HeartStone Ranch
2017 Facility Use and Event Guidelines
Patron:
Date of Event:
HeartStone Ranch Event Guidelines
Thank you for choosing the HeartStone Ranch as the venue for your event! To ensure that your event runs smoothly, we have established guidelines that must be followed. The Patron listed on the rental contract should review each of the guidelines listed below, initial each line, and sign & date the bottom to indicate that you understand and will adhere to these guidelines. Please keep a copy of these guidelines for yourself and supply a copy to all your vendors. If you have any questions, please do not hesitate to contact us. We want your wedding at HeartStone Ranch to be well coordinated, safe and provide you with wonderful memories of all the planning you will be doing and then enjoying your special day.
______Event Production/Wedding Coordination:
For all events at HeartStone Ranch aminimum of a “Month of” Professional Event Production Company or Wedding Coordinator must be hired. The Patron may select production/coordinating services from the HeartStone Ranch Approved Vendor List. Any other professional planner is required to be screened/approved in advance by HeartStone Ranch. All production schedules, site visits, wedding day timeline, delivery and pick-up schedules and all arrangements for caterer, rentals, additional lighting, group transportation and parking services must be provided to HeartStone Ranch through the approved Coordinator.
______Hours and Scope of Event:
The fee includes full use of the premises, (Exhibit A) for EIGHT hours of guest time, plus FOUR hours of set up time, and TWO hours of breakdown time after the event. Additional time may be reserved at $250 per hour. All events at HeartStone Ranch must end at 10 pm with guests leaving shortly thereafter. Breakdown must be completed by midnight the day of the event. The fee also includes a ceremony rehearsal, guest parking for up to 100 cars, electricity use, limited use of bridal dressing area and groom’s dressing area, lawns, patios, outdoor entertainment pergola and the HeartStone Wedding Stage. Outside vendors need to supply all rental equipment and labor for tables, chairs, canopy, heaters, umbrellas, linens, dishes, etc. HeartStone may have certain specialty items patron may rent, in addition to included Gift Certificate, please check heartstonevintagerentals.com for inventory including Vintage decor, Harvest Tables, Wine Barrels, Lanterns, Shepard Hooks, Signs etc.
______On-Site Meetings:
You and your coordinator may meet vendors or bring family members to view the site any day of the week between 10:00 a.m. and 4:00 p.m. Meetings must include a Ranch staff person, must be scheduled in advance and are subject to availability. The total on-site meetings are limited to 4 hours. Additional time is $150 an hour.
______Vendors:
The Ranch will provide you with a list of approved vendors in order to contract services for production/planning, catering, additional lighting, rentals, florists, valet, entertainment, shuttles, etc. We strongly advise you to choose vendors on our approved list. Any other vendor must be screened and approved by HeartStone Ranch, during the very early stages of planning, to ensure that they meet our requirements for professionalism, general liability insurance, auto insurance, and workman’s compensation insurance, and have the proper permits & business licenses.
______Catering:
Patron must hire a professional Full Service caterer who is properly licensed and insured. We highly recommend a caterer selected from our Approved Vendor List, otherwise they need to be screened and approved by Owner in advance. Patrons may not cater their own event. Caterers are provided a catering kitchen area by Garage and it is required they lay down a protective surface.. That area must be left clean and free of debri, grease and stains. If the area is left with cooking grease and food stains, which must be cleaned after your event, patron will be charged additional hourly and cleaning supply fees. Electric use is limited and Caterer must confirm adequate electricity is available or provide generators.
______Beverages:
Alcoholic beverages may only be served by a bartender or catering personnel and must have liquor liability insurance. A full bar is permitted as long as Patron complies with state and local law. Patron is required to have a designated bartender who will be present at the bar at all times and will be required to open all the bottles, including beer and wine. Alcohol may not be self -served. If alcohol is sold during the event a liquor license is required and must be displayed at the bar. Patron shall provide a copy of liquor license to owner prior to event. Patron must provide bucket containers for chilling and storing beverages. Refrigerators in outdoor kitchen may not be used for chilling wine. Any bar set ups on grass must be approved by Ranch and no ice or liquids may be dumped on plants or grounds, in sinks or drains and must have a splash bucket which is dumped at end of evening in a designated area. Per California law, no one under the age of 21 will be served alcohol.
Bartenders should start removing extra alcohol supplies to Patron’s car or the garage, prior to Bar closing to prevent guests from insisting on being served once the bar is closed. Bar should be closed 30 min prior to end of event. No last call may be announced to guests. Ranch maintains the right to cease alcohol service to an individual or the group as a whole if guests become too intoxicated, or if behavior is deemed unsafe or inappropriate. Security Guard may be required for your event.
