Terms & Conditions
NO GUNS ALLOWED ON PROPERTY!
Signing a rental agreement with The Grand Hall (TGH) constitutes your agreement to the following Terms and Conditions (“Terms”). Revisions to the following terms and conditions may occur periodically. As such, you should check these Terms periodically.
Payment Schedule:
Down Payment Amount Due At Contract Signing: $1,000.00
10% of Balance Due in 30 days
60% of Balance Due 6 months before event
Remaining Balance/ Final Payment due 120 days before event
RENTAL DETAILS BY PACKAGE SELECTED:
Full Weekend Package
ENJOY The Grand Hall and Ceremony Barn all to yourself for the entire weekend to decorate and prepare for the big event.
Starting on Friday at noon and ending on Sunday at 10:30.
5 Hours for the Event. Seating and Tables up to 200 people - White or Cream linens
Non-Alcoholic Drink Package - Bartenders for Event. - DJ and Sound System for Event -Event Clean up, Set up, Tear down - In-house Planner - Event Security. All services must be provided by TGH
BYOB drink package. Restrictions apply
Bridal Extravaganza
The Grand Hall plus the Ceremony Barn - 4 hour Ceremony with Reception
- All day use of Venue to decorate and prepare starting at 10 a.m.-11 p.m.
Venue accommodates up to 200 guests -Classic Southern Catered Buffet
Tea & Water Station -2 Licensed bartenders -DJ & Sound system - In House Security, tables, ceremony/reception chairs -Clean up, Set up, Tear down. BYOB drink package. All services must be provided by TGH. Restrictions apply
Deluxe Package
4 Hour Reception/Ceremony plus 2 hour preparation time on Sunday-Friday*
*Is not a full day rental
Add $600/additional hour over 6 hour rental period.
Classic Southern Catered Buffet-Venue Select Water & Iced Tea, Hall Tables, Chairs, White Linens, Seating for 60 Clean-Up,Set Up, Tear Down. All services must be provided by TGH
Add $65/additional guest over 60
Add $150 for BYOB drink package
Minimum spend - $3900 Sunday -Friday. Restrictions apply
Custom Saturday Rental
The Grand Hall & Barn starting at 10 a.m. for 12 hours on Saturday
5 Hours for the Event. (includes tables & seating for reception)
Custom Sunday-Friday Rental
The Grand Hall & Barn starting at 10 a.m. for 12 hours on Sunday-Friday
5 Hours for the Event. (includes tables & seating for reception)
1.CLIENTS or REPRESENTATIVE FOR CLIENTS agree to pay the entirety of the RENTAL FEES DEPOSIT ($1,000 Rental Fee) of which should be paid upon execution of this agreement.
Additional charges will be outlined in an invoice. Rates are based on events with guests outlined in invoice. $1,000 of Rental Fee is due upon your returning this signed rental agreement, 10% of invoiced amount is due 30 days after signing agreement, 60% of invoiced amount is due 6 months prior to event and the balance is due no later than 120 days prior to event. The rental deposit and balance can be made in installment payments upon TGH approval. All special request discounts must conform to TGH rules and restrictions. Minimum: TGH has a minimum fee of the amount noted in the pricing sheets. The requirement will need to be met regardless of the guaranteed number of attendees.
Guarantee: In order to provide for all attendees, a guaranteed count will be needed 30 days in advance of the event. Unfortunately, this number may not be reduced. Should you be unable to provide us with a count, TGH will refer to the originally contracted number and prepare accordingly. This will ensure the comfort of all in attendance. There is an additional fee of $65/attendee when added to the event.
Labor Charge: In the case on-site changes are requested, additional labor fees may be assessed.
Furniture: Tables and chairs for 200 attendees provided for each event. Chairs provided in the rental agreement are chivari chairs. Upgrade options available upon request. Rental rate is based upon the number of chairs rented, not the number of attendees. Additional tables beyond those provided for 200 attendees are available for additional fee. Other furniture throughout the space cannot be moved from current location. If furniture is moved - an additional fee of $250 will be charged to move furniture back to original location.
Rental period: Rental rates are outlined in the invoice. Rental period includes set up and tear down within the allotted hours. All Event times are outlined in invoice (for ceremony and reception)- additional event time is available for additional fees.
Additional hours beyond the hours detailed in the invoice available for $800/hour.
