Private Event Information and Contract

Revised: Feb 09

CAPACITY:

Smoky Hill Vineyards and Winery offers two inside event rooms: The Founder’s Room and The Vintage Room as well as a veranda, wine garden and multi-level decks that overlook our vineyards.  The Founder’s Room seats 92 and the Vintage Room seats 44.  Outside seating is 250.

 FACILITY RENTAL:

Facility rental for a private event is $1500.  This price reflects only the rental of the Events Center.  It does not include; decorations, food drinks, staffing, linens or other items required for your event.

DEPOSIT:

A $500 deposit is required to hold the date for all events.  Money will not change hands until an estimate of your event as been reviewed by you.  A signed copy of this contract acts as your receipt once you have made your $500 deposit.  Deposits are not applied to the invoice.  A deposit refund check will be issued following your event.

CANCELLATIONS:

A 50% refund of the deposit will be issued if cancellation notice is given 30 or more days from the date of the event.  There will be no refund if the cancellation is received with less than a 30 day notice.

ATTENDANCE PROJECTIONS:

The projected attendance numbers are to be given to us no later than 14 days prior to the event.

EVENT PAYMENTS:

We provide a cost estimate for your event that is all inclusive of food, beverage, facility, taxes and service charge. Your estimate will be revised as needed prior to the event, based on the changes you make.  Payment based on the most recent invoice must be made 7 days prior to the event.  Failure to pay in advance constitutes a forfeiture of the event, security deposit and any other costs incurred by Smoky Hill Vineyards and Winery.   A final invoice will reflect any changes made during the event. It will be sent to you after your event.  Charges exceeding the deposit will be due in full 7 days following the event.  Any balance not paid within 7 days will forfeit the Event Contact Person’s full deposit and be responsible for all legal and other fees and costs incurred in the collection of the balance.

PARKING:

Parking and entrance are free.  We can accommodate parking for any sized event.  However, adverse weather may cause difficulty parking since portions of the grounds are not paved.

LIABILITY:

Smoky Hill Vineyards and Winery reserves the right to inspect and control all private events.  All damages will be billed to the event accordingly.  We assume no liability for attendee’s personal property or equipment brought to or stored on our property.

 The event Contact Person must provide a certificate of liability coverage showing a minimum coverage of $300,000 before the date of the event is considered “booked.”  A copy of your home owner’s insurance with minimum coverage of $300,000 will be kept in your file in case of damage to Smoky Hill Vineyards and Winery.

 CURFEW:

We ask that you start to close down the event at 11:00pm.  And ask you to leave the premises by 12am.  This is a requirement of the local neighborhood.  Decorations and personal items must be removed immediately following your event, unless other arrangements are made with the Event Director.

ALCOHOL:

IT IS AGAINST THE LAW TO BRING ANY OUTSIDE ALCOHOL OF ANY KIND.  THIS VIOLATES STATE LIQUOR LAWS AS WELL AS A VIOLATION OF OUR LIQUOR LICENSE.  IF ANY OUTSIDE ALCOHOL IS BROUGHT ONTO SMOKY HILL VINEYARDS AND WINERY PROPERTY, THE ALCOHOL WILL BE POURED OUT AND THE PERSON/S WILL BE ASKED TO LEAVE AND COULD RESULT IN FORFIETURE OF THE SECURITY DEPOSIT. 

 FIREARMS:

This facility does not allow handguns and/or firearms.  Signage is posted and violators will be removed from the property by the local sheriff if a guest does not leave upon request.

 MUSIC:

DJ’s and/or bands are welcome at your event.  Due to the proximity of our neighbors, we ask that you control the volume and we reserve the right to do so on your behalf.  Some entertainers require more power and outlets than others do.  We advise they visit our facility to ensure they have no problems and bring all items required.

 DAMAGES:

Smoky Hill Vineyards and Winery will not tolerate any damage or misuse of our facility or property.  Damages and excessive cleanup will be withheld from the deposit.  Costs above and beyond the deposit will be billed accordingly.  We ask that you help us in maintaining the beauty of our facility and property.

 ______________________________________________________________________________________

 I, __________________________ have read and agree to the terms of this contract.

 (Name of event contact person, must be 21 years of age or older)

Deposit amount $______ was received on ____________________________.

Signatures ____________________________________________

                  Jen Jennings, Event Director, Smoky Hill Vineyards and Winery

                  ____________________________________________­­­­­

                 Event Contact Person

 Upon receipt of this contract, security deposit, and insurance certificate, Smoky Hill Vineyards and Winery will send you a signed copy as a confirmation of booking your event.  Until that time, your event date is not considered to be booked and is able to be reserved by any other party.