______Valet Service and Parking:
Onsite parking is provided in designated areas only. There is room for about 100 cars. A licensed and insured Valet Service from our Approved Vender List is required for all events of 75 people or more. A parking attendant must be used for 25-75 people. Self –parking is approved for less that 25 people.
______Shuttle Service:
Shuttle Service may be used however must be approved in advance. We can not accommodate large Tour Type buses, however can accommodate Trolley service and smaller buses. Shuttle service must be planned so guests are not waiting long after event end to be transported to local hotels.
______Entertainment:
You may have amplified Music at the event but must keep the music at a reasonable level determined by the Ranch (60 decibels at the edge of Wedding area, Exhibit A). Sound must be aimed toward the Ocean, away from our neighbors. All music must be turned off by 10:00 p.m. Ranch event staff maintains the right to have the DJ or Band turn the music down and/or off if it exceeds limits or if we receive complaints. Live entertainment is limited to small bands, no bands with a Horn section or Mariachi Bands. All bands must be approved in advance. We have received complaints about Rap and Hip Hop from neighbors and frequently from guests and is not appropriate at our exclusive location.
______Tents/Canopies:
Tents or canopies are permitted on the Ranch grounds and arranged with Patron’s rentals. Set up must be approved by Ranch. Tents must be weighted and not staked. No staking is allowed. If tenting vendors require additional setup time prior to the included set-up time, a fee of $250 per hour (or part thereof) will be charged.
______Luxury Restrooms:
HeartStone Ranch will provide Ranch owned Luxury Restroom Trailer for your event included in the package price.
______Trash:
Patron shall ensure that all food is removed from premises during breakdown, surfaces are cleaned of food and trash. Boxes need to be broken down, recycling and trash needs to be placed in garbage bags (provided by caterer), tied at the top and put into the designated trash dumpster located at the bottom of the driveway. Patron is responsible that Caterer provides proper trash receptacles for your event.
______Additional Rentals:
Patron shall rent generators if needed to accommodate special cooking, lighting, amplifiers, speakers, microphones or any other electrical items used for the event. Plugsare provided at basement and additional ones in garage for Patron’s use, which is generally adequate. Plugging any electrical unit into the existing outlets is prohibited without prior consent.
______Deliveries and Pick-Ups:
All third-party vendor or Patron deliveries must be scheduled in advance. We ask that vehicle traffic be kept to a minimum. Your Event Producer, Coordinator must prepare a Production Schedule of all deliveries and someone must be at Ranch to receive and supervise deliveries. The Ranch will not sign for deliveries or be responsible that they are complete. The Ranch must receive a written delivery schedule no later than seven days prior to any deliveries. The delivery schedule must include the following information: time and type of delivery, name of vendor, and contact information for each vendor. Please see Delivery Guidelines.
______Rehearsal:
Rehearsals need to be scheduled in advance and be held during regular Ranch hours (10:00a.m-5:00p.m). Rehearsals are limited to 2 hours and 25 people.
______Setup:
Setup may begin up to six hours prior to initial guest arrival. If Patron or third party vendors require additional setup time prior to the included set-up time, a fee of $250 per hour (or part thereof) will be charged. Early setup must be requested at least two weeks prior to the event. Umbrellas and heater on grass may not be placed until 1 hour prior to guest arrival. No set up on grass prior to day of event.
______Decorations:
No sequins, glitter, confetti, silly string, birdseed or rice is allowed in or around the site. Lavender, flower petals or other organic items are allowed with prior consent. No nails, staples, thumbtacks or tape with permanent adhesive may be used on the property surfaces to hang decorations, including walls, trees, bushes, and banisters. Prior approval is needed in order to attach items to the facility's property. If extension cords are used, they must be secured to the ground. Only workers covered by workers compensation insurance that is on file with Owner may use a ladder. If ladders are used, to hang decorations, there must be a person on the ground keeping the ladder steady at all times while in use. All signs must be approved by the Ranch. Signs must not obstruct walkways or exits. Any damage caused by placing unauthorized signs will be chargeable to the Patron in addition to rental fees paid.
______Breakdown:
All third party vendor & Patron equipment/items must be off the lawn and patios and stacked in approved areas or removed from property by 12:00 a.m. on the night of the event. Rental pick- up must be scheduled for any day after end of the event, however must be completed by Monday 12 p.m. noon. If this policy is not followed, a fee of $250 per additional hour (or part thereof) will be charged. Personal items & equipment may not be left overnight without approval. The Ranch is not responsible for any loss or damage to rental or personal items.
