The Ranch Downtown Event Rental Agreement

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Client Name
Mailing Address

Event Details:

Do you wish to have beer and wine served?

Rental Upgrades:

Please select any rental upgrades you would like to add:
The average price of beer at The Ranch is $4 each. We offer a pre-purchase option to purchase beer or soft drinks at $3.50 each. You then hand out drink tokens to your guests rather than having to run a tab.
We offer the option to pre-purchase wine, so that your guests can enjoy an open bar during the event. The pre-purchase price for a bottle of wine is $30 (savings of $2 per bottle). *Flavor combinations may be selected 1 week prior to the event
Cowhide Rental: $50 each
Rent Photo Booth
Photo Booth rental: $750 We can provide a Photo Booth for your event with 1 attendant. This also includes a custom graphic design photo border for your event
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Pricing Options

Regular Season: $500 for 4 hours, Additional hours: $50 per hour
Major Holidays: $700 for 4 hours, Additional hours: $100 per hour

Major Holidays: New Year’s Eve, Memorial Day, 4th of July, Labor Day. We are closed on Thanksgiving Day, Christmas Eve and Christmas Day.

Payments: The Client(s) agree to pay a 50% non-refundable down payment of the full event price plus a $50 security deposit to reserve the event date. 

The Client(s) also agree to pay the non-refundable remaining balance of the event rental, 60 days prior to the event date. The security deposit is returned after two weeks if there is no damage, all trash is removed from the facility, all decorations are removed from the facility, no excessive cleaning or loss to the premises, and if all venue rules have been followed. The client(s) are financially responsible for damages that exceed the security deposit amount. 

Parking: The Ranch Downtown has private parking for 7 vehicles. Parking is available on the city streets alongside Polk Street and Milam Street. There is a city parking lot with approximately 30 parking spaces available 1 block away at Guffey Park. There is a privately owned parking lot directly across Polk Street, Beni’s Italian Restaurant, of which we do not have permission to use. Those who park there may be towed. 

Refunds/Cancellations/Rescheduling: No refunds are given for using less than the total purchased hours on the event date. All events that are rescheduled or booked with the purchase of a credit will require a new contract and may be subject to a price increase.

Refund Timeline:

  • 0 to 30 days prior to event date:
    • If rescheduling: $50 security deposit will transfer to the new date. Any venue payment already made will transfer to the new date, minus a $100 rescheduling fee.
    • If canceling: Refund $50 security deposit, minus a $100 administrative fee. Venue payment minus the $100 fee will remain on file as a credit that can be used towards a future event, sold to a 3rd party or refunded if date is rebooked.
  • 31 to 60 days prior to event date:
    • If rescheduling: $50 security deposit will transfer to the new date. Any venue payment already made will transfer to the new date, minus a $50 rescheduling fee
    • If canceling: Refund $50 security deposit, minus a $50 administrative fee. Venue payment minus the $50 fee will remain on file as a credit that can be used towards a future event, sold to a 3rd party or refunded if date is rebooked.
  • 61 or more days prior to event date:
    • If rescheduling: $50 security deposit will transfer to the new date. Any venue payment already made will transfer to the new date, minus a $25 rescheduling fee.
    • If canceling: Refund $50 security deposit, minus a $25 administrative fee. Venue payment minus the $25 fee will remain on file as a credit that can be used towards a future event, sold to a 3rd party or refunded if date is rebooked.

Duration of Event: Events are purchased in 4 hour time blocks. This includes your setup and clean up time. The client(s) may choose when they want to use the 4 consecutive hours and may also purchase additional hours at the rate of $100 per hour. The premises must be vacated by the departure (breakdown/cleanup and load-out must be complete) in order to avoid incurring additional charges. Events must end by 10:00 p.m. unless prior arrangements are made. 

Noise Levels: No person, DJ or band shall make, assist in making, permit or allow to continue any unreasonable noise between the hours of 10PM to 8AM. Events playing music past 10PM must keep all doors and windows shut. Sound levels shall not exceed 95-98 decibels measured at 100 feet from the source of the amplified sound. Please help to consistently minimize the noise levels by informing the event party of the noise ordinance before the Event.

Insurance: Client will obtain a certificate of liability event insurance and a certificate of liquor liability  naming “The Ranch Downtown” as additional insured in the amount of $1,000,000 is required. The certificate must also show the client(s) and event date. If client elects to forego obtaining this policy client is responsible for any damages held as a result of this event and holds The Ranch Downtown harmless from any liability. 

Food & Alcohol: The Ranch Downtown holds a TABC license for beer and wine. Our servers are all TABC certified. Beer, wine and setups (soft drinks) must be purchased from The Ranch Downtown. Client may bring in their own personal liquor but this will not be served, opened, or handled by TRD staff. Serving liquor and food at the event is the sole responsibility of the client(s). The client(s) understand that The Ranch Downtown is not responsible for any incidents related to the over-consumption of alcohol or food poisoning on the premises. The client(s) may bring in their own food or have it catered in our kitchen. The client(s), and caterer will be responsible for providing all serving utensils, paper towels, napkins, cooking supplies, chaffing dishes and/or sterno cans for warming food, condiments, dishware, cups, napkins, glassware, etc. Alcohol must be served in accordance to Texas laws by a bartender. Alcohol may not be served to minors. The only outside beverages that may be brought in are tea, water or lemonade. 

Decor: Approved decorations include floral arrangements, centerpieces, table cloths, table decorations, easels, rugs, flower walls, candles, and other approved decorations. Guests may not remove any canvas paintings from the existing decor of The Ranch Downtown. Guests may not affix any decorations to the walls. 

