A Simple Guide to Your

WithinSodo Event Agreement

Walking through the agreement in the same order you’ll see it

This guide follows the structure of your contract so it’s easy to reference as you read. It’s meant to explain the why behind each section, not replace the contract itself.

Event Details and Venue Access

At the top of your contract, you’ll see your event date, venue access time, and estimated attendance.

You’re booking venue access, which includes setup, your event, and teardown. Most clients don’t know their final guest-facing timeline yet, and that’s okay. Guest timelines can be adjusted in writing as plans come together.

1. Event Services

Availability

WithinSodo is available seven days a week unless already booked. This section simply confirms that your date is held.

Event Period

Your contract includes a 10-hour event period. This covers everything from load-in through breakdown.

If the event runs longer than planned, overtime may apply. Our onsite manager tracks timing in real time and will communicate if you’re approaching that window.

Amenities

This section outlines the spaces included in your rental and confirms that amenities within each rented space are included.

2. Payment

Rental Fees and Deposits

To secure your date:

  • 50 percent of the rental fee and a refundable damage deposit are due at signing

  • The remaining rental balance is due two weeks prior to your event date

Additional Charges

Some costs are finalized after the event, once we know exactly how the day unfolded. These may include overtime, bar services, staffing, or repairs beyond normal wear. All charges are documented and itemized.

Cancellations

If an event is canceled within 60 days of the scheduled event date, payments become nonrefundable. This reflects planning, staffing, and preparation already committed to your date.

3. Damage Deposit, Cleaning, and Fees

Your damage deposit protects against damage or excessive cleaning.

Normal celebration mess is expected. Things like glitter, wax spills, excessive floral debris, or damage beyond normal use may impact the deposit. We ask that the space is returned broom-ready at the end of the night.

4. Third Parties

Catering and Vendors

All caterers and vendors must be licensed and insured. Insurance certificates are required in advance to protect everyone involved.

Outside Rentals

Rentals must arrive and depart during your contracted access time. We aren’t able to store items before or after your event, and our team does not move third-party rentals.

Music and Sound

Music volume and timing must stay within venue guidelines. This helps us respect neighbors and stay compliant with city regulations.

5. Alcohol and Other Policies

Alcohol Service

If alcohol is present at your event, bar service is provided exclusively through WithinSodo. This ensures everything is legal, insured, and professionally managed.

Alcohol service ends no later than one hour before your event period ends or at the legally required cutoff time, whichever comes first.

Outside Alcohol

Guests may not bring their own alcohol. Any exceptions, such as wine with a corkage fee or sponsored beverages for charitable events, must be approved in writing in advance.

Security

Depending on your event size, timing, or format, licensed security may be required. If so, we coordinate this and bill accordingly.

6. Insurance

Clients and vendors are required to carry appropriate insurance coverage. This protects you, your guests, and the venue.

7. Responsibilities

Client Responsibilities

This section outlines expectations around guest conduct, cleanup, and coordination with vendors.

Wedding Coordination

For weddings, a licensed Day-Of Coordinator is required. Your coordinator manages the timeline and vendors. Our onsite manager supports the venue itself, things like access, safety, and logistics.

Enforcement and Event Safety

Our team is here to support you. If something doesn’t align with the agreement, we’ll always try to resolve it first. In rare cases where policies are repeatedly ignored, we reserve the right to end the event to protect guests, staff, and the venue.

Alcohol Service Addendum

If alcohol is part of your event, you’ll also sign a bar addendum.

About 60 days before your event, we’ll schedule a bar consultation to:

  • Review guest count and timing

  • Select service style and menu

  • Confirm staffing

  • Apply your bar deposit toward the final balance

Final bar charges are settled at the end of the event based on actual service.

The Big Picture

This contract is designed to:

  • Secure your date and venue access

  • Set clear expectations

  • Leave room for your plans to evolve

If you have questions at any point, ask. We’re here to walk through details, offer guidance, and help you shape an event that feels like you.

You’re in good hands.