Office use only Contract #: Date Received: Received by: Accountant Event Producer Client Contract: Weddings Events at Summerfield Farms, LLC 3203 Pleasant Ridge Road Summerfield, NC 27358 Thank you for choosing Events at Summerfield Farms, LLC as your event partner. We are truly excited to help you celebrate your occasion! THIS AGREEMENT, made in Summerfield, North Carolina on, 201 by and between Events at Summerfield Farms, LLC (the Company ) and the Client named below: Client Name: Type of Event: Guest Count: Event Date: Event Time(s): Arrival Time: Departure: The following is the agreement between the Company and the Client for the event described above. Please be sure to ask for clarification if you have any questions or concerns about any items. However, this Agreement will control. Deposits, Fees & Cancellation Policies: Payment of half of the venue and amenities fees are due on the date of this Agreement as a non-refundable deposit to reserve your event location and date. The remaining balance is due 90 days prior to your event. If payment is not made when due, the event will be canceled and the deposit forfeited. If the date of the event is changed, a separate, non-refundable deposit will be required to secure the new date and location and the original deposit will be forfeited. NO refunds will be given for a cancelled event. Damages: Client is responsible for any damage(s) to the facility (from client, all client s guests, and contracted vendors) arising out of the event, regardless of the cause. In the event that there are damages to the property and/or additional cleaning is needed following your event, Client authorizes charges to the credit card on file to cover that expense(s). If there are no damages, the credit card will not be charged. This applies to our facility, dressing quarters, grounds, and any equipment. Facility: Your rental includes the rental period specified above. All clean up should be concluded within one hour following your event ending time, no later than midnight. The rental period includes decorating, the arrival and departure of any event guest or host, venders, the event itself, and clean up. All personal property must be removed from our facility immediately after your event, no later than midnight. Client authorizes a fee of $250 charged to the credit card on file if rental/decorative/vendor items are left after midnight on the day of the event. The Company will not sign for any deliveries and is not responsible for lost/damaged items or securing these items.
Delivery of items and decorating is permitted only on the day of your event, and may not begin before 9am. Any wall or ceiling decorations need to be approved by a representative of the Company. No rearrangement of plants, house furniture, or gallery exhibition work is permitted. No open flames are permitted in the facility. All candles must be in glass or metal containers. We do not allow confetti, glitter, birdseeds, rice or the releasing of balloons at the facility. We allow sparklers, flower petals, bubbles and butterfly releases. The Market at Summerfield Farms is not included as part of your venue rental. It is expected and enforced that parties using the facility confine their events to the rented venue building, its respective parking lot, and its immediate surroundings and not disturb other operations and/or other venue locations. This is a working farm! Areas are restricted when not in use and designated for the safety of the client as well as our staff and animals on the farm. Every visit to the facility prior to the event date must be scheduled and accompanied by a Company employee (based on availability). Client authorizes a charge of $500.00 to the credit card on file if Client or any of Client s agents/vendors visit the site in violation of the preceding sentence. Inclement Weather Client is required to set a rain plan with the Event Producer at Events at Summerfield Farms no less than 21 days before the event. Additional rental and set up fees may apply for additional items used such as tents. The venue fee includes Company staff setting up items provided from the Company for your event once. Any additional equipment set up or movement is the responsibility of the Client. If Company staff is requested to move any chairs, tables or other equipment due to inclement weather or for aesthetic reasons, Client authorizes a charge of $250 (or $0.50/action, whichever is higher) to the credit card on file. Rehearsal Time The host is allowed a two hour time period to conduct the ceremony rehearsal. Times for the rehearsal must be scheduled with the Event Producer at Events at Summerfield Farms, and is based on availability. Location of the rehearsal is not guaranteed. Rehearsal will take place on the property, but not necessarily at your ceremony or reception location. Rehearsal time can be scheduled no sooner than 30 days before your event. We reserve the right to change the location based on the Company s needs. Attendance Prices are determined based on a maximum number of guests set forth in your contract. If your guest list exceeds the original agreed upon number, Client is required to inform the Company. If prior arrangements are not made so that the Company is prepared to accommodate the additional guests, Client authorizes an additional fee of $500 charged to the credit card on file. Final guest counts are to be turned in no later than 21 days prior to event date. Ceremony Amplification If Client wishes to have amplified sound for the ceremony, a unit will be exclusively provided by the Company for the Client including: 3 clip on microphones and 2 speakers at a rate of $175.00. Non-Company amplification systems and silent generators are not permitted. Photography Client is allowed a 3 hour time frame to utilize an identified portion of the property for a photo shoot. Most clients choose this time for their engagement or bridal portraits. Additional time is available at the cost of $200 for each additional 3 hour session. If Client wishes to use this time after the event, Client has 3 months to do so. This time must be paid in advance, scheduled with your Event Producer at Events at Summerfield Farms, and is based on availability. Areas permitted for photographic sessions are limited and designated for the safety of the client as well as our staff and animals on the farm. The Company reserves the right to use any photography from events or photography sessions held on the property for promotional purposes as the Company sees fit. A disc with photographs is to be submitted within 60 days of event/shoot directly to the Company. Any usage waivers from the subjects is the sole responsibility of the photographer. (Please mention this to your photographer before contracting with them).
