Sassafras Springs Vineyard Wedding Contract

Transcription

1 Sassafras Springs Vineyard Wedding Contract 6461 East Guy Terry Road Springdale, Arkansas Phone: (479) Mobile: (479)

2 Chapel and Stables Rates Day of the Week Full Day (9am-11pm) Monday-Thursday $2,000 Friday $3,500 Saturday $4,500 Sunday $3,000 Rates are ½ off from January-March. Rehearsal: Rehearsals are only available Monday-Thursday and on Friday if the facility is available. Rehearsals have a two hour time limit and are included with venue rental. Engagement or Bridal Portraits only: 3 hour session included with venue rental $ per three hour session if no venue rental is in place. A 50% deposit is due with the contract. The remainder of payment is due 30 prior to the event. A $500 refundable security/cleaning deposit is required in addition to the 50% down, and is due with the final payment at 30 days out from event. Client must check out with a SSV Representative prior to leaving the facility to insure refundable deposit.. 2

3 Event Terms and Conditions The lessee agrees to regulation listed below as set forth in this contract and must be signed by bride or groom and/or financially responsible party (if different from bride and groom) and is returned with the holding deposit: General Information You, as the lessee, are responsible for any damage to structure or facility grounds and/or theft of furniture, equipment, or other items, and any/all damages caused by guests or vendors; this includes any violations of the contract caused by vendors. All events are to end at 11p.m (music, bar, etc.) Cleanup must be completed by 1:00am SSV is exclusively non-smoking inside the facility. Smoking is allowed outside in designated areas (patio, outside of banquet room, outside of stables) We reserve the right to escort any persons of bad conduct off the premises. SSV is hereby released from any liability for any physical injuries or property damaged while sustained by or to the lessee and/or their guest. The Lessee agrees indemnity and holds harmless to the SSV for any physical injury or property damage. Maximum occupancy of the stable is 200. The chapel seats 350 guests. Renter is responsible for providing directions as well as time schedules for venders and guest. SSV Representatives are not to be listed as a Contact Person on your vendor agreements. The terms & conditions are subject to change and the Lessee will be notified in writing of these changes. The rate and deposit are not subject to change with a signed contract. Rates and deposit are subject to change if there is no signed contract. SSV is not responsible and therefore cannot be held accountable for changes made due to Mother Nature and/or Natural Disasters. 3

4 Event Terms and Conditions (continued) Decorations & Set-Up No decorations, hangers or tape may be applied to the walls, ceilings, or glass windows and/or floors. Event set up time is included in the contracted time. All candles must be in a glass casing for use in the Stable. Unity candles will be permitted with base or stand. Tables and Chairs are included in venue rate for stables, only 180 chairs and 18 round tables. An SSV Representative will complete a walk through during set-up. We reserve the right to remove any non-approved items at any time. Any items requiring approval for use must be submitted in writing. Chapel Grounds are not to be altered without permission; this includes moving any items in the chapel or on the grounds, including all pews and furniture. Balloons are allowed to be attached or tied to the Chapel sign ONLY. Signage, balloons, stakes, etc are not allowed do to State Highway regulations. NO alterations may be made to the Stables or Chapel 4

5 Event Terms and Conditions (continued) Food & Beverages All food items can be purchased through a Preferred Caterer approved by an SSV Representative. Outside food is acceptable upon approval of an SSV Representative. NO COOKING is allowed in the stables. Lessees are responsible for any/all damages caused by vendors and/or trash removal. (if trash is not properly removed, the $500 deposit will not be refunded) Caterers are responsible for the safe operation of any equipment and are responsible for cleaning the work area after the event. Food Service provider or Lessee is responsible for food trash removal. SSV will sell wine and beer for the event/venue. NO outside alcohol will be allowed or permitted. ONLY SSV winery wine, beer, champagne, tea, lemonade, coffee, sodas and bottled water. There will be a 22% gratuity added to all host bar purchases Hosted & Cash Bar setup (includes 2 bartenders) is $ each Bartenders will also serve as security for the even. Guest will be asked to show valid ID for alcohol. Please make your guests and Bridal party aware of this. Lessee is responsible to inform vendors of all rules and regulations and/or trash removal. 5

6 Event Terms and Conditions (continued) Payment Half of the rental rate is due at the time of booking. The remainder of the balance is due 30 days prior to the event date. The Security/Cleaning Deposit is due 30 days prior to the event date. Failure to pay by the due date will result in a $ charge. Cleaning & Deposit All equipment, food and personal items must be removed from the premises by the contracted time unless authorized by an SSV Representative to avoid charges. Clean-up must be completed by 1 A.M. (ONLY clean-up crew is allowed after 11 P.M. all other guest and vendors must be out before or at 11 P.M.) In the event the contract time is exceeded, the hourly rate of $ applies. Event cleaning time is included in contracted time. Lessee is responsible for trash removal and/or advising vendors to remove trash. In the event of excessive clean up the charges will be deducted from the contract deposit. There will be a $ minimum deduction. This will be determined by an SSV Representative and is defined as anything requiring more than basic cleaning. 6

7 Event Terms and Conditions (continued) Cancellations Any changes to the contract will be considered a cancellation and the latest version of the SSV winery contract, that will also reflect the change/s, will need to be reviewed and signed A 50% refund of the deposit will be returned if the event is cancelled 6 months prior to the held date. If the event is cancelled AFTER the 6 month period there will be no refund of the deposit. All cancellations by the renter must be in writing and confirmed by the SSV Representative. Contract Deposit For a deposit refund ($500.00) the facility must be returned to its original state when the Lessees entered the facility. In the event that the contract is violated in any way we reserve the right to keep the contract deposit. The deposit is due 30 days prior to the event date. The deposit must be paid by check or cash separate from other payments The deposit will be returned no later than 30 days after the event date. In the event that damage exceeds the contract deposit the Lessee will be responsible for fees 7

8 Bride and Groom Information Bride s Name: Address: Check here for the refundable deposit to be returned to the address. Home: Work: Cell: _ Address: Groom s Name: Address: Check here for the refundable deposit to be returned to the address. Home: Work: Cell: _ Address: Address you will live at after the event date: Check here for the refundable deposit to be returned to the address. 8

9 Event Information and Vendor Page Facility: Event Date: Day of Week: Time: Start Time: End Time: (Contracted Time) (Contracted Time) Day Starts at 9:00 a.m. and ends at 11:00 p.m.. Wedding Ceremony Reception Both Other: _ # of Guests: # of Bridesmaids: # of Groomsmen: Contact Name and Phone Number (Day of Contact) Wedding Coordinator Coordinator s Caterer Photographer Florist Entertainment Valet Service Rental Company Videographer Cake Event Date Arrival Time VENDORS CAN DELIVER AND SET-UP ONLY DURING THE CONTRACTED TIME WEDDING PARTY AND ALL VENDORS MUST LOAD AND UNLOAD USING THE SERVICE ENTRANCE AND THE BACK DOORS. ITEMS MAY NOT BE LOADED AND UNLOADED THROUGH THE FRONT DOORS. ALL MISSING INFORMATION MUST BE ED NO LATER THAN 14 DAYS PRIOR TO THE EVENT DATE TO SassafrasSpringsVineyard@gmail.com 9

10 Rehearsal Contract & Bridal Portraits Rehearsal Date: _ Rehearsal Start Time: End Time: _ Rehearsal Rate: Total Rate Amount: Rental and Rehearsals will be scheduled by Availability. Damage Deposit for Ceremony Contract Rate will also be applied to Rehearsal. Exceeding contracted limit will result in a $ charge per hour; this rate is not available pro-rated by time. Rehearsal is for rehearsal ONLY. Set up will no be allowed during rehearsal time slot. Personal items may not be brought in and/or left rehearsal night (this includes programs, pictures, unity candles, etc ) If the cleaning/security deposit has not been paid it must be paid by the end of rehearsal for access on the contracted date. All trash must be removed when rehearsal is complete. Bridal Portraits Date Start Time End Time BRIDAL PORTRAITS MUST BE SCHEDULED FOR ACCESS TO THE PROPERTY AND/OR THE FACILITY. THIS IS 3 HOUR SESSION AND IS NOT INCLUDED IN THE RATES (PAGE 2). THE FEE IS $ AND IS DUE A WEEK BEFORE SCHEDULED DATE WE REQUIRE A WEEKS NOTICE TO SCHEDULE BRIDAL PORTRAITS. 10

