Brown County Barn Burner Event Space Rental Policies

We love having guests use the Event Space to enhance their time at the Barn Burner. These policies help protect us, and you, and preserve the space for future guests.

EVENT SPACE AT THE BROWN COUNTY BARN BURNER VENUE RENTAL AGREEMENT

This Venue Rental Agreement (the “Agreement”) is made between the Guest(s) (“Guest”) and BCBB, Inc DBA Brown County Barn Burner (“Owner”) for the rental of the event space located at:

Event Space at the Brown County Barn Burner
185 S Jefferson Street, Nashville, IN 47448

By booking and using the Event Space, Guest agrees to the following terms and conditions:

1. PAYMENT TERMS & SECURITY DEPOSIT

  1. Payment Schedule: 

    • Full payment is due at the time of booking.

    • The reservation is not confirmed until payment is received in full.

  2. Security Deposit: As part of your lodging reservation, $500 hold will be placed on the Guest’s credit card on the day before check-in. The hold will be released within 7 days after check-out, provided:

    • No damages beyond normal wear and tear

    • No excessive cleaning is required

    • No missing items or policy violations

    • Any damages exceeding the security deposit will be charged to the Guest’s payment method on file.

  3. No Chargebacks: By booking this rental, Guest agrees that all charges are non-refundable unless permitted under the cancellation policy outlined in this Agreement. Guest agrees not to initiate chargebacks or payment disputes for any reason. Any chargeback initiated in violation of this Agreement will be considered a breach of contract and may result in additional fees, legal action, and the Guest being prohibited from booking in the future.

2. CANCELLATION & RESCHEDULING POLICY

  1. Cancellations:

    • 100% refund if canceled at least 90 days before check-in

    • 75% refund if canceled at least 60 days before check-in

    • 50% refund if canceled at least 30 days before check-in

    • No refund for cancellations within 30 days of check-in

  2. Rescheduling:

    • Rescheduling may be available for new dates up to 90 days in the future, subject to Owner’s discretion and availability.

    • If approved, a $100 rescheduling fee may apply.

    • Rescheduled events may be subject to higher rental rates due to demand and availability.

    • Rescheduling is only permitted once per reservation. If a rescheduled booking is later canceled, the original cancellation policy applies based on the date of the initial booking, not the rescheduled date.

3. EVENT SPACE ACCESS

  • Check-in: 9:00 AM (unless arranged otherwise and approved in advance)

  • Check-out: 10:00 PM (unless arranged otherwise and approved in advance)

    • If the event runs past the scheduled time, additional rental hours may be billed at $75/hour.

  • Keyless Entry: A door code will be provided 24-48 hours before check-in.

  • Booking System & Date Clarification:

    • Due to system limitations, event reservations may display in an overnight format (e.g., with separate 'Check-In' and 'Check-Out' dates). 

    • Guest acknowledges that unless otherwise agreed in writing, all rental activities and use of the Event Space will begin and end on the date shown as the 'Check-In' date of the reservation.

    • If the event requires additional time beyond the scheduled date, the Guest must arrange for extended rental hours in advance and may be subject to additional fees.

4. OCCUPANCY & USAGE

  • Maximum occupancy depends on setup and cannot exceed 90 guests.

    • Recommended Capacity Guidelines:

      • Seated Meals: Up to 60 guests

      • Lectures/Presentations: Up to 70 guests

      • Weddings/Receptions: Up to 45 guests

  • Noise Policy:

    • Amplified music and loud activities must end by 9:00 PM.

    • Guests acknowledge that the Event Space is in a mixed-use building with businesses and short-term rentals nearby.

  • Event Setup & Cleanup:

    • Guest is responsible for setup and teardown unless pre-arranged and paid for.

    • Included tables and chairs:

      • Six 8-ft tables, eight 6-ft tables, and 70 chairs

    • Guest must return all furniture to its original location and ensure the space is left in clean condition.

    • Failure to clean may result in a $150 cleaning fee.

5. CATERING & THIRD-PARTY VENDORS

  1. Catering & Food Service:

    • Guests may bring their own food or hire a licensed caterer.

    • Caterers must remove all trash, recyclables, and food waste at the end of the event.

