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Terms & Conditions

Fees, Payments, Cancellations and Refunds:

  • This proposal and document constitute the full agreement in entirety.

  • This contract and benefits thereof cannot be transferred or sold to any other individual or entity at any time.

  • Renter and Payer are terms used interchangeably throughout the contract and always apply to both parties. ADD Casa Roma/ Venue as the vendor.

  • Dates are secured with a signed contract and paid non-refundable retainer on a first-come, first-served. basis. No holds are made on any dates.

  • A retainer of 30% is due upon contract signing and is non-refundable and fully earned at
    the inception of the contract. Liquidated Damages Clause - Once you sign the contract, the retainer, and scheduled payments are not refundable for any reason at any time.

  • Payment is completed in the final balance due at least 30 days prior to the complete transaction and ensures
    payment in case of problems or delays. after contract signing of the scheduled event earned
    non-refundable.

Cancellation of Contract: Liquidated Damages

Renters and Payers understand that the service provided by Casa Roma Event Center is unique and that Casa Roma Event Center makes arrangements to provide Venue availability a substantial time before the Date of the Engagement. Renter and Payer are purchasing time in the venue and are also purchasing the prevention of someone else booking your date as well as continued maintenance and fees associated with an event venue's continued preparations for your event. Renter and Payer understand that Casa Roma Event Center. engage contracted staff to prepare the site and appear on the Date of Engagement and are unable to book other events on your Date of Engagement. If the Renter or Payer cancels this contract, Casa Roma Event Center. and contracted staff will suffer damages because of its obligation to the contracted staff and potential loss of business from other potential bookings on the contracted date. These damages are difficult to measure. Therefore, if this contract is canceled at any time, Casa Roma Event Center has the right to keep the retainer and scheduled payments listed as liquidated damages to compensate Casa Roma Event Center for expenses and losses that result from the cancellation of the Contract by the Renter or Payer. Casa Roma Event Center will give no refunds of any monies paid at any point upon the due date of the thirty (30) days after contract signing payment. as liquidated damages to compensate for the:

  • Late payments are charged a 5% weekly fee of the amount due until payment is completed.

  • If payments are missed by more than thirty (30) days, without prior, approved arrangements with Casa Roma Event Center staff, the contracted date is released and made available for other Renters. Absolutely no money will be returned at any point after or before the resulting cancellation from missed payments.

  • If an event needs to be rescheduled, is at least 6 months from the booked event date, and is approved at the sole discretion of Casa Roma Event Center staff, all fees that are paid in full may be applied to one (1) other available similar date (e.g. Friday event cannot be rescheduled to an available Saturday date without paying the price difference) within four (4) months of originally chosen date on an available calendar date. Signed contracts negate the availability of the calendar date. Rescheduling fees may apply. Events booked after January 1st, 2024, are priced below. The client is allowed 1 rescheduling of the event.

Friday & Saturday - $3,000 | Sunday - $2,500 | Monday - Thursday - $1,500

  • More than 231 guests require a $600 payment due at the two-week walk-through. This fee doubles on a holiday.

  • When alcohol is served, a $350 fee to pay for security is required and due at the two-week walk-through. This fee doubles on a holiday. Alcohol service is to never go beyond 5 hours total.

  • Weddings and events booked on holidays will automatically be charged a $2,000 holiday fee in addition to the standard event fee.

  • Early arrival fee (before 12-hour rental) or late departure (after 12-hour rental) fee is $500/hour with one (1) hour minimum.

  • If renting tables and chairs that differ from or are over and above what is provided by Casa Roma Event Center a fee of up to $350 will be assessed at the sole discretion of Casa Roma Event Center, Casa Roma Event Center staff does not act in any way as a day-of coordinator or a wedding planner. Our presence during your rental time maintains the sole purpose of venue-related concerns. We STRONGLY encourage you to hire, at a minimum, a Professional Day-Of Coordinator to manage wedding day details and relieve family members of the stress of one of the largest events of your life.

  • Party Pro rentals are the only items allowed left overnight. All other rented or personal items and any decorations must be completely removed from the premises by the end of the rental period. Failure to do so may result in a $350 fee. Casa Roma Event Center is not responsible for any items left in the facility or grounds.

  • If a change in ceremony location is required after Casa Roma Event Center staff has completed the set-up of the approved layout, Casa Roma Event Center staff must be notified immediately upon the venue opening for your rental time. A $350 fee will be charged on the day of the event and payment is due immediately and before transitioning the layout.

Event Amenities

  • Fridays, Saturdays, and Sundays are one event per day.

  • 12-hour rentals are normally from 12 pm-12 am unless otherwise specified. No rental time is ever to go beyond midnight or begin before 6 am.