Alcohol Beer, wine and liquor are allowed at the Facility and must be served by employees of Fresh.Local.Good. food group. In the event that Summerfield Farms has not obtained an ABC license prior to your contracted event date, Client may purchase alcohol independently OR through Fresh.Local.Good. food group at retail cost. The Client is solely responsible, however, for obtaining alcohol permits and must provide the Company with the original document at least 10 days prior to the event. In the event that Summerfield Farms obtains an ABC license prior to your contracted event, all alcohol MUST be purchased and served through Summerfield Farms and Client is no longer responsible for obtaining and providing an alcohol permit. Purchase price will be set at Summerfield Farms cost. In the event that Summerfield Farms has an ABC license prior to Client signing contract agreement, Summerfield Farms will purchase, sell, and serve all alcoholic beverages for contracted event (as required by law). No one under the age of 21 is allowed to consume alcohol. The Company and Fresh.Local.Good. food group reserves the right to check identification at any time and/or refuse service for any reason. Insurance is recommended, but is at the Client s discretion. Smoking Smoking is not allowed inside any structure at Summerfield Farms. Smoking is only allowed outside in designated areas marked by smoking receptacles. Please help us keep this beautiful property clean and green. Local Noise Ordinance Out of respect for our neighbors all amplified sound must cease by 10:30pm. No exceptions. In the event that the noise ordinance is violated, Client will be charged a fee of $2,500.00 and authorized a charge to the credit card on file. Barn Etiquette The Client is responsible for its guests. All guests should conduct themselves in a responsible manner, following all state and federal laws as well as all facility rules and regulations. Failure to comply may result in eviction from the premises. Client is expressly responsible for its guests, employees, vendors and other parties invited onto the premises. Hold Harmless Client agrees to indemnify, defend, and hold the Company, its officers, directors, agents, employees, Fresh.Local.Good. food group, and other related parties harmless from and against any and all liabilities, damages, losses, expenses, claims, demands, suits, fines, or judgments that include reasonable attorney s fees, costs and expenses, incidental thereto, which may be suffered by, accrued against, charged to or recoverable from the Company, by reason of any claim arising out of or relating to the event described above or any act or error or omission, or misconduct of the Client, any guest of the Client, Client s vendors, or any person or entity invited on the premises by the Client. Attorney s Fees If Client fails to pay any amount of fees and charges incurred hereunder for any reason within 30 days of invoice, the unpaid amounts of such fees and charges shall accrue interest at a rate of 1.5% per month. Additionally, Client agrees to pay all of the Company s costs of collection, including reasonable attorney s fees, court filing fees, court costs, and other reasonable costs and disbursements incurred by the Company in enforcing this Agreement. Applicable Law This Agreement shall be construed under the laws of the State of North Carolina. All claims and disputes arising under or relating to this Agreement are to be litigated exclusively in the courts of the State of North Carolina. Vendors We are a full service event center and we are happy to provide all services associated with your event. The Company is also happy to provide you with a list of preferred vendors which is complied of vendors we have done business with in the past that have gone
above and beyond our expectations. Except for catering services and equipment rentals, you may use vendors that are not on our preferred vendors list, so long as they are reasonably acceptable to the Company and have acceptable insurance and follow our guidelines. Fresh.Local.Good. food group is the only approved caterer for events at Company facilities. Also, all rentals must be contracted through the Company. All vendors must contact the Company and commit to a Vendor Agreement, including providing insurance, driver s license, and credit card information as applicable. All vendors and service contractors are responsible for cleanup and removal of their equipment and any garbage by end of contract time. We reserve the right to deny any company the right to provide services at the Facility based on lack of experience, insurance or other factors. Security At the discretion of the Company, if deemed necessary, a security officer may be required for an event. In the event that security detail is needed, it will be billed to the client at a rate of $25 per hour for a minimum of 6 hours and Client authorizes charges to credit card on file. Parking/Transportation Guests are to park in designated parking lots relative to the event/ceremony/reception locations. Ample parking is available at each lot; guests are not to park in other parking lots including, but not limited to, The Market parking lot. Loading/unloading for guests as well as for vendors is to be in front of structures main entrance at a minimum distance of 25 and at no other location. Loading/unloading from any other location will result in a $200.00 fee per vehicle found in violation, billable to the Client. The Company highly recommends advising vendors of loading/unloading policy to avoid any unnecessary