insureds for the specific date(s) of the event. Proof of coverage must be provided in the form of a valid Certificate of Insurance (COI) no later than ten (10) days prior to the event. The Certificate must include:

a) The name of the event and date(s)•

b) The venue address

c) Policy number, limits, and insurer details.

C. Failure to Provide Proof of InsuranceFailure to provide the required proof of insurance within the stated timeframe may result in cancellation of the event, forfeiture of any deposits or fees paid, and denial of access to the premises until satisfactory proof of coverage is received.

D. Vendor and Subcontractor Coverage: Any vendors, subcontractors, or third parties engaged by the renter must carry their own CGL insurance with limits not less than those required herein and must name the Nordic Lodge Building Association as an Additional Insured.

Security Monitoring Disclaimer

The Nordic Lodge/Hall uses video surveillance in certain public and common areas of the property. The purpose of this monitoring is to promote the safety and security of guests, visitors, and the facility.

By entering or using the premises, you acknowledge and consent to such monitoring. Recordings may be used for safety, security, and operational purposes and may be shared with law enforcement or other authorized parties if required by law.

Please note that no expectation of privacy should be assumed in areas subject to monitoring. All data collected is deleted within 14 days, unless needed for law enforcement or proof of damage to premises.

RENTAL RULES AND REGULATIONS

1. All health guidelines of the State of Washington and Island County must be adhered to.

2. Rental period must include time needed for set up and clean up.

3. Smoking is not allowed in the Hall nor within 25 feet of the exterior.

4. No decorations may be taped or tacked (pinned) to the walls. The wooden strips with screws which jut out are located around the perimeter of the room may be used for decorations.

5. The Hall must be left in a clean condition and the tables and chairs in the same configuration as found. This includes storing tables and chairs, removing decorations, sweeping (and mopping if necessary) floor, cleaning any used kitchen items and returning to proper cabinet or drawer. Rental Coordinator will show renter where the cleaning supplies are kept.

6. All trash must be removed from the premises by the renter, or if dumpster usage is paid for, left in dumpster behind building, at the close of the event.

7. A parking attendant is required for larger groups (when 45 or more cars are expected)

8. Tapestries, pictures and other wall hangings belong to the Nordic Lodge and are to remain in place at all times. The items on the bookcase must not be moved.

9. Upholstered chairs must remain in the building, not be taken outside.

10. Service dogs are welcome; however, no pets are allowed in the Hall.

11. Guns/weapons are not allowed on the premises, except by members of law enforcement.

12. The use of glitter, sparkles, foil stars, uncooked rice, paper confetti, etc. is strictly prohibited. Use of these materials will result in the forfeiture of your damage deposit.

13. Upon leaving, turn out all lights, lock all doors and lock the gate.

14. IF ALCOHOL IS TO BE ALLOWED AT THE EVENT, RENTER IS RESPONSIBLE FOR ENSURING NECESSARY PERMITS ARE OBTAINED.

Events in which alcohol will be present, for consumption, sale, or raffle by a business, club, group, and in some limited cases, individuals, may need a permit from the State of Washington. A copy of this permit must be provided to the Rental Coordinator at least 10 days prior to the event. Prices range from $10 to $60, depending on the type of 1 day permit. 

To learn what, if any, type of permit is required for your event, visit: https://lcb.wa.gov/licensing/permits

A permit is not required when all of the following apply:

I. The event is hosted by an individual, not an organization or business entity

II. Guests are not charged for admission, or anything provided at the function (e.g. ice, setup, food, hors d’oeuvres, etc.)

III. "Charge" includes donations, dues, fees, or other categorization

IV. The event would normally be held in the individual’s private home, but is so large that a separate facility is needed to accommodate it

V. The facility where the event is held is closed to the general public during the event and does not have a liquor license

VI. There is no business purpose for the event or any financial gain

Hold Harmless Agreement

NORDIC LODGE BUILDING ASSOCIATION

Indemnification and Hold Harmless Agreement

Renter agrees to indemnify, defend, and hold harmless the Nordic Lodge Building Association, its officers, directors, employees, agents, and representatives from and against any and all claims, damages, liabilities, losses, and expenses (including reasonable attorney’s fees) arising out of or related to the renter’s use or occupancy of the premises for a for-profit event, including setup and teardown activities.

By signing this application, the applicant acknowledges that he/she/they have read the Rules and Regulations, and the Conditions of Rental and agrees to follow and be bound by them.

He/she/they also specifies that he/she/they is aware of the rental fees, cancellation and refund policies, amenities available, and the other terms and conditions associated with rental of this facility, including liability insurance or indemnification requirements.

He/she/they also acknowledges awareness the facility to be rented is in a high noise zone due to proximity of U.S. Navy flight operations.

The last step to ensure your rental date and time is held for you is to pay the Rental Deposit of $50, This $50 will be credited toward your rental charges, but is non-refundable in case of cancellation, as an administrative fee. This deposit can be paid by credit card or check. 

To pay by credit card, follow the link that will be in the automated email which you will receive immediately upon successful submission of this form. Please note that a 3.3% + $0.30 electronic transaction fee, which equals $1.95, is added to your payment to cover the fee incurred from the online payment service provider (Square): 

To pay by check, (please note that the reservation of your date and time will not be finalized until the check is recevied in the mail). You can address and mail to: 

The Nordic Lodge Building Association

63 Jacobs Road

Coupeville, WA 98239

Rental Deposit to Finalize Booking

Any questions?

Contact the Rental Coordinator at nordiclodgerental@gmail.com or 949-441-1226.