SYNOPSIS of the AGREEMENT

 

YOU and WE

agree that we want to and commit to do business together with considerations;
agree on the time, place, requirements, and rules for the engagement;
agree on outcomes if either one of us cannot meet our commitment;
agree to care and be responsible for each other's safety and property;
agree that this is our only agreement, and how it can be changed;
agree on general provisions which are standard for good agreements; and
declare that you have the ability to sign and pay.

  

 BERKSHIRE MEADOW VIEW LLC

d.b.a. TIARA EQUEST / INN AT RICHMOND

EVENT AGREEMENT

 

Black Type = In Effect           Grey Type = Not In Effect

 

This Agreement, "Agreement," is made between

_______________________________________________________, 

hereafter, YOU/YOUR/YOURS,
( if incorporated, a corporation formed in the State/Commonwealth of

_______________________________________________________)

(YOUR Address)
________________________________________________________
 
City ____________________ST _______________Zip ___________
Telephone(s) please list home, work, cellular
________________________________________________________
E-mail
________________________________________________________
and BERKSHIRE MEADOW VIEW, LLC, doing business as The Inn At Richmond,

and owner of The Berkshire Equestrian Center, LLC, hereafter, WE/OUR/OURS, and collectively both entities called PARTIES.
 
WHEREAS...

 

WE offer rooms, facilities, land for private and public functions, plus complementary services hereafter, "RESOURCES," for hire and

YOU, after YOUR diligence, which includes but has not been limited to first-hand observation and discussions with US, desire OUR Resources,

 

IT IS THEREFORE AGREED that WE offer to rent YOU specified areas of The Inn At Richmond, 802 State Road, MA State Rte 41, Richmond, MA  01254, which includes areas in The Berkshire Equestrian Center, collectively referred to as “TIARA EQUEST,” and YOU will rent the designated area/s and guarantee the payment for renting OUR Resources from US on dates and hours set forth below, all subject to the terms, conditions, and consideration of this Agreement and Attachment/s incorporated into this Agreement.

 

 

 

 

 

ABSTRACT INFORMATION FROM ATTACHMENTS

 

EVENT  __________________________________________________________________ 

 

BRIDE ____________________________________________________________________

Address ____________________________________________________________________

Phone ______________________________________________________________________

Email _______________________________________________________________________

 

GROOM _____________________________________________________________________

Address _____________________________________________________________________

Phone ______________________________________________________________________

Email _______________________________________________________________________

 

DATE -- Date/s of the Event:             _______________ 

TIME -- Starting / Finishing Time      Noon to 10 pm (music) then linger if desired.  

# GUESTS: _______# STAYING AT INN:  __  Discount 20% MUST BOOK DIRECT WITH US

YOUR EVENT PLANNER / COORDINATOR: 

YOUR PAY PERSON/S for the Event: ______________________________________________

YOUR CONTACT/S / CHAPERONE/S for and at the Event______________________________

OUR CONTACT PERSON and authority for and present at the production of YOUR Event: 

"Johnny" a.k.a. John David Sottile unless changed by US.

 

WEDDING / EVENT TYPE

 [   ] DESTINATION - Overnights

           

In Season         [  ] 48 Hours      [  ] Weekend $14,000  [  ] Weekday $12,500

            Out Season       [  ] 24 Hours      [  ] Weekend $  6,750  [  ] Weekday $ 5,000

[  ] Custom Package

[  ] Rehearsal     [  ] Rehearsal Party   [  ] Fire Pit

[  ] Wedding      [  ] Next Day Brunch, other than provided Full Breakfast  TO BE DETERMINED 

                                    [  ] Tent/s Size/s     TO BE DETERMINED  [  ] Multiple tents are OK.

                                                      INN                                             FLAG BARN

[X] WAYSIDE - Day       [  ] 1 Hour         $   200              [  ] 2 Hours                 $   500  

[  ] 4 Hours Inn  $   750              [  ] 4 Hours Flag Barn $1,600

[  ] 8 Hours Inn  $1,250,             [  ] 8 Hours Flag Barn $3,400

[  ] Custom Package – Inc Tables, Chairs & White Tablecloths if desired

__ Barter @ $750 for up to 8 hrs.  End Music 10 pm - remain aft OK

__ Gratis for days immediately before & after for set-up & clean-up        

__ Gratis Wedding Night Stay at Grand Prix

__ Gratis next day breakfast for immediate family NOT STAYING AT                        THE INN.  Seating time 10 am after Inn guest hours end.    

                                    [  ] Overtime Rate=1.5 x the contracted rate. Quarter Hour Increments

 

VENUES & RESOURCES INCLUDED FOR YOUR USE THROUGH THIS AGREEMENT

[  ] Main House Common Areas & Rooms

[  ] Rooms 2, 4, 5… [  ] Suites 1, 3, 6, 9… [  ] Cottages 7, 8, 10…

[  ] Grand Prix Penthouse at the Berkshire Equestrian Center Arena

[  ] Wedding/Event Campus: Flag Barn, L Barn,  [  ] Other Designated Areas______________ 

[  ] Inn Lawns & Terrace Garden

[  ] Full Country Breakfasts for all room-guests on each room-rental day

[  ] Fire Pit – Extra Charge   ________  [  ]  YOU supply the wood?  [  ]  WE provide the wood?                                                                       

 

OUR SERVICES, INCLUDED THROUGH THIS AGREEMENT, are

Unlimited access to & correspondence with US for YOU or YOUR vendors planning YOUR event;

Preparation of OUR venue to OUR standards and style; plus

Event/vendor coordination services before, during, and after the function.   

On-site coordination for event, parking & emergencies throughout the event

 

TERMS AND CONDITIONS  --  BARTER

Below payment schedule (light grey) is superseded by Advance Payment & Discount

 

DEPOSITS, PAYMENTS, SECURITY DEPOSIT, and CUSTOM WORK

 

Booking Deposit is due upon signing.  It is 50% with Scheduled Payments are dependent upon the type of wedding/event… and time of Agreement signing before the event.  Security Deposit of ___________ are due 7 days before the scheduled event. 