Rehearsal time is a courtesy not included in the rental price and available at TGH discretion, subject to change due to availability, cleaning, repairs and staff availability. Additional rental fee required for guaranteed rehearsal availability. Rehearsals are allowed one hour on Monday-Thursday.
Special requests must have TGH approval in writing.
Seven days before the event, a Credit card must be on file for refundable damage deposit of $1,000.00 to cover damages during contract period.
All checks payable to Tracy Boulware. (All credit card payments will incur additional 3%)
20% Service Fee/Sales Tax added to all invoices for to ensure the superior service, an automatic gratuity will be added. Current sales tax will apply.
2. DATE CHANGES: In the event CLIENTS need to change the date of the rental, every effort will be made by TGH to transfer reservations to support the new date at TGH discretion. All deposits are transferable to the new date and additional fees will apply. CLIENTS may only transfer one time at TGH discretion. CLIENTS further understand that last minute changes can impact the quality of the event and that TGH is not responsible for these compromises in quality. CLIENTS understand that if the new date they are requesting has been previously booked TGH cannot transfer the reservation to that requested date. Approval is on a case-by-case basis.
3. CANCELLATIONS: In the event of a cancellation by TGH due to the unforeseen circumstances such as but not limited to: property damage or repair, construction delays, severe weather, acts of god or any event that could pose safety concerns to TGH staff, as well as CLIENTS and their guests or vendors, TGH will refund 100% of the rental rate to the CLIENT. In the event TGH cancels a service such as but not limited to Catering, DJ or linens within a reasonable amount of time – it is understood that the primary Venue Rental agreement will be in full effect and the Client will receive a refund for the canceled service portion of the rental only. All venue rental fees are non-refundable and non-transferable for any reason. TGH is not liable for consequential damages associated with cancellation of the event.
CANCELLATION BY CLIENT is allowed within three (3) days of signing the contract for 95% refund.
TGH is not liable for consequential damages associated with cancellation of the event. CANCELLATION BY CLIENT is allowed within three (3) days of signing the contract for 95% refund. All rental fees are non-refundable and non-transferable for any reason.
4. WAIVER AND INDEMNIFICATION: The premises are accepted "as is'' and by execution of this Agreement. CLIENTS shall be deemed to have accepted the premises as being acceptable order, condition and repair. TGH makes no warranty regarding the suitability of the premises for CLIENTS' intended use. CLIENTS shall leave the premises in the same or similar condition as when CLIENTS entered. CLIENTS shall be responsible for any damage caused to the premises by CLIENTS or their guests, invitees, employees, independent contractors, pets or any personal animals or other agents. TGH shall be entitled to arrange for any necessary repairs at CLIENTS' expense. CLIENTS' shall reimburse TGH for any such repairs within 30 days of receipt of TGH's written request for reimbursement which request shall be accompanied by written verification of the amount of the expenses incurred. Any disputes will result in binding arbitration.
TGH does not assume or accept responsibility for any damage to, or loss of, any merchandise or articles left at the premises prior to, during, or following the event.
TGH and CLIENTS agree that not all buildings and grounds of the premises are accessible to disabled persons, and that TGH shall bear no responsibility for ensuring that its buildings and areas are accessible to disabled persons.
The individual, agent or entity signing this contract, along with the event guests and any contracted labor, will hold The Grand Hall, all employees and affiliates, individually and jointly and severally harmless for any loss, damage or injury to person or property resulting from the use, occupancy or possession of the premises. All disputes arising out of or in connection with the present contract shall be finally settled under the Rules of Arbitration of the International Chamber of Commerce by one or more arbitrators appointed in accordance with the said Rules in Montgomery County.
CLIENTS shall indemnify, defend, and hold TGH, its officers, directors, employees, agents, and contractors harmless from and against any and all damages, losses, claims, judgments and costs (including attorney’s fees), arising from (a) CLIENTS' use of the premises, (b) from CLIENTS' activities at the premises, (c) from anything done, permitted or suffered by CLIENTS or their guests, contractors or agents at the premises.
TGH maximum liability under this Agreement shall be the refund of sums paid by CLIENTS for rental fee.
