Financial Arrangements

The charges for facilities and services are based on the number of participants with housing and food service. All fees and prices may be subject to change.

Damage Deposit

A $500.00 damage deposit is due accompanying a signed contractual agreement. If damages occur, an itemized list of type and repair/replacement costs will be forwarded within 15 working days following the close of the program indicating refund or additional charge, whichever is applicable. The $500.00 damage deposit does not release the client from responsibility for damage in excess of that total amount. The client has the right to inspect the facilities and receive from The Pebody Institute a written list of all damages to rooms and public and social areas prior to their use.

Please make checks payable to:

The Peabody Institute
Attn: Carol Lidard, Conference Services Manager
1 E. Mt Vernon Place
Baltimore, MD 21202

Billing

An itemized invoice, other than payment for room charges, the terms of which will be stated in a contractual agreement, will be submitted to the client within 20 working days after the last day of lodging.

If damages require repairs that cannot be repaired or estimated within 20 working days after the last day of lodging, the client will be notified of type and repair/replacement costs, and a bill will be forwarded as soon as possible.

All such charges are to be paid within 25 working days after the last day of lodging. The client agrees that if he/she fails to pay the charges or any part thereof in accordance with their contractual agreement, or if the client violates any other provisions of their contractual agreement, all remaining obligations of The Peabody Institute will cease and be terminated upon written notice mailed to the last known address of the client. In any case, all amounts owed to The Peabody Institute hereunder which are more than 20 days past due shall be subject to a service charge of 1½ % per month, constituting an annual percentage of 18%. The client shall reimburse The Peabody Institute for all collection costs, including attorney fees and other expenses incurred in obtaining collection of any and all amounts owing hereunder.

Guarantee

The Peabody Institute does not guarantee availability of facilities, food, or lodging in excess of that required for 105% of said initial estimated count for housing and food service respectively.

For Summer Conferences:

* This is a sliding scale depending on number of participants.  Contact the Peabody Conference Services Coordinator for more information.

Fines

Request to store items after the normal check-out time must be made 24 hours in advance of group arrival.   If Peabody grants the storage request, a minimum fee of $50 dollars will be charged to the client for every 12 hours of storage.

A $50.00 fee is charged for each access card not returned within 24 hours of check-out. A $75.00 lock change fee will be charged to the client for each unreturned key.

Cancellation

All reservation fees are nonrefundable.

Indemnity and Damages

The Client expressly understands and agrees that The Peabody Institute will not be responsible for damages to property of their conference participants, officers, agents, servants, and/or employees of their organization, or to other persons on the premises at The Peabody Institute campus as invitees and/or licensees of the Client arising from or incident to the use by the Client of the facilities and/or other equipment leased. The Client shall indemnify, defend, and hold harmless The Peabody Institute, its trustees, officers, employees, students and/or agents, against all claims and/or actions based upon or arising out of damage and/or injury (including death) to persons and/or property caused by or sustained in connection with the acts and/or omissions of the Client, its participants, officers, agents, servants, and/or employees of the client and/or other persons on the premises of The Peabody Institute as invitees of the Client. This obligation to defend and indemnify The Peabody Institute shall survive the termination of the Client's Contractual/License Agreement.

The Client agrees that all participants are under the direct and complete supervision and control of the Client. As such, the Client is liable for all damages resulting from participant utilization of the facilities and/or services provided by The Peabody Institute. The Client will also reimburse The Peabody Institute for all damages to facilities and/or services by the Client and/or its participants.

In addition, the terms and conditions of this Agreement do not require The Peabody Institute to relinquish its control of its facilities and/or services to the Client. The Peabody Institute retains the right to require the Client, and/or any of its participants, to leave The Peabody Institute premises if, in The Peabody Institute's sole judgment, the removal of the Client and/or any of its participants is necessary and/or desirable in order to assure the orderly, lawful, and/or safe operation of The Peabody Institute's premises.