1) VENUE RENTAL FEE(S):
The Clients or Representative for the Client(s), agree to pay an initial nonrefundable deposit of 50% of the total of all fees. This payment serves to hold the venue for the specified date of event or wedding and is payable at the time of contract signature.
A $100.00 refundable security deposit will be returnable to the client (s) up to two weeks after the event has been held once the property has been inspected for any potential damage from the event or wedding.
The remaining agreed-upon VENUE RENTAL FEES will be due 30 days prior to the date of the event or wedding.
Payments may be made via (cash delivery, certified check, or credit card.)
2) DATE CHANGES
In the event the Client(s) is forced to change the date of the event or wedding every effort will be made by Beaver Flats Cabin to transfer reservations to support the new date. The Client(s) agrees that in the event of a date change any expenses including but not limited to deposits and fees that are non-refundable and non-transferable are the sole responsibility of the Client(s). The Client(s) further understands that last-minute changes can impact the quality of the event and that Beaver Flats Cabin is not responsible for these compromises in quality.
3) CANCELLATIONS
In the event of a cancellation of a special event or wedding, all payments made to-date are non-refundable and all outstanding payments will be due immediately. We understand that sometimes it is necessary to change or cancel a reservation. All cancellations or reservation changes must be made in writing (or via email). The guest is responsible for verifying that Beaver Flats Cabin, have received their cancellation letter or email. We cannot refund any advance payment for a canceled reservation unless the venue is re-rented for the entire period and prepayment has cleared. We will make every effort to re-book the venue; however, if it is not re-booked, you forfeit all monies paid. If a cancellation is successfully re-rented, all of the rent, taxes and damage/security deposit will be refunded, less a $100 cancellation fee. We can also issue you a booking Credit. Booking Credits must be activated within 500 days from the day that you made your initial booking. This applies regardless of when your initial event date was scheduled or how far out you canceled. Your Booking Credit is only valid for 500 days from the date that you made the original booking.
4) RULES AND REGULATIONS
The following is a list of rules and regulations to be upheld by Client(s), which includes all EVENTS PLANNERS, WEDDING COORDINATORS, and VENDORS who are involved in the planning and execution of the special event on the premises of Beaver Flats Cabin.
Parking: All vehicles associated in any way with the event or wedding must be parked within the parking area. No vehicles shall be parked on any other lawn surface unless granted permission by the owners.
Catering: We aim to support the vision of our Clients, their budgets, and as many businesses as possible here at The Cabin, so we proudly offer an Open Catering Policy. This means that our clients are welcome to hire any catering company that is licensed by the State of Alabama and possesses food and service licenses. No fees apply.
Food preparation will be limited to warming and final assembly. We have space for the caterer to set up food or client to prep food. The cabin has a separate room with a refrigerator, freezer to store ice, microwave, warming station, counter space/table, sinks for use. No Stoves, Ovens, or Open Flames.
Propane stoves and/or open flames – including candles and stovetop cooking flames – are not allowed inside Beaver Flats Cabin. The caterer must bring in all equipment and supplies the day of the event and they must be removed at the conclusion of the event. Water/liquid/ice must be disposed of in locations identified by the Building Manager on duty. Coffee grounds should be disposed of in trash cans, not sink drains. Excess ice must be removed immediately from the event, and disposed of at the direction of the Building Manager on duty. Ice should be in tubs and should not be placed directly on any floor surface. Caterers are expected to clean all spills made by their staff or equipment. Caterers are expected to either remove the trash from the facility in their vehicle or place trash in the designated outdoor trash dumpster/compactor as directed by the Building Manager on duty. Equipment and prep tables cannot be placed in stairwells and cannot block any means of egress (hallways, doors, restrooms, etc.). Beaver Flats Cabin will not be responsible for any equipment lost or stolen.
Furniture/Equipment Setup: Please use you suggested seating charts to pick your table layout prior to the event. You are welcome to move, add or take down tables when you arrive.
Breakdown/Loadout: All items brought in must be removed and load-out at the end of booking unless next-day pickup is previously arranged.
If Client would like The Cabin’s assistance with set up or break down, a fee will be required.
Next-Day pickup/load out will be charged a $100 fee. Hours utilized will be charged at Client Load Out/Event rate, with a minimum of one hour.
Smoking: Beaver Flats Cabin is a non-smoking venue. No smoking is allowed on the porches of Beaver Flats.
Open Doors: During an event, all doors need to be remained closed unless unloading and loading.
Children: All children under the age of 16 MUST be supervised at all times!
Trash: Trash may only go in trash cans that are bagged. If you need more bags please request from facility manager.
Clean-Up: Client shall be responsible for returning the venue to the state that it was provided to them unless paying for a cleanup fee. All property belonging to Client, Client’s invitees, guests, agents, and subcontractors, shall be removed by the end of the rental period. All property remaining on the premises beyond the end of the rental agreement will be charged a clean-up fee. Should the client need special consideration for the removal of property beyond the rental period, this can be arranged prior to the beginning of the event for an additional fee. Beaver Flats Cabin is not responsible for any property left behind by Client, Client’s guests, invitees, agents, and subcontractors. The Client is responsible for any and all damages to Beaver Flats Cabin venues and the surrounding site. Beaver Flats Cabin shall do a general clean up of the venue at the conclusion of the event, however, it is the Client’s responsibility to dispose of their own trash and decorations according to the facility manager. Should you wish to clean up yourself you will be responsible for: site tear down, trash removal, vacuuming/sweeping.
5) EVENT ENDING TIMES
All events must end by 10 pm to comply with sound ordinances and in order to allow for cleanup and closure of the site by midnight, unless otherwise agreed upon with owner.
