Thank you for considering mindwarehouse to hold your event! We look forward to welcoming you to our space in Downtown Miami.
We encourage event hosts to make an appointment to tour our space prior to making any monetary commitments.
In order to secure your event date, you are required to pay the full balance of the reservation fee to hold the space. This fee is refundable if the reservation is cancelled 14 days or more in advance of the reservation start time in writing,
7 days prior to your event, all the final details of your event will be due. These items include: updated number of guests expected, Tenant-User Liability Insurance Certificate or signed Waiver, Private Security Agreements.
Sales tax is 7% in Miami Dade County. A copy of a Florida sales tax exemption certificate should be emailed to firstname.lastname@example.org if an Event Host would like to request a sales tax exemption.
You may move easily movable furniture such as chairs. Please just be sure to move them back where you found them at the start of the reservation
RIGHT OF REFUSAL
The Facility reserves the right to grant or refuse use of the facility when deemed necessary or appropriate.
The event time requested should include setup and cleanup time. Groups needing additional time after final payment is made will be charged the overtime rate for additional time requested. Access to the space is granted the floor 15 minutes before the reserved event time and ends 15 minutes after the reserved time ends. At the conclusion of the reserved time, if the hosts and/or guests have not left within the 15 minutes of grace time, overtime will be charged in increments of 1 hour until everyone has vacated the space.
We request that Event Hosts do not publicly advertise mindwarehouse as the location of their event or send out event invitations until their Reservation Agreement has been signed and their Reservation Fee has been paid.
The overtime rate is charged at the same rental rate as agreed for hosts that exceed their 15 minute grace period in increments of 1 hour. Premium overtime rates will be applied to holidays, events needing access to the Building before 8:00am or after 8:00pm.
Rehearsals may be scheduled at a rate of $150 for a two-hour block of time. The rehearsal rate is for use of the space as-is, it will not include your event specific set-up, nor will it include any equipment. Any rehearsals will need to be scheduled in advance and will be based on space availability.
Event hosts are allowed to request changes to the event details from the time the reservation is made through 14 days prior to the reservation start time. All changes made to the reservation must be indicated in writing. If an event is canceled by the event host less than 14 days in advance or by mindwarehouse due to nonpayment, the event date(s) will be released and the reservation fee is kept by the facility.
Events occurring outside normal business hours and/or serving alcohol will be required to retain private security. In most cases, Evening events serving alcohol will require security. If this service is deemed necessary, it is the responsibility of the guest to arrange, contract, and pay for the security service. A copy of an Event Agreement with a Bonded Security Company will be required which specifies the hours of service match those of the event times contracted as well as the responsibilities of the assigned Security Officer(s). This information will be required 48 hours prior to the event reservation start time. Events may be cancelled or delayed until this information is provided. The reservation fee will be forfeited if the security service is not contracted or an agreement is not presented.
TENANT-USER LIABILITY INSURANCE
General liability Insurance is available with private insurers at an additional cost for groups who do not have their own insurance. Different options are available online listed under “event insurance” or “TULIP” insurance. The insurance should be a General Liability policy with limits of $1M/$2M. Hosts may also sign a Liability Waiver if a liability policy will not be obtained. A liability waiver will be available onsite which can be signed upon arrival.
INSTRUCTIONS FOR event hosts PROVIDING THEIR OWN INSURANCE
For any organization providing their own insurance, the following entities must be listed under additional insured on the insurance certificates. The insurance should be a General Liability policy with limits of $1M/$2M.
mindwarehouse LLC, SHD 111 NE 1ST STREET LLC, & Federal Condominium Association, Inc.
111 NE 1st Street
Miami, FL 33132
Event hosts may bring 2 branded signs for their event on 8.5 x 11 inch paper. The signs will be displayed on the building entry door and at the lobby level elevator bank to remind guests of the event location. Any additional signage requirements may be discussed.
mindwarehouse is smoke & tobacco free. Smoking and the use of tobacco products is prohibited on property.
No fog, smoke, or haze machines of any kind may be used.
We count on the event host to keep to the capacity listed in the agreement. If attendance for the event is greater than the capacity listed, the event host must reduce the number of guests in attendance. If the event host is unable to reduce the number, the event may be ended and reservation fees forfeited.
ACCESS TO FACILITIES
The space also has limited elevator access so meetings or productions are not interrupted. Hosts are given an access card during their stay so they can help their guests come to the floor from the building lobby. Before 8:30am and after 6pm on weekdays and all day on the weekends, the building front door is locked and the access card will be needed to enter the building. Guests can always leave the building without the card. We suggest groups have someone available in the lobby about 15 minutes before the anticipated guest arrival time until a few minutes after the event start time to help guests access the building and/or the floor.
mindwarehouse staff will have access to all areas during a client’s reservation. Staff may enter the client’s area during a reservation. Please note mindwarehouse staff is not available for activities such as moving furniture, cleaning the area during the event, or bagging trash.
Please note for any items that need to be dropped off or picked up outside event hours reserved such as rented furniture, event materials or supplies, an extra charge will be applied. Door and elevators will be unlocked for floor access. One event host should be on the premises to make sure that the appropriate parties are dropping off or picking up the correct items. mindwarehouse will not be responsible for items or monitoring item pick up.
We have 2 overhead projectors which may be utilized for an additional charge. We recommend a HDMI hardwire connection from the projection device which must be provided by the event host. We provide the HDMI cord. Please note we do not provide any technical support, so please be sure you have someone who is a bit tech savvy if needed.
mindwarehouse does not assume responsibility for any personal belongings or property and equipment left when using the facilities. ANY personal belongings, equipment, etc. left prior to or following an event are left at the owner's own risk. We will not be held responsible if any items are missing before or after an event
mindwarehouse ALCOHOL POLICIES
If you chose to serve any alcoholic beverages, you must indicate this on your reservation forms, liability insurance forms, and any other pertinent paperwork. Your guests must consume alcoholic drinks inside the space you. Alcohol MAY NOT be sold to guests.
Please note you may also use a caterer of your choice. However, when using a professional caterer you must request that they provide a copy of their insurance to us with the following listed verbatim under “additional insureds” on any insurance certificate they provide: mindwarehouse LLC, SHD 111 NE 1ST STREET LLC, & Federal Condominium Association, Inc. Food delivery services are exempt from this requirement.
Address for the certificates appears above in the section INSTRUCTIONS FOR event hosts PROVIDING THEIR OWN INSURANCE. Caterers are required to provide a certificate of insurance to be turned in to us by your final due date. The insurance should have a minimum coverage of $1,000,000 U.S. dollars. Caterers who are providing alcohol to guests must also submit their valid State of Florida Liquor License prior to the event. Caterers must also remove their trash offsite.
No candles or open flame (including warming devices used for catering purposes) will be permitted at any time. Additionally no fryers or deep fry equipment may be used on premises.
mindwarehouse is conveniently located near Metrorail (Government Center), Metromover (First Street), and the Coral Way trolley routes. Numerous bus routes also stop right in front of the building. On street parking may be available (payment can be made via PayByPhone App or machine). A couple of parking options are offered in the area by Miami Parking Authority. College Station Garage is a close option. Please check for current rates on www.miamiparking.com
We would appreciated if clients to move back any furniture moved, clean up, and bag any trash before leaving. If hosts/guests do not leave the space similar to how they found it or break any of our rules, a $125 fee will be charged. Any damage to the space or furniture will be billed at the repair or replacement cost.