THE WIMBERLEY PLAYERS
Facility Rental Agreement
450 Old Kyle Road, Wimberley, TX 78676
Email: adminmanager@wimberleyplayers.org

Facility
Owner agrees to rent to Renter and Renter agrees to rent from Owner, according to the
terms and conditions set forth herein, the facility described as a/an: auditorium/theater,
it’s lobby, restrooms, parking lot, stage and backstage located at 450 Old Kyle Road,
Wimberley, TX 78676 (the “Facility”). For good and valuable consideration, the sufficiency
of which is acknowledged, the Parties agree as follows:

1. Renter Information
This Event Space Rental Agreement (this “Agreement”) is made by and between The
Wimberley Players (“Owner”) and ___________________ (“Renter”) as of this
_______________, 20_____. Owner and Renter may be referred to individually as “Party” and
collectively as “Parties.”
Name/Organization: __________________________________________
Contact Person: __________________________________________
Phone: ___________________
Email: _________________________________
Mailing Address: _____________________________________________________

2. Rental Period and Access
The term of this rental will be from _________, 2026 (the “Event Start Date”) to __________,
2026 (the “Event End Date”). Renter will have access to the Facility from ____: AM/PM on
the Event Start Date for setting up and must vacate the Facility by ____: AM/PM on the
Event End Date, unless otherwise agreed to by Owner.
Note: Setup and teardown must be included within the rental start and end times and
stated in advance and in writing on this form.

3. Purpose of Rental/Event
Event Details. Renter agrees to rent, occupy and use the Facility for the following type of
event (the “Event”):
____________________________________________________________________________________
 

4. Facility Use
• Rental of the facility includes use of the full lobby, the parking lot, restrooms, the
main performance space and backstage area.
• All areas must be returned to their original condition post-event.
• Cleaning fee is required. A refundable deposit for cleaning and damages beyond
normal usage is required. Assessment made by management upon completion of
the event.
• Theater sound system is not available as part of the rental. Other options for sound
are listed below.

5. Rental Fees
Required Fees
Fee Description Amount Applicable
☑️ Facility & Utilities (Flat Fee) $225.00 Required
☑️ Cleaning Fee (Flat Fee) $ 75.00 Required
☑️ Cleaning Deposit (Refundable) $125.00 Required
Optional Staff/Service Fees
Optional Service Amount Select
☐ Tech Support $300.00 Optional
☐ Bar with Staff (2 staff) $200.00 Optional
☐ Additional Staff Support $100.00/person Quantity: ___

Optional Equipment Rentals
☐ Movie Screen/Projector $50.00 Optional
☐ Portable Sound System $25.00 Optional Audio playback movies
☐ Communication System $25.00 Optional

Headsets for comms with
backstage

☐ Lighting System $50.00 Optional
☐ BluRay Player $10.00 Optional
☐ Microphone and Portable
Speaker

$10.00 Optional
☐ Tables $2.50ea Quantity:___

​

6. Payment Terms
• All rental fees are due at least 14 days prior to the event.
• The $125 cleaning deposit is refundable upon the Owner’s satisfactory inspection
after the event.
• Checks should be made payable to The Wimberley Players and sent to The
Wimberley Players, 450 Old Kyle Road, Wimberley, Texas 78767. A fee of $100.00
will be charged to Renter for dishonored checks.
• Acceptable payment methods are:
 cash
 credit card
 personal check
 cashier’s check
 money order
 electronic transfer

7. Terms & Conditions
• Facility Use: Renter agrees to use the facility lawfully and respectfully. Smoking is
not allowed inside the Facility.

• Bar Operations: Only Wimberley Players staff may operate the bar. All bar
proceeds go to The Wimberley Players.
• Damage: Renter is liable for any damage to the facility, furnishings, or equipment
during the rental.
• Cleaning: If cleaning requirements are not met, the cleaning deposit will be
withheld in full or in part.
• Cancellation: Cancellations less than 7 days before the event may result in loss of
fees.
• Facility Rules and Restrictions. Renter agrees to abide by the following restrictions
imposed by Owner:
o Smoking is not permitted inside the Facility
o Noise levels must comply with local sound ordinances, typically from 10:00
PM to 8:00 AM
o Garbage and recycling must be placed in designated receptacles
o Use of open flames (e.g., candles, pyrotechnics, lanterns) is subject to
Owner’s prior written approval
o Decorations must not cause damage or be affixed with nails, screws,
staples, or adhesives that leave residue or other damage.
o Alcohol consumption must comply with local regulations and, if provided,
must be provided by The Wimberley Players staff.
o Food must be provided by approved caterers or as agreed, in writing, in
advance with the Owner
o All equipment from outside vendors must be removed immediately following
the end of the Event.
o Capacity limits as specified in the fire code or Facility policy must not be
exceeded. See Section 8.
o At all times while at the Facility, Renter agrees to abide by the Rules and
Regulations of The Wimberley Players and any other restrictions imposed by
Owner (the “Rules”), attached to this Agreement as Exhibit A. Renter will
ensure that all persons associated with the Event, including vendors and
guests, abide by the Rules while at the Facility.

