Policies & Procedures for Weddings
RESERVATIONS: A $500.00 reservation fee/damage deposit is required to reserve the date along with exclusive use of the Larson Valley Wedding & Event Venue facilities. This payment is payable at the time of contract signature. If the reserved date is cancelled for any reason, the $500.00 reservation fee/damage deposit will not be refunded. If the event date is kept, the $500.00 reservation fee/damage deposit will be refunded (within 14 days after event), after the facility has been accessed for any damages. The damage deposit shall be applied to any damage you or your guests may cause to the venue or anything that needs to be replaced. The deposit will be applied for excessive clean-up of bride and groom house, pavilion bathrooms and kitchen, landscaping and grounds. This includes any damage to flower beds, etc. We have worked very hard to make a beautiful place for your special event and ask that you and your guests help us keep it that way for the next guests.
PAYMENT OF EVENT: At least half of the payment of the package you choose must be paid 60 days before your event. Full payment of the event package you choose must be paid 30 days before the date of your event. If full payment is not received 30 days in advance of your event date, the event will be cancelled and all money paid will not be refunded.
CANCELLATION: You may cancel your event no less than 120 days prior to your event. Larson Valley Wedding & Event Venue must have a written request for cancellation. In the event of a cancellation, the RESERVATION FEE / damage deposit will not be refunded. If event is cancelled for any reason after 120 days prior to your reserved date, no payments made to Larson Valley Wedding & Event Venue will be refunded. Only exception to this would be a death in your immediate family in which all payments other than the reservation fee / damage deposit would be refunded.
COMPLIANCE: All persons associated with your event must comply with the policies outlined in Larson Valley Wedding & Event Venue’s policies and procedures document. You are responsible for the actions of all your guests and wedding party. We reserve the right to request any person or persons, acting unruly or contrary to rental policies, to leave the property. Assistance from law enforcement agencies may be acquired if request is ignored or not met.
UNFORESEEN EVENTS: Larson Valley Wedding & Event Venue will not be held responsible for failure to provide the basic utilities and services due to emergencies, catastrophes or interruptions of public utilities. Larson Valley Wedding & Event Venue cannot be held responsible for power outages beyond their control. Larson Valley Wedding & Event Venue will allow you to reschedule if possible. Sometimes there are unforeseen problems that might not be resolved in time for your event; however, we will do everything within reason to correct issues that may arise.
ALCOHOLIC BEVERAGES: The use of alcoholic beverages is not allowed at Larson Valley Wedding & Event Venue. You can find non-alcoholic champagne and wine at: www.shopwinedirect.com, www.freshbitesbasket.com, or www.wine.com
BRIDE AND GROOM HOUSE: The bride and groom house is available for the wedding party. The house is allocated for the bride, groom, and attendants ONLY. Guests are asked not to go in and out of the house. Absolutely NO SMOKING in the house. We ask that the bride, groom, and attendants respect and care for all property in the house. Many items are personal and special, given to us by family and friends to decorate Myrtle and Willie’s Bride and Groom House. Please do not remove or damage any items and help us to keep it nice for the next bride and groom. You are responsible for cleaning and removing all personal items when you leave.
SMOKING: No smoking in or around buildings or out on property. Smoking is permitted in designated smoking area only. Please have guests put all butts in containers provided. We respect your right to smoke and ask that you help us keep our facility and grounds nice for our future guests and events.
CHILDREN: We love children and ask that all children be in the company of an adult at all times for safety reasons. We do not want anyone getting hurt or going onto the neighbor’s property. Children are not allowed around the ponds at any time! Also, please keep children out of flower beds and off of rocks.
PETS: No pets are allowed to stay on the premises. If you have a pet in the wedding, the pet may be brought before the wedding, but may not be in the bride and groom house or the pavilion. The pet must be on a leash at all times! The pet must have a caretaker to care for them and clean up any poop the pet may leave behind. The pet may not stay overnight.
FOOD AND BEVERAGES: All activities related to food preparation, presentation, serving, clean-up, and disposal of related garbage must be performed by you or your caterer. You may select any caterer of your choosing. If you have your event catered, food needs to be prepared before it arrives. Your catering service 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. We have a regular refrigerator and small chest freezer for your convenience and use.
VENDORS: ALL vendors (florists, bakers, caterers, musicians, photographers, wedding coordinators, Rental Company, etc.) must adhere to our terms and policies. It is your responsibility to share these guidelines with them. All electrical outlets on the property are available for use by the wedding parties and their vendors. The parties are welcome to inspect the locations and number of outlets prior to your event.
DECORATIONS: Decorations must be approved by Larson Valley Wedding & Event Venue. Nails, staples, screws, duct tape, and masking tape cannot be used. We will have nails and hangers in various places for you to use and may add more for you if it’s not too much. String and ribbon may be used. No confetti, rice, silly string, etc., are allowed. Bubbles and birdseed are allowed. Sparklers will be allowed if weather permits. Open flame candles will be a case by case decision.
REHEARSAL: You may schedule to have a rehearsal any time during your rented time, however, clean-up after rehearsal is your responsibility.
MUSIC AND NOISE FACTOR: NO MUSIC IS ALLOWED AFTER 10:00 P.M. