Rules and Conditions for Venue Rental

Please read the material below to make sure all parties understand the requirements of providing for everyone’s safety and keeping Sonder Exchange a well maintained and safe location for future use.

Terms of Use
1. An individual, group, organization, or corporation may apply to rent Sonder Exchange providing that the use of the facility and grounds is lawful and does not interfere with Sonder Exchange’s mission. All plans for use must be submitted for approval to Sonder Exchange’s Events Department prior to finalizing a contract. Sonder Exchange will not rent the facility for use by any organization that practices or advocates discrimination based on national origin, race, religion, sex, sexual orientation, gender (including identity and expression), disability, age, or any other basis prohibited by the law. Events that, in the opinion of Sonder Exchange’s Events Department, may present an unacceptable risk to the public or the facility or may be an inappropriate use of the facility, will not be permitted.
Conditions
1. Sonder Exchange hereby permits the named individual, group, organization, or corporation, referred to as the Renter(s), to use specified area(s), equipment, and services of its facility — Sonder Exchange at 6534 South Ashland Avenue, Chicago, IL 60636 — for the sole purpose outlined in the rental contract. The Renter’s right to use the premises may not be assigned to any other individual, group, organization, or corporation. The Renter(s) understands that exhibits, displays, signage, color schemes, etc. within any area of Sonder Exchange may be changed without notice to the Renter(s).
Reservations
1. Sonder Exchange requires a signed rental contract prior to an event. An event is considered confirmed when Sonder Exchange’s Events Department has received all of the following:
2. 1. Signed rental contract and rental facility rules and conditions
  2. Security deposit
  3. Room rental deposit and payment of additional fees (see rental rate sheet for outline of additional fees)
3. Sonder Exchange reserves the right to cancel an event if the signed rental contract, deposit, and/or initial rental fees are not received within fifteen (15) days from the event date or as stated in the rental contract.
4. Evening events must end by 11:00 p.m. unless the Renter(s) contracts for one additional hour or prior approval is granted in writing by Sonder Exchange.
5. All music and noise must be lowered to a reasonable level by 10:00 p.m. to comply with city ordinance. Before 5 p.m. Monday through Friday and before noon Saturday and Sunday, sound must be kept at a reasonable level as to not disturb neighboring establishments or residents.
Use of Name, Logo, Photos and Videos
1. All printed materials, promotions, advertisements, and media engagement related to the rental event must identify the venue as "Sonder Exchange" and include the official address: 6534 South Ashland Avenue, Chicago, IL 60636.
2. The Sonder Exchange name may not be used in the title of the Renter’s event or in any way that suggests Sonder Exchange is a sponsor or organizer of the event, unless expressly approved in advance and in writing by Sonder Exchange’s Marketing & Communication Department. For example, event names such as "<Blank> at Sonder Exchange" are prohibited without prior written approval.
3. The use of Sonder Exchange’s logo is strictly prohibited unless approved in advance by Sonder Exchange’s Marketing & Communication Department and reviewed for compliance.
4. Photography and Video:
5. 1. Personal use: Photographs and video recordings of the venue's interior and exterior are permitted for personal use.
  2. Commercial & Fundraising use: Any photographs or video recordings intended for commercial or fundraising purposes require prior written approval from Sonder Exchange’s Marketing & Communication Department.
  3. Sonder Exchange’s Rights: Sonder Exchange reserves the right to photograph and record video of rental events for documentation and promotional purposes.
Alcohol
1. The Renter(s) will be charged a one-time Food & Beverage fee to serve alcoholic beverages at the event.
2. If liquor is to be served at the event, the Renter(s) is required to obtain Liquor Liability coverage as outlined in Section 6a of the rental contract.
3. Alcoholic beverages cannot be sold to any guests, agents, or invitees of the Renter(s) unless sold by a licensed caterer who holds a valid Caterer License and general liability insurance with liquor coverage.
4. In accordance with Illinois law, no individual under the age of twenty-one (21) may be served an alcoholic beverage. While Sonder Exchange and its approved caterers reserve the right to request identification, the responsibility for ensuring compliance with legal age requirements lies solely with the Renter(s). The Renter(s) shall strictly enforce legal age limits for alcohol service.
5. Any server handling alcohol must be twenty-one (21) years or age or older.
6. Sonder Exchange reserves the right to refuse service of alcohol to any individual who appears intoxicated. Both Sonder Exchange and the Renter(s) agree that the Renter(s) shall be solely responsible for the actions and omissions of their agents, guests, and invitees. Event staff, including hired security personnel, are authorized to remove any intoxicated or disorderly guests from the premises.
7. The Renter(s) may only dispense alcoholic beverages and store the in-service working inventory of alcoholic beverages in the designated bar area.
8. Alcohol may be served only at events that include food service.
9. No keg beer or self-service beverage stations are not permitted at any event.
10. Alcohol service must cease no later than 11:00 PM, or at the maximum of 5 hours from the start of service, whichever occurs first. All bar service must end at least 30 minutes prior to the scheduled conclusion of the event.
Catering
1. The Renter’s caterers must receive prior approval from Sonder Exchange and comply with all applicable rules and regulations.
2. Caterers are responsible for removing all trash, including composting and recyclables, from the premises, as Sonder Exchange does not provide adequate disposal facilities. All trash, recyclables, and compostables must be properly sorted, bagged, and removed by the caterer. Failure to comply with this cleaning and removal requirement will result in additional cleaning fees being charged to the Renter(s). These fees will be billed to the Renter’s credit card on file. SonderExchange encourages those renting space to consider green, sustainable, fair trade, ecologically sound cleaning and zero waste solutions.
3. Please note that Sonder Exchange provides pots, pans, and cooking utensils. All provided cookware and utensils must be washed and cleaned prior to the conclusion of the event.
Capacity
1. 1. Creative Suite: 12 seated guests
  2. Sonder Hall: 85 seated guests. 110 total guests (seated and standing)
  3. Sonder Suite: 97 seated guests. 120 (seated and standing)
  4. Outdoor Space: TBD for a seated event. 100 standing for an event..
Site Decoration
1. Sonder Exchange is committed to making every event a special and welcoming experience. Therefore, every effort will be made to accommodate the Renter(s)' creative requirements for decorations. Only Sonder Exchange staff are authorized to rearrange or move any furnishings, including but not limited to artwork, lamps, antiques, or seating.
2. The use of nails, screws, staples, or any other penetrating items on the walls or floors is strictly prohibited. Only low-tack tape may be used on the floors and walls.
3. Glitter or foil (non-paper) confetti is not permitted on the premises.
4. The use of any open flame is prohibited throughout the facility, including candles and other flame-based items. However, flameless candles (battery-operated) are permitted for use.
5. Any damage to the facility or its property will result in charges to the Renter(s) after the event.
Equipment & Deliveries
1. Sonder Exchange’s Events Department must be notified in advance and must approve of any Renter(s) and/or Renter(s)-vendor deliveries and/or pick-ups scheduled at Sonder Exchange.
2. Sonder Exchange does not assume liability for items the Renter(s) or Renter’s vendors deliver or store on the premises. All equipment and materials delivered to the facilities must be removed immediately following an event, unless other arrangements have been agreed to in advance by Sonder Exchange’s Events Department.
3. All personal equipment is used at the sole risk of the Renter(s); Sonder Exchange and its staff are not liable for any damages to personal or rented equipment.
Vendors & Contractors
1. Sonder Exchange’s Events Department must be notified of all vendors and contractors providing products or services for the Renter's event, including but not limited to florist, event planner, photographer, entertainer, DJ, audio-visual vendor, security, valet and other rental equipment suppliers.
2. Vendors and contractors must hold current liability insurance and provide proof of such to Sonder Exchange upon request.
3. All vendors and contractors must be aware of and adhere to these Terms of Use. If infractions occur, all or part of the Renter's damage deposit may be withheld and vendors/contractors may be restricted from operating at Sonder Exchange facility.
4. All vendors and contractors must coordinate plans and set-up details with Sonder Exchange’s Events Department at least two weeks in advance of the event.
5. Sonder Exchange is not liable for services provided by vendors or contractors.
6. Sonder Exchange’s in-house audio-visual systems and equipment may be operated only by Sonder Exchange’s-approved personnel at the expense of the Renter(s).
Services & Parking
1. A Sonder Exchange representative shall be present and on duty for the entire duration of the event. The representative is responsible for opening the facility, providing information and direction to the Renter(s) and vendors, and ensuring that the facility remains in proper operating order. However, the representative is not required to assist with event setup, decorating, staging, rehearsals, or any other event-related services.
2. Sonder Exchange does not provide, without an additional fee, decorations, props, signage, or floral arrangements. These items may be available through the Renter’s caterer or event planner.
3. Sonder Exchange shall provide cleaning and maintenance services before and after the event in public spaces, restrooms, and the reserved event space. If the premises require excessive post-event cleaning, Sonder Exchange reserves the right to assess additional cleaning fees, which shall be deducted from the security deposit or invoiced separately.
