Legends Hall Terms of Use by City of Southlake, Texas

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The purpose of these Terms of Use is to provide guidance in developing a safe and successful event, activity or meeting at Legends Hall at The Marq Southlake which includes the Traditions Ballroom, Legacy Meeting Rooms, Studio, Stage, Club Lounge, Lounge & Parlor, catering kitchen, gallery/ lobby, outdoor Terrace and administrative offices. Outdoor amenities include Aria Amphitheater, promenade, and the surrounding parking lot. For the purposes of these Terms of Use, Legends Hall and the outdoor amenities are referred to as “Legends Hall.”

General Conditions Legends Hall office hours are Monday – Friday 9 AM – 6 PM. Legends Hall is closed on Saturday & Sunday unless booked for an event(s). Reservations and tours may be scheduled during office hours and by appointment. Please call in advance to schedule your appointment to ensure the inquired space is available to view. Legends Hall event hours are Monday–Thursday; 6AM–12AM and Friday–Sunday; 6AM–1AM. Legends Hall is closed on New Year’s Day, Easter Sunday, Thanksgiving Day, Christmas Eve and Christmas Day and not available for rentals. Legends Hall will be closed for business hours but available for rental on Martin Luther King, Jr. Day, Good Friday, Memorial Day, Independence Day, Labor Day, and the Friday after Thanksgiving at the holiday rate.

Contract Information Lessee shall be a minimum age of 21 years old. Events are booked for Legends Hall on a first come, first serve basis. Legends Hall will only confirm a date with a fully executed contract and paid deposit. The security deposit is NOT payment towards the rental fee. Legends Hall accepts payments by credit card, cash, cashier’s check, debit card, money order or check. All checks must be made payable to the City of Southlake. Lessee will receive invoices from Legends Hall staff. Client must send payment directly to Legends Hall or make payments in person. Payments can be made online at ExperienceLegendsHall.com but cannot be made over the phone. All events scheduled to take place more than 60 days from the date of booking shall pay fifty percent (50%) of the contract balance within thirty (30) days of booking the event. The remaining fifty percent (50%) of the contract shall be paid (30) days prior to the event date. Events booked less than thirty (30) days prior to the event date must be paid in full at the time of booking. Should any event have an outstanding balance on the day of the event, access will not be allowed. Legends Hall reserves the right to book more than one event in Legends Hall at a time. Consideration will be given to avoid conflicts due to noise or traffic concerns. The Lessee may elect to rent the entire

Legends Hall is owned and operated by the City of Southlake, referred to as “City.” Individuals, groups or organizations reserving space at Legends Hall are considered the “Lessee.”

facility if sharing the facility is not desired. Rental times will begin and end at the exact times agreed upon in the contract. Lessee, Vendors and guests are only allowed on property during the contracted time. Additional hours may be added to the rental time based on availability. Failure to vacate any part of the property by the contracted time will cause Lessee to incur additional overage charges. Lessee will be invoiced for any additional charges not covered by the security deposit. All events must conclude no less than one hour prior to Legends Hall posted closing time. Rentals that exceed more than one hour after contracted time will also be charged a $300 extended rental rate per additional hour on top of the hourly rate. All guests must be contained within the rental space. Legends Hall reserves the right to charge Lessee for additional rental space or deduct cost from the deposit for additional rental space if the event exceeds maximum occupancy for the room. If space is not available, guests will be asked to vacate premises. Proof of residency is required when requesting resident rates for individuals and businesses. A resident is an individual who resides or pays property taxes to the City of Southlake.

Security Deposit The security deposit will be refunded to the Lessee thirty (30) days after an event if the Lessee, including the participants and his/her vendors, has complied with all rules and regulations of Legends Hall. In the event a Lessee, vendor, or event participant fails to comply with Legends Hall Terms of Use, the security deposit may be used by Legends Hall to clean, repair, replace, or pay for any property at the venue which is damaged or destroyed. The security deposit may be held at the discretion of Legends Hall for as long as necessary to determine the extent of damages and the cost of repairs and/ or replacement of property. If the cost of cleaning, repairs and/or damage exceeds the amount of the security deposit, the Lessee will be billed the additional balance. The additional balance is due and payable within fourteen (14) days upon receipt of invoice, unless otherwise agreed to by both parties in writing. Security deposits are non-refundable if an event is canceled by the Lessee. Initials: __________