The method of payment is CASH or CHECK.  Payments are first applied to Site Fees.

 

Destination Wedding/Events: 

 

Wedding Agreement signing before 180 days of the event:

 

Booking Deposit upon Agreement signing

50% of the Site Fee & Room Fee

 

Remaining Payments…

 

At 180 days before the event

25% of the Site Fee & Room Fee

 

At 30 days before the event

25% of the Site Fee & Room Fee

 

Wedding Agreement signing within 180 days of the event:

 

Booking Deposit upon Agreement signing

75% of the Site Fee & Room Fee

 

Remaining Payment at 1 month before the event

25% of the Site Fee & Room Fee

 

 

Wayside Wedding/Event:  4 & 8 Hours FLAG BARN Events

 

Wedding/Event  Agreement signing before 180 days of the event:

 

Booking Deposit upon Agreement signing

50% of the Site Fee

 

Remaining Payments

 

30 Days

25% of the Site Fee

 

At 1 month before the event

25% of the Site Fee

 

Wedding Agreement signing within 180 days of the event:

75% of the Site Fee

 

Remaining Payment at 1 month before the event 

25% of the Site Fee

On the day of the event.

 

 

1, 2, and 8 Hour INN Events

Full payment upon Agreement signing

 

 

YOU must post a SECURITY DEPOSIT of $500 / night 7 days prior to YOUR event.  This deposit is refundable in full within 7 days after your event, providing there is no claim against it as outlined in OUR Agreement.  See Attachment H

 

YOU must pay in advance for any custom event work (NONE ANTICIPATED) through the establishment of a “cash fund” to which we have access for withdrawals reconciled against materials and labor including administrative time taken to special order materials, accounting, etc. caused by the custom production.  The amount of the cash fund will be determined by the scope of the project/s.  If more is required to complete or expand the project/s it must be deposited before work will be continued by US.  Any outside vendors for custom work must be approved by US and must evidence liability and workers’ compensation insurance.

 

 

CANCELLATION: 

 

Destination Weddings:

 

Due to the size, nature, and proximity of OUR Wedding Campus, WE require that YOU take all rooms so that YOU can enjoy the facility without concern for other non-wedding guests.   Consequently, Destination Weddings impact all other possible reservations with US; for they lock-up all rooms upon YOUR commitment to have YOUR wedding with US.  As a result, Destination Weddings have a special cancellation policy to hopefully provide time for OUR further reservations in the case of YOUR cancellation.

 

Cancellation before 180 days of the event provides a 50% refund of the total amount due.  Within 180 30 days, there is no refund: all payments made to date by YOU are non-refundable and all outstanding payments will be due immediately.  However, rooms reserved by YOU for guests are YOURS to enjoy, if desired.  If YOU release them and WE will attempt to re-book the rooms; if successful, we will refund to YOU the fee less a 40% rebooking fee. (Our standard refund policy)

 

VENDORS

 

YOUR vendors must be approved by US, which approval will not be unreasonably withheld.  Notwithstanding, WE reserve the right to bar vendors based on OUR past bad experience with the vendor, or the vendor's reputation, or OUR perceived problem or potentially compromised position resulting from their being on our property.  WE do not disapprove of vendors based on race, religion, political or sexual orientation.  Vendors include, but are not limited to caterers, bartenders, photographers, videographers, waiters, valet/tent/toilet services, bands, DJs, and other related services.  OUR normal charge for a first-time caterer/bartender/vendor is waived

 

YOUR food and liquor vendors must evidence their own separate liability insurance naming Berkshire Meadow Views LLC and Berkshire Equestrian Center LLC as additional insured.  A Certificate of Insurance must be present to US at least one week provided prior to the event.

ACCESS: 

 

WE provide to YOUR VENDORS…

1) Appointments for inspections and meetings with YOU or US or both prior to YOUR event; and 

2) Access to our RESOURCES at least 2 4 hours before the starting time of YOUR event;

3) Space on our literature table during YOUR event for their business cards; and

4) Advertising (their expense) – non-electronic – on a poster no larger than 2’X3’ by their station.

         A vendor’s commercial vehicles with advertising and graphics must be parked were WE designate.

 

 

SUPREMACY:

 

WE maintain the superior position among all other vendors to YOUR wedding/event.

This is because…

1) OUR name is the only vendor’s that appears on YOUR reception invitation;

2) YOU are renting OUR property on to which YOU bring YOUR selected vendors;  

3) YOUR guests, once on OUR property, perceive OUR involvement in every detail, thus

4) OUR reputation is partially dependent upon the quality of YOUR vendors.

 

Therefore, all YOUR vendors must be approved by us.  Our approval of YOUR vendors is not unreasonably withheld if the following provisions are met:

            5) They are in good standing with us with no previous negative incident.

6) They carry liability insurance proved by a certificate - that indemnifies the Inn & Owner.

7) They provide services and goods (such as but not limited to tents, tables, chairs, linens, china, flatware, that at least equals the quality of OUR resources and services. 

 

WE RESERVE THE RIGHT TO REJECT ANY VENDOR, WHOSE

INFERIOR SERVICES AND GOODS, NEGATIVELY AFFECT OUR IMAGE.

 

 

SURPRISES:

 

We enjoy spontaneity and do not desire to curtail it.  However, by the nature of OUR aged resources and by the horses/animals on OUR property, WE likely see “danger” or “risk” where YOU may not.  Therefore, WE must be informed of all YOUR intentions regarding the use of OUR property or YOUR organized actions on it.

 

Vendor Related:  Despite your vendor’s acceptance by us, and regardless of how long that acceptance may exist, YOUR vendor does not speak for OUR approval.  Therefore, after conjuring an event with YOUR vendor that is other than a wedding norm, YOU must inform US;

And, WE must approve.