Private Rooms: Clients nor guests are allowed in any private rooms, closets, office areas, or retail market. If client or guests access these areas, the deposit will be forfeited. 

Supervision of Children: Children under the age of 13 must be supervised at all times. The Ranch Downtown is not responsible for unattended children and requires that the client(s) designate someone to supervise young children. 

Prohibitions: No smoking, vaping, firearms, fireworks, sparklers or illegal substances may be used or possessed on or around The Ranch Downtown. The Ranch Downtown is a non-smoking venue. Smoking will be permitted in designated outdoor areas.

Clean-Up, Lost & Abandoned Items: The client(s) are responsible for the following items at clean-up time: 

  • Place all trash into garbage cans/recycling bins during the event and carry trash bags to the city dumpster behind the venue at the conclusion of the event. 
  • Remove all items that were brought into the venue (decorations, gifts, leftover food and drinks, personal items, etc.). 
  • The kitchen and its contents need to be returned to a clean state (counters, refrigerator, preparation tables and surfaces, cutting boards, keg tubs, drink dispensers, etc. need to be wiped off and cleaned). Clean-up must be completed by the departure time and no items my be left overnight. Items left behind will be donated to charity after seven days. Please keep all valuables with you at all times. The Ranch Downtown is not responsible for any stolen items.

Damages: The Ranch Downtown is beautifully furnished. The client(s) will be responsible for any damage caused directly by client(s) to walls, flooring, tables, chairs, bar, decor, flower arrangements, building, landscaping, grounds, etc. We do not allow tape, tacks or staples on the walls, rice, birdseed, confetti or glitter. Be aware that bubbles will cause slippery floors that will be dangerous for the guests and therefore are not allowed. Dripless candles are allowed in holders with the flame at least one inch below the top of the holder. Candles are not allowed in unattended areas. To avoid wax spills when moving candles, blow them out and allow wax to set firm before moving.

Venue Improvements: The Ranch Downtown is always striving to be the best in the industry. Please understand that we are constantly making improvements to the look and feel of the venue including landscaping and grounds. Some areas might look different from the time the event was booked to the actual event date.

Venue Setup: The client(s) understand that venue setup by the staff will start prior to the event arrival time and is always a work in progress. Venue staff will make it a priority to complete the setup with ample time for the client(s) to perform any decorating or other setup duties.

Guests are welcome to decorate for their event during normal business hours of The Ranch Downtown Market, provided there is not another event in the parlor during that time. This time will be complimentary These hours include: Tuesday to Friday, 10 a.m. to 4 p.m. Saturday complimentary setup hours are 10 a.m. to noon. Renters must be completed with their decor by 4 p.m. Tuesday to Friday or noon on Saturday with no exceptions, or may purchase additional hours.

Venue Staff Meal: The client(s) understand that our venue staff will arrive prior and leave after the event scheduled times and they will be on site performing their duties. Please add them to the total guest count and provide them with a meal. 

Maximum Seating Capacity: The client(s) understand that the maximum event seating capacity is 50 guests and have reviewed the chart below for differences in seating capacities between ceremony and reception configurations.

  • Round Top Tables - 4 available, seating capacity of 4 per table.
  • Bench Seating - 4 total bench seats available, seating 1 to 2 people per bench.
  • Couch Seating Area - 2 luxury leather couches seating 6 comfortably seated.
  • Bar Stools - 10 bar stools
  • Cocktail Tables - 2 cocktail tables with seating or standing room for 2 to 4 people
  • Client may bring in up to 2 additional round tables and chairs for seating.

Liability: {1} The client(s) understand that The Ranch Downtown is not responsible for any bodily or property damage incidents on or near the event site resulting from any act by anyone to cause any harm or by omission of anyone. This applies to anyone on or near the event site whether or not under the influence of alcohol or illegal substances.  {2} The client(s) understand that The Ranch Downtown is not responsible for any incidents related to the use of a motor vehicle to or from our facility. The client(s) understand that The Ranch Downtown is not responsible for any thefts or damage to vehicles before, during, or after the event.  {3} The client(s) agree to indemnify, defend and hold harmless The Ranch Downtown and its owners, partners, employees and vendors for, from and against any liabilities, costs, penalties, expenses, third-party claims, suits, demands, actions or other proceedings arising out of and/or resulting from the event rental agreement and use of premises, including but not limited to any indirect, incidental, consequential, special, emotional or exemplary damages.   {4} The client(s) understand that The Ranch Downtown is not liable for any inconveniences that may occur over which it has no control. This includes, but is not limited to, power outages, adverse weather conditions, mandatory evacuation, local or federal government orders and mandates, disasters, pandemics, unexpected seating capacity changes, hearsay, construction, City of Wharton events, parking beyond venue capacity, internet outages, venue mechanical failure (i.e. overloaded power circuits, air conditioner, heater, television, lights, audio equipment, oven). No refunds or compensation will be given to the client(s) or vendors.

Any changes to this contract must be in writing and signed by both parties. This contract incorporates the entire understanding of the parties. The Ranch Downtown reserves the right to refuse service to any client at any time. 

In our industry, your brand is more than just a name. It’s a trusted brand built by one of the leading Brahman families. Welcome to the family.

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Contact Us

111 S. Polk Street
Wharton, TX 77488
Phone: 979-488-4164
Fax: 979-532-9977
office@theranchdowntown.com


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