Rental of the Venue package will be explained in more detail inside the Client's quotation and/or invoice
FACILITIES RENTAL AGREEMENT
This Facilities Rental Agreement, (“Agreement”), is entered into on this date by you the Client and between Mountain Laurel Farm, LLC. The parties hereto, intending to be legally bound and in consideration of the mutual covenants hereinafter contained, agree as follows:
DATE/TIMES OF PERMITTED USE
Access to the Facility for the Event will be available on the date and times specified inside the quotation/invoice.
Client shall pay to Mountain Laurel Farm, LLC., The sum of monies specified in the quotation/invoice. Client shall pay the deposit which is 25% down (or 50% down on elopements or intimate weddings) of the quotation/invoice, with Mountain Laurel Farm, LLC upon the execution of this Agreement, which sum shall be applied by Mountain Laurel Farm, LLC. to the Rental Fee upon completion of this Agreement. The balance of the quotation/invoice shall be paid in full by Client ninety (90) days prior to the day of the Event, if not before. If rented within 90 days of the Event, Client shall pay the balance of the Rental Fee approximately 60 days prior to the date of the Event. If rented within 60 days prior to the event, the full rental fee shall be paid upon the execution of this Agreement.
A separate Refundable Damage Deposit of $500.00 will be paid to Mountain Laurel Farm, LLC. 7 days prior to the Event date. This deposit will be paid via check or cash and the check will be held as a damage/security deposit.
The fulfillment of this Agreement is subject to events beyond the control of either party. Acts of God, including, but not limited to, snow, ice tornados, flooding, earthquakes, fires, etc. as well as any of governmental intervention, civil disorders, terrorism or other emergencies may result in cancellation of the Event. Mountain Laurel Farm is not responsible and no refunds will be given. We require rental insurance.
Client shall indemnify, defend and hold harmless Mountain Laurel Farm, LLC. and Capital Brokerage Services, LLC., its officers, agents and employees from and against any and all loss, cost (including attorneys’ fees), damage, expense and liability (including statutory liability and liability under workers’ compensation laws) in connection with claims, judgments, damages, penalties, fines, liabilities, losses, suits, administrative proceedings, arising out of any act of neglect by Client, its agents, employees, contractors, Clients, invitees, representatives, in, on or about the Facility. This indemnity shall survive the termination of this Agreement. Client hereby releases Mountain Laurel Farm, LLC. from any and all liability or responsibility to Client or anyone claiming through or under Client by way of subrogation or otherwise for any loss or damage to equipment or property of Client covered by any insurance then in force.
Client agrees to accept the Facility “as-is” condition “with all faults.” We reserve the right to make changes to the interior and/or exterior of the Venue between the time we accept your booking and the date of your Event. For example, we may make changes to the décor and color schemes of certain areas.
ASSIGNMENT AND SUBLEASING
Clients shall not assign any interest in this Agreement or otherwise transfer or sublease the Facility or any part there of or permit the use of the Facility to any party other than Client. A. Failure of Client to pay the Rental Fee or any other changes due hereunder when the same is due; B. Client fails to perform any of its covenants hereunder. In any of the aforesaid events, and in addition to any and all rights and remedies available to Mountain Laurel Farm, LLC. by law or in equity, Mountain Laurel Farm, LLC. may, with or without further notice, forthwith terminate this Agreement and expel and remove Client, or any other person or persons in occupancy from the Facility, together with their goods and chattels, using such force as may be necessary in the judgment of Mountain Laurel Farm, LLC. or its agents in so doing, without evidence of notice or resort to legal process or becoming liable for any loss of damage which may be occasioned thereby, and repossess and enjoy said Facility, and in addition to any other remedy it may have, Mountain Laurel Farm, LLC. may recover from Client all damages it may incur by reason of such breach by Client.
Client shall use the Facility in a manner, which shall not cause interference with the use of occupancy of the other portions of the Building or Grounds by Mountain Laurel Farm, LLC. or others in any way. Client’s use hereunder will be done in such a manner so as not to interfere with or impose any additional expense upon Mountain Laurel Farm, LLC. in maintaining the Building or Grounds.
If any damage occurs to the Facility, or if any repairs or replacements need to be made to the Facility as a result of the Client’s exercise of its rights under this Agreement, Client shall forfeit damage deposit and pay any additional monies incurred to Mountain Laurel Farm, LLC. for any such damage, repairs, or replacements upon demand by Mountain Laurel Farm, LLC..