 

Last Minute Thoughts:  Despite plans, spontaneous ideas come to mind.  Some are harmless.  Others may be dangerous in our thinking; for example, a photographer flying a drone near horses in paddocks; guests honking horns or using megaphones, videographers using hot halogen lights in hay barns for effect, and even ceremonial candles, sparklers, firecrackers, roman candles, and more.  We must know 30 minutes before YOUR “last-minute-thought” to consider it and expressly approve of it.

 

WE RESERVE THE RIGHT TO SHUT DOWN ANY SURPRISE

THAT HAS NOT BEEN APPROVED BY US BEFOREHAND.

 

DRONES ARE FORBIDDEN WHILE HORSES ARE OUT.

 

 

 

FOOD VENDOR SUPPORT

 

KITCHEN:  Aesthetically, it is important for US to maintain OUR kitchen as one of a Bed and Breakfast/Inn.  Further, OUR kitchen is neither designed nor code-designated as a “commercial kitchen:  Therefore, the following applies:

1) The kitchen is governed by the laws of the Commonwealth of Massachusetts which bars YOU or YOUR guests from using it without OUR Food Manager’s oversight.

2) For Destination and Wayside Weddings/Events In-Season (Thursday before Memorial Day to Thursday after Columbus Day) food vendors must use OUR gratis food prep area below the Flag Barn – with no open flames -- or their tent as described below.

3) For Destination and Wayside Weddings/Events Out-Season, (Friday after Columbus Day thru Wednesday before Memorial Day) food vendors may use OUR kitchen for meal-serving only.  Food-prep, cooking, washing dishes/pot/pans are not allowed.  Therefore, all food or meals must arrive in OUR kitchen fully-cooked in trays or plates ready for assembling or serving; and, all dishes/utensils/pots/pans must be taken away as is except for scraping. 

 

GRATIS FOOD PREP AREA: To save possible expense incurred by YOU, WE provide – free  -- OUR Inn’s garage, which has been set up for food vendors,  to be used by YOUR food vendor/s for meal-serving prep with no open flames.

 

COOK TENT:  Food vendors who insist on having a cook tent may do so at their or YOUR expense.  Notwithstanding, the placement of that tent has to be approved by US. WE will attempt to accommodate their/YOUR request within the following provisions: 

1)  The tent must not impact the style, fashion, and flow of OUR Wedding Campus, which is defined as the Inn, surrounding lawns, gardens, driveways, parking areas, and barns being the Flag and L. 

2) The tent must be placed so that it is not a fire or safety hazard by OUR judgment, the judgment/s of the state and local fire inspectors, or codes. 

3) The food prep does not include cooking that will leave lingering grease/smoke residue and/or odors in the Inn, guest rooms, or barns. 

4) Once approved by US, WE assume NO FURTHER RESPONSIBILITY for the tent.

 

Therefore, if YOUR vendor is insistent on a cook tent, WE recommend that YOU, YOUR food vendor, and WE meet BEFORE your contracting with them. 

 

WE WILL NEITHER BACK-AWAY FROM THE ABOVE REQUIREMENTS,

NOR BE BACKED INTO ACCEPTING THEM AFTER YOUR SIGNING

A NON-COMPLYING AGREEMENT WITH YOUR FOOD VENDOR.

 

 

OPEN BBQ & PIG ROAST:  WE have designated areas where YOU may have scheduled barbeques, pig-roasts, clambakes/boils, and cook-outs.  YOUR schedule must be given to US.

WE have small cookers and utensils which YOU may use without charge.  YOU are responsible for the care of OUR equipment while used by YOU; and, YOU are responsible for the event clean-up.

 

FOOD OWNERSHIP:  Because guests often ask US for “left-over” food after the event, WE must know, via a copy of this provision in YOUR food vendor contract:

1) Who will own the “left-over” food resulting from the buffet/family-style meal service?

2) Who will pack it according to ServSafe standards?

3) Where it will be refrigerated/stored (OUR refrigerator is not available; refrigerators in the Cottages?)

4) Who then has access to it for consumption?

5) What happens to it at the end of your event/stay?

If YOU want US to handle the above, WE must discuss it before YOUR event.  An extra fee will apply depending on the complexity.

 

LIQUOR VENDOR SUPPORT

 

At YOUR sole discretion, YOU may serve alcoholic beverages at YOUR event; however, YOU will be liable for the service to, and consumption by YOU or YOUR guests.  Further, you are responsible for obtaining any required license through the Town of Richmond.

NOTE:  Private events without a cash bar do not require a license. 

 

YOU are responsible for the person or persons serving alcohol. Therefore, YOU must make certain that alcohol is served by TIPS certified bartender(s), who is/are also instructed to only serve invited guests whose identification is YOUR responsibility. 

 

WE assume absolutely no responsibility for the intoxication of YOU or YOUR guests, or whether minors are being served.  To assure the foregoing, WE withdraw our complimentary liquor, which is a part of our normal Bed and Breakfast offering, at least 4 hours before YOUR event.  Further, we explicitly disclaim any role in the evaluation of YOU or YOUR guests' sobriety, including their pre/post-event drinking which is not the responsibility of YOUR liquor vendor. 

 

Therefore, YOU must obtain event liability insurance for the day/s of your event which includes Host Liquor Liability naming Berkshire Meadow Views LLC, Berkshire Equestrian Center LLC, and Carl M, Dunham, Jr., Owner, as additional insured.  A Certificate of Insurance must be provided to US 2 weeks prior to the event.  This insurance can be obtained through individual insurance companies or through web sites such as www.eventhelper.com.

 

SPACE:  WE provide outdoor and indoor space determined by YOU for various YOUR events. YOU are responsible for the tables and linens required to dress the tables.  C

 

KEGS: YOU may have kegs on ice so long as the kegs are contained in leak-free tubs. 

