Request to rent the Nordic Hall

Please confirm availability of your desired date and time period before completing this form by clicking here: Calendar

Important Information

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 may be required to provide proof of general liability insurance (also seendemnification clause).

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.

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

Additional Information

• Access to the property will be granted at the time rental commences. * 

• Insurance and indemnification: Renter shall assume responsibility of any and all damage to the premises occurring from the event and shall sign the attached Hold Harmless Agreement prior to renting the facility.

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

*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.

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 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 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, 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 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. 

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

The 3 types of permits are described below and the email that will be sent to you upon submission of your application will include the website.

• Special Occasion License: Allows a bona fide nonprofit organization to sell liquor at a specified date, time and place. Special Occasion License applications are available online.  Examples include a fundraising dinner, gala event, auction, or wine tasting.

• Banquet Permit: Allows the service and consumption of liquor at a private, invitation-only banquet or gathering held in a public place or business. Banquet Permits are available online. Examples include weddings, company banquets, retirement parties, or club, organization or church events.

• Raffle Permit: Allows a bona fide nonprofit organization to raffle liquor to its members at a specified date and place. Applications are available online or by calling (360) 664-1600.

Hold Harmless Agreement

NORDIC LODGE BUILDING ASSOCIATION

HOLD HARMLESS AGREEMENT

This agreement is entered into between the Nordic Lodge Building Association, owner of the Nordic Hall Building and grounds and the person submitting this form, known as "Renter".

The undersigned, representing the applying renter, certifies that he/she/they has the authority to submit this application.

The applicant agrees to defend, indemnify, and hold the Nordic Lodge Building Association, its Coordinators, employees, and officials harmless from any and all claims, suits, demands, injuries, loss, damage and judgements, including the cost of their defense arising out of, occurring during, or the results of activities of the applicant, except for sole negligence of the Nordic Lodge Building Association.

The applicant agrees to abide by health recommendations related to Covid-19 as established by the State of Washington and Island County that are in effect during the rental period. 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 must be made.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 2.9% + $0.30 electronic transaction fee, which equals $1.80, 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.