Cancellations If the Lessee chooses to cancel the event, the deposit is nonrefundable and non-transferable. All cancellations must be submitted in writing. Lessee may have one opportunity to reschedule their event and will need to submit a new deposit for the new event date. However, the full rental fee will be applied to the new event date provided it falls within one hundred eighty (180) days of the original event date. Multiple reschedules will not be granted. The new date must be selected within 7 business days of cancellation. In order to reschedule date, the client must communicate the request at least 30 days prior to their contracted date or the event falls within the cancellation policy. Legends Hall offers an option period to return contracts. Lessee shall have five (5) business days from the date the contract was received to execute the contract and return. After five (5) business days the contract is null & void. If (a) Legends Hall or any portion thereof is destroyed or damaged so as to prevent the use of the venue for the purposes and during the periods specified in the agreement, or (b) if the use of the venue by Lessee is prevented by an act of God, civil riot, flood or any other cause beyond the control of Legends Hall, then the agreement will terminate. Legends Hall shall not be liable or responsible to Lessee for any damages caused thereby and Lessee waives any claim against Legends Hall and or City for damages by reason of such termination except that any unearned portion of the fees due shall abate, or if previously paid, shall be refunded by Legends Hall to Lessee within thirty (30) days of cancellation. If Legends Hall is open, willing and able to host Lessee’s event and Lessee desires to cancel, Lessee will be responsible for their portion of the cancellation sliding scale policy and forfeit the deposit.

Legends Hall Staff Legends Hall staff will guide Lessee on the basic set-up of the room rented by the Lessee and recommend an appropriate number and placement of tables and chairs for the comfort of all guests. Legends Hall staff will also help with set up and tear down of the venue to ensure the rented space is set up by the contracted rental time. In addition, Legends Hall staff will attend to any emergency situation and contact Southlake DPS if necessary. Lessee shall be solely responsible for employing a sufficient number of qualified personnel for the event to safely and successfully occur, including but not limited to, catering staff, busers, DJ, florist, etc. Lessee agrees that all vendors be approved and authorized by Legends Hall and shall, at all times, maintain an appropriate appearance and conduct themselves in a polite and professional manner. Lessee agrees to replace any vendors failing to do so immediately upon request by Legends Hall. The City of Southlake Code of Ethics prohibits Legends Hall employees from accepting tips, gifts, gratuities or any other favors from Lessee doing business with Legends Hall. The rental of Legends Hall by a Lessee does not relinquish the right of Legends Hall staff to control the management and operation of Legends Hall and to enforce all rules, regulations, state and federal laws and ordinances. Legends Hall staff, City Department of Public Safety personnel, and designated City employees may enter the facility, including any or all rented areas, at any time and for any purpose arising out of or related to the operation of Legends Hall. 3

Common Areas The Lobby and Gallery are considered common areas and may not be leased independently for event use. The Lobby and Gallery will be open to the public during normal operating business hours. If Lessee would like to add these spaces to their event an additional charge will be incurred. All event activities must be held within the contracted space. Exhibits set in the Lobby and Gallery must be approved by Legends Hall in advance. Registration areas in the Lobby and Gallery may be considered pending other rentals/events in the facility. Registration areas in all public spaces must be approved by Legends Hall in advance. In order to provide safe and attractive access to the venue, registration areas, and other event specific displays may only be installed in public areas during times when it does not conflict with the activity of other events.

Rehearsals The Gold Ceremony Wedding package includes a one hour rehearsal complimentary. For a la carte rentals, Lessee may add a ceremonial fee which will include a complimentary one hour rehearsal. Rehearsal time and space is subject to availability. Lessee may call 30 days prior to the event to schedule the rehearsal with the Event Specialist. Rehearsals must occur during normal business hours (9:00am – 6:00pm).

Catering Legends Hall does not provide on-site catering. Legends Hall has a list of preferred caterers and allows outside caterers as well. Any food served during events must be provided from a licensed caterer or restaurant. Serving potluck or homemade items is prohibited at Legends Hall, either by Lessee, guests, representatives or sub-contractors. Lessee may select a caterer from the Preferred Caterers List. Please contact each individual caterer for menu options and pricing. Any caterer not on the preferred list must provide proof of insurance requirements and hold a current health permit from the city/county in which they operate within. Preferred Caterers listed have met all health requirements and Legends Hall standards. Please confirm directly with the selected caterer that he/she has sufficient qualifications, staffing, and equipment to serve the anticipated number of guests and in conformity with the expected quality.