11 Payment Information Person Responsible for Fees: Address: Check here for the refundable deposit to be returned to the address. Home: Work: Cell: _ Address: A credit card must be left on file. We accept Visa and MasterCard. A 5% charge will be added if you are using a credit card for payment and is non-refundable. We also accept personal or company checks (no temporary checks) Name on credit card: _ Credit card #: Expiration Date: / Billing Zip: Cardholder s Signature: 11

12 Payment Tracking Deposit: Bridal Portraits: Balance: Cleaning/ Security Deposit: Misc. Charges: Final Payment: Payment Date Approval Code or Check # Total: For SSV Winery Use Only Cleaning/Security Deposit Refunded YES NO Amount Refunded: Signature Page Date: Todays Date: 12

13 To Be Filled Out By SSV Representative: Facility: Facility Rate: Deposit: _ Balance: _ (due upon signing) (due 30 days prior to event) Cleaning/ Security Deposit: $ (due 30 days prior to event & is refundable) I agree to the terms and conditions of the contract and understand that the contract (cleaning/security) deposit will not be refunded upon failure to abide by the contract. Failure to withhold to the contract will result in forfeiting the deposit. I also understand that the terms & conditions are subject to change and that I will be notified in writing of these changes. The rate and deposit are not subject to change. I agree to the contracted times set forth in this contract and understand that I will have to notify SSV Winery if there are any changes. I also understand that SSV Winery may not be able to accommodate changes to the contracted time schedule. _ (Bride or Groom ) _ (Date) _ (Financial Responsible Party, if different than Bride or Groom) _ (Date) _ (Sassafras Spring Vineyard Representative) _ (Date) o Copy Mailed Date / / 13

14 45 Days prior Reminder List All must be completed by 30 days prior to Event Date! Submit: Payment Contract Deposit Vendor List Vendor Time Schedule What you will require for use with the sound system Any additional offered items Any missing information in the contract Drink Order Due (Tea-Water-Beer-Wine) 14

15 Beverages and Bartender Cost A. Wine (4-5 servings) $15 per bottle B. Beer $3 per bottle C. Champagne $15 per bottle D. Mimosa (20 servings) $60 E. Sangria (20 servings) $75 F. Winearita Machine and Mix (70 servings) $250 Quantity: Quantity: Quantity: Quantity: Quantity: Quantity: $_ $_ $_ $_ $_ $_ Sub Total : $_ Taxes (7.75%) : $_ Gratuity (22%) : $_ A. Tea $2.25 per Person B. Bottled Water $1.50 per Person Quantity: Quantity: $_ $_ Hosted Bar: Sub Total : $_ Taxes (8%) : $_ Gratuity (22%) : $_ BEVERAGE TOTAL: $ Bartenders $250 Quantity: $_ Additional bar for $250 Additional Quantity: $_ Cash Bar: $250 each set up Quantity: $_ BARTENDER TOTAL: $_ OVERALL TOTAL: $_ Event Holders Name: _ Signature of Responsible Party: 15

16 No. of bars requested: Locations: Outside Chapel Inside Chapel On the road to the Chapel Outside Event Center Inside Event Center Upper Deck Lower Deck Valley Wines: Beers: (Can or Bottle) Cab Bush Lite Merlot Coors Lite Pinot Noir Bud Lite House Sweet Red Miller Lite House Chardonnay Michelob Ultra House Riesling Fat Tire House Mascato Blue Moon House Champagne Smith and Forge Apple Cider 16

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