Charlotte’s Landing Venue Policies

1) VENUE RENTAL FEE(S):

The Clients or Representative for the Client(s), agree to pay an initial nonrefundable deposit of 33% 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 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 7days prior to the date of the event. 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 Charlottes Landing 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 Network 411 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 Charlottes Landing have received their cancellation letter or email. We cannot refund any advance payment for a canceled reservation unless thevenue 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 100 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 180 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, WEDDING COORDINATORS, and VENDORS who are involved in the planning and execution of the special event on the premises of Charlotte’s Landing.

Parking:

All vehicles associated in any way with the event or wedding must be parked within the parking area. Damage to any and all vehicles are not covered by our insurance and is NOT the responsibility of Charlotte’s Landing.

Catering:

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. We give you access to a refrigerator, freezer to store ice, 2 microwaves, counter space/table, and sinks for use. The oven is available for use. The stove is used for warming only. No Open Flames. And no frying or use of any oils. Propane stoves and/or open flames – including candles and stovetop cooking flames – are not allowed. 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 after your event.  Coffee grounds should be disposed of in trash cans, not sink drains. Excess ice must be removed immediately from the event and disposed of after the event. 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.  Charlotte’s Landing is not responsible for any equipment lost or stolen.

Furniture/Equipment Setup:

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 the Client would like our assistance with set up or break down, a fee will be required. Next-Day pickup/load out will be charged a 50.00 fee. Hours utilized will be charged with a minimum of one hour.

Smoking:

Charlottes Landing is a non-smoking venue. No smoking is allowed inside the facility or by the outside doors.

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.

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, 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. Charlottes Landing is not responsible for any property left behind by clients, guests, invitees, agents, and subcontractors. The client is responsible for any damages to Charlotte’s Landing venue and the surrounding site. Charlotte’s Landing will perform a general cleanup of the venue after the event; however, it is the client’s responsibility to dispose of their own trash and remove all and throw away all decorations.

5) EVENT ENDING TIMES

All events must end by 11 pm to comply with sound ordinances and to allow for cleanup
and closure of the site by midnight unless otherwise agreed upon with owner.

6) DECORATIONS

Hanging Decor:

Please do not use nails, screws, or tape of any kind for decorating. Decorations that will damage the walls, chairs, doors, or furniture cannot be used. 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.  All decorations must be removed without leaving damages directly following the last guest's departure unless special arrangements have been made between the Client(s) and the venue. 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 stage.
  • 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.
  • The wedding party is responsible for all outdoor cleanup.
    Not Permitted at Any Time:
  • Loose Glitter, pyrotechnics, and 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. Photographer will also be the property of the cabin also and will be used for promotional purposes. No nude photography is permitted anywhere on the premises.

8) Sound and Audio

Operations of the sound and audio require expertise by qualified or trained sound technicians. The clients of must provide a qualified sound tech, or Charlottes Landing will make a technician available for a fee. The fee is 50.00 per hour, including all rehearsals, sound checks, and event time.

9) LIQUOR/BEVERAGES/ILLEGAL SUBSTANCES

As a private event venue, our facility does not have a liquor license, so you are permitted to serve, but not sell, alcohol on the premises. The only accepted alcohol at Charlottes Landing is Wine and Beer. Alcohol cannot be brought on-premises by the renters. Alcohol can only be served by a TACB certified bartender. 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 consequences of alcohol consumption made on- premises. The only accepted alcohol at Charlottes Landing is Wine and Beer. No hard liquor or drugs in any form are allowed. Illegal substances are not allowed at any time on the premise.  An officer or security guard is required and paid by the client if alcohol is served during your event. Client agrees to protect, indemnify, defend and hold harmless Charlottes Landing, its owners, and personnel, from any liability or claims of whatever nature arising out of or in connections with serving or consumption of any 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 Texas

10) SECURITY DEPOSIT

Your deposit will be returned on or before 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.

11) 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 Charlottes Landing 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. Charlottes Landing 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.

12) CAPACITY

Renter understands that the maximum standing capacity of Charlottes Landing is 125 people. You agree to not exceed this limit set by the fire marshal.

13) ENTRY AND EXIT

The Renter agrees the staff at Charlottes Landing may enter and exit the premises during the course of the event.

14) COURTESY PROTOCOL

The Client understands and will inform their guests and vendors that Charlottes Landing prohibits discrimination on the basis of race, color, sex, age, handicap, religion, and/or national origin. Charlottes Landing reserves the right to request any person or group acting unruly and contrary to rental regulations to leave the premises immediately. Charlotte’s Landing reserves the right to accept or deny clients based upon private interpretation or personal values.

15) 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 was 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.

16) APPLICABLE LAW

This contract shall be governed and construed in accordance with the laws of the State of Texas

17) FAILURE TO COMPLY WITH VENUE POLICIES WILL FORFEIT ALL DEPOSITS.