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is at the sole discretion of Legends Hall and the City of Southlake Police Department. Alcoholic beverages shall only be consumed in the area(s) rented to Lessee as stated in the rental agreement. Alcohol may not be taken into or consumed in restrooms, cars, parking lots or the surrounding park. All persons must dispose of their alcoholic beverages before leaving the designated rented area(s). Lessee or caterer may remove open alcoholic containers only if transporting them in compliance with applicable law.

Cleaning & Trash Removal Caterer is responsible for busing tables or a staffing company is required. Legends Hall staff will not bus tables. Table coverings are required on all tables used for serving, drinking and/or eating. Chocolate fountains are strictly prohibited. Legends Hall china is included in the rental of the catering kitchen. China includes place settings of a water goblet, mug, plate, dessert plate, fork, dessert fork, spoon, and knife.

Alcohol Lessee may provide their caterer with alcohol to serve provided it is purchased from a state licensed liquor retailer. If alcohol is provided by the Lessee, alcohol sales or cash bars are prohibited. If alcohol is provided by a bar service provider, alcohol sales or cash bars are allowed. All alcohol served must be served by a licensed Texas Alcoholic Beverage Commission (TABC) bartender(s). The Lessee or Lessee’s bar service provider must provide Legends Hall with a copy of the TABC License no later than fourteen (14) days prior to the date of the event. All alcohol service must cease by 12:00 a.m. Portable bars and set-up are available for an additional fee. Each bar set up includes: 100 rocks glasses, 100 wine glasses, 100 champagne glasses, and 2 bottle openers. Champagne toast packages are available in quantities of 50. Per TABC regulations, alcohol may only be served to individuals twenty-one (21) years of age or older. The staff and management of Legends Hall have the right to refuse service of alcohol to any guest who appears to have symptoms of intoxication or is under the age of 21. Legends Hall reserves the right to end alcoholic beverage service during any event in which Lessee is not in compliance. If anyone attending Lessee’s event is found in possession of unauthorized alcoholic beverages and/or other illegal substances, Lessee shall forfeit their security deposit and Legends Hall may immediately end the event and require Lessee and guests to vacate the property. Lessee must comply with all federal and state laws regarding the distribution of alcoholic beverages at all times while on site. Food service MUST accompany ANY alcohol service. Alcohol only events are prohibited. An off-duty police officer(s) is required for events that serve alcoholic beverages. All off-duty police officers shall be acquired through the City of Southlake Police Department and booked by Legends Hall staff. The number of off-duty police officers required

Legends Hall provides normal custodial services including venue equipment set up and break down for each event and removal of trash during event. Lessee agrees to leave the premises in the same clean condition in which it was found, including cleaning any tables of any debris or food. Property damages, unacceptable conditions and/or fees assessed after the event, shall be deducted from the security deposit.

Decorations Please discuss special decoration requests with Event Specialist. All decorator or service vendors must wear a company shirt or visibly displayed ID badge. Flowers are to be arranged before delivery to Legends Hall. Flower arrangements shall arrive finished and ready to be placed on tables. Specific decorations such as glitter, rice, bird seed, streamer poppers, loose sequins, artificial snow, faux rose petals and confetti are prohibited for décor purposes or wedding exits. Real or live Christmas trees and straw/hay bales are prohibited. Lessee may not damage the structure of the building (i.e. hang, attach or suspend anything from any part of the building via staples, tacks, nails, tape etc. drill, or punch holes in the building). All forms of glue, duct tape and other high residue tape are strictly prohibited. All floors and carpets must be protected from any movable equipment during set up and break down. Rose petals may be used for guest table décor. White rose petals may be used for wedding exits, as well as bubbles, glow sticks/ wands, no mess streamers, and ribbon wands. Sparklers, cold spark machines, and paper lanterns are prohibited. Only firework demonstrations managed by a state licensed pyrotechnician are allowed and shall be approved in writing a minimum of fourteen (14) days prior by City Fire Marshal. Open flames are strictly prohibited, unless used for a ceremonial or religious purpose by a method pre-approved by the City Fire Marshal. All candles must be securely supported on substantial noncombustible bases with glass or metal vessels and the candle flames protected by a container that exceeds the height of the flame. Candle(s) shall not be placed where individuals stand or in a walkway or exit. The use, display or storage of compressed gases, flammable liquids, or dangerous chemicals is prohibited. Outside exhibits and/or decorations are considered on a case by case basis and will be based on other rental activities in the venue and/or type of exhibit. Any tent or other membrane structure shall be considered a “tent”. All tents require written prior authorization from Legends Initials: __________

