The Greenhouses Hotel, LLC
Operating on Location at:
323 Old Mill Road
Wallkill, NY 12589
Sample Event Contract and Terms (prices & terms subject to change)
Venue Fee: $13,000 (June-October)
Wedding Catering Package Price starts at $185/person
Food and Beverage Minimum of $25,000 is required (includes wedding reception only)
Maximum Guest Count Allowed in 200
The above Catering Packages and any upgrades, additions, and/or rentals subject to 20% service fee;
Venue Fee & Catering Packages subject to NY State sales tax at 8%.
Deposit due at signing of contract: $5,000 (non-refundable)
Lodging: Full buyout required with a 2 night minimum (7 Old Mill Units: Farmhouse, Farmhouse Apartment, 2 Cottages, 2 Carriage Houses, and Studio). The Client shall be responsible for the total cost of any lodging units that have not been booked by guests of the event at the rates stated below. Such payment shall be due and payable to the Venue thirty (30) days prior to the event date.
Old Mill (7 units) Lodging (per night): $4,750
All lodging is subject to 10% Sales & Occupancy Tax.
6.5 hour on-site event including your ceremony with welcome refreshments (non-alcoholic) for guest arrival, cocktail hour, 5 hour open bar with beer, wine prosecco, 3 signature cocktails, tableside wine service, tent with perimeter string lights, dance floor, buffet dinner, dining tables with white linens, dining chairs, ceremony chairs, linens (white or ivory napkins and white tablecloths) and standard dinner settings, restroom trailer for up to 200 guests, parking for up to 100 cars, shuttle parking, catering and event service staff.
Specialized tables/chairs and/or specialized linens, lounge furniture, additional string lights or additional event lighting, flowers, cake, photo booth, favors, ice-carvings, additional music, entertainments, heating units, cooling units, fans, rain plan tent, photography, themed decorations, shuttle service, specialized menus, event planning services, floorplans, or timelines.
6.5 total hours; 5 hours open bar
Latest conclusion is 10pm
Bonfire After-party w/o music available until midnight (additional charges apply)
BASE PACKAGE FOOD & BEVERAGE SERVICE
Buffet style included in package - 1 salad, 2 sides, 2 entrees & dessert bites
(Family Style Service additional $20/pp; Plated Service additional $35/pp) Subject to change, final menu TBD by Clients based on menu provided by Venue.
Welcome Refreshments: House made lemonade, iced tea and cucumber lemon water, during guest arrival pre-ceremony
Cocktail Hour: Charcuterie station - Artisanal cheeses, selected salamis, house-made fruit confits, house-pickled local vegetables, honey and country mustards, olives, apple & pear slices, crostini, and country breads
Sparkling cocktail station: Sparkling peach, strawberry and raspberry prosecco bellini
Table Service: wine
Open Bar 5 hours: 3 pre-mixed batched cocktails (menu provided by the venue), beer & wine (house selections)
Dessert & Coffee
Miniature Dessert Table: Miniature lemon bar, miniature brownie, berry tartlets
Wedding cake is not included. We will cut and serve at the dessert station upon request and at no additional cost. (Clients to supply a cake)
Event Day Bar:
Standard Full (5-hours): additional $20pp
Premium Full (5-hours): additional $30pp
Prosecco (pre-poured at tables: included)
Cocktail Hour Charcuterie Station (included)
Family Style Service - $20pp
Plated Style Service - $35pp
Hor d’oeuvres stationed - $3.50pp
Hor d’oeuvres passed - $4.50 pp
Seafood hor d’oeuvres (passed only) - $5.00pp
S’mores + Fire Pits - $75 per hour during the event
Additional upgraded menu items, extensions of event time, and additional menu items custom quoted upon request. Pricing for additional upgrades is subject to change at any time without deposit and signed contract.