4. Street parking is available in the vicinity of Sonder Exchange and is not guaranteed. Parking may be arranged in advance in Sonder Exchange’s privately owned lot for an additional fee. Valet parking services are available exclusively through Sonder Exchange’s designated valet provider. All parking is strictly first-come, first-served, and Sonder Exchange is not responsible for the availability or security of any parked vehicles.
Set-Up & Clean-Up
1. Vendors may not have access to the event area until set-up time, unless other arrangements have been approved in advance by Sonder Exchange’s Events Department.
2. Tear-down must take place immediately following the “Event end time” (as listed in Section 2 of the rental contract) and all items removed from the building immediately, unless other arrangements have been approved in advance by Sonder Exchange’s Events Department.
3. All property belonging to the Renter(s), Renter’s invitees, guests, agents and subcontractors, and all equipment shall be delivered, set-up and removed on the day of the event. Should the Renter(s) need earlier access for set-up purposes, this can be arranged for an additional fee. The Renter(s) is ultimately responsible for property belonging to the Renter’s invitees, guests, agents and subcontractors.
4. Rental items must be left on location.
5. All event trash must be disposed of in the designated areas at the conclusion of the event.
6. The Renter(s), guests, invitees, agents and contractors must be off Sonder Exchange premises by the “Event end time” (except clean-up crew and staff).
Security
1. A licensed security guard shall be present at all events where alcohol is served and for any events occurring after 5:00 PM. This requirement is mandatory and non-negotiable. The cost of security services is included in the venue rental fee unless otherwise specified in writing.
2. The facility is equipped with security cameras both inside and outside the premises. These cameras are in place for security purposes and to serve as a record of any offenses or incidents that may occur during the event. By entering the premises, the Renter(s) and their guests, invitees, agents and contractors acknowledge and consent to being recorded for these purposes.
Table & Chairs
1. Sonder Exchange is providing tables, chairs and black table & chair covers as part of our rental package, unless noted otherwise.
Smoking
1. Sonder Exchange is a smoke-free facility. Smoking is permitted only in the designated smoking area located at the rear of the building. Smoking is strictly prohibited inside the building, including in restrooms.
2. The use of open flames, including but not limited to candles, is strictly prohibited. Frying and any form of cooking that produces excessive smoke are not permitted on-site, as the facility is not equipped with proper ventilation.
3. All smoking materials must be properly disposed of in designated receptacles. Discarding smoking materials in planters, sidewalks, or on the grounds will result in an additional cleanup fee, which will be deducted from the security deposit or invoiced separately.
4. Any guest found violating these smoking restrictions will be required to leave the premises immediately at the sole discretion of Sonder Exchange event staff.
Lost & Found
1. Sonder Exchange shall not be liable for any personal belongings, valuables, or possessions left on the premises during or after the event. The Renter(s) assume all responsibility for ensuring the security of their personal property and that of their guests, invitees, agents, and contractors.
2. Sonder Exchange maintains a lost and found and will hold recovered items for a maximum of thirty (30) days. While reasonable efforts will be made to return recovered items to their rightful owner, Sonder Exchange makes no guarantees regarding the recovery, condition, or return of any lost items. Any unclaimed items may be disposed of at Sonder Exchange’s sole discretion after the thirty (30) day period.
City, County, State and Federals Laws
1. Renter agrees to comply with all applicable city, county, State, and Federal laws and shall conduct no illegal act on the premises. This is a drug free and non-smoking facility at all times, NO EXCEPTIONS. Sonder Exchange reserves the right, in its exclusive discretion, to expel anyone who in its judgment is intoxicated or under the influence of alcohol or drugs, or who shall in any manner do or participate in any act jeopardizing the rights, use permit, or insurability of Sonder Exchange or the safety of its staff, guests, or building contents.
Conduct
1. The use of illegal drugs is strictly prohibited on the premises and within a twenty-five (25) foot radius of the building. Smoking of any kind is prohibited except in the designated smoking area located in the rear outdoor space. Loitering or congregating outside on the sidewalk at any time during the event is also prohibited. Any disparaging remarks, threats, or acts of physical violence will result in immediate expulsion from the premises.
2. The Renter(s), including their guests, invitees, agents, and contractors, shall conduct themselves in a respectful and considerate manner at all times. Sonder Exchange staff shall have sole discretion in determining whether conduct is disorderly. Any such determination shall be grounds for immediate expulsion from the premises and termination of the rental period without refund. Failure to comply with an expulsion order may result in the involvement of law enforcement authorities.
Contact Person
1. The Renter(s) shall designate a single individual as the Contact Person. The designated Contact Person must not be actively engaged in the event's activities to an extent that would hinder their ability to effectively communicate with the Venue’s on-site coordinator regarding any issues, concerns, or questions that may arise.