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Payments
All Reservations require a 50% facility deposit that is non-refundable and non-transferable.  We cannot hold a date for any event without the payment of the facility deposit.  Eight weeks prior to the event, the remaining 50 percent is due on any invoiced items.  Ten days prior to the event, all balances are due in full.  It is important to know that your date will not be held without the 50 percent non-refundable and non-transferable facility deposit which includes additional rental items.  Chandler’s Gardens is a division of Chambersville Tree Farms and all checks are to be made payable to: “Chambersville Tree Farms” (referred to below as CTF).

 

Security & Trash Deposit

Additionally, there will be a $250 refundable security and trash deposit which will apply to all damage, clean up or expenses due to CTF after the event.  The balance and/or total amount will be refunded within seven days after the event.  A fee of $50 per hour will be invoiced to User if CTF is required to clean the area(s).

 

Change order to Event Contract
Any changes or additions to original Event Contract will require a written change order subject to approval and signatures by all parties including CTF, the User and the User’s responsible payment party.

 

Forms of payment accepted: Cash, Checks, Visa and MasterCard, Discover and American Express.  There is a $50 fee on all returned checks.

 

Alcohol
Alcohol is permitted at your event as long as it is given away free of charge, including no tips.

 

Deliveries
Delivery of any items is the responsibility of User since many deliveries must meet the User’s approval and expectations.  This includes wedding cakes, florist set up and delivery, caterer, etc. CTF will not be responsible for any of these items and will not sign for deliveries. It is suggested that your event coordinator or someone from your family is available for this purpose.  

 

Vendors
For any vendor serving your event, the User’s event planner shall obtain and send to our office any requested information prior to the event to verify such vendors have insurance and proper license and/or documents necessary to perform their service.

 

Cleaning & Post-Event Break Down

All deliveries set up and take downs are the responsibility of User, with the exception of the rental items provided by CTF.  If the event site(s) are not properly cleaned following your event, CTF employees will clean the site(s) and invoice the User at a rate of $50 per hour.  Clean up includes all trash in bags and the site(s) must be empty and clean with the exception of the items CTF provides.  A refundable deposit fee of $250 will be set aside for purposes of damage and clean up.  After the event, this deposit will be returned minus any expenses incurred by CTF. 

 

Animal Policy

No pets or animals are allowed at any event without prior knowledge and approval of CTF, Event Planner or other staff members.  Exceptions include family dogs at weddings, or User’s horse for entrance and exit purposes only.  Upon completion of wedding/event, animals must be placed in crates or trailers for the remainder of the event. User or Event Planner must obtain current vaccination records from appropriate party for any animal approved to be on the premises and shall submit such records to our office 10 days prior to your event.  CTF will not be responsible or liable for any injuries, bites, illnesses or death caused by User’s or its guests’ pets.  In the event the pets are not restrained properly, the CTF staff or the security personnel can demand the removal of the animals from the premises.

 

Waterways and Ponds

Unless permission is otherwise granted in writing, User agrees to stay out of CTF waterways, lakes and ponds and is responsible to keep its guests from doing the same.  The ponds on our premises are for water flow control and beauty; not for public use, swimming, boating, fishing, etc.  CTF will not be held responsible or liable for any injuries, illnesses or death caused by User’s neglect to keep themselves and its guests out of said waterways, lakes and ponds.

 

Nature Waiver

Due to the fact we are in a wooded, natural habitat, it is not uncommon for wildlife sightings.  This may include bobcat, coyote, deer, snakes, hawks, etc.  In the event a wildlife sighting occurs during your time here, it is advisable to ignore the animal and not try to catch. divert or “scare away” any animal.  You are a guest to their natural setting.  CTF will not be responsible or liable for any injuries, bites, illnesses or death caused by wildlife.  In addition, acts of nature, such as lightening, wind, storms, hail, tornados, etc. can occur without any prior warnings.  CTF will not be responsible or liable for any damage to property, injuries, illnesses, or death caused by acts of nature.

 

Weather

Texas weather is very unpredictable.  As much as we would like, we cannot guarantee beautiful weather for your event. There are no refunds, full or partial, based on weather conditions. Our recommendation is 48 hours prior to your event, check the local weather forecast. If inclement weather conditions make it impossible to have the event or complete the event on the stated agreement date and time, CTF shall nevertheless be paid in full on both contract and invoiced prices.

 

Candles
With the exception of a Unity Candle used in the wedding ceremony, candles may be used elsewhere only if covered by hurricane glass or contained in non-combustible glass vases.  The use of LED type lights and LED candles are preferable and is an excellent substitute.  

 

General Policies and Regulations:

 

In the event of damage to property, CTF will use the refundable fee for damage repair.  In the event the damage exceeds the deposit, User will be directly billed for the balance of these services Vehicles must stay on the gravel roadways unless otherwise directed to parking.

 

Refund / Default Policy:

In the event of an unforeseeable reason CTF can no longer offer your scheduled event, a full refund will be given to the contract purchaser.

 

In the event of User not making payments on scheduled dates, policies are not followed or User defaults in any manner, CTF reserves the rights to cancel any scheduled event.

 

CTF Attendant:

CTF may have an on-site attendant available during the hours of the event.  The attendant is responsible for the event site and is not available for serving, decorating or any other event function.  CTF can provide names of vendors who can provide other services if needed at your own expense.

 

By signing below, I agree that I have read and understand the Guidelines and Restrictions for my Event at CTF.

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