    • The on-site Event Space kitchen is available for guest use and includes a refrigerator, ice machine, 3-bay sink, and prep table area.  There is no oven, microwave, or other method for heating or cooking food available in the Event Space kitchen.

  2. Third-Party Vendors:

    • Guest is responsible for ensuring all vendors comply with property policies.

    • Any damage caused by vendors (e.g., caterers, florists, musicians) will be charged to the Guest’s security deposit or payment method on file.

6. ALCOHOL POLICY

As the host of a private party, the Guest acknowledges full responsibility for the proper and lawful consumption of alcoholic beverages at the Event Space.

    • Guests may provide and serve their own alcohol only if they secure an approved Event Liability Insurance Policy covering alcohol service through the Owner’s designated insurance provider and submit proof of coverage prior to the event.

    • Otherwise, alcohol service must be provided by a licensed and insured bartender.

    • Guests and/or their agents must comply with all applicable state and local laws, including refusing service to minors or intoxicated individuals.

    • Cash bars are only permitted when operated by a licensed catering service.

    • Failure to comply with these policies may result in immediate termination of the event without refund.

7. PARKING

  • There is free street parking nearby and public lots available for guest use.

  • If the Guest is also renting lodging, up to four on-site parking spaces are included.

  • Additional on-site parking is not guaranteed and must be arranged in advance.

8. AMENITIES & PROPERTY USE

  1. Provided Amenities:

    • Tables & Chairs: Use of six 8-ft tables, eight 6-ft tables, and 70 folding chairs is included with the rental. Guests are responsible for setting up and taking down tables and chairs unless otherwise arranged.

    • Event Space Kitchen: Includes a refrigerator, ice machine, sinks, and prep table for guest use.

    • Tech & WiFi: Free high-speed WiFi and a TV with HDMI cable available for presentations.

    • Basic Cleaning Supplies: Trash bags, broom, mop, and general cleaning supplies are provided for guest use.

  2. Guest Responsibilities:

    • Guests must provide their own tablecloths, serving ware, dishes, utensils, and catering supplies.

    • All setup and cleanup must be completed within the rental period unless pre-arranged.

  3. Rented Items & Owner Property:

    • All furniture and other provided amenities must remain on the property.

    • Any missing or damaged items will be charged to the security deposit.

9. VENUE PROHIBITIONS

The following are strictly prohibited at the property:

  1. Wall & Ceiling Damage: No tape, command strips, nails, staples, glue, screws, tacks, or anything that could damage walls, floors, or ceilings. There are hooks installed on the walls and ceiling around the space for hanging decorations.

  2. Alterations: No painting, signage, banners, or decorations that could leave permanent marks.

  3. Fire & Hazardous Materials: 

    1. No fireworks, pyrotechnics, flammable liquids, or hazardous materials.

    2. Use of open flames, including torches or fire pits, is strictly prohibited. However, real candles may be used inside.

    3. Sparklers may be allowed on sidewalks with prior approval.

  4. Messy Decor: No glitter, rice, confetti, silk flower petals, bird seed, or silly string.

  5. Illegal Substances: No drugs, including recreational marijuana.

  6. Smoking & Alcohol: 

    1. Smoking is only allowed in designated outdoor areas. Indiana law prohibits smoking within 8 feet of entryways. 

    2. Alcohol must comply with the Alcohol Policy outlined in this Agreement.

  7. No Pets Allowed: No pets are allowed inside the event space. Guests found with unauthorized pets will be subject to a $250 fine per pet and may face immediate termination of their rental agreement.

  8. Excessive Noise or Other Disturbances: Excessive intoxication, loud disturbances, or property damage will result in eviction without refund.

Guests violating these policies may be subject to cleaning fees, loss of security deposit, and/or termination of the event without refund.

10. DAMAGE, SECURITY DEPOSIT CLAIMS & FEES

  1. Damage Reporting:

    • Any damage must be reported immediately to avoid further charges.

  2. Security Deposit & Additional Charges:

    • A $250 security deposit hold will be placed on the Guest’s payment method at check-in and will be released within 7 days after check-out, provided no damages, excessive cleaning, or policy violations occur.

