Sassafras Springs Vineyard Wedding Contract

Sassafras Springs Vineyard
Wedding Contract
6461 East Guy Terry Road
Springdale, Arkansas 72764
1
Phone: (479) 419-4999
Mobile: (479) 530-6267
E-mail: SassafrasSpringsVineyard@gmail.com
Chapel and Stables Rates
Day of the Week
Monday-Thursday
Full Day
(9am-11pm)
$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
$200.00 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
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
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
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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 $250.00 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.
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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 $100.00 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 $300.00 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 $300.00 minimum deduction. This will be determined by an SSV
Representative and is defined as anything requiring more than basic cleaning.
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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
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Bride and Groom Information
Bride’s Name: ______________________________
Address:
______________________________
______________________________
Check here for the refundable deposit to be returned to the address.
Home: ____________Work: _____________ Cell: ___________
E-Mail Address: ______________________________________
Groom’s Name: ______________________________
Address:
______________________________
______________________________
Check here for the refundable deposit to be returned to the address.
Home: ____________Work: _____________ Cell: ___________
E-Mail Address: ______________________________________
Address you will live at after the event date:
___________________________
___________________________
Check here for the refundable deposit to be returned to the address.
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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)
Event Date
Arrival Time
Wedding Coordinator
Coordinator’s E-Mail:
Caterer
Photographer
Florist
Entertainment
Valet Service
Rental Company
Videographer
Cake
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 E-MAILED NO LATER THAN 14 DAYS PRIOR TO THE
EVENT DATE TO SassafrasSpringsVineyard@gmail.com
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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 $300.00 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 $200.00 AND IS DUE A
WEEK BEFORE SCHEDULED DATE WE REQUIRE A WEEKS NOTICE TO SCHEDULE BRIDAL PORTRAITS.
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Payment Information
Person Responsible for Fees: _____________________________
Address:
______________________________
______________________________
Check here for the refundable deposit to be returned to the address.
Home: ____________Work: _____________ Cell: ___________
E-Mail 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: ___________________________________
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Payment Tracking
Payment
Date
Approval Code or Check #
Deposit:
Bridal Portraits:
Balance:
Cleaning/
Security Deposit:
Misc. Charges:
Final Payment:
Total:
For SSV Winery Use Only
Cleaning/Security
Deposit Refunded
YES
NO
Amount
Refunded:
Date:
Signature Page
Todays Date: _________
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To Be Filled Out By SSV Representative:
Facility: _________
Facility Rate: _________
Deposit: ___________
(due upon signing)
Balance: ___________
(due 30 days prior to event)
Cleaning/ Security Deposit: $500.00
(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 )
___________________________________________________
(Financial Responsible Party, if different than Bride or Groom)
___________________________________________________
(Sassafras Spring Vineyard Representative)
________________
(Date)
________________
(Date)
________________
(Date)
o Copy Mailed Date ___ / ___ / ___
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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
Beverages and Bartender Cost
A.
B.
C.
D.
E.
F.
Wine (4-5 servings) $15 per bottle
Beer $3 per bottle
Champagne $15 per bottle
Mimosa (20 servings) $60
Sangria (20 servings) $75
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: _______
$___________
$___________
Sub Total : $___________
Taxes (8%) : $___________
Gratuity (22%) : $___________
BEVERAGE TOTAL: $_________________
Hosted Bar:
Bartenders $250
Additional bar for $250
Quantity: 1 2 3 4
Additional Quantity: 1 2 3 4
$___________
$___________
Cash Bar:
$250 each set up
Quantity: 1 2 3 4
$___________
BARTENDER TOTAL: $________________
OVERALL TOTAL: $___________
Event Holders Name: ____________________________________
Signature of Responsible Party: _____________________________
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No. of bars requested: _____
Locations:
___Outside Chapel
___ Inside Chapel
___On the road to the Chapel
___Outside Event Center
___Upper Deck
___Inside Event Center
___Lower Deck
Wines:
Beers:
___Valley
(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
_____
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17
______ Initial