NO GUNS ALLOWED ON PREMISES
DISCLAIMER: CLIENT understand that Deer Lake Lodge and TGH are not responsible for any personal injury caused by slipping on wet pavement or surfaces, and that Renters are responsible for exercising care when surfaces are wet or slippery due to weather or use of hoses to wash down areas, and further, that TGH or Deer Lake Lodge are not responsible for any personal injury or loss or damage to tenants’ property caused directly or indirectly from foul, inclement weather conditions, Acts of God or nature, failure of heat, accidents related to fire, heaters, stoves, tenants’ failure to take adequate precautions around wet areas, or any unforeseeable circumstances.
Under no circumstances will Renters or their guests hold Deer Lake Lodge responsible for any damages or claims of any kind resulting from their rental of TGH.
ENTIRE AGREEMENT: This Agreement contains the entire agreement of the parties and there are no other promises or conditions in any other agreement whether oral or written. This Agreement supersedes any prior written or oral agreements between the parties.
AMENDMENT AND ASSIGNMENT: This Agreement may be modified or amended if the amendment is made in writing and is signed by both parties. Neither party may assign or transfer their respective rights or obligations under this Agreement without prior written consent for the other party.
WAIVER OF CONTRACTUAL RIGHT: The failure of either party to enforce any provision of this Agreement shall not be construed as a waiver or limitation of that party's right to subsequently enforce and compel strict compliance with every provision of this Agreement.
APPLICABLE LAW: This Agreement shall be governed by the laws of the State of Texas and venue shall by Montgomery County, Texas.
FACSIMILE AND COUNTERPARTS. This Agreement may be signed in any number of separate copies each of which shall be effective as an original, but all of which taken together shall constitute a single document: An (i) electronic transmission, email or other facsimile of this document or any related document or any related document and (ii) electronically generated signature on this document or a related document shall be deemed an original.
This agreement and disclaimer applies to CLIENTS and all guests in the CLIENTS’ party.
I, the CLIENT, have read, understand, agree to, and will abide by this rental agreement and all conditions stated herein.
•Set up, Tear down and Clean up are additional fees unless included in the venue rental fee on the invoice. The Grand Hall must be cleaned to The Grand Hall standards to avoid the excessive cleaning charges.
•“Set up” is defined as setting up tables, chairs, basic linens and removal of TGH table linens, flowers.
•“Tear down” is defined as removing the above listed items at the end of the event.
•“Clean up” occurs after the event and includes trash removal, sweeping, mopping, busing tables, cleaning restrooms, bridal suite and grooms suite.
“Basic Clean up” is trash removal during reception and restroom cleaning and floor/counter cleaning of spills/accidents.
•During the event: Busing tables and moving chairs or tables during the event is an additional fee.
ASSUMPTION OF RISK: No lifeguard may be on duty. Accordingly, persons using the pond, creeks or pool do so at their own risk and the CLIENT assume no responsibility for accident or injury. No one should swim alone. CLIENT will hold TGH harmless from any and all bodily injury and/or property damage incurred on the property arising out of Renters' negligent acts or omissions. See disclaimer below.
CHILD PROOFING: CLIENT understands that no special efforts have been made to “childproof” this property, and accept the risk or harm to any children we allow on the property. These risks are not limited to, but include access to the pond, creeks, forest, pool, resort property, cleaning supplies, plants and animals or insects that might be poisonous if ingested.
PRIOR AGREEMENTS: No prior agreement or understanding not contained in writing herein shall be effective. Furthermore TGH, other than what is specifically written and set forth herein, makes no other or further representation regarding the nature, character and quality of the premises to be rented, and no representation shall be deemed to exist or be material unless and until it is reduced to in writing and signed by the parties. This Rental Agreement may be modified in writing only, and must be signed by the parties in interest at the time of the modification. It constitutes the entire agreement of the parties. If any provision in this contract held by any court to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force.
EVENT INSTRUCTIONS AND RULES
Ceremony Rehearsal: The client is welcome to use the venue for a ceremony rehearsal practice prior to the wedding. However, ceremony practice times must be approved by The Grand Hall staff.
Rehearsals might be canceled if another event is scheduled at that time.
Vendors: It is required that all pre-approved event coordinators, caterers and bar services provide the appropriate license and insurance documentation prior to the final review.
Unless prior written approval is obtained, we ask that our clients use only preferred vendors for: event coordinator, catering and rentals (including tents.)
