All Reservations require a 50% facility deposit that is non-refundable and nontransferable. CTF cannot hold a date for any event without the payment of the facility deposit. Eight weeks prior to the event, the remaining 50% 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% non-refundable and non-transferable facility deposit. All checks are to be made payable to “Chambersville Tree Farms” (referred to below as CTF). Forms of payment accepted: Cash, Checks, Visa and MasterCard, Discover. We do not accept American Express, Company or Commercial Credit Cards of any form. There is a $50 fee on all returned checks.
Security & Trash Deposit:
Additionally, there will be a $250 refundable security and trash deposit which will apply to all damage and clean-up expenses due to CTF after the event. The balance and/or total amount will be refunded within 10 days after the event. A fee of $50 per hour will be invoiced to User if CTF is required to clean the area(s).
Changes to Event Contract:
Any requests for changes or additions to original Event Contract must be in writing and will require approval and signatures by all parties including CTF, User and Responsible paying party.
Alcohol is permitted at your event as long as it is given away free of charge. Tipping or bartering is not permitted for the purchase or exchange of alcohol or any related services such as bartending. Payment in any form for alcohol and related services must be handled away from the CTF property. Because CTF is not providing or serving alcohol, CTF is not responsible for alcohol related accidents either on or off CTF property, therefore, the wedding party will assume that liability.
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 the User, event coordinator or someone from the family is available for this purpose.
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.
Due to the Collin County Sound Ordinance, music must be turned down at 10:00PM enough so that neighboring properties cannot hear and then turned off by 11:00PM. There will be a deputy sheriff on the property to enforce the sound ordinance and failure to comply may result in a fine for both the wedding party and the CTF Venue. If the CTF venue is fined, the payment of said fine will be deducted from the wedding party’s conditional security deposit.
Cleaning & Post-Event Break Down:
All delivery set up and take downs are the responsibility of User, with the exception of 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 placing all trash in bags and the site(s) must be cleared 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.
No pets or animals are allowed at event without prior knowledge and approval of CTF’s Event Director or other staff members. Exceptions include family dogs at weddings, User’s horse for entrance and exit purposes and Seeing Eye dogs. CTF will not be responsible or liable for any injuries, bites, illnesses or death caused by the Users or 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 and 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 their guests out of said waterways, lakes and ponds.
Because 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.
There are no refunds, full or partial, based on weather conditions. In the event of inclement weather or muddy grounds on the day of User’s event, both the ceremony and reception will be held in either CTF’s tent located in the Legends Rose Garden or in CTF’s Event Center, whichever location is stated as per the User’s signed Agreement. The decision to relocate the ceremony and reception will be made several days in advance based on information received from the local weather forecast. The guest seating for the ceremony will be at the reception tables with an aisle created for the ceremony runway.
For the safety of everyone on the property, please adhere to our 15mph speed limit signs and it is the responsibility of the wedding party to instruct guests and vendors to do the same. Liability of auto accidents on the property is the responsibility of the driver.
Keep off the Grass:
Vehicles must stay on the gravel roadways unless otherwise directed to parking. Please adhere to the “Keep off the Grass” signs located in the Legacy of Legends (LOL) Rose Garden and other specified areas and it is the responsibility of the wedding party to advise vendors to do the same. There are irrigation lines and sprinkler heads which are at risk of breaking if vehicles drive or park on the grass. In addition, it kills the grass that we so painstakingly maintain for a beautiful venue.
Candles may not be used inside the reception tent or within 30 feet thereof. Candles may be used elsewhere on the property provided they are contained in noncombustible glass vase or jar. The use of LED type lights and LED candles are preferable and is an excellent substitute.
General Regulations and Firearms:
No Guns, Riffles or Firearms
No Fireworks with the exception of sparklers
No Fires with the exception of food grills approved in advance by CTF
Children under the age of 18 must be accompanied by an adult at all times
No overnight stays without a written agreement with CTF
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 User. 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 may have an on-site attendant available during the hours of the event. This attendant is responsible for the event site and is not available for serving, decorating or other services needed by the User or User’s guests and vendors
Sheriff on Duty:
A deputy sheriff will be on site in the late evening hours of User’s event to monitor User’s compliance of CTF’s Guidelines & Restrictions. Failure to adhere to CTF’s Guidelines and Restrictions may result in a fine to the User by the sheriff.
Chambersville Tree Farms will be held liable should anyone become injured on CTF property due to CTF negligence. CTF will not be held liable for injury on CTF property if injury is due to negligence of User or vendors hired by the User.