Hall and compliance with The City of Southlake Fire Code. Up-Lighting options are available for an additional fee. Legends Hall reserves the right to prohibit or remove any item, if it is determined that the item may cause damage to the venue or create a hazard. Legends Hall is not liable for the cost of an item or decoration that was purchased for an event and is prohibited from use.

Vendor Requirements It shall be the responsibility of the Lessee to submit to Legends Hall, no later than a minimum of fourteen (14) days prior to the event, a written list of the vendors and contact information the Lessee intends to use. The caterers must provide a current health permit and Certificate of Insurance. All DJs, bands and entertainers should contact Legends Hall regarding staging needs, audio visual requirements and entry procedures. Legends Hall cannot guarantee compatibility of their equipment or adequate power supply; it is recommended that Lessee’s entertainment/AV provider contact Legends Hall prior to booking. DJs, bands and other entertainers are required to restrict sound to 55 dBA during nighttime and on Sundays and 60 dBA during daytime in accordance with City Ordinance No. 778. Legends Hall has the sole discretion to determine what is considered excessive during events. If Lessee’s entertainment vendor does not stay in compliance, Legends Hall staff may decide to terminate the event and guests will be required to immediately vacate the venue. Music is prohibited in the parking lot or any part of the grounds other than Aria, the promenade and terrace unless previously approved in writing. All music fees and licenses are the responsibility of the Lessee. All audio visual equipment and vendor must have a final run through no later than one day prior to the Lessee’s event. Failure to do so removes any responsibility from Legends Hall if technology fails to work.

Care of the Venue For your safety, exit doors may not be obstructed, locked, or blocked, except by an approved device that is permanently installed on the doors by the City. Items may not be placed within fifteen feet (15’) of a means of ingress or egress doorway. Exit signs may not be obstructed from view. The Lessee, service vendors and exhibitors must comply with all federal, state and municipal fire codes that apply to a place of public assembly, as well as Occupational Safety and Health Association (OSHA) regulations. Fire and emergency equipment may not be blocked or obstructed under any circumstance. All fire hose connections, extinguisher cabinets, fire alarm pull stations and any audible/visual devices must be visible at all times. Chains or locks may not be placed on any facility door. Furnishings within Legends Hall shall not be moved, taken outside, or removed from the building. ONLY Legends Hall staff shall be permitted to set up, break down or rearrange venue property. All equipment and connections, regardless of power source, must comply with federal, state, and local safety codes. All extension cords must be three (3) wires grounded. Extension cords must be plugged directly into an electrical 5

outlet or a power strip and must not be piggybacked. Cords subjected to foot or equipment traffic shall be within cord covers or low residue carpet tape such as Venture Tape 576-2” or Polyken 105C-2” to prevent trip hazards or cord damage. Animals (except service animals) are prohibited at all times within Legends Hall. Service animals must be harnessed, leashed, or tethered unless these devices interfere with the service animal’s work or the individual’s disability prevents the use of these devices. In that case, the individual must maintain control of the animal through voice, signal, or other effective controls.

Lessee’s Liability & Indemnification Lessee holds sole responsibility for all persons on property associated with their event. If any person is injured on the property during or pertaining to their event, the Lessee holds Legends Hall and the City harmless from any liability for such injury, and hereby indemnifies Legends Hall and the City for any damages or expenses caused thereby. The word “persons” is defined as the Lessee, their guests, vendors or employees. The word “property” is defined as the venue, buildings, structures, and contents thereof, all grounds, landscape, statuaries, and facades of Legends Hall. Lessee holds sole responsibility for damage, theft, or loss of personal property during the use of Legends Hall or the use of any property on Legends Hall. Lessee holds Legends Hall and the City harmless and indemnifies Legends Hall and the City for any damages and expenses resulting from any law suits in regards to Lessee’s event at Legends Hall. This includes, but is not limited to, any liability, damages and expenses arising due to any injuries resulting from the sale and/or ingestion of alcoholic beverages served to guests, liability due to injuries, and any other accidents. Legends Hall recommends Lessee to purchase an event insurance policy.

