Somerville Music Spaces, LLC
Rental Terms and Conditions-Updated October 2023
A. Procedures and Safety
Renter must arrive on time; time will not be extended for tardiness. Renter must vacate their space on time to accommodate the next Renter.
There will be an overtime fee assessed if the Renter stays beyond the booked time. Renter may add time to bookings subject to availability by making a new booking online up until the desired start time of the booking or by sending SMS a text/e-mail. If Renter prefers to pay for extra time via zelle or venmo, please indicate that, otherwise the card on file will be charged.
It is the Renter’s responsibility to set up and return to original place all equipment used during the allotted time, including chairs, music stands, tables, musical equipment, etc. Please do not remove music stands and/or chairs from rooms without prior consent from Management. It is the Renter’s responsibility to turn off any lights and/or equipment when leaving a room empty. Any time needed for set-up and break-down time MUST be included in the Reservation time.
All doors must be kept closed when rooms are in use.
All studios must be kept clean and free of debris. All trash and recyclables should be placed in appropriate receptacles throughout the space.
Common areas (hallways, waiting areas, bathrooms) are to be kept quiet, clean and clear of personal belongings. These spaces must NOT be used for loud conversations, warming up or rehearsing.
Renter may not leave personal belongings in studios and must make sure to gather all personal belongings when leaving the space. Somerville Music Spaces, LLC is not responsible for any personal belongings left on the premises.
All pianos and percussion instruments must be treated with respect. No food, drinks, purses, backpacks, clothing, etc. are to be placed on pianos or percussion instruments. Renter will be held responsible if damage occurs to any property or instrument belonging to Somerville Music Spaces during their reserved time.
Food and/or non-alcoholic beverages are allowed as long as the spaces are left clean. There is absolutely no Cooking, open-flame, or food-assembly allowed on premises.
All trash must fit into provided receptacles. Any excess trash such as pizza boxes, catering platters, etc. must be removed by Renter. There is a vacuum and broom available on-site. Excess cleaning required of any spaces due to Renter negligence may result in a $75 extra cleaning fee.
Specification of use of space, instruments, and number of guests MUST be made during reservation process.
Use of excessively loud amplified instruments or sound systems is typically NOT ALLOWED, and any exceptions MUST be cleared by Management prior to the start of your booking.
Management reserves the right to move Renters to a space of equal or greater size with the same equipment without prior notice.
The individual or company that makes a booking on behalf of a group will be held responsible for the behavior of the entire group. Please ensure all members of your group and/or your clients are aware of these policies.
Children under the age of 14 must be accompanied by an adult at all times. Children between the ages of 14-17 may use the space unaccompanied only with written consent from a parent or guardian.
ABSOLUTELY NO ALCOHOL, SMOKING (of any kind including vaping), OR DRUG USE ON PREMISES without express exception made by Management. Premises includes the CALA property. If you must smoke, please exit the plaza into the public park. Failure to comply will result in immediate ejection from the space without refund. Alcohol use ONLY may be permitted on a case by case basis. Please clear any planned alcohol use by us first, then take one of the following steps:
If you want to serve alcohol to guests as part of a private, un-ticketed event, you may do so by pulling event insurance and listing Somerville Music Spaces LLC as additionally insured, as well as signing an alcohol liability release waiver. Websites such as theeventhelper.com can help you get quick coverage for this type of event.
If you want to serve alcohol as part of a ticketed event, you can apply for a one day permit through the City of Somerville. Learn more about this process here. This can take 4-6 weeks, so you must plan ahead. Alternatively, you may hire an ABCC-licensed “12C Caterer.” You can find 12C caterers using the instructions here.
Any event that is open to the public and involves alcohol, whether BYOB or host serving, must obtain event insurance listing Somerville Music Spaces LLC and Unit C 1060 Broadway LLC as additionally insured, as well as sign an alcohol liability release waiver.
Smoke machines, incense, candles, or anything else that produces smoke or flame is NOT permitted.
Dance rehearsals will be permitted in the Rehearsal Room and Performance Space only. Any damage to the hardwood floors will be the responsibility of the Renter.
Management reserves the right to remove any individual that violates this agreement.
B. Payment Policy
All payments must be received before use of any space unless prior arrangements have been made with Management.
If a booking is made less than 1 hour before the start time, the Renter agrees to allow Somerville Music Spaces to charge their credit card plus the convenience fee after the time of their booking.
All Renters must enter credit card information and agree to our terms and conditions to reserve a booking. Somerville Music Spaces reserves the right to charge the credit card on file for bookings not cancelled in accordance with our cancellation policy, extra time in the space and/or for damages caused during a booking.