​

8. Maximum Occupancy.
The maximum number of persons allowed within the Facility at any given time is limited to
100 people, as determined by local fire, safety and building codes. Adherence to this

capacity limit is mandatory throughout the duration of the Event, including setup and
breakdown periods.

9. Equipment and Furnishings. The following items will be provided at the Facility:
____________________________________________________________________________________

Furnishings and equipment are subject to change without notice. All items provided,
including but not limited to chairs, tables, lighting equipment, and decor, must not be
removed from the Facility. Any loss of or damage to the Facility's furnishings or equipment
exceeding normal wear and tear will be charged to the Renter. The Facility will be
inspected by the Owner after the Renter's departure. All contents of the Facility remain the
property of the Owner. If any item is damaged or malfunctions, Renter must notify the
Owner immediately. Renter is not permitted to alter or rewire any electronic equipment
provided at the Facility.

10. Force Majeure
If there is a storm or severe weather and a mandatory evacuation order is issued by state or
local authorities, Renter shall be entitled to a prorated refund for each night Renter is
unable to occupy the Facility. Owner will not be liable, or deemed in default, under this
Agreement for any failure to perform or delay in performing any of its obligations due to or
arising out of any act not within its control, including, without limitation, acts of God.
Refunds will be given if there is a storm or severe weather (i.e., hurricane, earthquake,
forest fire), if a mandatory evacuation order has been given. Owner will not be liable, or
deemed in default, under this Agreement for any failure to perform or delay in performing
any of its obligations due to or arising out of any act not within its control, including,
without limitation, acts of God.

11. Limitation on Liability
Owner is not responsible for any accidents, injuries, or illness that occur at the Facility.
Owner is not responsible for loss of personal belongings or valuables at the Facility. Renter
agrees to assume the risk of any harm arising from use of the Facility. UNDER NO
CIRCUMSTANCES, AND UNDER NO LEGAL THEORY, INCLUDING TORT, CONTRACT,
STRICT LIABILITY, OR OTHERWISE, SHALL OWNER BE LIABLE TO RENTER OR ANY OTHER
PERSON FOR ANY DAMAGES OF ANY NATURE WHATSOEVER, INCLUDING ARISING OUT
OF OR RELATING TO THIS AGREEMENT OR RENTER’S RENTAL OF THE FACILITY OR USE OF
THE FACILITY. IN NO EVENT WILL OWNER BE LIABLE FOR ANY DAMAGES IN

CONNECTION WITH THIS AGREEMENT, EVEN IF RENTER SHALL HAVE BEEN INFORMED
OF THE POSSIBILITY OF SUCH DAMAGE.

12. Indemnification
Renter acknowledges that the use of the Facility is entirely at their own risk. Renter will
indemnify, defend and hold Owner harmless of and from any and all expenses, costs,
damages, suits, actions, or liabilities whatsoever arising from or related to any and all loss
of, or damage to, personal property, including injury or death, resulting from the use or
occupancy of the Facility.

13. Violation of Agreement
If Renter violates any of the terms of this Agreement, including but not limited to maximum
occupancy, guests and Facility Rules and Restrictions, Owner may remove Renter from the
Facility and Renter will forfeit all fees paid, including but not limited to rent and security
deposit paid.

14. Governing Law.
This Agreement and all transactions contemplated by this Agreement will be governed by,
and constructed and enforced in accordance with the laws of the State of Texas (not
including its conflicts-of-laws provisions). Any dispute arising from this Agreement shall be
resolved through mediation, then binding arbitration conducted in accordance with the
rules of the American Arbitration Association, all such proceedings to be conducted in
Hays County, Texas

15. Amendments
This Agreement may be amended or modified only by a written agreement signed by both
Owner and Renter.

16. No Waiver
Neither Owner nor Renter shall be deemed to have waived any provision of this Agreement
or the exercise of any rights held under this Agreement unless such waiver is made
expressly and in writing.

17. Severability
If any provision of this Agreement is held to be invalid or unenforceable in whole or in
part, the remaining provisions shall not be affected and shall continue to be valid and
enforceable as though the invalid or unenforceable parts had not been included in this
Agreement.

​

18. Notices
Any notice or communication under this Agreement must be in writing and sent via one of
the following options:
• personally delivered
• sent by overnight courier service
• certified or registered mail (postage prepaid, return receipt requested)
• electronic email transmission or text message

19. Successors and Assigns
This Agreement will inure to the benefit of and be binding upon Owner, its successors and
assigns, and upon Renter and its permitted successors and assigns.

20. Entire Agreement
This Agreement represents the entire understanding and agreement between the Parties
with respect to the subject matter of this Agreement and supersedes all other negotiations,
understandings, and representations (if any) made by and between the Parties.