General Conditions & Contract

Thank you for choosing Sanctuary on the River for your event, we would like to welcome you as a client, and also make you aware of the terms and guidelines for

using our services/ facility. The following is the procedure for deposits, payments, and cancellations. Some of the following items may not be applicable to your

function. This contract is intended to cover many different types of functions.

1. To officially reserve a date, you must sign and return the reservation contract and the general conditions with your deposit. Please initial each page.

2. A deposit equivalent to 50% of your venue rental rate (plus NM sales tax) is due the day you book your event. Your deposit will be credited toward your final bill. Deposits are non-refundable. The balance of your venue rental is due 30 days prior to your event. There will be a 4% convenience fee charged for credit card use.

3. Estimates for additional in-house services or rentals, staff, decor, etc. for all events/weddings/receptions will be prepared prior to your event. A 50% payment of your balance based on this estimate will be due prior to your event. The remaining balance is due the day before your event. There will be a 10% penalty for the full amount of the invoice if your final payment is not made the day of your event. NO EXCEPTIONS. Arrangements for billing terms for meetings, seminars, social events, and corporate events must be approved in advance of the function. In all cases, we accept checks and most major credit cards and appreciate information in advance so that payment can be processed the day before the function. There will be a 4% convenience fee charged for credit card use.

4. A $500 security deposit may be required. If the room or equipment has not been damaged, the full deposit will be refunded within two weeks of the event. If the room or equipment requires repair due to negligence on behalf of the rental party, a portion or all of the deposit will be retained by Sanctuary on the River LLC for such work. The party and/or authorized representatives will be responsible for any damages done to the facility during the period of rental, including outside vendors, contractors and attendees. Security deposit is due thirty (30) days prior to the event.

5. An 18% gratuity plus applicable NM sales tax will be added to all event space rental for service staff. If your organi-zation is tax exempt, we will require a copy of your sales tax exemption form. Some exemptions to the above gratuity fee information would pertain to all inclusive packages. We request gratuity be paid in cash the day of event prior to commencement of event.

6. No food or liquor may be brought onto or taken off premise at anytime. Exceptions will be made for wedding cakes and some other special items. Approved, licensed caterers and liquor servers are required.

7. Based on the sole decision of Sanctuary on the River, excessive cleaning costs caused by you, your party or your entertainment will be billed separately to you.

8. Sanctuary on the River LLC is happy to coordinate with your event planning professional. We do require our in-house event planner to be on site to insure seamless execution of your event.

Sanctuary on the River LLC Inspired Living Center1 of 6

Initial _________

Sanctuary on the River LLC Inspired Living Center2 of 6

Initial _________

9. You may hire our in-house design/decor services. Otherwise, decorating is your responsibility. User is responsible for all flowers to be delivered to the Sanctuary. Please note, we do not allow decorations or exhibits taped to the walls nor do we allow confetti, rice, birdseed, or silk petals to be used. Please advise us of your plans ahead of time. You are responsible for the prompt removal of all decorations or exhibits. Set up of audio visual equipment or computer and internet access should be scheduled in advance. We recommend advance testing of this equipment so that any problems can be taken care of in advance. We also have wireless internet connection with access points available in the Sanctuary that is available to anyone using our facility. Please note: Internet connections can be intermittent and cannot be guaranteed.

10. Generally, you may access the outdoor areas/event spaces or meeting room the morning of your event to decorate or set up. We will specifically schedule this one (1) week prior to your function.

11. There is a five (5) hour time frame for all wedding receptions and social events at Sanctuary on the River LLC. This time frame begins when your guests arrive. If you would like to extend your reception you must advise an on-site manager and receive their permission. Each additional hour will be billed at $125.00 per hour. We encourage you to establish realistic arrival and serving times. Events and weddings/receptions are subject to a $125.00 labor charge for event times that are more than thirty (30) minutes off schedule, no exceptions. Meeting and seminar time schedules are dealt with on an as-needed basis.

