2023 EVENT AGREEMENT
Thank you for your interest in booking The Barn and/or Cabins for your event. Please make sure to also review the Terms and Conditions for Cabin rentals if you will be renting both. In order to reserve the venue please email us for date availability and to discuss pricing and package options, depending on your needs.
Thank you and we look forward to hosting your event.
You must be 21 years old or older to rent the space. You must have a valid credit card in your name and be present from start to end of your event.
A non-refundable deposit is due at the time you make the reservation.
A $250 deposit for events under $1000 and 25% for events $1000 or more.
The remainder is due 30 or 180 days before event (depending on your event type - see your specific booking and cancellation policy in your confirmation), after which time no cancellations, refunds or date changes will be permitted.
In the event of a gov’t enforced restriction prohibiting all gatherings, or a reason beyond our control for which we are unable to host your event (force majeure), we will refund 100% of the amount paid.
INSURANCE AND LICENSING REQUIREMENTS:
You must purchase special event insurance for all events, with a minimum of 2 million liability, naming Hidden Acres Farm & Treehouse Resort an "additionally insured".
For events that are serving, selling or allowing alcohol you must apply for a Special event permit (we recommend applying at least 30 days in advance) and make sure your event insurance also covers alcohol.
Please present these to us at least 1 week before your event and we also recommend you bring a copy with you to your event in case it is required.
You are responsible for your guests safety and well being and for following our rules as well as any rules for special licensing and permits.
SET UP/CLEAN UP/ RENTAL PERIOD
Set up and clean up is to be completed during your rental period which can be between the hours of 8am and 12am only.
For 6 hour events you have 6 hours of access to the barn. For 12 hour events, 12 hours of access. This time includes set up and clean up. Additional hours are $100/hour regardless of event type.
For full weekend events, unless otherwise noted you have access Friday from 12pm - 9pm for setup, Saturday from 8am - 12am (Midnight) for the event, and Sunday 8am to 12pm (noon) to clean up.
11:30pm is the latest alcohol may be served until and all guests must be gone at Midnight. No exceptions.
Clean up includes wiping down the tables and chairs and putting them away in their carts in the lean-to downstairs. All recyclables are to be put into the blue bins provided.
Trash including bathrooms is to be bagged and placed together in the entrance and we will haul it away the next day.
If clean up is found to be insufficient then a cleaning fee of up to $250 will be charged to your credit card on file.
SMOKING/DRUG USE/VIOLENCE/DAMAGE POLICY
Smoking of tobacco and cannabis is strictly prohibited in all indoor spaces.
Any guest smoking or vaping any substance in any indoor space will result in a $200 charge to your credit card.
Smoking is allowed at designated areas outdoors only (including cannabis).
Drug use, violence and harassment is strictly prohibited and is grounds for immediate removal of the offensive guests().
Any damage to the premises will result in charges to your credit card for the full cost of repair/ replacement.
Please arrange for a parking attendant/volunteer to direct guests to the appropriate parking areas to ensure guests have adequate space.
We do have signage but if the first few vehicles park incorrectly, all guests tend to park out of order and the result is unsafe and much less parking spaces for guests.
You or an appointed person in charge who understands and agrees to these requirements MUST be at the event from start to end.
Guests at your event may NOT tour the property, enter garden space, walk to the river or visit the cabin area. Only guests who are renting the cabins may go to the cabins or River.
Alcohol may not be consumed outside of the barn or beer garden area you applied to use (your special event license lists where you are allowed to consume alcohol)
Glass and other breakables should be limited to indoor use as broken glass in grass is difficult to clean and a safety issue.
Plastic confetti and glitter is not allowed indoors or out. Please choose biodegradable options.
Although we provide up to 100 chairs and 14 tables, it is your responsibility to set up and tear down as well as clean up.
Once you have completed your booking, these policies will be sent to you in an online agreement that must be signed promptly. Thank you.