  • The Venue is a 4000-square-foot barn built specifically for weddings and events. Maximum capacity is 231 and must account for vendors and staff. Weddings with over 231 guests must seat 10 guests/table (72" rounds and the Renter must defer to Casa Roma Event Center staff for approved layouts for both ceremony and reception to allow for guest safety and appropriate flow of the entire day.

  • Adjustments to the final maximum guest count may need to be made by Casa Roma Event Center Events staff to accommodate client-driven floor plans, plated service, or when using tables other than those provided by Casa Roma Event Center.

  • Catering kitchen facilities. No cooking is to be performed in kitchen facilities.

  • Venue staff will not run any audio or visual needs. In-house speakers are available for receptions for a Fee.

  • Separate, private bride or guest renting the event center.

  • Parking lots on the North and East ends of the Venue.

  • Guest bathrooms with indoor access. Bathrooms provide private stalls for men and women, with sinks and vanity mirrors. 

  • TWO hundred (200) white resin garden chairs usable indoors or outdoors.

  • Twenty (20) 8-10 seat round 72" tables.

The final in-person walk-through is completed 2 weeks before your scheduled event and will include the finalization of the basic floor plan, decorations plan, final guest count, and your chosen ceremony location setup. Any changes made after the final walk-through may be subject to an additional fee as determined by Casa Roma Event Center staff.

  • If using Casa Roma Event Center tables and chairs, basic floor setup will be completed by Casa Roma Event Center staff before or during your rented 14-hour block of time.

  • We are in contract with Party Pro Rents for additional tables and chairs and linen and dishes rentals. Please provide your main contact for Party Pro when filling out your Wedding Day Details sheet.

  • You automatically receive 1 hour for rehearsal free of charge, the DAY BEFORE your wedding from 9 am- 10 am, dependent on the prior day's rental schedule. Booked events always have priority. If no event is scheduled the day before, you can use the venue for rehearsal from 4 pm-5 pm the DAY BEFORE your wedding. If you choose to do your rehearsal on the day of your wedding, it must be within the 12-hour window you have chosen. You do not receive an additional hour free of charge on your wedding day. Going over the 12 hours on your wedding day is available at $500/hour with a one (1) hour minimum. Rehearsal scheduling is confirmed at your final walk-through.

  • Rehearsal dinner rentals can be booked at any point when on Monday-Thursday. Less than 60 days out, rehearsal dinner rentals can be booked on any available day of the week.

Event Details

  • Casa Roma Event Center is open year-round for weddings and events and has simplified pricing with 12-hour blocks of time for ceremonies, receptions, or both. We do not charge extra for ceremonies.

  • Casa Roma Event Center will provide a Venue representative during your rental time as needed for assistance regarding venue needs. Casa Roma Event Center does not perform services of wedding coordination, event coordinator, or wedding planner.

  • You are STRONGLY encouraged to hire, at minimum, a professional Day-Of Wedding Coordinator. Referrals and recommendations can be made for professional coordinators and planners.

  • Casa Roma Event Center staff will not sign for, or be responsible for, any outside deliveries.

  • Absolutely no screws, nails, tape, or staples are allowed on any surface in the venue without prior approval in a two-week walk-through. All hanging fixtures and decorations must be approved in the floor plan and installed by an insured professional in that category to assure the safety of guests. If not provided in the floor plan and walk-through, Casa Roma Event Center reserves the right to refuse decorations.

  • Casa Roma Event Center does not provide additional lighting, drapery, or decorations other than those permanently in place.

  • No guarantees can be made to accommodate outdoor decorations. All requests should be included in the walk-through for approval. Outdoor décor should allow for the unpredictability and force of Oklahoma wind and weather.

  • Casa Roma Event Center Events and Staff are not responsible for any damage to any vehicles, persons, decorations, personal items, loss, theft of personal or private property, or injuries to any persons or accessories at any time.

  • Casa Roma Event Center does not allow for standard confetti, paper confetti, tissue paper confetti, balloons, silk flowers or fake flowers, sparklers, fireworks, rice, flamed sky lanterns or bird seed to be used during bridal party exit celebration. Real flower petals or APPROVED immediately biodegradable items, real flower petals, petal confetti, lavender, Ecofetti, glow sticks, Wilton attached poppable streamers and bubbles may be used, but will require clean up before the end of the event. If the Renter has other requests for an exit celebration, they must receive permission before use. Casa Roma Event Center Staff maintains the right to refuse items that did not receive prior approval.

  • No candles or open flames of any kind in any portion of the facility or grounds except those found in chafing dishes provided by your caterer or rental company.

  • No smoking allowed anywhere on the property or facilities of Casa Roma Event Center. Wooded grounds are a constant fire hazard.