    • If the cost of repairs, replacements, or extra cleaning exceeds the security deposit amount, the Owner reserves the right to charge the Guest’s payment method on file for the additional cost. An itemized invoice will be provided for any such charges.

    • If the Guest fails to pay for damages exceeding the security deposit, the Owner may pursue collections or legal action to recover the amount due. The Guest is responsible for any associated legal or collection fees.

  3. Potential Charges:

    • Excessive Cleaning: Up to $350 if the unit requires deep cleaning.

    • Unreported Damage: Charged at the cost of repairs/replacement.

    • Smoking Violation: $250 fine + additional cleaning costs.

    • Lost or Stolen Items: Charged at replacement cost.

    • Failure to vacate on time: May result in additional rental charges.

11. LIABILITY, INSURANCE & FORCE MAJEURE

  1. Liability Release:

    • Owner is not responsible for accidents, injuries, illness, or loss of personal property.

    • Guests assume all risks associated with their stay.

  2. Insurance Requirements:

    • For events exceeding 50 guests, or any event serving alcohol, the Guest may is required to obtain a Special Event Liability Insurance policy listing BCBB, Inc DBA Brown County Barn Burner as an additional insured.

    • Proof of insurance must be provided at least 14 days prior to the event. If the Guest fails to provide required insurance, the Owner reserves the right to cancel the reservation without refund.

  3. Force Majeure:

    • The Owner is not liable for cancellations or stay interruptions due to:

      • Natural disasters, power outages, government restrictions, pandemics

      • Weather-related travel issues

      • Guests will receive refunds due to force majeure events at the Owner’s discretion.

12. PROPERTY ACCESS & EMERGENCIES

  1. Owner’s Right to Access:

    • The Owner may enter the Event Space for repairs or emergencies with at least 2 hours' notice (except in emergencies).

  2. Emergency Contact:

    • Guests will receive Owner contact info in their check-in instructions.

13. SOCIAL MEDIA & COMMERCIAL USE

  1. Photography & Social Media:

    • Guests are welcome to share personal photos and it's always appreciated if you tag the Brown County Barn Burner (@bcbarnburner) when posting.

  2. Commercial Filming/Photography:

    • Not permitted without prior written approval.

14. LODGING RENTAL (IF APPLICABLE)

  • For guests who have also booked lodging at the Brown County Barn Burner, additional rental terms apply. Please refer to your lodging rental confirmation for the full policy.

  • Check-In & Check-Out Coordination: When lodging is also booked, required check-in and check-out times will vary based on rental terms and will be communicated and agreed to separately with the Owner before the stay.

15. OWNER'S RIGHT TO TERMINATE EVENT

The Owner reserves the right to immediately terminate the event without refund if:

  • The Guest violates property policies (e.g., unauthorized alcohol sales, illegal activity).

  • There is excessive noise, damage, or disturbance to neighbors.

  • The event exceeds the maximum occupancy limit.

If the event is terminated, the Guest remains responsible for all damages and fees incurred.

16. DISPUTES & LEGAL TERMS

  1. Jurisdiction & Venue:

    • This Agreement is governed by the laws of Brown County, Indiana.

  2. Dispute Resolution:

    • Any disputes will first attempt to be resolved via mediation.

  3. Legal Action:

    • Any legal action arising under or related to this Agreement shall be filed exclusively in Brown County, Indiana. Guest agrees to submit to the jurisdiction of these courts for the resolution of any disputes.

17. ENTIRE AGREEMENT

This is a binding Agreement that incorporates the entire understanding of the Parties, supersedes any other written or oral agreements between the Parties, and any modifications must be in writing and agreed to by both parties.

18. SEVERABILITY & NO WAIVER

In the event that any part of this Agreement is found to be invalid or unenforceable, the remainder of this Agreement shall remain valid and enforceable. Any failure by one or both Parties to enforce a provision of this Agreement shall not constitute a waiver of any other portion or provision of this Agreement.

19. AGREEMENT ACKNOWLEDGEMENT

By completing a booking, the Guest agrees to all terms in this Agreement. The Owner reserves the right to cancel the booking or remove guests in case of policy violations.