Thank you for considering Springhaven Woods for your next event. If you have any additional questions regarding the rental of Springhaven Woods, please don't hesitate to contact us.
RENTAL TOURS
If
you wish to visit the Park personal tours can be scheduled:
- 4:00pm – 8:00pm Monday-Friday
- 8:00am – 8:00pm Saturday-Sunday
For more information, email Springhaven Wood’s Staff at springhavenevents@gmail.com
RENTAL RATE INFORMATION
Rates are subject to change at the discretion of the
Springhaven Woods management. The rate is based on the date that the
event takes place.
EVENT
RENTALS: May 1,
2018 to September 30, 2018
Time: 10:00AM – 10:00PM
Picnic and Pavilion Areas
$450 for 8 hours
Chapel in the Woods
$250 per hour with 2 hour minimum
WEDDING
RENTALS: May 1, 2018 to September 30, 2018
Rental of the picnic and pavilion area for weddings
includes 2 hours for setup or rehearsal on the evening prior to the wedding, 8
hours on the day of the event, and from 8-11am on the day following the event,
for clean up purposes only. The cost of
the rental is based on the day of the event.
Picnic and Pavilion Areas
$1750 for 8 hours
Chapel in the Woods
$550 for 2 hour minimum
For additional hours, please contact Springhaven Woods
Event Coordinator for policies and pricing.
ALL EVENTS:
ACCESS/RENTAL BLOCKS
- Access to
Springhaven Woods for an event is restricted to the contracted times.
- All event rentals
(not including chapel only rentals) include the pavilion, kitchen, men and
women’s bathrooms, and ten acres of surrounding grounds, excluding the
chapel site.
- The stated rates are applicable for use of the Park for
groups of not more than 100 persons. For larger groups, please
contact us for rates.
- All groups
renting the park are expected to leave the facilities in the condition in
which they were provided. If the
facilities are not left in such condition, the cost of cleaning will be
charged at a rate of $35 per hour.
- A typical 8-hour event day at
Springhaven Woods includes two hours for set-up, 5 hours of actual
event time and one hour clean-up. Set-up includes time for
deliveries, work by caterers, florists, band/DJ and other auxiliary
services supporting your event. Guests should not be present during set-up
or clean-up.
- Payment for all fees, services,
and security deposits are required at contract signing. Payment
may be made by cash or check only. A fee of $30 must be paid on
returned checks.
- The cost to repair any damages
to the facilities resulting from negligence or abuse will be billed to the
applicant.
HOLD POLICY
Contracting
an open date at Springhaven Woods is on a first-come, first-served
basis. An open (available) date may be put on hold for 4 business
days. Failure to sign a contract and present the down payment before
the close of business on the fourth day will result in the date becoming “open”
and available to others at 8:30 a.m. on the next business day.
SECURITY DEPOSIT
A $100 security deposit payable by cash or check must be paid for an event
rental. A 25% security deposit payable
by cash or check must be paid for a wedding rental.
CHANGE OF DATE
A
change of event date will be considered a cancellation.
CANCELLATIONS
Cancellations
must be received in writing from the person whose name appears on the signature
line of the contract. The cancellation date is the date the written
notice is received in the office.
When
cancellation occurs less than 60 days prior to the date of the event,
Springhaven Woods will retain the entire payment.
If
Springhaven Woods manages to re-book the time and date of your cancelled
event and the re-booked event occurs, then Springhaven Woods will refund
50% of the fee.
WEDDING CEREMONY OPTIONS
Outdoor ceremonies may only be conducted at approved sites
on the Springhaven Woods property. Please review all ceremony
locations with the Event Coordinator. The chapel may be rented for $250,
per hour with a 2 hour minimum.
RENTAL EQUIPMENT
Rentals of event and catering equipment is available for a
limited selection of items. Please see the attached list for
equipment and rates.
EVENT RELATED DELIVERIES AND PICK UPS
Delivery and pick-up of event supplies must be completed
during the rental time block indicated on the contract unless otherwise arranged.
TENTING
- Clients must allow adequate time for set up and removal
of a tent.
- Springhaven Woods will not assume any responsibility
for tents on the grounds outside contracted event
hours. Coordination with Springhaven Wood’s staff is required.
SOCIAL EVENT HOST / HOSTESS:
A
staff member representing Springhaven Woods will be on duty during the
contracted hours to assist with concerns such as accessing locked areas, and
ensuring that the renter and all auxiliary services vacate the premises by the
end of the contracted time.