 

BOTTLED BEER:  You may have bottled beer so long as it is poured into a plastic cup.

NO BEER BOTTLES are allowed outside of OUR buildings, except as provided elsewhere in this Agreement. Beer bottles left by YOU or YOUR liquor caterer become our property.   

 

PERFORMANCE GUARANTEE / BEST EFFORT:   WE will fulfill the provisions of this Agreement using OUR best efforts and talents to deliver the "spirit" of YOUR event. However, WE cannot guarantee OUR performance which is contingent upon matter/s beyond OUR control:

 

Major Forces:  Acts of war, terrorism, civil disobedience, denied access or permit by a governmental authority, natural and man-made disasters, prolonged or burst violent weather, and other restraints or conditions beyond OUR control, can prevent OUR completion of this Agreement, without YOUR recourse to US for OUR non-performance. 

 

Day’s Delay:  Regarding Major Forces of a temporary nature, such as but not limited to storms, hurricanes, etc., OUR Agreement will remain in force and WE will work to set a new date. 

 

Brief Delays:  If WE are only late starting service/performance on the same day due to unavoidable detention caused by Major Forces, YOU have the option to add that amount of delay-time to the end of the function at no charge, 

 

Date Changes:  In the event YOU are forced to change the date of YOUR event, WE will endeavor to re-book reservations and OUR sub-contractors, if any, to YOUR new date. YOU acknowledge that last-minute changes can impact the quality of the event and that WE are not responsible for these compromises in quality. If there is 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 YOU.  There may be additional, unanticipated charges beyond those set forth in OUR Agreement. 

RESPONSIBILITIES

 

YOU:

 

You are responsible for all people – families, friends, and guests - including vendors whom YOU invite to or hire for the event.  WE recommend that YOU make YOUR people aware of YOUR responsibility.  Where damage or loss occurs which cannot be attributed to them, YOU will be responsible for restitution, which includes not only the item(s) but the time and effort necessary to replace it/them. 

 

YOU are responsible to US for a) damages to and loss of OUR resources caused by YOU, YOUR attendees, or hires if they are not properly insured; b) damages or injuries caused to third parties or their property while on our property which includes valuable horses and c) OUR personal safety.

 

Being responsible for the behavior YOUR guests, YOU must quell or expel, or allow us to expel any guest, whom WE determine -- through proof -- is creating a disturbance or committing any criminal behavior.  Should circumstances, deemed by US, present an imminent or implied threat of injury or loss to US, OUR employees/hires, or OUR property, or YOUR guests (such as shoving people around the Fire Pit), WE have the right to stop YOUR event, without YOUR approval, until YOU have resolved/removed the threatening situation once YOU are notified by US.  Where possible, WE will alert YOU to a fulminating problem in advance. Whether the matter is resolved by YOU or YOUR designate(s), and whether WE resume the event, which WE will not unreasonably refuse to do providing that WE are physically able, or whether the situation remains unresolved, YOU are allowed no discount on fees paid pay US as if the event had been completed, in fact, without interruption. Further, WE reserve the right to additionally pursue all remedies available to us by law.

 

Our waiver of a Security Deposit is courtesy to YOU.  Notwithstanding, WE do not waiver damages, theft, or excessive clean-up.

 

Therefore, as mentioned above, to cover YOUR use of OUR property, YOU must obtain event liability insurance for each day of your event which includes Host Liquor Liability naming Berkshire Meadow Views LLC, Berkshire Equestrian Center LLC, and Carl M, Dunham, Jr. owner, as additional insured.  A Certificate of Insurance must be provided to US 2 weeks prior to the event.  This insurance can be obtained through individual insurance companies or through web sites such as www.eventhelper.com, which WE have found to have the most reasonable rate.

 

US:  In the same meaning of the above paragraphs, WE are responsible to YOU, YOUR guest(s), or other persons(s) welcomed by or retained by YOU for acts against them caused by US or OUR employees/independent contractors. 

 

 

GENERAL INDEMNIFICATION:  YOU will hold harmless, defend, and indemnify Berkshire Meadow Views LLC and Berkshire Equestrian Center LLC, consultants, employees, and agents from and against all claims, losses, causes of action, judgments, damages, and expenses including but not limited to attorney’s fees because of bodily injury, sickness, disease or death, or injury to or destruction of tangible property or any other injury or damage resulting from or arising out of (a) performance or breach of this Agreement by YOU, (b) YOUR use of the premises, or (c) any act, error, or omission on YOUR part, or YOUR agents, employees, guests, invitees or subcontractors except where such claims, losses, causes of action, judgments, damages, and expenses result solely from the negligent acts of omissions or willful conduct of The Inn at Richmond / Berkshire Equestrian Center, its officers, consultants, employees or agents.

 

 

OTHER CONSIDERATIONS

 

 

ELECTRICAL CIRCUITS

 

Lawn, Ceremony, Cocktails, Tent:   WE provide 2, reliable, three-pronged, grounded power sources of "clean" 15 amps, 115/120 volt circuits, on separate circuits within 25 feet of YOUR DJ/BAND area & tent.  If there is a DJ or BAND playing at these events or in these areas, we will provide a third circuit, where necessary.  OUR circuit includes one 50’ extension cord.  Beyond that distance, YOU or YOUR vendors are responsible for power extension.

 

Flag Barn, DJ, Band:  WE will provide 2, reliable, three-pronged, grounded power sources of "clean" 15 amps, 115/120 volt circuits, on separate circuits if, within 25 feet of  YOUR DJ/BAND area & tent.  DJs and Bands must set up so that their music is playing into OUR property – facing West.

 

Backup Electrical:  WE do not have a back-up electrical generator wired into our electrical service. If YOU provide YOUR own generated power, YOU are responsible for the quality of the power and any harm which it could have on OUR electrical equipment, despite other electrical protection that WE may bring.  If YOU rent OUR generator, WE are not responsible for power quality or damage to YOUR or YOUR vendor’s equipment.