Lost & Found Reasonable effort is made to ensure lost property is returned to owner. All items given to Legends Hall will remain at the customer service desk until the end of the event. Items of value shall be stored in a secure location. After all reasonable attempts have been made to the Lessee, any item unclaimed for seven (7) days will be disposed of. Legends Hall shall not be liable for any lost or stolen property.

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Firearms/Weapons All event requests to possess, show or display any firearms, ammunition, simulated firearms, simulated ammunition or dangerous weapons on Legends Hall premises must be made in writing at the time of booking which shall be a minimum of ninety (90) days prior to the first contracted date. The request must include: Any organization, public or private, represented. Type and number of firearms, ammunition or weapons to be displayed. Purpose or intent of the possession, show or display. Any additional background requested by Legends Hall or City of Southlake Police Department. Any supporting material for consideration. If approved, the requester will be notified and a pre-event meeting may be scheduled with Legends Hall Staff or the City of Southlake Police Department. Alcohol is prohibited during a gun show or other event where firearms, weapons, or illegal knives are possessed, shown or displayed.

Parking Complimentary parking is provided on-site adjacent to Legends Hall. Overflow parking is available within Bicentennial Park. The Lower Lot is designated for our senior citizen parking from 9am – 4pm; Monday thru Friday. All vans, buses, trailers and/or other vehicles and equipment that cannot be contained within one parking space, must park in overflow parking lots. Vehicles are prohibited from parking or driving on grass areas, sidewalks and Terrace. Parking is prohibited under the porte-cochère. This area is used only for drop-off, pick-up and emergency service vehicles. This area must be kept clear for its intended use. The Lessee may not drill, bore or punch any type of hole or paint/ mark on the surface of the parking lot. At the conclusion of an event, Lessee shall leave the parking lot in the same condition it was provided with all trash removed. Any damage to landscaping on Legends Hall property caused during or arising out of an event shall be replaced at the sole cost of the Lessee. The loading and unloading of vehicles must be from the parking lot or designated loading areas. Vehicles left unattended in fire lanes or loading areas will be towed at owner’s expense. Vehicles shall be locked after parking. Legends Hall is not responsible for damaged, stolen or lost possessions.

Dangerous, Illegal & Indecent Activities During a rental, if any laws are violated, the City of Southlake Police Department will be called and the rental will be terminated immediately. Lessee will incur the loss of security deposit and all other fees. No activity, performance, exhibition, or entertainment shall occur on Legends Hall property which is potentially dangerous to the public, is illegal or could be considered indecent, obscene, lewd, immoral or offensive to a person of ordinary sensibilities. In the event it is determined by Legends Hall, in their sole discretion, that this section is or will be violated, Legends Hall shall demand that Lessee immediately omit such attractions. If Lessee fails to comply, Legends Hall shall cancel or cease the event, without refunding the security deposit and other fees.

Intent of Non-Discrimination Legends Hall does not discriminate against any person or persons because of their age, sex, gender, race, religion, sexual orientation, color, or natural origin, nor will the City permit individuals or organizations making the reservations to engage in such discrimination. In the event it is determined by Legends Hall, in their sole discretion, that this section is or will be violated, Legends Hall shall demand that Lessee immediately cease such activity. If the Lessee fails to comply, Legends Hall shall cancel or cease the event, without refunding the security deposit and other fees.

Accessibility Legends Hall is committed to ensuring that our venue is as convenient, accessible and enjoyable as possible. While we make every effort to ensure accessibility for all, should Lessee require additional assistance, reasonable accommodations will be made. Legends Hall is responsible for the permanent building access requirements such as, but not limited to, wheelchair ramps, restroom standards, internal hallways, and doors. Lessee is responsible for the provision of all auxiliary aids and services such as, but not limited to, seating accessibility, assistive listening devices, sign language interpreters and signage which may be required to accommodate Lessee’s guests.

