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Khimaira Farm Policies
Those legal
things we need to cover - for your
protection and ours!
(See more details
here)
Deposit/Payments/Refunds:
1. An event reservation deposit of $100
is due to hold an event date, upon
completion of contract. The
balance of the estimated rental fees is
due 30 days prior to the event date, or
as specified in the individual contract. If
payment is made by cash or check, a
credit card must also be provided to be
used for residual charges or damages
that may occur. Such charges will be
itemized and provided to Renter.
Payments may be made by cash, check,
money order, MasterCard, Visa, American
Express or Discover. Payment method
information is
here.
2.
We will refund all but the first $50.00
if event is cancelled at least 180 days
in advance. If cancellation is made
after that time, we will determine
refund on a case-by-case basis,
depending upon expenses incurred.
Regardless of cancellation time frame,
if products
have been purchased or commitments made
with expenditures that do not allow
refunds, then client is liable for those
costs.
3. Gratuity: Optional but
greatly appreciated by our hard working
staff. We believe client should have a
choice in rating our services.
Many vendors automatically add a 15-20%
gratuity to your final bill, but we do
not. According to typical gratuity standards: 10 percent
of the total bill for average service. Average service is polite and efficient.
15 percent if Khimaira staff gave better
than average service and you received
compliments on the behavior of the staff
and guests’ enjoyment of location. 20
percent gratuity if you felt Khimaira
staff gave excellent service and you
heard rave reviews by guests for service
and for your choice in selecting
Khimaira Farm for your event.
Liability:
(We could add a higher price to our
rental fees to cover this with our
policies, but we know that giving our
clients the ability to provide the
coverage is lower cost
for them).
4. The renter agrees to be responsible
for maintaining the property in as good
condition as existed prior to renter’s
use. Renter agrees to pay any and all
reasonable costs of repair for damage to
the property caused by, or occurring
during, use of the property pursuant to
this agreement. Renter is responsible
for any damage caused by guests, wedding
party and/or vendors.
5. The renter hereby indemnifies and
holds harmless Khimaira Farm as well as
employees, agents, successors, or
assigns of all, from any and all
damages, liabilities, cost or claims,
whether in contract or tort, including
court costs and attorney’s fees, arising
from, or in any way connected with, its
use of the property pursuant to the
agreement.
Decorations and supplies must be removed
by 5:00 PM the day following the Event,
unless advance arrangements are made.
Any items not removed within 7 days of
event will become the property of
Khimaira Farm and may be discarded.
Khimaira Farm does not accept liability
for loss or damage of any item during
this period
6. A single event liability insurance
policy in the amount of $1 million is
required for your event, or Certificate
adding Khimaira Farm as an additional
insured, and must be provided to us at
least 30 days prior to your event. Your
insurance company should be able to
provide the coverage or you may purchase
Event or Wedding Insurance.
(
Go
here to get a quote from a company offering
this insurance. Liability coverage,
which includes alcohol liability,
will be approximately $100 from this
company. You may have other
options from other sources, or your
homeowner's policy might already cover
this).
7. Khimaira Farm is not liable for loss
or reimbursement of fees due to
cancellation caused by inclement weather
or other acts of God.
8. The renter agrees that it shall in
its use of the property:
a. Permit no activities in violation of
the law, and shall take all appropriate
action to enforce this provision.
b. Comply with all applicable laws
regarding public assemblies, public
event and performances including without
limitation those imposing taxes and
license fees.
c. Comply with all requirements of
Khimaira Farm Rental Agreement, as set
forth
in this document and any additional
attachments provided.
Miscellaneous
Policies
Vendors:
All vendors for the event must be
approved by Khimaira Farm at least 30
days in advance of event.
Smoking and Pet Policy:
No smoking is allowed inside any of our
facilities. Smoking outdoors is
permitted, where disposal containers are
provided, unless state or local fire
restrictions are in place. Sorry, no
pets are allowed, unless by special
arrangement.
