Green Valley Farm
9929 Bayside Road, Machipongo, VA 23405 | 757.646.0411 | info@greenvalleyfarmevents.com
GVF Rental Agreement
Welcome to Green Valley Farm’s Rental Agreement. We’ve tried to make this Rental Agreement easy to read and understand. Please take time to read it carefully as it governs your use of our Farm when hosting a wedding.
When the agreement mentions “The Venue,” “We,” “Us,” “Our,” “GVF,” it refers to Green Valley Farm, located at 9929 Bayside Road, Machipongo, VA 23405. The contracting party will be you, “Client,” Renter,” “Customer,” “Lessee,” “You.”
The Rental Agreement
This contract defines the terms and conditions under which Green Valley Farm (hereinafter referred to as the “GVF,” “The Venue,” “We,” “Our,” “The Farm”), and (FIRST NAME, LAST NAME) (hereafter referred to as the “Client”, “Renter”, “You”) agree to the Client’s use of the GVF facilities on Saturday, September 23, 2023 (reception/event date). This contract constitutes the entire agreement between the parties and becomes binding upon the signature of both parties and an initial deposit has been made. The contract may not be amended or changed unless executed in writing and signed by Green Valley Farm Events LLC and the Client.
Green Valley Farm Rental Agreement
The venue/s described above has been reserved for you for the date and time stipulated. Please note that the hours assigned to your event include all set-up and all clean-up, including the set-up and clean-up of all subcontractors that you may utilize. It is understood you will adhere to and follow the terms of this Agreement, and you will be responsible for any damage to the premises and site, including the behavior of your guests, invitees, agents or subcontractors resulting from your use of venue/s.
Rental Deposit and Payment Agreement
The total cost for use of the GVF and its facilities described in this contract is listed above. To reserve services on the date/s requested, the GVF requires this contract be signed by Client and an initial deposit for $500. A second payment of fifty percent (50%) of the balance is due six months prior to the event date. Payment of the remaining balance of the rental fee is due two (2) months in advance of the event. Deposits and payments will be made by cash or personal check (made payable to Green Valley Farm) on the schedule noted below. A receipt from GVF will be provided for each.
Payment 1: Due upon signing agreement
Payment 2: Due 6 months prior to event
Payment 3: Due 2 months prior to event
Please return signed rental agreement, all attachments and pay initial deposit to Stripe
Date Due (With Signed Contract)
Reservations are taken on a first-come, first-served basis. We will book your date upon receipt of your Deposit.
YOUR RENTAL INCLUDES
48-Hour Rental | 12:00 PM Friday to 12:00 PM Sunday | $3,500
Up to 150 maximum guests
Parking for 120 vehicles
Parking for outside vendors
Exclusive use of the gardens and grounds
Private cottage to get ready on your wedding day
150 white resin padded chairs
6’ rectangle tables (qty. 6)
5’ round tables (qty. 20)
Power source for all vendors
We provide 32-gallon trash cans and liners
Venue staff on-site to assist and answer any questions that may arise
Wooden Arbor available to decorate and use for your ceremony/reception
Green Valley Farm will set up and breakdown the chairs and tables while you or your florist can add
RESERVATION PROCESS
A rental contract must be signed, all pages initialed, as well as appropriate deposits submitted in order to confirm utilization of GVF Venue.
The Rules and Conditions for Usage are incorporated herein and are made a part hereof
DATE CHANGES & CANCELLATION POLICY
Changes: In the unlikely event the Client is required to change the date of the event or Wedding, every effort will be made by GVF to transfer reservations to support the new date. The Client 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 Client. The Client further understands that last minute changes can impact the quality of the event and that GVF is not responsible for these compromises in quality.
Cancellation: In the event Client cancels the event, Client shall notify GVF immediately in writing or by email. Once canceled, the Client shall be responsible for agreed liquidated damages as follows. The parties agree that the liquidated damages are reasonable.
In the event Client cancels the event more than one year prior to the event, Client shall forfeit to GVF as liquidated damages (100%) of deposit.