The staff member will provide information related to the
use of the Springhaven Woods. This staff member is in charge of
ensuring that rules and regulations are followed during the event and may
maintain a presence throughout the function.
The staff member is not expected to assist in set-up,
clean-up or any other aspect of the event such as announcing or
directing.
WEDDING REHEARSAL OPTIONS
Wedding parties may request use of Springhaven Woods for a
rehearsal on a day other than their contracted date. The time and
date for the rehearsal must be scheduled with the Springhaven Woods Event
Coordinator. Rehearsal use does not include permission to serve food.
OTHER
- The grounds of Springhaven Woods are not sprayed for
insects. Individuals may spray/fog the area during the
contracted hours of an event.
- Maintenance of Springhaven Woods includes weekly grass
mowing as well as routine care for plantings throughout the year.
- Decorative lights are permitted but must be set up and
removed within the contracted hours of the event.
- Decorative arches may be set up, if
desired. Springhaven Woods staff may help to secure such
structures with notice.
- All rental equipment (tables, columns, arches, etc.) for
an event must be removed immediately following the event and within the
contracted hours.
- Real or artificial flower petals are permitted, but must
be cleaned up after use.
- No open fires are permitted with the exception of a fire
in the established stone fire ring. Fire wood is available for
a fee.
- The cost to repair any damages to the facilities
resulting from negligence or abuse will be billed to the applicant.
CATERER’S INFORMATION:
Any caterer is welcome to work at Springhaven Woods,
however, the caterer is responsible to provide proper insurance, a copy
of their operating license and any other permits associated with use
of the facility. It is the client’s responsibility to obtain these
items from the caterer. Springhaven Woods will not be responsible
for issues arising as a result of renters utilizing non-insured, non-licensed
food providers.
HEATING, WARMING,
AND COLD STORAGE EQUIPMENT:
The kitchen is equipped with two ranges, commercial
refrigerator, and preparation and wash areas.
CLIENT / CATERER / AUXILIARY SERVICES
RESPONSIBILITIES:
The renter is responsible to ensure that the caterer and
all auxiliary services are aware of and follow the rules and regulations for
Springhaven Woods. Additional rules may apply. All rental activity
must be approved through the Springhaven Woods Event Coordinator before the
event.
All auxiliary services, including caterers, must adhere to
the contracted hours. Early in or late out times are not permitted.
- A catering supervisor must be present throughout the
event. Caterers must retain enough staff to clean up properly
at the end of the contracted event.
- Caterer’s equipment must be delivered and removed within
the contracted hours only unless otherwise stated. Springhaven
Woods is not responsible for items dropped off early or items left behind
after an event.
- The caterer is responsible for providing all
tablecloths, ice, utensils, foils, wraps and
containers. All food must be removed at the end of the
event.
- The caterer is responsible for cleaning the kitchen
areas after use. Attention should be given to appliances,
sinks, tabletops, counter tops and food disposal. The caterer is
responsible for sweeping and mopping the kitchen floors and cleaning all
other areas of the kitchen and bar areas utilized during the
event. The caterer must clear all areas of cups, plates,
utensils, napkins and any other items provided during the event.
- The caterer must remove all trash to the designated
trash area.
- Smoking is not permitted on the grounds or in any of the
attached buildings.
- On Saturday, back-to-back events may be
scheduled. Between events our staff cleans, sets-up and
prepares for the next event. Therefore, the evening rental
client, caterer and auxiliary services are not permitted to enter the
building until the time indicated on the contract. Please
comply with the contracted time.
- Charges may apply to any client/caterer/auxiliary
service that does not abide by the rules and regulations of Springhaven
Woods.
- Any damages caused by a caterer, guest, subcontractor or
the client during the rental period will result in the client being held
liable. Springhaven Woods will utilize the security deposit and
charge additional fees if deemed necessary to compensate for the loss.
INSURANCE/IMMUNITY:
Springhaven Woods encourages renters to obtain liability
insurance for actions from its use of the premises. Client accepts all
liability for welfare of premises, equipment, audience and workers during the
rental period. Client shall be totally responsible for all debts and liabilities
incurred as a result of this agreement. Client shall indemnify and
hold harmless Springhaven Woods from any and all loss or damage to persons or
property which the renter may suffer on account of any accident or occurrence
caused by the renter. In consideration of the mutual agreements set
forth in this agreement, the client relieves, acquits and forever discharges
Springhaven Woods of and from any and all actions, claims, demands and damages
on account of, or arising from, any accident transpiring during and under the
terms of this agreement.