Special Events & Wedding Venue Contract

This Agreement is made effective as of ________________, by and between The Grand Estate at Hidden Acres and

(names of clients)____________________________________________________________

The Clients represent that they desire to hold a special event on (date)________________________________

with the arrival time at 12 noon on the date of____________.

and a check out time of 10 am on the date of ____________.

1) VENUE RENTAL FEE(S):

(a) The Clients or Representative for the Client (s), agree to pay an initial nonrefundable deposit of 50% of the total of all fees. This payment serves to hold the venue for the specified date of event or wedding and is payable at the time of contract signature. A $500.00 refundable security deposit will be returnable to the client (s) up to two weeks after the event has been held once property has been inspected for any potential damage from the event or wedding.

(b) The remaining agreed upon VENUE RENTAL FEES will be due 30 days prior to the date of the event or wedding. The agreed upon date of payment will be the following:_________________________.

(c) Payments may be made via (cash delivery, certified check, or credit card.)

2) DATE CHANGES:

In the event the Client (s) is forced to change the date of the event or wedding every effort will be made by The Grand Estate at Hidden Acres to transfer reservations to support the new date. The Client(s) agrees that in the event of a date change any expenses including but not limited to deposits and fees that are non-refundable and non-transferable are the sole responsibility of the Client(s). The Client(s) further understands that last minute changes can impact the quality of the event and that The Grand Estate at Hidden Acres is not responsible for these compromises in quality.

3) CANCELLATIONS:

In the event of a cancellation of a special event or wedding, all payments made to date are non refundable and all outstanding payments will be due immediately. We understand that sometimes it is necessary to change or cancel a reservation.  All cancellations or reservation changes must be made in writing. The guest is responsible for verifying that The Grand Estate at Hidden Acres, Thomas and Melanie Waddell, Innkeepers) have received their cancellation letter.  We cannot refund any advance payment for a canceled reservation unless the estate is re-rented for the entire period and prepayment has cleared. We will make every effort to re-book the house; however, if it is not re-booked, you forfeit all monies paid. If a cancellation is successfully re-rented, all of the rent, taxes and damage/security deposit will be refunded, less a $100 cancellation fee.

4) ACCOMMODATIONS:

The Client(s) agree that accommodations or guest rooms provided by The Grand Estate at Hidden Acres for the event or wedding party may require a separate contract.

5) RULES AND REGULATIONS:

The following is a list of rules and regulations to be upheld by Client(s), which includes all EVENTS PLANNERS,

WEDDING COORDINATORS, and VENDORS who are involved in the planning and execution of the special event on the premises of The Grand Estate at Hidden Acres.

(a) Parking: All vehicles associated in any way with the event or wedding must be parked within the parking area or the drive. No vehicles shall be parked on any other lawn surface unless granted permission by the owners.

(b) Swimming Pool: Posted rules for the swimming pool must be followed at all times by Client(s) and their Guest(s), who release The Grand Estate at Hidden Acres from any liability for bodily injury. The only people that are permitted to swim are the guests of the overnight stay unless permission is granted by the owners. The pool will be closed 30 minutes prior to the beginning of all events and will remain closed until 8am the following day! Failure of your guests to comply with pool rules will forfeit your security deposit.

c) Barbecues/Grills: Barbecues and grills are to be used outside only. No fires are to be started directly on the grounds of the venue. All indoor fireplaces must be started by the staff of this venue.

(d) Candles: All candles must be contained or enclosed in glass. The flame must not reach higher than 2 inches below the height of the glass.

6) EVENT ENDING TIMES:

All outdoor events must end by 11pm on Friday and Saturday evenings, 10pm on Sunday-Thursday evenings to comply with sound ordinances and in order to allow for cleanup and closure of the site by midnight.

7) DECORATIONS:

Decorations may not be hung with tape, wire, nails or screws in the Estate House, Chalet House, Gazebos, or Tent which will damage the venue. All decorations must be removed without leaving damages directly following the departure of the last guest, unless special arrangements have been made between the Client(s) and the venue. Any decorations done that is not through Classic Tent Rentals & Party Supplies, Inc. must be approved by the owners and must be removed the night of the event, by 12 midnight.

Note: The use of birdseed and blowing bubble is permitted only outside for wedding and reception farewells. Rice, confetti, flower petals, balloons, glitter, pyrotechnics, and sparklers are not permitted inside or outside the facility.

8) INSURANCE:

Client(s), through Event Planner or Caterer shall maintain Commercial General Liability Insurance including Host Liquor liability, in an amount not less than $1,000,000 Combined Single Limit for Bodily Injury and Property Damage. Such Insurance shall name The Grand Estate at Hidden Acres as additional insured, and a certificate of insurance with an endorsement must be provided 30 days prior to the event.

9) LIQUOR/BEVERAGES/ILLEGAL SUBSTANCES:

All liquor must be served by an Insured Licensed Bartender. The Bar closes 1 hour before the music has ended, all alcoholic beverages will be removed and placed in a secure location for removal from the premise. THERE IS A NO SHOT POLICY! Dollar dance shots may use jello shots only.  Alcohol may not be served to minors. Illegal substances are not allowed at any time on the premise. Drunken/Violent disturbances are prohibited and subject to immediate removal from the premise and possible termination of event without refund. No Red Wine permitted in the estate house and chalet house.

10) SECURITY DEPOSIT: A $500.00 security deposit will be returned 15 days after the event as long as there is no damage, Bed and Breakfast and venue policies have been followed at the estate. If any damages that exceed the amount of the security deposit shall be the responsibility of the person financially responsible for the event.

11) MUSIC:

All music must end by 10pm during weekdays and 11pm on weekends to comply with sound ordinances.

12) SMOKING:

The Grand Estate at Hidden Acres is a non-smoking venue. Smoking will be permitted only in designated areas outside.

13) CHILDREN:

All children under the age of 16 MUST be supervised at all times!

14) PHOTOGRAPHY: This venue uses live, video and still photography to assist with promotion of the venue. All photos taken at The Grand Estate at Hidden Acres by your Photographer will also be the property of the estate also and will be used for promotional purposes. NO boudoir or nude photography is permitted anywhere at the estate.

15) FAILURE TO COMPLY WITH BED AND BREAKFAST AND VENUE POLICIES WILL FORFEIT SECURITY DEPOSIT. 

SIGNATURES:

Party providing services:

(Name of Event Planner, Wedding Coordinator, Florist, Photographer, Catering Company Here)

By:_______________________ Date:_________________ Certificate of Insurance____

By:_______________________ Date:_________________ Certificate of Insurance____

By:_______________________ Date:_________________ Certificate of Insurance____

By:_______________________ Date:_________________ Certificate of Insurance____

Party receiving services:

Wedding couple, Client(s) or agent of couple: Financially responsible for all the above.

By:_______________________ Date:___________________

By:_______________________ Date:___________________

By:_______________________ Date:___________________

The Grand Estate at Hidden Acres Special Events Venue:

By:_______________________ Date:___________________

By:_______________________ Date:___________________