In the event Client cancels the event less than one year but not more than six months prior to the event, Client shall forfeit to GVF as liquidated damages the entire deposit.
In the event Client cancels the event less than six (6) months but more than three (3) months prior to the event, Client shall forfeit to GVF as liquidated damages fifty percent (50 %) of the rental fee.
In the event Client cancels the event less than three (3) months prior to the event, Client shall forfeit to GVF as liquidated damages the entire rental fee.
CONDITIONS OF USE
Renter’s activities during the Rental Period must be compatible with use of the grounds.. The Rental Space must be cleaned and returned in a condition at the end of the event to a reasonable appearance as it was prior to the rental. The Client is responsible for the removal of all decorations and trash from the property, or placed in a dumpster provided on site.
EVENT SET-UP LIMITATIONS
All property belonging to Client, Client’s invitees, guests, agents and sub-contractors, and all equipment shall be delivered, set-up and removed on the day of the event. Should the Client need earlier access for set-up purposes, this can be arranged for an additional fee. The Client is ultimately responsible for property belonging to the Client’s invitees, guests, agents and sub-contractors.
Rental items must be scheduled for pick-up no later than 72 Hours after the Event.
Alcohol service must stop no later than 10:00 PM (or maximum of 5-hours if occurring sooner).
Music (DJ or live music) must stop no later than 10:00 PM
All guests must be off GVF premises no later than midnight the day of the event (except clean-up crew, with all clean-up to be done by 1:00 am).
SITE VENDORS
Caterer: The Client may select any catering service for the reception or event referred to in this rental contract. When choosing a caterer, let them know the food must already be prepared before arriving to the Venue, unless they have the necessary equipment to prepare on-site (i.e. a food truck, smoker, etc). Caterers are permitted to cook and/or grill on-site, using their own equipment, with the exact location to be worked out with the Venue. All activities related to set-up, food preparation, beverages, presentation, serving, table clean-up, disposal of related garbage, and break-down must be performed by 12:00 AM.
The Client’s food service company must adhere to the Venue’s rules and regulations.
Your catering company is responsible for the set-up, break-down and clean-up of the catered site. Please allow appropriate time for break-down and clean-up to meet the contracted timelines.
All event trash must be disposed of in the designated areas at the conclusion of the event.
ALL vendors must adhere to the terms of our guidelines, and it is the Client’s responsibility to share these guidelines with them.
WEDDING REHEARSAL
Rehearsals may be held on-site. The date and time is to be coordinated with and approved by GVF.
REHEARSAL DINNER
Rehearsal Dinners are permitted to be held on the Farm under separate agreement. Discounts may apply for Clients contracting with GVF for their main Reception Venue.
WEDDING CEREMONIES
Wedding ceremonies may be held on the Farm for no additional charge. Additional fees may apply for reset of a space from ceremony to reception. Client is responsible for providing ceremony coordinator, officiate, ceremony music and sound system.
ALCOHOLIC BEVERAGES
The Venue will not pickup or sell any alcoholic beverages – It is understood and agreed that the Client may serve beverages containing alcohol (including but not limit to beer, wine, champagne, mixed-drinks with liquor, etc., by way of example) hereinafter call “Alcohol”, upon the following terms and conditions:
Under NO circumstances shall Client(s) sell or attempt to sell any Alcohol to anyone.
Client shall not permit any person under the age of twenty-one (21) to consume alcohol regardless of whether ornot the person is accompanied by a parent or guardian.
Client hereby agrees to use their best efforts to insure that Alcohol will not be served to anyone who is intoxicated or appears to be intoxicated.
Client hereby agrees to be liable and responsible for all act(s) and actions of every kind and nature for each and every person in attendance at Client’s function or event.
CLEAN-UP
Client shall be responsible for returning the Venue (and site if applicable) to the condition in which it was provided to them. All property belonging to Client, Client’s invitees, guests, agents and sub-contractors, 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 removed by GVF at GVF cost. 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.. GVF is not responsible for any property left behind by Client, Client’s guests, invitees, agents and sub-contractors.
