Your
Other General Special Events and Rental Information
The following
information will answer many of your general questions and will assist
you in fully preparing for your event. Please let us know if you
have additional questions. An official Special Events Rental Terms
and Agreement document containing the specific rental information will
be provided to you at the time of your reservation.
1. To confirm
your reservation and hold your date and time, an initial deposit equal
to half of the total special event facility charges (to include the first
night’s room rate for each room reserved, if applicable) is required. Partial
payments of your initial deposit will not be accepted. Until the
initial deposit has been received, the Lodge cannot guarantee your reservation
or hold a date or space open for you. The remaining balance of all your
event fees will be due no later than 14 days prior to the date of your
special event. You will not be permitted to hold your event if the
balance is not received as required. In addition, the security/damage
deposit will be collected at the time of your reservation.
2. If
you cancel your reservation, administrative charges and cancellation fees
may apply. For any wedding-related rentals, the following cancellation
terms apply. If your reservation is cancelled 90 days or more before
your event, you will be refunded your entire deposit except for an administrative
fee of $150. If your reservation is cancelled 60-89 days before your
event, you will be refunded half of your deposit minus an administrative
fee of $150. If your reservation is cancelled less than 60 days before
your event, none of your deposit will be refunded.
3. For your
convenience, we accept Visa, MasterCard, American Express, cash or local
personal check. There will be a $35 cash fee for returned checks.
Returned checks will not be re-deposited.
4. All guests,
caterers and other service personnel working for your event must cooperate
fully with all Lodge personnel regarding use of the facility.
5. Parking
can only be done in designated parking areas as directed by Lodge personnel.
With very large events, it may be necessary for you to arrange off-site
parking.
6. Pre-event
preparations or decorating must be arranged with the Lodge staff well in
advance of your event. The Lodge may have other events scheduled
the day before or after your event. Discuss any concerns you have
regarding this in advance.
7. Any decorations,
furnishings, equipment or other items must be used or applied such that,
when your event is completed, they have not altered, marked or damaged
the Lodge in any way. No staples, tacks or nails may be affixed to
the walls. Candle wax must not be allowed to drip on furnishings, floors
or fixtures. Birdseed and flower petals can be thrown after your
ceremony. No rice, confetti or glitter may be thrown inside the Lodge
or on the grounds. Sparklers and other fireworks are prohibited.
8. If movement,
re-arrangement, or removal of furniture, rental materials, or other equipment
is necessary to accommodate your event, you are responsible for providing
movers for this activity before and after the event. The movement
of any Lodge furnishings or furniture must be approved in advance by Lodge
staff. Lodge furniture and other furnishings must be returned to
their original positions on the day of your event, immediately after your
event’s conclusion.
9. In general, the total length of your rental will be 4 hours for daytime events and 4 hours for evening events, not to include time for set-up and cleaning. Five hours total will be allowed if you are having both your wedding and reception at the Lodge. Additional rental time may be purchased by the hour if necessary. Day-long or multi-day event rentals are also available. All events should be scheduled so that they conclude no later than 10 PM.
10. If alcohol-containing beverages will be served during your event, an official law enforcement officer must be in attendance throughout the entire duration of your event and for an additional half hour following your event. Depending on the number of guests invited to your event, more than one officer may be required. The Lodge will arrange this service for you but you will be responsible for the additional cost of this service. Officers require a minimum commitment of 4 hours regardless of the actual length of your event.
11. Alcohol consumption on site is only permitted if arranged in advance and official law enforcement officer(s) are present. Your event will be terminated immediately if any alcohol is served or consumed outside the terms of this agreement or if alcohol is served to or consumed by minors at any time during the event.
12. We reserve the right to ask anyone disturbing other guests to leave the premises without a refund of any kind. All laws and ordinances governing the consumption of alcohol, public drunkenness, and disorderly conduct will be strictly enforced.
13. All Lodge special events must formally conclude no later than 10 PM. Music and other amplified noise should not exceed excessive levels at any time. Lodge personnel will solely make this determination. All outside noise must cease promptly at 10 PM. Amplified music is only allowed on the terrace level of the Lodge or on the outside grounds.
14. You will
be responsible for providing general cleaning and return of the Lodge to
a similar condition as at the time of arrival. This is to be done
immediately after your event. This includes general clearing and
removal of any garbage and cleaning of spills or debris on tables, floors,
and furnishings. If extensive, additional clean up is required after
you leave, you may forfeit some or all of your security/damage deposit
to cover this cost.
15. Your caterers
or other service personnel are responsible for the removal of their own
trash, left-over items, and other debris immediately after your event is
concluded.
16. The
Lodge is not responsible for any personal items left inside or outside
the special events facility area.
17. Rental
equipment which is obtained from other providers (tables, chairs, arches,
decorations, and similar items) should be removed immediately following
your event or by no later than 12 noon on the following day. This
is necessary because other events may be scheduled promptly after your
event. Additional charges will apply if any personal materials, rental
equipment, catering equipment, garbage, or other materials are not removed
as per the terms of this agreement.
18. You are
responsible for any damages that occur to the Lodge whether by you, your
caterers, other service personnel, or guests. The costs of any building
repairs, replacement of fixtures or appliances, specialized cleaning, removal
of decorations or debris, or any other similar services will be deducted
from your damage deposit. In addition, an administrative fee of 15%
will be added to any repair or cleaning charges. Your security damage
deposit will be refunded within 7 business days after your event and only
after all conditions of this agreement are fully satisfied. If the
damages to the Lodge exceed the amount of your deposit, you will be billed
for the excess damages.
19. The
Lodge is a non-smoking facility. Smoking is only allowed on decks
and porches as long as it does not interfere with the enjoyment of any
other guests.
20. Overnight
lodging will also be required with some special event rentals to allow
for additional privacy and exclusivity and to facilitate more efficient
set-up before your event.
21. Check-in
time for overnight guests begins at 3:00 PM daily. Check-out time
is 11:00 AM daily. If you require a different arrival or departure
time, we will try to accommodate you if possible.
22. For all
overnight guests at the Lodge, breakfast is served at 8:30 AM daily.
Please inform Lodge personnel if any guests have food allergies or other
dietary needs, or require an alternative meal time. |