Event Coordinator:
To ensure proper use and care of The Grand Hall, we require that the client utilize an Event Coordinator to be responsible during the event. The Coordinator cannot be an Event guest, attendee or host. The Coordinator will maintain the client’s agenda for the rehearsal, ceremony and the reception. They will also serve in the capacity of decision-maker on behalf of the client in dealing with all vendors to include caterer, bar service, florist, entertainment, rentals, etc. and will collaborate with The Grand Hall House staff during the event.
The Coordinator is required to stay for the duration of the event. At the conclusion of the event, the Grand Hall Manager on Duty and the Coordinator will conduct a final walk through of the house and grounds to assess any possible damages or excessive clean-up that may have occurred during the event. The damage deposit will be handled as addressed in the deposit and security deposit section of this contract.
Any exceptions to this clause must be expressly reviewed, considered and approved by venue management.
In order to appropriately manage the wedding, the Coordinator may not be someone who is in the wedding party or attending the wedding as a guest. If your Coordinator does not have prior experience at The Grand Hall they must be approved in advance by The Grand Hall Venue Manager.
(30) thirty days prior to the event, the Client and the Coordinator must correspond or meet with the Grand Hall's House Venue Representative
•To provide an agenda, vendor list, timeline, floor plan diagram, power plan and Plan B (rain plan) for the event.
•Establish a schedule for vendor set-up, deliveries and pick-ups. This includes caterer, bar service, rentals, florist, baker, photographer, entertainment, etc.
IMPORTANT Client / Event Coordinator Information
•The Coordinator must work with all vendors (music, lighting, rentals, catering, etc.) to determine overall power needs ahead of time and make arrangements for a generator if necessary.
•Smoking inside the facilities is strictly prohibited.
•Keep in mind that all of the dressing suites are open during your event. It is up to individual clients to safely store personal belongings.
•Please determine ahead of time who will be responsible (either the client or Coordinator) for cleaning up the bridal suites and grooms quarters at the conclusion of the event. (Personal Items)
•All send off items must be environmentally friendly and pre-approved by the Grand Hall House Venue Manager.
No glitter, fake flowers, No candles.
•Candles must be enclosed in glass-shaded holders with heat protecting bases (approved case by case) $300 fee if not approved.
•Nails and staples are not allowed when placing decorations – please use tape, zip ties or floral/fishing wire. Wedding parties are Responsible for providing your own ladders, supplies and set up equipment.
•All clean-up, break-down and rental pick-up must be completed within one (1) hour of the conclusion of the event (except for the tent.)
•Any décor/personal/rental items left at the venue must be taken by the Event Coordinator at the end of the evening – no items may be left at the venue overnight.
•The Coordinator is required to coordinate set up, full day-of vendor management, timeline and breakdown of the event. The Coordinator must stay until the conclusion of the event break down to survey the house and grounds for damages and proper clean-up / break-down before leaving the property. Please note, if the Coordinator fails to check-out with the Grand Hall House Manager on Duty, the client will not receive the returned security deposit.
IMPORTANT Beverage Service: While alcohol consumption is allowed at the facility, alcohol may not be served to minors or anyone appearing to be intoxicated. The Texas Alcohol Beverage and Control board requires that all alcohol be supplied by a professional bar service with the necessary licenses and liability insurance.
BYOB is allowed using the Grand Hall Bartenders and Security.
With BYOB - Renter must use TGH to supply own drinks, coolers, ice, cups, napkins, garnish.
Upon signing the Grand Hall agreement, the client agrees to indemnify and hold harmless The Grand Hall and the employees from any damages, costs or expenses, including reasonable attorney fees, which may arise because of consumption of alcoholic beverages by the client and any of the client’s guests.
Furniture: The Grand is a new venue, but most of the furnishings are antiques or period reproductions. We require clients and guests to use the facilities in a respectful manner.
Hazardous Weather: For the safety of all involved, should hazardous weather occur, such as tornado, severe thunderstorm or hurricane watches and warnings, the property owner/operator reserves the right to mandate taking shelter, stop alcoholic beverage dispensation, and require bands or musicians to switch to acoustic entertainment only, adjust volumes or terminate DJ’s or recorded music until hazardous weather is deemed no longer a threat. In the event hazardous weather requires the evacuation of the property for the safety of the guests, the event will be terminated, guests will be required to vacate the premises. In all above cases the Grand Hall venue manager in charge of the event will make regular announcements to keep guests informed of the situation as well as the steps needed to be taken to ensure their safety.