In the event that the final balance is not timely paid, then Mountain Laurel Farm, LLC. may impose a $50/day penalty or cancel the reservation without any refund and without legal consequence to Mountain Laurel Farm, LLC. There shall also be no refunds due to weather–related issues. Any down payment and all subsequent payments by Client to Mountain Laurel Farm, LLC. are non-refundable or transferable and any concession to this policy is purely at the discretion of Mountain Laurel Farm, LLC. The $500 Refundable security deposit will be refunded/mailed to Client (minus the costs of any repairs/damages/ last minute add-ons by the Client) with a Mountain Laurel Farm, LLC. issued check within 14 days of event or the original check may be given back to the Client.
Any and all notices or changes shall be in writing, signed by both Mountain Laurel Farm, LLC. and Client and attached to original agreement and made a part of said agreement.
This Agreement shall be governed by and construed in accordance with the laws of the State of Georgia. Any legal actions, claims or demands shall be handles in a court of competent jurisdiction with the State of Georgia, County of White.
Event Setup guidelines:
For all Events, Mountain Laurel Farm staff will set up our tables and chairs in a pre-approved configuration submitted no later than three weeks prior to the Event. Farm staff will also break down and put away our tables and chairs after the Event. All property belonging to Client, Client’s invitees, guests, agents and sub-contractors, and all equipment shall be delivered, set up and removed within the specified rental period unless special arrangements have been made with management for off hour delivery or removal; additional fees may apply. The Client is ultimately responsible for obtaining proof of liability insurance from their vendors, agents and/or sub-contractors. Client is also ultimately responsibility for property belonging to the Client, the Client’s invitees, guests, agents and sub- contractors. Mountain Laurel Farm reserves the right to refuse the Client’s use of property belonging to the Client, the Client’s invitees, guests, agents and sub-contractors.
Smoking is NOT PERMITTED in or near any of the buildings on the property except in the assigned smoking areas (firepit at barn, firepit on the deck of farmhouse). ALL cigarettes are to be extinguished in sand containers provided by the Venue.
ABSOLUTELY NO BIRDSEED or RICE permitted on the property.
Small items such as confetti, glitter, potpourri, stones, sequins, artificial flower petals, sand, hay, fake snow or similar items should be restricted to containers to avoid damage to the cleaning equipment and/or loss of damage deposit and/or additional cleaning charges.
Peanuts in the shell, roasted, boiled or otherwise, are not allowed to be served.
No Silly String, Party Poppers or similar items permitted.
No firearms or fireworks permitted on the premises or grounds. Sparklers are permitted when used outside the building.
No open flames permitted inside any of the buildings. Candles must be contained or battery operated.
No cooking is permitted anywhere in the buildings, except when using the microwave provided in farmhouse. Chafing dishes warmed with sterno cans are permitted.
No pets allowed (with the exception of Certified Service Animals) unless pre-approved by management.
When approved, an addendum and damage deposit must be added to this agreement and initialed by both management and client.
No nails, staples or screws are allowed to be used on furniture, fixtures, floors, walls, ceiling, windows, molding, doors, etc. unless pre-approved by management.
Fog Machines are not allowed.
No one is permitted in the Pastures or beyond the fences or by the creek, without prior approval.
Client’s Guests are not allowed to enter areas marked “Staff or Employees Only” or “Restricted.”
Client's Guest or children are not allowed to enter the loft of the barn. Client and the Bridal party only will be allowed to enter with their photographer and only if a Mountain Laurel Farm Staff member is present or if the Client has been given expressed permission by management.
Mountain Laurel Farm does not monitor Client's children or Client's Guest's children and the parents or guardians must take precautions to make sure they are safe and do not wander around the property or buildings unsupervised.
Any decorations that the Client would like to affix must be discussed and agreed to in writing by Mountain Laurel Farm Management and attached as an addendum to this agreement.
No furniture or decorative items will be allowed to be moved by the Client or Vendors without prior approval.
All caterers must provide a current copy of the Business License or latest Health Inspection Report, and a copy of their liability insurance showing Mountain Laurel Farm as an additional insured. It is the client’s responsibility to secure all documentation and provide to Mountain Laurel Farm (3) weeks prior to the Event.