12. We strictly follow the rules and regulations set forth by the New Mexico Liquor Control Board. We will be happy to discuss these regulations with you prior to your event. If alcohol is served at your event, all guests must be 21 years of age or chaperones must be provided as required by the State of New Mexico. No liquor sales may take place and cup charges are not allowed. Sanctuary on the River LLC reserves the right to cease alcohol service to inebriated individu-als. No glass bottles allowed on the premises. Beer and wine only.

13. If you arrange for a live band or D.J. for your event, please provide the name and phone number of this business or person. By village ordinance, music must conclude by 10:00 PM and volume restrictions must be adhered to. No profanity or disparaging lyrics are allowed.

14. For all events/weddings/receptions we require that you provide us with your catering, rental company and linen choices a minimum of one month prior to your event. We also require that you provide us with a timeline of your event a minimum of one month prior to your event.

15. Rentals, caterers, florist, servers, etc. must be approved vendors unless other arrangements are made with Sanctuary On The River.

16. If your guest count is projected to exceed 100 people, we may require additional on site security and an approved off site parking plan/shuttle service to insure a safe and successful event as our parking is limited.

17. You agree and understand that any photos taken during an event at Sanctuary on the River may be used in promo-tional materials and on social networking sites.

General Conditions & Contract

Compliance with laws, Policies and Procedures: Groups and individuals who use the meeting rooms are guests of the Sanctuary, and use of the space should reflect that understandings. You agree to comply with all applicable qualifications, rules, policies and procedures of the Sanctuary, as determined by Sanctuary on the River LLC and all federal and state laws.

Assigned Rooms: Groups will be confined to only those rooms and outdoor spaces approved for their use.

No Smoking Policy: Smoking is not allowed anywhere on the grounds except in the designated areas. Ref: Fire Code. At certain times our village is under fire restrictions that ban outdoor smoking.

Room Setup: Authorization for meeting room use is limited to the furniture, setup and equipment assigned to that specific room.

On-site Representative: An authorized representative of the group reserving the meeting room must remain on the premises throughout the period for which it is reserved.

Set Up Time: Groups will have 30 minutes of setup and tear-down time, unless authorization is given for additional time, based on room availability. (Wedding 2.5 hour set-up and 1 hour tear-down)

Decorations and Signage: No signs, posters, or decorations of any kind are to be used in the room, unless approved by the Sanctuary management. No adhesive tape, push pins or nails of any kind can be used on the meeting room walls and/or furniture. In the event that proper authorization is not received and damage results, the cost of repair and/or replacement will be billed to you.

Alcoholic Beverages: The serving of alcoholic beverages for private events, if approved, must be supervised and served by an approved, licensed caterer/server/bartender and charges will be paid directly to vendor by rental party. No glass bottles allowed on premises. Beer and wine only.

Personal Property: Sanctuary on the River will not assume responsibility or liability for personal property and equipment brought onto or left on the property. We are not responsible for theft or damage to vehicles in our parking lot.

Insurance: Both parties shall obtain and maintain in amounts sufficient to provide coverage for any liabilities that may reasonably arise out of or result from the respective obligation under this Agreement. Both parties shall provide the other of evidence of insurance upon request. Please check your homeowners policy for this coverage and provide proof of 30 day in advance.

Indemnification: Each party agrees to indemnify, defend and hold the other party and that party’s officers, directors, employees and agents harmless from any loss, liability, damages, fines or costs (including reasonable attorney fees) arising from actual or threatened claims or causes of action from the negligent or intentional act or omission of that respective party and/or its officers, directors, employees and agents.

Force Majeure: The performance of this agreement by Sanctuary on the River LLC and the rental group/individual is subject to the acts of God, government authority, disaster, flooding, fire, act of terrorism, labor disputes, or any other act outside the control of the Sanctuary and the signed parties.