 

RESTROOMS:  Throughout YOUR event, WE diligently maintain at least two bathrooms in The Inn… (and in season bathrooms in the Flag Barn) which have accommodated past events up to 160.  Additionally, there are individual bathrooms in OUR units where YOUR wedding party guests stay.  If YOU believe that more are bathrooms are necessary. YOU have two choices

1) YOU and YOUR guests staying at The Inn – or some number of them -- allow YOUR other guests to use YOUR and YOUR guests’ bathrooms. 

2) YOU acquire portable bathrooms that meet OUR APPROVAL – not port-johns – to be placed at locations of OUR choosing.  The contracting and expense of these bathrooms is YOUR responsibility.  They must be removed within 24 after the end of your event.

 

Regarding handicapped access, WE have UNIT#9 & Flag Barn which have ADA ramps and bathrooms that accommodate a wheelchair.  If YOU have a guest/s requiring handicapped access, YOU MUST MAKE Unit #9 available.  Only assign guests in that room who will allow this access.  

 

YOU MUST INFORM AND PLACE ONLY GUESTS WHO WILL ABIDE WITH THE ABOVE.

 

 

FIRE:  Fire of any kind is a real danger to the centuries-old inn, barns, stables, and animals housed therein… in addition to people.  Therefore you explicitly agree:   (Also see Attachment F)

 

Candles / Incense / Fireplaces / Open Flames:  YOU and YOUR guests will not use lighted candles or open lighters, which include, but are not limited to matches, butane cigarette lighters, sparklers, in any ceremony or rented room.   YOU and YOUR guest will not ignite, nor attempt to ignite any fireplace OUR rooms. 

 

Smoking:  The Inn at Richmond, including the Inn porches and Terrace Garden, The Berkshire Equestrian Center and all OUR property is smoke-free.  WE will provide two areas in addition to OUR Fire-pit where YOU and YOUR guests may smoke.  Otherwise, THERE IS ABSOLUTELY NO SMOKING.  Cigarette butts on the ground are considered extra clean-up and subject to a deduction against the Security Deposit.

 

YOU MUST INFORM YOUR GUESTS ABOUT THESE FIRE PROHIBITIONS IN A WRITTEN WELCOMING NOTE PLACED IN THEIR ROOMS.

BEER, WINE, OTHER GLASS BOTTLES / CONTAINERS, & DRINKING GLASSES:  Broken glass is dangerous to humans and animals; it is also difficult to find and remove from OUR in numerous lawns, pastures, and stone walk/driveways once it has been broken through dropping, mowing, or diving over.  Therefore, glass bottles, beverage glasses, and containers are prohibited outside guest rooms and the reception area and or Flag Barn, and tented areas with the following exceptions: 

Fire Pit: Due to its distance from rooms, glass beer/wine bottles may be brought to the Fire Pit area in coolers from which contents may be poured from a bottle into a plastic cup with the now empty bottle stored back in the cooler. 

Dinner Tent:  Glass wine, champagne, and water glasses may be used.  However, they may not be carried outside of the tented areas.  There must be tables with plastic cups to allow the carrying of drinks from the tent.

Reception Areas / Flag Barn: Regarding beer bottles at YOUR reception, WE strongly encourage that all beer is served in plastic cups by YOUR Tips Certified bartender. Containers with bottles being iced are prohibited outside the reception area and strongly discouraged inside the reception area.  If YOU decide to allow the unrestricted taking of bottled beer within the reception area,

1) YOU must station a person at each door to prevent the bottles from leaving the area;

2) YOU must have someone inside the reception areas responsible for retrieving empty or abandoned bottles;

3) YOU risk losing some of your Security deposit because we charge $25.00 per discovered bottle outside the reception area; and,

4) YOU basically invalidate the “shield” of having insured Tips Certified bartenders shoulder the responsibility for excessive drinking because it is now outside their control. (This is also true with open kegs even with plastic glasses.  It is a generous offer, but one for which the risk outweighs the reward.)

 

GENERAL PROVISIONS:
 

If any provision of this Agreement is held invalid under the law, that provision will become void, and where possible a substitute provision, if any, will be placed. Regardless, the invalidity of any one or more provisions will not invalidate the remaining provisions of this Agreement.

 

The failure of either PARTY to waive a contractual right ( i.e. enforce a right) or any provision of this Agreement shall not be construed as a waiver or limitation of that party's right to subsequently enforce and compel strict compliance with every provision of this Agreement.

 

Paragraph titles have broad meanings and do not limit the content of the paragraph(s).

This Agreement will be construed according to the laws of the Commonwealth of Massachusetts. Any legal action resulting from an irresolvable dispute between US must be filed in Berkshire County Central District Court in Pittsfield, MA.

 

This Agreement constitutes the ENTIRE and ONLY AGREEMENT between YOU AND US, and it supersedes all previous Agreement(s), documents, or discussions. This Agreement may not be modified unless amended in writing and is signed by both of US.

 

This Agreement may not be assigned by YOU without OUR approval.

 

BY SIGNING BELOW, YOU ATTEST THAT YOU HAVE READ, UNDERSTOOD, AND APPROVED ALL TERMS, CONDITIONS, AND PROVISIONS STATED, PLUS ALL THE ATTACHMENTS AND FEES.  YOU FURTHER ATTEST THAT YOU HAVE THE AUTHORITY TO SIGN THIS AGREEMENT AND TO ENSURE ITS PAYMENT AS DEFINED.
 
Please electronically sign by typing in your full name/s below and on the ATTACHMENTS and return to innkeepers@innatrichmond.com  with “ATTENTION WEDDING PARTY __NAME__ CONTRACT in the Subject line.

 

Our Agreement becomes effective upon OUR acceptance of YOUR e-signed original returned to us at innkeepers@innatrichmond.com.  WE in turn will re-email our e-signature which then binds both PARTIES. 
 