Equipment Move-in & Move-out Lessee may bring in additional furniture and equipment. However, all items must be delivered during Lessee’s rental hours, and removed at the conclusion of their event. Special arrangements to deliver items early or leave items overnight may be available in certain circumstances and may be subject to additional fees. Storage is not available after rental times. A cart may be available to help with move-in, display, move-out and/or movement of any materials based on availability. Carts may only be rolled on protected areas. Legends Hall is not responsible for any broken or damaged items by utilizing the cart. Equipment shall not be transported through the Lobby. All equipment shall be transported through designated loading areas.

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Smoking & Tobacco In accordance with City Ordinance No. 907, Legends Hall is a smoke-free facility. Smokers are required to use the designated smoking areas. Additionally, the use of all tobacco products is prohibited in the venue including but not limited to chew, cigarette, cigars, cigarillos, little cigars, e-cigarettes, vapor cigarettes, pipe, smokeless tobacco, hookah, and dip. Smoking or using tobacco in Legends Hall will result in a forfeiture of the security deposit.

Signage Legends Hall manages the messages displayed on the venue’s electronic signage. Lessee shall submit event information for approval and display fourteen (14) days prior to the event. Electronic signage is not available for private advertising. Plans for all directional and informational signs, as well as plans for banners, special graphics or decorations in public areas, shall be submitted for approval fourteen (14) days prior to the event. City of Southlake Landscape Zoning and Signage will only allow event signage on City roads for non-profit organizations or events that are directly sponsored by the City. No directional or informational signage is allowed in City parks.

Media Policy Lessee consents to the use of any photographs, film, or videotape taken of Lessee, guests/vendors or provided by vendor for publicity, promotion, television, websites or any other use unless agreed upon in writing by both parties. Legends Hall (or third party marketing agency) may inquire with Lessee’s photographer/videographer for use of photos/video. Lessee and photographer shall agree on photos released to Legends Hall prior to posting. Legends Hall shall credit images or videos shared.

Guarantees & Finalizing Event Details Fourteen (14) days prior to the event date, Legends Hall will require the following details be completed and submitted to the Event Specialist: vendors’ names, contact information and arrival times; catering contract; timeline; confirmation of security; audiovisual needs and review of special requests. Reasonable changes may be made to the set-up if the Lessee notifies Legends Hall prior to room setup.

Safety & Security All security used in the facility shall be an off-duty police officer acquired through the City of Southlake Police Department and payment shall be the responsibility of the Lessee. Procedures for hiring off-duty police officers will be provided by Legends Hall to the Lessee. Legends Hall and City of Southlake Police Department shall have sole discretion on determining whether or not an off-duty police officer is needed for an event. An off-duty officer must be present at Legends Hall once alcohol service begins until the end of the rental. An off duty officer is also required for an event exceeding 150 guests and after business hours. 7

Security cameras are for the monitoring of facility security needs only and may not be used for event security. Security cameras may not be moved or covered at any time. Any large event, with the majority of guests being ages 12 to 18 years old, is required to have security provided by Southlake Police Department as well as one adult chaperon per every 20 guests. If Lessee fails to comply with security and chaperon requirements, the event may be terminated and Lessee shall forfeit security deposit and rental fees. Cartons, packages or other containers brought in or removed from Legends Hall may be subject to random inspection by staff. Children must be accompanied by a parent or responsible adult at all times. Legends Hall has a zero tolerance policy for workplace violence, drug and alcohol abuse, unprofessional and discourteous conduct, and sexual harassment. These policies extend to any employee, vendor, subcontractor and guest affiliated with an event. Legends Hall will take prompt action to investigate any situation and take corrective steps where necessary. The cooperation of everyone is appreciated so that Legends Hall remains a safe, friendly, and professional environment. Abusive language, threats, assault, vandalism, theft, and other conduct will result in law enforcement. If a fire alarm sounds, emergency personnel will respond. Legends Hall will be evacuated until emergency personnel determine that it is safe to reenter the building. Lessee shall comply with all applicable Federal, State, City, and local laws, ordinances, rules and regulations and will not do, nor suffer to be done, anything on the Premises in violation of any such laws, ordinances, rules or regulations. Lessee will immediately cease and desist from, and correct all violations of law or permit conditions or be subject to immediate termination of this Agreement. Initials: __________

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