Decorations and “special effects”:
Khimaira Farm has a variety of
decorations that may be used by renter,
at no additional charge. Replacement
cost for damaged items may be assessed.
Decorations and any “special effects”
provided by renter must be discussed and
approved by the Khimaira Farm Management
prior to event. Depending upon the
schedule of other events, renters may be
allowed to begin decorating the day
prior to the event.
Rehearsals:
Khimaira Farm will set aside, at
Renter’s request, appropriate time and
facility access to rehearse and or
decorate on the evening prior to or day
of event. There is no charge for this
service.
Rehearsal Dinner:
The following fees for rehearsal
dinner will apply: kitchen
rental, linen rental, and place settings
will be charged at current rates as of
day of event, as provided on
EventsAttheFarm.com unless confirmed 30
days prior to event. Additional services
and fees may be charged based on
client’s request. Facility fees are not
charged if event is two hours or less.
If additional time is requested by
client, facility fees will be charged,
based on current rate (currently
$100/hour) and advance
approval by Khimaira Farm.
Other: Client is responsible for
checking information at
EventsAtTheFarm.com for any new
information that may be applicable and
apply to Events held at Khimaira Farm.
Hours for Events: We are very
generous with the hours we provide for
our Events. We
know that many locations only allow a
few hours for an event, but we believe
that folks having a good time should be
able to enjoy the evening! For
weddings and receptions (and most other
events), guests are welcome to stay
until midnight. However,
please check with your caterer to make
sure they are willing to assist this
long if you expect them to stay.
Most clients choose to have Khimaira
Staff handle service cleanup so that
catering staff can leave as soon as food
service is completed.
Alcohol Liability Policy
The
Renter assumes all
responsibility for the
service of alcoholic
beverages at any function
including, without
limitation: providing
transportation to anyone
visibly intoxicated. Please
review Virginia state ABC
laws:
http://www.abc.state.va.us).
Alcoholic beverages may be
served, but renters are
prohibited the resale of
alcoholic beverages,
including a cash bar.
Khimaira strongly recommends
that clients use the
services of bartenders at
all functions and can assist
with arrangements.
Your Certificate of Insurance must
include alcohol liability or a
Certificate of Insurance for alcohol
liability is required from your caterer
if alcohol will be served (not less than
One Million Dollars per occurrence).
Liability insurance coverage by Renter
or Renter’s caterer in an amount
satisfactory to Khimaira (not less than
One Million Dollars per occurrence) with
Khimaira Farm as a named insured
thereon. The Renter, and his or her
agents, legal representative, assigns
and successor hereby agree to indemnify
and hold Khimaira Farm, its owners,
employees, agents, successors, legal
representatives and assigns harmless
from any and all manner of action or
actions, cause or causes of actions,
suits, debts, demands, sums of money
(including reasonable attorney’s fees)
and all other claims and demands
whatsoever, in law or in equity, arising
out of a Renter’s function held at Khimaira Farm.
Facility Usage, Photography & Parking
Policies
Khimaira Farm grounds and barn
facilities are available for wedding and
special occasion photographs. If you
have rented the property for a wedding
or special event, use of the grounds for
professional photography is available to
you during your event at no additional cost.
Renter acknowledges that Khimaira Farm
is a working farm. Khimaira Farm
management will make certain that no
farming activities are taking place on
the date of the event, but there are no
assurances that farming equipment and
materials will not be in distant view of
the renter and event guests.
In the
event of inclement weather,
client may schedule a later
date for photography at no
additional charge.
On-site parking is available in several
areas near the facility. No parking is
allowed immediately adjacent to the
barn, however accommodations to unload
passengers needing assistance is
acceptable. Carpooling and shuttle
services are encouraged.
Catering/Vendor Guidelines for Site Use
See kitchen
pictures here
Please note that we do not have a
licensed/approved commercial kitchen.