The Client is responsible for any and all damages to the Venue.. It is the Client’s responsibility to remove all decorations and return Venue to the condition in which it was received.
RESPONSIBILITY AND SECURITY
GVF does not accept any responsibility for damage to or loss of any articles or property left at GVF prior to, during or after the event. The Client(s) agrees to be responsible for any damage done to the Farm by the Client(s), his guests, invitees, employees or other agents under the Client(s) control. Further, GVF shall not be liable for any loss, damage or injury of any kind or character to any person or property caused by or arising from an act or omission of the Client(s), or any of his guests, invitees, employees or other agents from any accident or casualty occasioned by the failure of the Client(s) to maintain the premises in a safe condition or arising from any other cause, The Client(s), as a material part of the consideration of this agreement, hereby waives on its behalf all claims and demands against GVF for any such loss, damage, or injury of claims and demands against GVF for any such loss, damage, or injury of the Client(s), and hereby agrees to indemnify and hold GVF free and harmless from all liability of any such loss, damage or injury to to her persons, and from all costs and expenses arising there from, including but not limited to attorney fees.
EXCUSE OF PERFORMANCE (FORCE MAJEURE)
The performance of this agreement by GVF is subject to acts of God, war, government regulations or advisory, disaster, fire, accident or other casualty, strikes or threats of strikes, labor disputes, civil disorder, acts and/or threats of terrorism, or curtailment of transportation services or facilities, or similar cause beyond the control of GVF. Should the event be cancelled through a Force Majeure event, all fees paid by Client to GVF will be returned to Client within thirty (30) days or GVF will allow for the event to be rescheduled, pending availability, with no penalty, and there shall be no further liability between the parties.
INDEMNITY
Client agrees to indemnify and hold harmless GVF, its officers, staff and agents working on its behalf, from any and all claims, actions, suites, costs, damages, and liabilities resulting from the breach of this Agreement, negligence actions, willful misconduct or omissions of Client, and Client’s guests, invitees, agents and sub-contractors.
SEVERABILITY
If any provisions of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision shall be deemed to be written, construed and enforced as so limited.
INSURANCE
GVF shall carry liability and other insurance in such dollar amount as deemed necessary by GVF to protect itself against any claims arising from any officially scheduled activities during the event/program period(s). Any third party suppliers/vendors used or contracted by Client shall carry liability and other necessary insurance in the amount of no less than One Million Dollars ($1,000,000) to protect itself against any claims arising from any officially scheduled activities during the event/program period(s); and to indemnify GVF which shall be named as an additional insured for the duration of this Contract.
RESERVATION OF RIGHTS
GVF reserves the right to cancel agreements for non-payment or for non-compliance with any of the Rules and Conditions of Usage set forth in the Agreement. The rights of GVF as set-forth in this Agreement are in addition to any rights or remedies which may be available to GVF at law or equity.
JURISDICTION
The Parties agree that this Agreement will be governed by the laws of the State of Virginia. The Parties consent to the exclusive jurisdiction of the Venue in Northampton County Municipal Court, and the parties expressly consent to personal jurisdiction and venue in said Court. Client agrees to pay reasonable attorney’s fees incurred by GVF associated with any breach of this Agreement.
ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between Renter and Venue, and supersedes any prior understanding or representation of any kind preceding the date of the Agreement. There are no other promises, conditions, understandings or other agreements whether oral or written, relating to the subject matter of this Agreement. This Agreement may not be modified by either party without the express written consent of the other party.
CONTRACT SIGNATURE
This contract constitutes the entire agreement between The Venue and the Client and becomes binding upon both parties when signed.
RENTAL AGREEMENT
This Event Agreement confirms your venue reservation at Green Valley Farm and establishes the terms and conditions of the reservation and use of the Green Valley Farm.
I, (FIRST AND LAST NAME) hereby agree to rent the grounds of Green Valley Farm for my event on, (WEDDING DATE HERE).