Grayhaven Winery Venue Rental Agreement
Rates For 2015
Full Day Rental
/ $2,100.Half Day Rental
/ $1,200.*Add 3% for any payment made by credit card
Deposit & Payment Schedule
$250 Non-refundable deposit due to secure dateBalance can be made in monthly installments
Balance of venue rental due in full no later than 30 days prior to event
Cancellations & Date Changes
Cancellations made 90 days or more before scheduled event / Refund of all payments made, less $250 security depositCancellations made 30 to 89 days prior to scheduled event / Refund of all payments, less $250 security deposit, less $500 cancellation fee
Cancellation made less than 30 days prior to scheduled event / No refunds
Date change requests will be accommodated if possible. If no acceptable alternative date can be scheduled, cancellation policy applies
Refund payments will be made within 90 days of cancellation in writing
Included in Rental
Use of all public-access outdoor areas of the vineyard, lawns & surrounding the wineryUse of winery restrooms (2)
Exclusive use of winery tasting room after 5pm
Exclusive use of winery indoor private areas for the purpose of changing, etc. Areas include fermentation storage room (downstairs,) small winery kitchen, outdoor loading dock (for catering *not available during harvest) Additionally – use of winemaker’s house including 2 bedrooms and 1 full bath.
Grayhaven staff will be available to serve Grayhaven wines and sangrias for both open bar and cash bar
Grayhaven staff will be onsite to give tours, assist guests with mobility challenges, direct traffic & parking, answer questions and lend assistance
Grayhaven will coordinate with renter’s vendors (tents, caterers, etc.) for set up and breakdown.
Grayhaven will provide basic landscaping clean-up in pre-determined areas of ceremony and reception
Removal of all bagged trash, garbage & recycling provided. *It is the responsibility of renter and their vendors to clean rented areas and properly contain and close trash bags.
Full-day Rental Only: Renter may schedule set-up, decorating, breakdown anytime 5 days preceding/ 3 days following event. Grayhaven reserves the right to move decorations or other items to a safe location after your event.
Full-day Rental Only: Pre-event date rehearsal included (Rehearsal only, please ask for pricing for rehearsal dinner)
Full-day Rental Only: Pre and Post event date access for photography session included
Renter’s Responsibility
Catering: Renter may use caterer of choice. Caterer must supply Grayhaven with copy of license, permits & insurance.Tents, tables, chairs, linens & decorations
Other vendors, such as event planners, bar service, DJs, carriages, etc.Additional Restrooms: For guests lists exceeding 150, additional portable or trailer restroom facilities are suggested
Beer & Spirits: Renter or renter’s caterer or bar service may bring in non-Grayhaven alcohol. A copy of banquet license and or other applicable licenses should be supplied to Grayhaven prior to the event and a copy posted at the serving area. Non-Grayhaven alcohol may not be stored, served or carried into the winery’s indoor facilities.
Clean-up: Renter, renter’s caterer & other vendors must leave event areas reasonably clean. All trash, garbage and recycling should be left in closed bags. Glass and other recyclables may be left in boxes. Recyclable boxes and cardboard, other than those used to contain recycling should be broken down. Decorations & lighting should be collected and removed or stored for later pick-up prior to tent removal. Bird-seed and other biodegradable, earth-friendly departure confetti may be left on the ground.
_____ (Initial) Grayhaven will be constructing a new barn adjacent to the winery in 2015/2016. Additionally, the field adjacent to the horse pasture will be renovated and re-seeded and the pond bed re-surfaced in 2015/2016. These projects could be at any stage of development during your event. The winery will remove construction equipment and debris from the site during your event and make reasonable efforts to make these areas as presentable as possible.
Grayhaven Venue Rental Agreement
Venue Rental Total
Tent Rental Total
Sangria
Wine
Other
Total Due:
Renter’s Information:
NameContact Info:
Name
Contact Info:
Event Date:
Type of EventRenter Signature & Date
Renter Signature & Date
Grayhaven Signature & Date
Deposit & Payments Register
(For Office Use Only)
Date
/Amount Paid
Venue Rental Only /*3% Credit Card Processing Fee
/Payment Method
/Balance Owed
*Deposit / $250.Deadline date: 30 days prior to event:
*C.C. processing fee charged only on payments made by credit card. C.C. payments are not included in venue rental fee or balance owed.
Deposits & Payments For Other Goods & Services
Date
/ Product or Service /Invoice Number
/Amount Paid
/Balance Owed
Grayhaven Winery, LLC
4675 East Grey Fox Circle Gum Spring, VA 23065
(804) 556-3917
Contact: Max Abrams