Booking Form - Private Event Rental

We're so excited that you fell in love with our space! Please review the below terms and conditions and if acceptable complete the below booking form and we'll be in touch shortly!

 
 

Terms and Conditions

CAPACITY/OCCUPANCY

Strict adherence to the maximum capacities of EPIC YOGA DC facilities is enforced in compliance with fire regulations. The party is responsible for keeping the number of guests attending the event within the maximum occupancy. The space has a maximum occupancy limit per floor.

Standing capacity: 250

Seated capacity: 100

EVENT END TIME

All events must end no later than 12:30am and all decorations, food and beverage must be broken down by 2am. All persons must be vacated by 2am. Next day pickup is available only when preauthorized by an EPIC YOGA DC manager in writing; when authorized, all equipment must be stored neatly and out of the way in the center room (i.e., Recovery Room) and must be removed by 9am. Failure to remove ALL equipment may result in the forfeit of all or part of your security deposit.

PAYMENT

The security deposit is due on the date the contract is submitted. Final payment is due 45 days prior to the event. Please note that all rental fees are subject to an additional 10% sales tax and we only accept payment in the form of a bank issued cashier's check.

EVENT INSURANCE

A one-day liability event insurance policy must be obtained by the party, and is not the responsibility of EPIC YOGA DC to obtain. A copy must be presented to EPIC YOGA DC 10 days prior to the event.

ALCOHOL CONSUMPTION

Sale of Alcohol during the event is strictly prohibited. The party is not allowed to charge admission at door of the event. Any and all ticket sales must be conducted in advance of the event. The party may not maintain cash bars.

SECURITY

In the event alcohol will be served at the event, party must have security to verify guests that consume alcoholic beverages are of the legal drinking age. Party may obtain their own security or EPIC YOGA DC can provide the security at an additional rate of $100 per security guard. One (1) security guard is required per 100 guests.

MUSIC

A band or DJ may set up the in the studio with amplification; however, all music must end by 12:30am unless preauthorized in writing before the event, in which case later times may be permitted for additional fees. All DJs and live bands must set up on the Connecticut Avenue side of the studio. The 18th Street side of the studio is a residential area and it is strictly prohibited to set up on that side.

DECORATIONS

Permanent or large-scale decorations on any wall or surface of EPIC YOGA DC are prohibited. Other than the preparation and use of the space, no tape of any kind, wire, nails, screws or other fasteners may be used in decorating for the event. Preparation and use of the space will be subject to prior agreement between EPIC YOGA DC and the party. Flooring or staging may not be placed on any exterior or interior location without prior permission by EPIC YOGA DC.

RESTRICTIONS

All rental requests are subject to evaluation and may be denied on the basis on intent, event plans, property, scheduling, staffing needs, and availability. EPIC YOGA DC reserves the right to refuse any prospective rental.

The party, its guests, and other participants are not permitted entrance to rooms or spaces that are closed off for studio storage, unless accompanied by a staff member. No furniture or decorative objects belonging to EPIC YOGA DC may be moved or handled without permission of EPIC YOGA DC.

Smoking is strictly prohibited inside the studio; any violation will result in the forfeit of 100% of the security deposit.

CATERERS/VENDORS

All caterers, vendors, and other subcontractors must be approved by EPIC YOGA DC. Proof of insurance in writing must be provided. A list of these entities must be submitted in writing prior to consideration. A walk thru at least one week before the event is required. Any vendors or caterers that fail to do the walk thru one week before the event is at risk of being replaced with a vendor or caterer of EPIC YOGA DC’s choice. Caterers must provide proof of insurance 10 days prior to the event.

PARKING

EPIC YOGA DC does not provide parking. Guests may find parking on the street and/or in nearby garages at the guests’ expense. Limited parking is available for vendors' vehicles at the time of drop off or pick up. The party is encouraged to utilize valet parking companies for their guests, or to provide advance notice to their guests that taxis/car services are highly encouraged.                                   

RETAIL SPACE/JRINK

JRINK Juicery rents out the retail space inside EPIC YOGA DC, and operates until 4pm on the weekends. They will operate their normal business hours; they will only close early with approval of JRINK ownership. None of JRINK retail furniture can be used during an event. Industrial coolers cannot be removed. Any damage done to them will result in forfeit of the security deposit and damage cost.

Additional Retail Info

  • If event is happening during JRINK hours, selling / giving anything away must be pre-approved by JRINK.