 

UNDERSTOOD & ACCEPTED by YOU
 
Print Name:
__________________________________________________
Signature:
__________________________________________________
Title (if signed by a company/corporation):
__________________________________________________
Date:
__________________________________________________
 
 
 
ACCEPTED by MEADOW VIEW LLC dba The Inn At Richmond
 
Signature:
__________________________________________________
Date:
_________________________________________________

 

 

 

ATTACHMENT A --IDENTIFICATION OF SERVICES TO BE PERFORMED BY WHOM

ATTACHMENT B -- OUR PUBLISHED RATES & TOTAL COST with TAX

ATTACHMENT C -- ASSIGNMENT OF PEOPLE TO ROOMS

ATTACHMENT D -- ON-SITE EVENTS, LOCATION, TIMES & SOUND VOLUME

ATTACHMENT E -- YOUR EVENT VENDORS 

ATTACHMENT F -- FIRE PIT

ATTACHMENT G -- PHOTO VIDEO RELEASE

ATTACHMENT H -- SECURITY DEPOSIT

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

WEDDING PARTY:  __________________________

ATTACHMENT A -- IDENTIFICATION OF SERVICES TO BE PERFORMED BY WHOM

 

WE will provide the following services:

 

Services and Resources are provided "AS IS."  If other than normal work is required to deliver the listed Services and Resources, WE may charge for the effort.  If this is the case, WE will first quote to YOU the fees for YOUR approval in writing which will become attached to OUR Agreement.  WE will not undertake any changes without your written approval and pre-payment. 

 

[  ]  Lodging and Full Breakfasts

[  ]  Inside & Outside Event Venues which include Library, Terrace Sunroom, Receiving and Dining Rooms, Flag Barn, Lawns, Fire Pit

[  ]  Propane / Water / Electricity without full back-up power  -- A gratis 2,500-watt electrical generator will be available for limited use as desired or needed.  

[  ]  Wedding  & Reception / Event Coordination w Bride & Groom, Wedding Consultant, if any, Vendors, and Reception Contact / Chaperone

[  ]  Catering -- Sunday Brunch Only, if coordinated with and supplemented to our normal Continental and Hot Breakfast offered with room rental. 

YOUR decision to have any other bunch will be YOUR responsibility physically and financially.  NO CREDIT will be given by US on the room rate should YOU decide not to accept OUR breakfast.

 

Site Fee Includes

 

 

1. TIME:  Use of The INN, as defined; from 1:00 pm to 10:00 pm,

unless otherwise arranged..

 

2.  PROPERTY:  Use of all public common areas of The INN -- Library, Terrace Sun-room, Parlor, Dining area (by Massachusetts Law, the kitchen is off-limits).

 

3.  DESTINATION DISCOUNTED RATE:  To encourage traveling to your Wedding, wedding participants, relatives, and friends will be given a 20% discount off existing room rates for up to four days prior to the start of the Wedding.  No other discount cannot apply.

 

4.  ADMINISTRATION:  There is no extra percentage charge for "administration," which is a broad term for all the coordination which occurs between the bridal party and The INN.  This includes but is not limited to return visits with relatives, wedding party, and friends plus vendors such as florists, entertainers, photographers, and videographers.

 

5.  STAFF & GRATUITIES:  The Inn's contact person/s, event, and parking staff are included.  There is no gratuity charge; however, a gratuity for a "job well done" is always welcomed and appreciated.

 

6.  TENT SPACE:  Up to 60'x80' 40'x100' tent space on our front and mid-lawn space, respectively.

 

7.  FULL BREAKFAST / BRUNCH:  The Inn provides a full hot breakfast each day for all registered room guests.  The breakfast the day after the wedding may be delayed to become a brunch with additional food supplemented through caterer's leftover food.

 

8.  FIRE PIT: The Inn builds and maintains a fire pit to be used on Friday evenings from 9:00 pm to 11 pm.

 

9.  PHOTOS: The Inn provides candid of perhaps the more memorable moments of your wedding -- the day before the wedding when relatives, friends, and classmates reunite when corresponding parents of the bride and groom really get to know each other for the first time... when everyone is in a relaxed mood... and when the end of the weekends seems a far thought.

 

10. SOUND SYSTEM:  The Inn makes available an appropriately-sized sound system for music during or after the rehearsal dinner

 

11. COMPLIMENTARY 1st ANNIVERSARY STAY:  Correct!  On or about the First Anniversary of the bride and groom, we will provide the room of their choice for up to two nights -- depending upon availability at the time of the reservation and limited by the possibility that due to other weekend weddings, all rooms may be reserved.

 

12. PREFERENTIAL OFFERS:  Over the time leading up to your wedding and the wedding itself, TIARA EQUEST will become to feel "like home" -- as well we intend it to feel.    We are honored that you have chosen to make us a part of your lives and memories. Therefore, as a part of our growing number of wedding families, we intend to continually thank you with offers exclusive to all who have wed at OUR Inn.

 

13. MOST FAVORED REFERRAL FEES:  Of course we appreciate unsolicited testimonials on social media sites.  They may influence other couples to have a wedding with us.  However, because you have wed on our property, we want to share in your direct referrals who, too, come to wed on our property.  Therefore, we have developed a tiered referral program to which we will always extend to you our "most-favored" -- BEST -- benefit.  It is generous!   We think of it dividend to off-set your wedding "investment" in our wedding program.  If one feels that this fee is not necessary -- that no repayment is required -- we will happily donate this amount to an authorized 501-c3 charity of your choice which is listed as two-star and above on Charity Navigator.  Or, if there is no preference, we will donate your fee in your name to one of our choices which currently are children-related St Jude's Children's Hospital; country-related Wounded Warriors; international community-related Heifer International; or equestrian/athletic-related Christopher Reeves Spinal Cord Injury.