Mountain Laurel Farm does not serve alcoholic beverages, but allows the Client to purchase, pour and consume beer, wine and champagne only, or speciality cocktail (with a 30 minute time limit). All alcohol must be poured by a licensed bartender or contracted with a caterer who is licensed to purchase and pour alcoholic beverages. The client will be required to employ a licensed bartender, if caterer does not provide the alcohol, and secure host alcohol liability insurance for the event , naming Mountain Laurel Farm as an additional insured. Mountain Laurel Farm requires a copy of said host alcohol liability insurance and caterer’s or bartender’s pouring permit/license on file three (3) weeks prior to the Event. In compliance with the State liquor laws, consumption of alcoholic beverages by people under the age of 21 is strictly prohibited. Proof of lawful age to consume alcohol may be requested of any guest. Mountain Laurel Farm encourages employment of an off-duty police officer or deputy sheriff when alcoholic beverages are served at the Event as well as securing your guest proper transportation options.
Client is responsible for all alcohol-related liability for both themselves and their guests. By signing this agreement, Client releases Mountain Laurel Farm, LLC. and Capital Brokerage Services, LLC, its owners and agents from any alcohol related liability.
Smoking is NOT allowed in any room or in any part the Venue. Smoking is only allowed at the firepit at the barn and the firepit area at the farmhouse or. If smokeless tobacco is used, it must be deposited of appropriately. All cigarette butts must be deposited in marked sand filled containers outside of the Facility.
In accordance with all local, state, and federal laws, the use, possession or sale of illegal substances is prohibited.
Mountain Laurel Farm does not supply tents, but does allow tents up to certain sizes to be erected at the front of the barn, lawn or the back of the barn provided it does not interfere with the string lights that are currently erected. Tents must be removed by the end of the rental period, unless prior written approval is granted by management.
Mountain Laurel Farm does not supply Audio/visual equipment. You may secure a DJ or Band to perform at your event, however loud music must end by 10:00pm.
Mountain Laurel Farm reserves the right to eject any Client or Client’s guest from the Venue and off thegrounds that may be a threat to themselves or others. Mountain Laurel Farm reserves the right to close down or cancel any Event that is in violation of any County Ordinance or if the Event threatens the safety or security of the Venue and no refunds will be given.
Mountain Laurel Farm, LLC., reserves the right to post additional rules at The Venue from time to time in its sole discretion and the client(s) hereby agree to comply with any such posted rules.
ANIMALS/LIVESTOCK, BEES, VEGETATION and FLOWERS
Mountain Laurel Farm, LLC., wants all guests to enjoy animals from a safe distance. The client(s) is responsible for ensuring that vendors and guests do not approach, pet, ride or feed animals unless with express permission by The Venue. Active beehives may be located on The Venue from time to time. The client(s) shall be responsible for ensuring that vendors and guest do not approach or touch beehives. The client(s) shall also warn guests not to pick flowers or vegetation without prior written consent of Mountain Laurel Farm, LLC., or representatives. If violated the market price for flowers and vegetation will be taken from the client(s) security deposit. The property including its gardens, wildlife and livestock shall be respected.
A Mountain Laurel Farm staff person will be appointed as your contact and will be accessible throughout your Event either on- site or via email or a phone number you will be given. Your contact will meet with you prior to the beginning of your Event rental period and again at the close of your Event. It is your responsibility to contact your contact, if contact is not on site, to officially conclude your Event and to avoid extra billing.
Client shall be responsible for returning the Venue to the state in which it was provided. Any excess trash that was not collected by staff during the event should be collected and disposed of in the bins or dumpster provided. All property belonging to Client, Client’s invitees, guests, agents and sub-contractors shall be removed by the end of the rental period. Should the Client need special consideration for the removal of property beyond the rental period, alternative arrangements can be made prior to the beginning of the event; additional fees may apply. Mountain Laurel Farm is not responsible for any property left behind by Client, Client’s invitees, guests, agents and sub-contractors. A clean up checklist will be provided to you and your caterer prior to the Event. It is the Client’s responsibility to pass this information to any outside source (caterer, florist, wedding planner, etc.) as it will ultimately be the Client’s responsibility for all items on the checklist to be in order, returning the Venue to the state in which it was provided.
The Client is required to provide proof of Event insurance with Alcohol rider if applicable to the event 30 days prior to the Event date via email. The Event insurance requires a $1,000,000 Limit and name Mountain Laurel Farm, LLC. as the additional insured. See www.wedsafe.com for more information.
IN WITNESS WHEREOF THE PARTIES HERETO HAVE EXECUTED THIS AGREEMENT AS OF THE DAY AND YEAR FIRST ABOVE WRITTEN.
MELODY LOTHRIDGE (OWNER)
MOUNTAIN LAUREL FARM, LLC.
91 HEARTLAND DR.
CLEVELAND, GA 30528