  • Access to the back bar area must be approved in writing by an EPIC YOGA DC Manager.

  • No access to the following items: mini bar fridge, large commercial fridges (2), stools, and sofa.

  • JRINK countertop can be utilized but security deposit will be taken if any damage has occurred.

  • Any breakage of sofa legs caused by the moving for events [by the event staff] will be reimbursed by security deposit.

  • For any event JRINK has pre-authorized or has already been authorized prior to JRINK's sublease agreement, all items will be removed and stored away for open use of the bar area. Cabinets will also be locked.

  • JRINK store hours are 8am-8pm on weekdays (6pm on Fridays), and 10am-4pm on weekends unless otherwise noted. Hours will be respected and no set up for any event will occur in the bar area unless pre-approved by store manager and/or owner(s).

DELIVERIES/PICKUP

With prior arrangement, EPIC YOGA DC will permit minimal deliveries no earlier than the day before an event and must occur outside of scheduled class times. No deliveries may interfere with EPIC YOGA DC studio operations. Delivered items must be stored in the center room, i.e., the Recovery Room. The delivery time must be made aware to an EPIC YOGA DC Manager 48 hours prior to delivery. All items delivered prior to the above time will be subject to storage fees. Any items left overnight must be removed from the premises by 9am the next day and may result in storage fees if left past this time.

EVENT SETUP/BREAKDOWN

The party is responsible for the setup and breakdown of event. No persons are authorized to set up for events prior to 2:00pm on the day of the event for Saturday events. Event set up time for Monday through Friday and Sundays will be determined by EPIC YOGA DC staff in advance. Any decorations authorized to be setup prior to the day of your event must not interfere with EPIC YOGA DC studio operations and MUST be authorized by EPIC YOGA DC management.  

DAMAGES

The space must be left in its original state; failure to do so may result in the forfeit of your security deposit. Parties should not leave behind any trash or debris. Any and all damages incurred by your event will result in the forfeit of all or a portion of your security deposit based upon Epic’s assessment of the damages.

CANCELLATION POLICY

The party may cancel the contract by giving written notice to EPIC YOGA DC and must receive notification of receipt. If such notice is received by EPIC YOGA DC,

1.  more than six months (183 days) before the date of the contracted event, 100% of the security deposit and collected event fees will be returned;

2.  less than six months (183 days) and more than 45 days before the date of the contracted event, 50% of the security deposit and 100% of collected event fees will be returned;

3.  less than 45 days prior to the date of the contracted event, 50% of the security deposit and 75% of collected event fees will be returned.

All collected fees and security deposit are non-refundable within two (2) weeks (14 days) of the event.

Any additional fees not collected prior to or by the date of the event may be subject to a late fee charge of $50 to be deducted from the security deposit.

Booking Form

Name *
Name
Phone *
Phone
Address *
Address
Event Date *
Event Date
Event Start Time *
Event Start Time
Please note that for Saturday events, setup must not occur prior to 2 pm.
Event End Time *
Event End Time
Please note, all events must end at 12:30 am and space must be vacated no later than 2 am.
Additional Contact
Additional Contact
Phone
Phone
Will alcohol be served? *
If alcohol will be served would you like EPIC YOGA DC to provide security at an additional rate of $100 per security guard? *
Will food be served? *
Please have vendors provide proof of insurance 10 days prior to the event. No vendor may cater an EPIC YOGA DC event without proper insurance.
Will you require an EPIC YOGA DC on call manager for an additional cost of $250? *
Please confirm that you understand that any and all setup must occur outside of EPIC YOGA DC operating hours and must not interfere with class times. An EPIC YOGA DC manager must approve, in writing, setup occurring prior to event. All decorations must be removed after the event, no later than 2am or 9am if approved in writing by an EPIC YOGA DC manager. *
Please confirm that you understand that any and all setup must occur outside of EPIC YOGA DC operating hours and must not interfere with class times. An EPIC YOGA DC manager must approve, in writing, setup occurring prior to event. All decorations must be removed after the event, no later than 2am or 9am if approved in writing by an EPIC YOGA DC manager.
Please confirm by typing your first and last name.
Once reviewed and accepted by our events management team, how would you like to pay for your refundable $1,000 security deposit? *
All rental fees are subject to an additional 10% sales tax and we only accept payment in the form of a bank issued cashier's check.