 

14.  WEDDING SITE FEE DOES NOT INCLUDE:  The Inn at Richmond DOES NOT provide the following services which are YOUR responsibility and expense

 

* Wedding Officiating  / Ceremony / Sound / Altar Props / Flowers / etc

* Tables / Chairs / Tent / Fire-pit Wood (if a fire is planned)

* Catered Food -- Hors D'oeuvres / Meals / Desserts / Snacks / etc. –

Except for Bunch the day after the wedding as noted above.

* Catered Bar -- Liquor, Wine, Beer -- served with NO GLASS containers or bottle

* Tableware / Table linens & Floral Decorations  -- Tablecloths are available

* Music / Entertainment / Event Lights / Props

* Photography & Videography

* Bride / Bridal Party transportation within OUR property

* Portable Bathrooms

 

15. ENTRANCE:   There is no entrance into or use of stables, indoor/outdoor arenas, corrals, and use of horses..

 

16. SECURITY DEPOSIT:  There is of $500 per day Security Deposit that will be refunded upon inspection of the property which will occur either the day after the wedding or within the first day thereafter. The Security Deposit amount does not limit The Inn's recourse to the contracting party for loss, damages, or clean-up beyond the deposit amount.

17. EXTRA CHARGES...

* Extra wedding night fire pit

* Corral clean-up should wedding party desire to be married in a corral

* Use of a non-listed wedding location on the property

* Moving chairs and tables in an effort to save rental fees.

* Any other matter or delivery not mentioned in inclusions*

 

 UNDERSTOOD & ACCEPTED by YOU
 
Signature:
__________________________________________________
Date:
__________________________________________________
 
 
 
ACCEPTED by MEADOW VIEW LLC d.b.a TIARA EQUEST / The Inn At Richmond
 
Signature:
__________________________________________________
Date:
__________________________________________________

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

WEDDING /EVENT PARTY:  ________________________________

ATTACHMENT D / Revision 1-- ON-SITE EVENTS LOCATION & TIMES

 

FORMAL PHOTOGRAPHS

 

Location/s _____________________________________________________________

Time         Start _________________________ End ____________________________

 

FORMAL VIDEOS

Location/s _____________________________________________________________

Time         Start _________________________ End ____________________________

 

WEDDING CEREMONY

Location _______________________________________________________________

Backup Location _________________________________________________________

Time      Start ___________________________ End ____________________________

    

COCKTAIL HOUR

Location _______________________________________________________________

Time       Start ___________________________ End ____________________________

 

RECEPTION*

              Location: ______________________________________________________________

            Time:       Start___________________________ End ____________________________       

 

BONFIRE*

Location: Inn At Richmond Fire Pit

Time        Start ___________________________ End ___________________________ 

 

OTHER EVENT*

              Location: ______________________________________________________________

            Time:       Start___________________________ End ____________________________       

 

  • Past 9:30 pm, WE have the right to abate the sound volume of DJ/BAND if we determine that it is excessive to the need for a good event or for keeping good neighbors.   We first accomplish this reduction by closing the appropriate door/s.  If this action fails to reach the appropriate level, we will ask to have the music gradually lowered, which lowering is normally unnoticed by guests, until the correct volume is reached.  WE TRY NOT TO AFFECT THE SPIRIT OF THE RECEPTION. 

 

UNDERSTOOD & ACCEPTED by YOU
 
Signature:
__________________________________________________
Date:
__________________________________________________
 
 
ACCEPTED by MEADOW VIEW LLC d.b.a TIARA EQUEST / The Inn At Richmond
 
Signature:
__________________________________________________

Date:
__________________________________________________

 

WEDDING PARTY:  ___________________________

ATTACHMENT E – YOUR EVENT VENDORS

 

 

                                     Vendor Name / Contact Person /  Email  /  Phone  

 

 

FOOD CATERER ______________________________________________________________

 

LIQUOR CATERER _____________________________________________________________

 

FLORIST _____________________________________________________________________

 

BAKER if not Food Caterer _______________________________________________________

 

DJ / BAND ____________________________________________________________________

 

PHOTOGRAPHER _____________________________________________________________

 

VIDEOGRAPHER ______________________________________________________________

 

RESTROOMS _________________________________________________________________

 

OTHER ______________________________________________________________________

 

OTHER ______________________________________________________________________

 

OTHER ______________________________________________________________________

 

OTHER ______________________________________________________________________

 

 

 

 

AFFIRMED by YOU
 
Signature:
__________________________________________________
Date:
__________________________________________________
 
 
 
ACCEPTED by MEADOW VIEW LLC d.b.a TIARA EQUEST / The Inn At Richmond
 
Signature:
__________________________________________________
Date:
__________________________________________________

 

 

 

 

 

WEDDING PARTY:  _________________

ATTACHMENT F -- FIRE PIT - "Bonfire"

 

OUR FIRE-PIT is available for YOU to enjoy one evening of your event.  WE discuss with the Chief of the Richmond Volunteer Fire Department the use of OUR pit for YOUR event.  Currently, WE maintain a standing approval upon OUR notification to him of intention to burn.  Nonetheless, situations change – such as a drought -- where the Richmond Fire Chief may change his approval or be overruled by a decision from the State Fire Marshal.  Either situation is Major Force which will cancel OUR obligations to ignite YOUR fire.

 

There are provisions regarding the use of the Fire Pit.  They are:

 

WOOD

 

(1)  YOU are responsible for providing dry, split firewood which has been cut into 18"- 24" lengths.  You may provide dry un-split wood if that wood is 8" or less in diameter.  The wood may be of hard or soft species.  Regardless, it must be free of insect infiltration; the bark must be intact, and the wood must not be rotted.

 

(2)  YOU may also provide unpainted, untreated construction scrap wood up to four feet in length so long as that wood is no greater than 8' thick.  However, you MAY NOT PROVIDE pressure-treated wood.