______Cleanup:
The entire rented area, includinglawn, patio, outdoor kitchen and catering areas must be left in clean condition. Patron is responsible for leaving the area in the same condition that it was before setup. Patron is responsible for any damages to Ranch property and/or equipment. Cleanup must be completed by 12 a.m. on the night of the event.
______Security Deposit:
A cleaning, damage and security deposit in the amount of one thousand dollars ($1000.00) is due 90 days prior to the Event. The deposit will be refunded to Patron within 15 days after event if the site was fully cleaned and no damage has been done to the property. Deductions from the security deposit will be made if site is not fully cleaned, if there is damage to site or surrounding property or personal items are damaged or missing. In such event a line item breakdown of deductions will be provided to the client. If cleaning fees or damage to home, property or personal items exceeds $1000 Patron is responsible for the total amount and will be billed the additional amount, which is to be paid to the Owner within 30 days after the final event.
______Pets:
No pets of any kind are allowed (except service animals).
______Safety:
No open candle flames are allowed. All candles must be enclosed in a votive or hurricane glass covering. All candles must be placed on a tabletop surface. No candle bags (luminaries) or tiki torches are allowed on the grounds. Only closed lanterns are allowed on the grounds and with Owner’s prior approval. Any use of candles placed anywhere other than on a tabletop surface must have Owner’s consent. Smoking is allowed in designated areas only. No exceptions will be made. Fireworks of any variety, including sparklers or hand held fireworks, are prohibited. The Ranch does not permit balloons, rice, birdseed or confetti on the grounds. Ranch staff has the right to cease any activity they deem to be unsafe. Patron is required to provide additional lighting they deem necessary for the safety of their guests.
______Insurance:
General liability insurance in an amount no less than $1,000,000 is required for all events. A Certificate of Insurance must be presented to the Ranch no later than 90 days prior to the event. This policy must (a) name HeartStone Ranch, Kathleen Wigle and all agents as an additional insured, (b) certify general liability coverage in an amount no less than$1,000,000 for all matters connected with use of the site (e.g., alcoholic beverages), and) must certify the policy will be primary and non-contributory. Please see Insurance Attachment.
______Security:
The Ranch may require a security guard for your event. Necessity of security is influenced by, alcohol served prior to ceremony upon guest arrival and number of children in attendance.
______Cancellations or Changes:
Cancellations or changes must be made in writing. Cancellationsreceived 90 or moredays prior to event date will result in a loss of the initial deposit. If cancellation is received 90 or fewer days prior to event date, full site fee will apply however security deposit will be refunded within 15 days of written notice.
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______Liability:
HeartStone Ranch is a working horse ranch and horses are by nature unpredictable and can cause serious injury or death. Guests may not approach the horses or go into barn or pasture area. Patron is responsible for all and any injures or damages cause by guests who do not follow this policy.
______Children:
Children are welcome at events, however parents are responsible for their supervision and safety while on the ranch. Children may not leave the immediate area around the wedding site and are prohibited from the pond area, fountains, climbing trees, jumping off rocks or any other dangerous activity. Patron takes full responsibility for informing parents of these restrictions and for any injuries or damages. It is recommended that children be supervised by a person selected by the parents and one who is attending to the children at all times.
I have read and understand the above event guidelines and recognize that I am responsible for this event.
I am responsible to provide a copy to my vendors and inform them of these guidelines.
Signature ______Date ______
Printed Name ______Event Date ______
HeartStone Ranch Delivery Guidelines
The Ranch delivery guidelines have been created to ensure a smooth set-up for your event and to protect the safety of our Ranch guests. You are responsible for sharing these guidelines with anyone who will be making deliveries for your event. Please initial each line and sign and date the bottom to indicate that you understand these guidelines. If you have any questions regarding these policies, please do not hesitate to contact us.
______No delivery trucks over 26 feet long are permitted to enter the Ranch without prior written approval. Vehicles that are too large will not be permitted into the Ranch.
______Please work with your Event Producer/ Event Coordinator to create a comprehensive delivery schedule that includes all personal and third-party vendor deliveries. Coordinator will prepare a Production Schedule of all deliveries to ensure that we can safely accommodate all deliveries. The Ranch must receive a written delivery schedule no later than seven days prior to the event. The delivery schedule must include the following information: time and type of delivery, name of vendor, and contact information for vendor. Event Coordinator or designated person must be on site to direct all deliveries and pick ups. Rental deliveries may be made on Friday with pick up scheduled for a day after the event end however before Monday at 12 noon.
______All vehicles must remain on paved roads unless Ranch representative is present- vehicles are not allowed on the grass at any time! Driving on the grass causes damage to our turf and irrigation system. The security deposit will be kept if this policy is broken.
I have read and understand the above delivery guidelines and recognize that I am responsible for making sure my vendors are aware of these policies.