HURRICANES & TROPICAL STORMS: There are NO REFUNDS for hurricanes, tropical storms or weather conditions, even if a mandatory evacuation is ordered ( Renter may obtain through a third party event insurance. Renter ASSUMES THE RISK).
Parking & Transportation: There is ample complimentary parking for all guests. Valet may be added at Clients expense.
The gravel lot located across the street from TGH is reserved for the Coordinator and caterer only. All other vendors and the wedding party must park in the designated Wedding Party / Vendor parking area(s).
No cars should be left on site overnight (any cars left must be moved to the main parking lot and only upon approval of TGH Management.) Any cars left at the Grand Hall may be subject to towing, at the owners expense.
Tents and Rentals: Tents and additional rentals are not included in the rental fee.
All tents used must be frame tents – no pole tents are allowed on the grounds of The Grand Hall. Unless tent-sharing with another event, tents must be set up on the morning of your event (as early as 7:30am) and removed the following morning between the hours of 7:30am–8:30am.
IMPORTANT Client / Caterer / Bar Service Information
•All caterers and bar services must interview with The Grand Hall representative, provide references and supply insurance information in order to be pre-approved to provide services at the venue.
•All caterers and bar service must be licensed and insured.
While The Grand Hall does provide an on-site dumpster located behind the guest house (across the street), caterers must provide their own trash cans and trash bags (55 gallon) to be used during the event, and all catering trash and slop bucket (food waste) must go with caterer and cannot be thrown in TGH dumpster. All vendors and service contractors are responsible for the cleanup and removal of their equipment, food, bar supplies and garbage within one (1) hours of the event conclusion. ALL remaining trash must be removed from the venue and grounds and discarded in the provided dumpster. (Non-catering or food trash is bar cans/cups/hand towels/paper towels/throw away decorations).
•Dump buckets on the rear patio must be placed on tables and not on the ground to avoid attracting wild animals.
•All rentals, plates and glassware are to be properly broken down and stored on the rear patio for same night pick-up. Any racks left outside containing plates and glasses with leftover food and drink will attract wild animals and cause damage to your rentals.
•Please remove any food and drink from the refrigerator and clean-up any spills or leftover food (including inside the appliances.)
•The custodial closet is conveniently located behind the bar. Please sweep and spot mop the floors and wipe down the counters, sink and all equipment.
•The catering and bar service representative is required to survey the house and grounds for proper clean- up before leaving the property. Please note, if catering representative fails to check-out with The Grand Hall House Manager on Duty, the client will be billed the damage fee.
Client / Band or Disc Jockey Information
In order to be respectful of our neighbors surrounding The Grand Hall, we ask that the following guidelines be followed at all times:
•All music must end no later than 10:30pm.
•The volume levels and bass levels need to be measured at the sound check. The Venue Manager will assist with the sound check to make sure decibel levels are understood.
•The decibel level is not to exceed 75 decibels at 50 feet from the sound source.
*Bass levels must also stay at a reasonable volume. The Venue Manager will assess the volume of the bass at varying areas around the property and will judge whether or not it needs to be turned down.
•At any time, if the decibel levels are higher than what is listed above, the band or DJ will be asked to turn down the volume.
•It is up to the Event Coordinator and the band or DJ/Booking Agent to determine power needs ahead of time and make arrangements for a generator if necessary.
FINAL REVIEW MEETING
$1,000 Damage Deposit is due or Damage Waiver Insurance purchased with Deer Lake Lodge as the certificate holder. This is a separate credit card authorization from the balance and will be returned to the Renter within 7 days after the end of the event if no damages or excessive cleaning. The Grand Hall House Manager on Duty will determine if there is any excessive clean-up or damage done to the property as a result of your event and, if necessary, the damage deposit will be applied towards any needed repairs or cleaning.
The individual, agent or entity signing the Grand Hall contract, along with the event guests and any contracted labor, will hold The Grand Hall, all employees and affiliates, individually and jointly and severally harmless for any loss, damage or injury to person or property resulting from the use, occupancy or possession of the premises. All disputes arising out of or in connection with the present contract shall be finally settled under the Rules of Arbitration of the International Chamber of Commerce by one or more arbitrators appointed in accordance with the said Rules in Montgomery County, Texas.
By submitting the form, I agree that I have read and agreed to The Grand Hall General Terms & Conditions enclosed herein.
This contract is binding upon submission of form.