 

(3)  YOU may not use broken furniture, window frames, doors, etc., nor any wood mention in #1 and #2 which has hardware, cables, fence wires, etc. attached or running through it.

 

(4)  YOU may take any un-burnt wood away, so long as it is removed within 2 days of the event's end.  Wood not reclaimed by then will become OUR property. 

 

(5)  If YOU bring any unacceptable wood, as described above, which will not be burned, and leave it, we will automatically deduct $100 from your security deposit to cover OUR disposal of YOUR refuse.

 

BURNING

 

Fire in a country field, with old structures and animals nearby creates an understandable concern for US and OUR neighbors who upon seeing a large flame will assume the worse, worry, and call the fire department.  The same may hold for drivers in vehicles traveling Route 41. 

 

Therefore,

 

(1)  WE inform the Fire Chief of YOUR anticipated fire, the time of ignition, and the suppression of the flames.  This will prevent his scramble of fire trucks to OUR property.  However, since this knowledge may lead to a false reading of the situation should there really be a need for the fire department, it is necessary for US to doubly ensure that this condition never exists. And so... 

 

(2)  WE will ignite, stoke, and control the size of the fire which size will be determined by US in consult with the Chief of the Richmond Volunteer Fire Department.  The size will vary depending upon many factors of which the most important ones are dryness of the area, wind speed, and direction.  As the fire is in a pit, we estimate that a safe height will be up to 5' above the rim of the fire pit.

 

 

(3)  YOU may not add wood or accelerants to the fire. 

 

(4)  OUR fire pit is deep and the fire it contains is not small; OURS is not a campfire. WE establish the minimum distance from the fire where YOU and YOUR guests may stand/sit. 

WE MAKE NO CLAIM THAT THIS WILL BE A SAFE DISTANCE BECAUSE OF WOOD EXPLODES; EMBERS FLY; PEOPLE TRIP; AND SOMETIMES PEOPLE GET ACCIDENTALLY PUSHED.   Therefore, the ultimate responsibility for YOU and YOUR guests’ safety is YOUR and YOUR GUESTS' personal judgments. Regardless,

 

WE RESERVE THE RIGHT TO EJECT PEOPLE, WHO DO NOT COMPLY WITH OUR GUIDELINES AND REQUESTS.

FAILING AN OFFENDER/S’ VOLUNTARY DEPARTURE, IF OUR DEMAND IS NOT ENFORCED BY YOU

OR YOUR DESIGNATED PERSON, WE WILL EXTINGUISH THE FIRE. THE EVENT WILL BE OVER.

UNFORTUNATE!   BUT, YOUR EVENT WILL NOT BE MARRED BY TRAGEDY.

 

(5)  WE will maintain a "charged" (filled with water valve open at source) hose line for safety and final suppression of flames. Once the fire is started, it must be maintained by US until its suppression which occurs when all steam from embers ceases.  Since this only happens after large amounts of water are poured on the wood, which brings the wood below its combustible temperature, there is no chance to restart the fire due to water saturation.  Therefore, the fire will only be started when YOU determine that YOU and the majority of YOUR guests will be at the FIRE PIT.   Regardless of the ignition time, WE will commence extinguishing the flames under two conditions:  (1) Neither YOU nor YOUR guests are present at the fire pit for more than 20 consecutive minutes, and (2) the stroke of 9:00 PM when WE start to suppress the flames.

 

 

UNDERSTOOD & ACCEPTED by YOU
 
Signature:
__________________________________________________
Date:
__________________________________________________
 
 
ACCEPTED by MEADOW VIEW LLC d.b.a TIARA EQUEST / The Inn At Richmond
 
Signature:
__________________________________________________
Date:
__________________________________________________

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

WEDDING PARTY / EVENT : _____________________________

ATTACHMENT G -- PHOTO & VIDEO RELEASE

 

 

Pictures of YOU, YOUR Guests, and YOUR event can be used by US in OUR advertising, social media, and website for The Inn At Richmond________________ 

 

[  ]  Yes   [   ]  Yes, but with individual photo/videos prior approval  

[  ]  No

 

 

AFFIRMED by YOU
 
Signature:
__________________________________________________
Date:
__________________________________________________
 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

WEDDING PARTY: ______________________________

ATTACHMENT H -- SECURITY DEPOSIT:   50% on Signing per J.D.S.

 

 

In addition to YOUR room rental fees, a separate Security Deposit which covers Damage, Theft and Excessive Cleaning of $500 per day is due 30 days prior to the rental date.  If the following requirements are met, YOUR deposit will be refunded within one week after the event;

Perhaps even by the end of the last day of YOUR event. 

 

(1)  There is NO physical damage or theft to the OUR building, equipment, or property by YOU or YOUR guests.

 

(2)  There is NO excessive cleaning is required, such as toilet paper in trees,  “bombed-out” kitchens and bathrooms, marked wall, bottles, and broken glass, etc., as a result of YOUR event use.

 

(3)  YOU remove all YOUR decorations and personal property from the venue within 2 days after YOUR event so that WE can set up for the next event.

 

(4) All rental equipment such as chairs, tables, tents, toilets, and more, is neatly stacked or placed and removed within two days after YOUR event. 

 

(5)  All food, disposable items, and trash are cleaned-up by your food and liquor caterers.  There is a $100.00 fee if YOUR food and liquor caterer(s) leave refuse on OUR property that is not bagged and tied/twist-tied in durable plastic (1 mil minimum thickness) or paper bags which are placed in OUR garage.

 

(6)  No unacceptable wood is brought and left at OUR fire pit.

 

 

If justified by facts, WE reserve to right to make claims above the Security Deposit amount.

 

 

UNDERSTOOD & ACCEPTED by YOU
 
Signature:
__________________________________________________
Date:
__________________________________________________
 
 
 
ACCEPTED by MEADOW VIEW LLC d.b.a TIARA EQUEST / The Inn At Richmond
 
Signature:
__________________________________________________
Date:
_____________