charge. Drivers of golf carts must 14 years of age or older and assigned by Client. Client is responsible for any damages and/or incidents caused by Client(s), their guest(s), agent(s), and/or vendor(s). In the event that the client would like to hire drivers they are available at a rate of $25 per hour with a minimum of 4 hours per driver and must be scheduled with a farm representative 21 days in advance. CEREMONY LOCATION Circle one: RECEPTION LOCATION (determines venue rate) X indicates available reception locations based on selected ceremony location. Circle one X. Must be in line with your ceremony location. Main Barn Pole Barn Rascal s Ridge Back Porch CEREMONY TIMES Circle one: MEADOW X 11AM 1:30PM 4:30PM LITTLE TREE X X X 12PM 2:30Pm 5:30PM RASCAL S RIDGE FIELD X 12PM 2:30PM 5:30PM THE GROVE X 11AM 1:30PM 4:30PM STAGE BEHIND POLE BARN X 11AM 1:30PM 4:30PM Main Barn: 12PM 2:30PM 5:30PM CEREMONY AT RECEPTION LOCATION X X X X Pole Barn: 11AM 1:30PM 4:30PM Rascal s Ridge: 12PM 2:30PM 5:30PM The Back Porch: 12PM 2:30PM 5:30PM FOR OFFICE USE ONLY (Guest quarters to be determined by Summerfield Farms staff based on availability) -Guest quarters available starting at 12PM on the day of the event. -Guest quarters correspond with your reception location ALWAYS Bride/Fiancé 1/Guest Groom/Fiancé 2/Guest Designation 1: Cottage Cabin Designation 1: Cottage Cabin Designation 2: Bungalow Retreat Designation 2: Bungalow Retreat
Damage Retainer We require a valid credit card number on file for all events. Client hereby authorizes the Company to charge the credit card for all amounts due under this Agreement. Any damages and outstanding fees will be charged to this number. Card information will be destroyed once an inspection has been completed and within 30 days after the event. Credit Card Information (Required) CIRCLE ONE: Credit Card Number (Visa, MasterCard, Discover, Amex): Expiration Date: Security Code: Name as is appears on the card: Billing Address: Signature & Authorization of Card Holder: Please note: Any transactions over $500.00 will be subject to a 3.5% processing fee for Visa, Discover, and Mastercard or 3.8% processing fee for Amex. Event Contact Information Bride/Fiancé 1 Name Address Phone Number Email Groom/Fiancé 2 Name Address Phone Number Email Main Contact (If Different Than Above) Phone Number Event Date Email Location I will be the main contact and the person in charge of our event on and have read, fully understand, and agree to the terms and conditions stated in the requirements, regulations and restrictions listed by Events at Summerfield Farms, LLC for our event on said date. Warning! Under North Carolina law, there is no liability for an injury to or death of a participant in an agritourism activity conducted at this agritourism location if such injury or death results from the inherent risks of the agritourism activity. Inherent risks of agritourism activities include, among others, risks of injury inherent to land, equipment, and animals, as well as the potential for you to act in a negligent manner that may contribute to your injury or death. You are assuming the risk of participating in this agritourism activity. Signed: Date:
A deposit of 50% of the venue rental fee (and selected amenities) has been used to reserve this date. Your deposit reserves and holds this date and venue location for your event. Your reserved date is and a deposit of $ has been collected. Pricing Detail Reception Location: Rate: $ Overnight Stay: YES NO Location: circle one 1. Cottage - $300/night 2. Cabin - $300/night 3. Bungalow -$600/night 4. Retreat -$300/night $ Subject to sales tax, sales tax will be added to final invoice. Amplify Ceremony Sound ($175.00 rate): YES NO $ Hayride (Rate : ): YES NO <200 guests = $750 >200 guests = $1050 $ Security Officers: $25/hour, minimum of 6 hours # $ Golf Cart Driver: $25/hour, minimum of 4 hours # $ Number of Gift Bags: $15: $25 $50 $ Subject to sales tax, sales tax will be added to final invoice. Deposit due at Signing ---50% of Venue Fee $ Venue Final Balance Due on (90 Days prior to event) $ I have read and understand all terms of this agreement including, but not limited to, requirements and restrictions, insurance requirements, pricing and rental detail. I understand the terms of payment, the amount and due date of final balances. Payment is accepted in the form of cash, personal checks, cashier s check and credit card. There is a $50 fee for all returned checks. If credit card is the chosen method of payment, an additional 3.5% fee for Visa, Discover, and Mastercard or 3.8% for Amex will be applied for every charge. The Company reserves the right to terminate this contract at any time, for any reason. Please sign, initial all pages where indicated. Please make a copy for yourself before including all pages and mailing us the contract. We will return a signed copy of this page ONLY for your reference. I acknowledge that I have received, understand, and agree in full with: Inquiry email and rate schedule Client Initial: Current ABC Policy Client Initial: Timeline Reminders Client Initial: FAQ s Client Initial: My Event Producer has clearly explained the contract agreement Client Initial: Client Name Signature Event Producer Events at Summerfield Farms, LLC Office use only: Incidents/Damages: By: Event Date Today s Date Today s Date Noise Ordinance: Title: Please make all checks payable to: Summerfield Farms 3203 Pleasant Ridge Road. Summerfield, NC 27358 Mail to the attention of: Events at Summerfield Farms, LLC *CONTRACT LAST UPDATED: 1/4/2016*