Brunch Catering Package Price: Set up fee is $3000 and brunch starts at $55/per person (Brunch timing & menu TBD; subject to a venue fee above 50 guests); Minimum guest count is 40
Rehearsal Dinner Catering Package Price: Set up fee is $3000 and dinner package starts at $65/per person (Rehearsal timing & menu TBD; subject to a venue fee above 50 guests); Minimum guest count is 40
“Final Guest Number” is the ﬁnal number of guests requested to be catered for and is required thirty (30)
days prior to the event. Client may not reduce the Final Guest Number or reverse upgrades or
substitutions less than thirty (30) days prior to the event date. Venue shall use best efforts to cater for
guests in excess of the Final Guest Number but cannot guarantee service. If additional guests in excess of
Final Guest Number are added within thirty (30) days of the event, Client will be charged at 1.5x the per
person charge plus applicable taxes.
NO GRATUITY INCLUDED IN EVENT PRICING
A service fee payable to the Venue is included in the event pricing. The event pricing does not include a gratuity payable to employees or staff. Gratuity may be given directly to staff, or to management for equitable distribution in accordance with the desires of the client. All of our employees and staff are aware of this policy.
The client shall pay a non-refundable Deposit in the amount of $5000 upon execution of this Agreement
to secure the event date. Deposit payment is credited towards total event balance. A Second Payment
equal to (50%) of the total cost of the base package (base package equals food and beverage service
minimum plus venue fee) shall be due and payable six (6) months prior to the event date (“Second
Payment”). A Third Payment including the remaining balance of the base package cost shall be due and
payable three (3) months prior to the event date (“Third Payment”). A fourth and Final Payment
including the cost of any upgraded or additional menu items and extensions of event time that have
been requested, shall be due and payable thirty (30) days prior to the event date (“Final Payment”).
Payment for any guests in excess of the Final Guest number that are added within thirty (30) days of the
event shall be due upon request before the event date.
TIME IS OF THE ESSENCE OF THIS AGREEMENT—Failure to deliver payment on or before the date
such payment is due shall constitutes a breach of this Agreement, and Client hereby waives any notice
or time to cure such breach. THE RESULT OF THIS PARAGRAPH IS THAT VENUE MAY CANCEL THIS
AGREEMENT WITHOUT ANY PRIOR NOTICE IN THE EVENT THAT CLIENT DOES NOT DELIVER EACH
PAYMENT ON OR BEFORE THE DATE THAT IT IS DUE. A Credit Card must be placed on ﬁle with Venue
30 days prior to event date to cover additional guests, incidental costs, damages to facilities, and/or
upgrades requested by Client.
If Venue cancels Client’s event, or Venue is unable to fulfill Client’s event for any reason, Venue shall repay all money paid by Client under this Agreement and Client shall be made whole by such payment without further recourse. If Client cancels the event date for any reason, other than a cancellation by Venue or the Venue being unable to fulfill Client’s event, Client shall forfeit the $5,000 non refundable deposit paid upon execution of this agreement. If Client cancels the event between six (6) months and three (3) months before of the event for any reason, other than a cancellation by Venue or the Venue being unable to fulfill Client’s event, Client shall be entitled to a refund equal to twenty-five percent (25%) of the Second Payment and shall forfeit all other monies paid to the Venue under this Agreement. If Client cancels the event less than three (3) months before the event date for any reason, other than a cancellation by Venue or the Venue being unable to fulfill Client’s event, Client shall be entitled to a refund in an amount equal to twenty-five percent (25%) of the Final Payment and shall forfeit all other monies paid to the Venue under this Agreement. The Client acknowledges and understands the importance to the Venue in realizing the value of the expectancy that was created by this agreement and agrees the monies forfeited to Venue pursuant to this section shall be considered liquidated damages suffered by the Venue due to Client’s cancellation.
Any use of candles must be approved by Venue. All candles must be contained or enclosed in glass. The
flame must not reach higher than 2 inches below the height of the glass.
No confetti may be used outside, unless it is ecofetti which is water-soluble. Ecofetti can be found at
www.ecoparti.com. No rice, bird seed, food, balloons, wish lanterns, potpourri, fake flowers or glitter
allowed. Client will be charged a cleaning fee of $250.00 if any of the listed items are found on the
property grounds after the Client's event. Please check with Venue for verification on anything other than
bubbles, ecofetti, ribbon wands, glow sticks or sparklers.