  • Only pre-approved pets are allowed on Casa Roma Event Center property. This is for guest and pet safety. Separate liability release form for pets is required.

  • Moderate outdoor power is available in select locations. Reception music must be amplified indoors only.

  • The opening and closing of the garage doors are based on the absolute sole discretion of Casa Roma Event Center staff and is based on safety, weather, wind, decorations, humidity, and time of day and will only be opened and closed by Casa Roma Event Center staff. No exceptions.

  • Wi-fi available for vendors bridal party and guests.

  • Trash must be bagged, closed, and placed in a dumpster south of the Venue in the parking lot. All cups, bottles, and ice chests must be emptied away from the Venue to prevent tracking mud in the facility and attracting wildlife.

  • All trash, food, and drink remnants must be picked up, swept from the bar and kitchen, wiped off the counters in the bar and kitchen removed from the building, and placed in the dumpster.

  • An itemized list of possible fees incurred for damage and/or excessive cleaning is available upon request and is provided to the Renter if excessive cleaning requirements, damage, or any loss has occurred.

  • Casa Roma Event Center staff, contracted workers, and security may disallow, at any point, any item or action deemed inappropriate or dangerous to the facility, grounds, vendors, or guests and may request and/or demand guests’ departure from Casa Roma Event Center grounds if deemed necessary as well as full closure of event if safety without resolution has become a concern.

Security, Alcohol, and Parking

  • Casa Roma Event Center has a strict NO SHOTS policy.

  • Security is required for all events at Casa Roma Event Center. While security is hired by Casa Roma Event Center, tipping is encouraged.

  • All alcohol service must end 1 hour before guests depart, regardless of time, never going beyond 5 hours of service.

  • Renter assumes all responsibility for consumption, always conduct and behavior of all guests when on Casa Roma Event Center grounds.

  • Failure to abide by local, state, and federal laws and Casa Roma Event Center policies may result in the event being immediately terminated, by Casa Roma Event Center staff, fines being assessed, the bar being immediately closed, and forfeiture of any monies paid, and all guests being asked to leave the grounds. No cash bars are allowed for any events at Casa Roma Event Center unless you receive appropriate permission from the State of Oklahoma on a license to sell alcohol.

  • Self-service alcohol of any kind is not permitted.

  • No alcohol will be served at any time unless by a pre-approved, licensed, and insured, bartending service. Any bar-tending company must have pre-approval by Casa Roma Event Center. Failure to abide by this could risk fines as deemed necessary by Casa Roma Event Center Events staff.

  • Overnight parking is not permitted for guests. Cars must be removed by 11 am the day following the event. Any cars remaining abandoned car owners are liable and responsible for all fees should a tow occur.

Details

  • Casa Roma Event Center and Casa Roma Event Center, reserve the right to make changes regarding any pricing, procedures, and policy at any point.

  • Venue is not liable for failure to perform resulting from Acts of God or Government, Pandemic, Epidemic, War, Terrorist Activities, Government Sanction, Labor Dispute, Strike, Lockout, Power Failure, or any other unforeseen circumstances of crisis or illness.

  • The Purchaser/Renter and all agents or parties thereof guarantee that all will protect the confidential material and information outlined in your signed Contract, sub-agreements, and in all communication between all parties and the Company.

  • The Purchaser/Renter, for him/her/self or the above organization plus all members thereof, if applicable, have read and fully understand and further agree, to abide by the policies and procedures as stated in the rental policy.

  • General instructions to Renters, misrepresenting facts will jeopardize this Contract and forfeit all monies paid.

  • The Purchaser/Renter is fully aware that all monies paid may be forfeited if there are any violations of the terms of this agreement.

  • The Purchaser/Renter understands and agrees that they shall accept all risks for loss, damages, injury, liability, cost, or expense that may occur during or as a result of the use or occupancy of the facilities. The Purchaser/Renter further agrees that they will save, defend, and hold harmless, Casa Roma Event Center and VIVE INVESTMENTS, LLC and/or its members or agents from any of the aforementioned risks.

  • THIS CONTRACT constitutes the sole, complete, and binding agreement between Dr Casa Roma Event Center and the Purchaser/Renter.

  • The law of the State of Oklahoma shall govern this agreement with the venue residing in the community of Tulsa. Any controversy or claim arising out of or relating to this contract shall be settled by binding arbitration.

If you have any questions or concerns regarding our terms and conditions please call us at 407.800.4025.

Casa Roma Venue Logo Tulsa, OK

For event emergencies please contact 918.581.3009 or  918.504.2302

Mon - Fri  8am - 5pm

Tel. 407.800.4025

747 N Utica Ave, Tulsa, OK 74110

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Terms & Conditions

© 2023 Casa Roma. All Rights Reserved.

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