6) DECORATIONS
Hanging Decor: The ceilings and the majority of our walls are wood logs, so no nails, screws, or tape of any kind are permitted. Decorations may not be hung with tape, wire, nails or screws which will damage the venue. All decorations must be removed without leaving damages directly following the departure of the last guest unless special arrangements have been made between the Client(s) and the venue.
You may use Command Strips only if they are used properly, so please educate yourself and anyone who may help with take-down on how to remove them without ripping off lacquer, paint or drywall.
Any damages will carry a minimum $50 fee, varying on the extent of the damage.
Allowed Outside & Inside:
- Balloons: All balloons must be weighted or secured.
- Candles: Candles are permitted as long as they comply with Fire Marshall standards as outlined below.
- Candles must have at least 4 inches between the top of the flame and the opening of the container.
- No taper candles are allowed under any circumstances as they are prone to tipping and are a hazard.
- Only electric candles are allowed on the wooden wall shelves.
- Candles are permitted on tables and bars only, and never on the floor.
Allowed Outside Only:
- The use of birdseed, confetti, Rice, confetti, flower petals and blowing bubble is permitted only outside for wedding and reception farewells.
- Outdoor use may carry an additional cleaning fee.
Not Permitted at Any Time:
- Loose Glitter, pyrotechnics, and sparklers are not permitted inside or outside the facility.
- Balloon drops/releases are not permitted at any time, inside or outside.
- Lantern Releases are not permitted at any time, inside or outside.
7) PHOTOGRAPHY/VIDEOGRAPHY
This venue uses live, video and still photography to assist with promotion of the venue. All photos taken at Beaver Flats Cabin by your Photographer will also be the property of the cabin also and will be used for promotional purposes. NO nude photography is permitted anywhere at the cabin.
8) LIQUOR/BEVERAGES/ILLEGAL SUBSTANCES
As a private event venue, The Cabin does not have a liquor license, so you are permitted to serve, but not sell, alcohol on the premises. Alcohol may be brought on-premise by the renters. Alcohol may not be served to minors. Drunken/Violent disturbances are prohibited and subject to immediate removal from the premise and possible termination of the event without refund.
Clients are responsible for any and all consequences of alcohol consumption made on-premises. Client agrees to protect, indemnify, defend and hold harmless Beaver Flats Cabin, its owners, and personnel, from any liability or claims of whatever nature arising out of or in connections with serving or consumption of the said beverage. Clients, its agents, servants, employees, or bartenders shall not serve guests and/or patrons alcohol when that person is under lawful age or when the person is intoxicated and his/her judgment is impaired as a consequence of alcoholic consumption. It will be the duty of the Client to prevent any guest or patron to refrain from driving a motor vehicle if that person has become legally intoxicated by definition/standard of the State of Alabama.
Illegal substances are not allowed at any time on the premise.
9) SECURITY DEPOSIT
A $100.00 check security deposit will be returned approximately 15 days after the event as long as there is no damage. If any damages that exceed the amount of the security deposit shall be the responsibility of the person financially responsible for the event.
10) INSURANCE & LIABILITY
Caterers. Established Catering Services must have event liability insurance or may use their license and insurance to cover this.
Special Event Liability Insurance is suggested but not required for Renters. The insurance must, at Renter’s sole expense, provide and maintain public liability and personal property damage insurance insuring Beaver Flats Cabin against all bodily injury, property damage, personal injury and other loss arising out of Renter’s use and occupancy of the premises, or any other occupant premises, including appurtenances to the premises and sidewalks. The insurance required hereunder shall have a general aggregate liability of not less than $1 Million. Beaver Flats Cabin shall be named as an additional insured of said policy.
Should Renters forgo obtaining Event Liability Insurance the Renter shall indemnify and hold Venue, its parent companies, subsidiaries, affiliates, officers, directors, employees, agents and representatives forever harmless from, and against, any and all personal injury, property damage, loss, liability or claim of liability, expenses, fines and penalties including reasonable legal fees caused by any wrongful or negligent act, error or omission by you, your guests, invitees, agents, delegates, vendors, or representatives, arising out of or in connection with your function, except those claims arising out of the sole negligence or willful misconduct of Venue.
11) CAPACITY
Renter understands that the maximum standing capacity of Beaver Flats Cabin is 75 people downstairs and 20 people upstairs. You agree to not exceed this limit set by the fire marshall.
12) ENTRY AND EXIT
The Renter agrees that Beaver Flats Cabin may enter and exit the premises during the course of the event.
13) COURTESY PROTOCOL
The Client understands and will inform their guests and vendors that Beaver Flats Cabin prohibits discrimination on the basis of race, color, sex, age, handicap, familial partners, religion, and/or national origin. Beaver Flats Cabin reserves the right to request any person or group acting unruly and contrary to rental regulations to leave the premises immediately. Assistance from law enforcement agencies may be requested if this request is not met.
14) INDEMNIFICATION
The Client agrees to indemnify and hold harmless Venue, its parent companies, subsidiaries, affiliates, officers, directors, employees, agents and representatives forever harmless from, and against, any liability, claims, damages, loss, or expense (including attorney’s fees, court costs, and consequential damages) relating in any way to the event or caused by the use of the facility by the Client, the Client’s guests or invitees, or the Client’s agents, such as musicians, decorators, and others who are working for the Client.
15) APPLICABLE LAW
This contract shall be governed and construed in accordance with the laws of the State of Alabama.
16) FAILURE TO COMPLY WITH VENUE POLICIES WILL FORFEIT ALL DEPOSITS.