Decorations may not be hung using nails, tacks, staples or any type of material that will damage the tent or surfaces. Also, no masking, duct, electrical, transparent, double sided tapes or glues that leaves a sticky residue.
The only adhesive material allowed on the interior or exterior of tent or Venue is stage/drafting/painters tape, which will not damage surfaces. Only fresh flowers allowed inside or outside the facility, unless in an arrangement. No furniture of any kind can be brought into the venue without prior approval.
Clients may NOT provide their own alcohol during the Client;s event. Alcohol may not be served to minors. At any time, if Clientbreaches the terms of this Section, or if Venue deems alcohol consumption to be excessive in its sole discretion, Venue may cease all alcohol service and/or evict inebriated guests from the premises. If Client is unable to maintain order and reasonable decorum amongst their event guests at any time during an event, Venue may cancel Clients event early in Venue’s sole discretion.
LOGISTICAL PLANS AND VENDORS
Venue must review and approve all proposed outside Vendors prior to Clients' event. Venue must
review and approve all proposed logistical plans for the use of the premises a minimum of
twenty-one (21) days prior to the Client's event. Clients are required to provide a professional,
Non-guest, “Coordinator”, as the term is understood in the wedding industry in Venue’s region, for
their event. If Client does not provide Venue with name and contact information of Client’s Coordinator
at least three (3) months prior to their event date, Venue will provide Coordination services and will
charge Client a fee for such services in accordance with wedding industry pricing in Venue’s region for
such services plus anadditional 20% service fee. Client agrees to pay Venue such a fee in the event that:
Client fails to provide name and contact information for Coordinator as required by this
Agreement; Client’s Coordinator is deemed not a professional provider of such services in the
determination of theVenue; Client’s Coordinator cannot attend the event in order to provide coordination and
planning services for any reason.
Client’s, their guests, and their vendors must adhere to Venue rules and policies whether written or oral. Client’s breach of the preceding sentence may result in the early cancellation of Client’s event in Venue’s sole discretion.
LODGING CHECK IN / CHECK OUT
Check in starts at 3 pm; check out is no later than 11 am.
VENUE OPEN / CLOSE TIME
Venue opens at 9am on the day of the event. Venue does not allow for storage in spaces prior to 9am on the day of the event. Venue & Grounds close at scheduled event end time as determined by Client run of show, and in no case later than 10pm. All vendors, decor, trash must be removed by 11am the day after the event. Failure to remove trash, decor or installations will result in a $1000 fee to the Client(s).
Outside guests are not allowed at lodging facilities before/after event hours. After parties or additional events are not permitted. Any evidence of an additional event or after party occurring and the Client agrees to pay for any and all damages to the premises or property located therein, and a minimum additional fee of $1000.
VENUE PROPS/ DECOR/FURNISHINGS
Our decor, furnishings and props have been purchased, placed and styled specifically for our venue and guest rooms. Please do not move, adjust or take our decor, furnishings or props for your event decor use. Florists or any other vendors are not permitted to use our props or decor for their installations.
AUDIO AND SOUND
a) No amplified music allowed outside of the tent.
b) Amplified music MUST be at a decibel setting of 65 or lower at the venue's property line by 10:00 pm.
c) No after party music permitted.
d) DJs and/or bands MUST sound check with the Head of Facilities at least 2 hours prior to event start time to confirm sound settings and ensure sound volume is at venue level. Failure to sound check on time and/or maintain sound within venue approved level will result in removal of outside vendor sound equipment.
Pets must be on leash during the event at all times.
Guests are responsible for any damage caused by their pets.
- No swimming at night
- No solo swimmers
- No unattended children at anytime
- No pets in pool or pool area
- No glassware
- No smoking
- No horseplay
- No loud music
No lifeguard on duty. Any violation to the pool policies and Client will be in breach of contract.
High speed wireless internet is provided as a convenience only and is not integral to the agreement. No refunds shall be given for outages, content, lack of content, speed, access problems, lack of knowledge of use, or personal preferences with regard to internet service.