After scheduling a booking, Renters will receive a payment request to be paid immediately upon receipt. If payment is not received prior to the start of the reservation, Somerville Music Spaces reserves the right to charge the credit card on file for the cost of the booking plus any applicable convenience fees.
C. Remote Access System
We use a cloud-based remote access system called Kisi in order to reduce the need for full-time staff members on-site. This helps us keep our rental rates affordable. Regular users of the space may be asked to download the free Kisi app in order to facilitate frequent access. Infrequent and one-time users will be sent a one time access pass through e-mail.
Access to the space will be granted for a period of 10 minutes before the reservation start time until 10 minutes after reservation end time unless otherwise specified.
Renters are NOT permitted to share this access pass with others or let others without reservations enter the space, unless they are a guest of the Renter.
Abuse of this system will require us to raise our rates in order to be able to have a full-time employee on-premises.
Renter may NOT prop open locked doors at any time. If Renter is holding an event that necessitates an exterior door be unlocked, Renter MUST book Event Package including on-site manager or pay $20/hr for a staff member to be onsite for the duration of the booking.
If, for any reason, the Kisi system is disabled and Renter cannot gain access to the space, the booking will be reimbursed in full within 48 hrs.
D. Cancellation Policy
Bookings of all Studios, Practice Rooms, and the Rehearsal Room and non-event Performance Room must be cancelled with no less than 48 hrs notice to receive a full refund. Renter may reschedule bookings any time up to 48 hrs before the start time.
Bookings of Events in the Performance Room must be cancelled with 7 days notice to receive a full refund. Renter may reschedule bookings any time up to 7 days before the start time. If renter must reschedule with less than 7 days notice, renter may do so up to 72 hrs before the start time of the booking and will be charged an $80 re-booking fee.
Bookings of Events/Auditions blocking off more than 4 consecutive hours and/or more than 1 room must be cancelled with 14 days notice to receive a full refund.
Please Note: Cancellation of Discounted Hourly Rate bookings may result in the loss of the discounted rate. For example, if Renter booked 8 hours at Tier 1 and cancel 2 of them prior to 48 hrs of start time, Renter will be charged the standard rate for the 6 hours kept.
Any booking that is not cancelled according to the policy above and paid prior to start time will be automatically charged to the credit card on file.
Any booking that must be cancelled with less than 48 hrs notice due to severe weather (state of emergency declared by City of Somerville and/or closure of the MBTA system) or “Acts of God” may be rescheduled for a future date.
Any agreed upon deposits, rental fees, and monthly payments must be paid by the dates agreed upon and/or stated on an invoice.
E. Safety/Security/Health Policies
The Property has a Ring Doorbell at the Kisi Entrance and security cameras placed throughout the hallways and in the Performance Room. This video footage is not shared and is recorded for liability reasons in the cases of a break-in, theft, death, injury, Renters staying longer than the time rented, Renters abusing the Kisi system, Renters disregarding the maximum occupancy allowed, and in no way infringes upon the Renters’ expectations of privacy in these public areas of the property. Any attempt at disabling or obscuring the cameras is prohibited and may result in the Renter being removed immediately without refund.
Renters and their clients use our spaces, facilities, and instruments at their own risk.
Renters shall release, indemnify, keep and save harmless Somerville Music Spaces LLC, its agents, officers, or employees any and all responsibility or liability for any and all damages, injury, or illness of any kind or nature whatever (including death) to all persons, whether agents or employees of the Renter or persons attending the events for which Somerville Music Spaces have been rented, and to all property damage proximately caused by, incident to, resulting from, arising out of, occurring in connection with, the use by the Renter of Somerville Music Spaces.
In the event that Renter breaches any of the terms of this Agreement, Somerville Music Spaces, may, as provided by law, commence any legal action for collection of balance due. Somerville Music Spaces may also pursue any other legal action deemed necessary or appropriate with respect to the account. The Renter agrees to reimburse Somerville Music Spaces for all reasonable costs expended to collect past due balances, including, but not limited to their reasonable costs of collection, and attorney fees along with court costs, if applicable. In addition, Somerville Music Spaces may suspend services, refuse access, or may terminate this contract. On a fixed-rate Consent, Somerville Music Spaces may demand payment, and Renter agrees to pay Somerville Music Spaces for any losses that Somerville Music Spaces may incur by nature of said cancellation prorating any loss of the entire unpaid balance of the contract volume due to Renter’s default.