Also, we will also be using the kitchen
to complete necessary cleanup, so
catering will have 'shared use' of the
kitchen.
(Please provide a copy of these
guidelines to your vendor of choice)
Administrative
1. The caterer must be approved by
Khimaira Farm. Approved Caterer should
make an appointment to view the
facilities at Khimaira at least thirty
(30) days prior to the scheduled event.
Please contact Khimaira Farm to schedule
an appointment.
2. If not otherwise provided in general
liability insurance coverage, the
caterer must be insured for general
liability, products liability, and
liquor liability and must submit a
Certificate of Insurance for a minimum
of $1,000,000 per occurrence with
Khimaira Farm named as an additional
insured to Khimaira Farm thirty (30)
days prior to the event. Failure to do
so will be grounds for cancellation of
the function.
3. The standard kitchen use for
receptions begins 2 hours before the
reception. Additional advance time
may be available at an additional rate
of $50/hour, reserved in advance.
Additional charges will apply if
catering has requirements such as
electricity for self contained
refrigerated units or use of our grill.
4. The Khimaira Farm host or hostess is
available to provide property access.
Please note they are not the Renter’s
wedding coordinator; the caterer and
other party/parties designated by the
renter will serve in this capacity.
Kitchen
Usage Guidelines
With the exception of onsite outdoor
cooking such as free standing barbeque
units, food should be prepared off site.
Warming and minor final food preparation
is permitted on the property grounds.
Our kitchen is not designed for complete
meal preparation and is not a
commercially approved facility, but adequate for final
food prepping. The
kitchen has a standard range, refrigerator and
freezer capacity that is available for final
food preparation. Kitchen rental,
tablecloths and dinnerware rental are provided
by Khimaira Farm, and part of the
contract with client. Kitchen must
be reasonably cleaned and trash removed
upon completion of event.
Dinnerware setup includes
dinner plates, glasses (or
plastic cups), coffee cups
and flatware. Appetizer
plates are provided at no
charge if client requests
cheese trays by Khimaira,
otherwise they must be
provided by client/caterer.
Dessert plates and utensils
are to be provided by
client/caterer. Barware is
available at an additional
fee at current rate. A
variety of serving dishes
are included with kitchen
rental and available at no
charge, with compensation
provided by renter for loss
or damage.
We will also be using the
kitchen to complete
necessary cleanup, so
catering will have 'shared
use' of the kitchen
facilities.
Supplies such as food wrap and plastic
storage bags should be provided by caterer
or made available by Khimaira at cost.
Setup and Table Clearing:
Khimaira will provide and dress all
tables as part of table rentals. Setup
of tables
(placing silverware/place settings on
table)
is responsibility of caterer
or other party designated by renter.
Caterer or other parties designated by
client must be responsible for clearing
tables (dishes and trash), and bringing
to the kitchen. Or, Khimaira Farm
can provide staffing at current
established labor rates, with advance
arrangements. If sufficient staff is
not provided by client, Khimaira Farm,
in consultation with client will try to
accommodate needs and the current
hourly rate will apply.
Candles:
We cannot allow candles to be placed
directly on the linens, and reserve the
right to remove the candles if
necessary. Candle holders must be wide
enough to ensure no wax damage to the
linens. Any damage to property including
linens, beyond reasonable wear and tear
will be charged for accordingly.
Only tealights or fully contained
votives can be used for tables.
Courtesies and Requirements:
Deliveries must be scheduled in advance,
and should be no more than 5 days in
advance of the event.
Menu: Please provide us
with your catering vendor and menu in
advance, so that we may better
anticipate your needs and staff time.
Waste: We recycle food waste. Anything that does not have animal fat or
oils will be composted on
the farm. Meat scraps or
other food not appropriate
for composting (except for
chicken bones) will be
placed into a container and
used for wildlife or pet
food, depending
on products in the waste.
We will assist with
recycling the waste and
provide containers for the
process. Please do not
place food waste in trash
cans. |