Venue is a non-smoking venue. Ashtrays will be provided and smoking permitted only in designated
areas on the lawn. Client will be fined 250.00 if smoking occurs anywhere except designated smoking
areas during Client’s event or if excessive cigarette or cigar trash is found on the grounds after Client’s
CLEANING, EXCESSIVE GARBAGE, AND DAMAGE
All items brought in by you, your vendors, or your guests have to be removed by 11 am on the day
following the Client's event. Rooms and common areas at Venue (including lodging rooms and common
areas) that are booked in connection with Client’s event have to be cleared of all trash and personal belongings. Venue is not responsible for items left behind. No boxes, decor, branches, arches, easels, floral refuse, garland, shrubbery, or large garbage bags of trash or decor items are allowed in the Venue dumpster. Client is responsible for making sure that their vendors adhere to the terms of this Section. Any excessive boxes/trash/decor/branches/arches/easels/floral refuse/garland/shrubbery/etc. left at Venue after Client’s event will result in a cleaning fee of $1000.00.
CLIENT AGREES TO PAY FOR ANY DAMAGE SUSTAINED TO VENUE OR RENTALS ASSOCIATED WITH CLIENTS EVENT IF CLIENT OR CLIENT’S GUESTS ARE RESPONSIBLE FOR (BY ACT OR OMISSION) DAMAGE IN EXCESS OF THAT WHICH IS DEEMED REASONABLE UNDER THE CIRCUMSTANCES OF A WEDDING EVENT, IN THE SOLE DISCRETION OF VENUE’S LIABILITY INSURER, AND CLIENT HEREBY AGREES TO INDEMNIFY VENUE FOR ANY SUCH DAMAGE BY CLIENT OR CLIENT’S GUESTS IN THE EVENT OF A CLAIM BY A THIRD PARTY OF DAMAGE IN A MANNER OR AMOUNT OUTSIDE OF THAT WHICH VENUE’S INSURER COVERS UNDER VENUE’S LIABILITY INSURANCE POLICY.
We, the undersigned, do hereby consent and agree that Venue has the right to take photographs,
videotape, or digital recordings of our event and to use these in any and all media, nor or hereafter
know, exclusively for the purpose of advertising. We do hereby release to Venue rights to exhibit this
work in print and electronic form publicly or privately. We waive any rights, claims, or interest we may
have to control the use of our identity or likeness in whatever media used. We understand that there will
be no financial or other remuneration for recording or photographing us, either for initial or subsequent
transmission or playback.
This written agreement represents the full and complete agreement of the parties. All written and verbal
statements made prior to the execution of this written agreement are hereby merged into this written
agreement, and any conflicts between prior written or oral statements and this agreement shall be
resolved by reliance upon this written agreement as the full, final, and only agreement between the
This written agreement may only be modified by agreement of both parties in writing. Oral agreements
are will not be considered part of the contract. The parties agree that only written agreements are binding between the parties.
If any provision of this written agreement is held to be invalid or unenforceable for any reason, the
remaining provisions will continue to be valid and enforceable. If a court finds that any provision of this
written 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 to the
maximum extent allowable by law.
The failure of either party to enforce any provision of this written 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 written agreement.
VENUE AND CHOICE OF LAW
The courts of the Town of Shawangunk, NY & Ulster County, NY are the agreed upon venue for any
dispute arising under or in connection with this Agreement. This Agreement is governed by, and
interpreted under the laws of the State of New York.
COST OF ENFORCEMENT
If the event of any action at law or equity to enforce this Settlement Agreement and the Venue is the prevailing party, the Venue shall be entitled to recover reasonable attorney’s fees and costs from the non-prevailing party in such action.
USE OF PROPERTY
Clients expressly acknowledge and agree that this Agreement is for transient occupancy of the Property, and that Clients do not intend to make the property a residence or household.
SHORTENED STAYS AND CONDITIONS
There shall be no refunds due to shortened stays or ruined expectations because of weather conditions.
Firearms are not permitted on the property.
Client agrees that Fireworks and other hazardous materials shall not be used in or around the property.
Clients shall use the property for legal purposes only and other use, such as but not limited to, illegal drug use, abuse of any person, harboring fugitives, etc. shall cause termination of this agreement with no refund of rents or deposits.
If the property has fire alarms the Client must notify the Owners without delay if a fire alarm “chirps” or has a low battery condition.