Sanctuary on the River LLC Inspired Living Center3 of 6

Initial _________

General Conditions & Contract

Date(s) of Function: ___________________________Event Name: ____________________________________________Time of Function ______ a.m./p.m. to ______a.m./p.m. Approximate Time of Setup:______________________________Group/Entity Name: _______________________________ Primary Contact Name: ______________________________Mailing Address: _____________________________________________________________________________________Email: ______________________________________________________________________________________________Telephone Number(s): _______________________ Cell:_______________________ Fax: _________________________ Tax Exempt: _________________________ PO#: ___________________________________

Event & Meeting Room Contract

Room Setup*: Total Number of Guests: ______ (Count must be confirmed 1 week before funtion)

Classroom U-Shape Conference Rounds Theater†

* Some configurations may require rental of additional tables & chairs † Chairs only

Audio/Visual Equipment

TV*WiFi/Internet Access*(in main building)DVD player*(indoors)CD player*MP3 Player*White board*Flip chart*Easel*

TV/DVD * † Podium*

VHS playerTV/VCR (portable)Overhead projector

Video cameraAssisted listening devicesLaptop computerAudio or A/V conferenceLaser pointer________________________________________________________________________

* Available on-site. All other items are rentals. † TV is a 54” HDTV with Internet apps; DVD is an LCD Blu-Ray player.

Banquet

Extension cord and power strip

General Conditions & Contract

Sanctuary on the River LLC Inspired Living Center4 of 6

Initial _________

Event & Meeting Room Contract

* Some items only available in specific locations at Sanctuary On The River

CLIENT SIGNATURE_________________________________________________________

PRINT_______________________________________________ DATE__________________

CLIENT SIGNATURE_________________________________________________________

PRINT_______________________________________________ DATE__________________

EVENT MGR. SIGNATURE____________________________________________________

DATE SIGNED_________________PRINT________________________________________

2. In case of cancellation, a written letter must be faxed or e-mailed to the event manager. Any deposit or payment already received will not be refunded.

3. If you cancel within 90 days of the event date, you will be responsible for 50% of your amount still owed.

1. 4% convenience fee for credit card use will apply.

4. If you cancel within 60 days of the event, you will be responsible for 75% of your amount still owed.

6. Please note that this charge only represents the use of the facility, and does not include catering, rental services, or event planning services, performed by Sanctuary on the River LLC or an outside vendor.

Cancellation Policy

Sanctuary on the River LLCAttn. Debbie Haines-Nix

207 Eagle Drive • Ruidoso, NM 88345T: 575.630.1111 / F: 575.630.1112

Mailing Address: P.O. Box 2807 • Ruidoso, NM 88355www.SanctuaryOnTheRiver.com

5. If you cancel within 30 days of the event date, you will be responsible for the full amount still owed.

Sanctuary on the River LLC Inspired Living Center5 of 6

Initial _________

General Conditions & Contract

Signing this contract agreement constitutes approval and acceptance of Policies Guiding the Use of Facilities and General Conditions for Deposits, Payments and Cancellations. This agreement must be signed and returned to Sanctuary on the River LLC before the venue/room and/or equipment is confirmed for use by the rental party. This Agreement will be valid and binding upon acceptance and execution by representatives of Sanctuary on the River LLC.This Agreement shall be interpreted and governed pursuant to the laws of the State of New Mexico. This agreementconstitutes the entire agreement and understanding between the parties with respect to the subject matter of this Agreement, and supersedes all prior and contemporaneous agreements and understanding between the parties relatedto this Agreement. This Agreement may only be amended in writing duly executed and signed by both parties.

Contract Agreement

CLIENT SIGNATURE___________________________________________________

PRINT_________________________________________DATE__________________

CLIENT SIGNATURE___________________________________________________

PRINT_________________________________________DATE_____________________

ESTIMATED NUMBER OF ATTENDEES______________

ESTIMATED TIMING FROM______________TO_______________ON_____________________

EVENT MGR. SIGNATURE______________________________________

DATE SIGNED_______________________________________

PRINT_______________________________________________

DATE OF EVENT____________________________________

ROOM RENTAL AMOUNT____________________________

DEPOSIT 50% + NM TAX______________________________

SECURITY DEPOSIT______________ DUE 30 DAYS PRIOR TO EVENT ________PAID

Credit Card #_____________________________________ Expiration Date_____________

Name of Authorized User________________________________________________________

Amount Paid $___________________ Balance Due: $____________________

Method of Payment: Cash, Check ($35 return check fee), Credit Card (4% Credit Card Convenience Fee will apply)

General Conditions & Contract

Sanctuary on the River LLC Inspired Living Center6 of 6

Initial _________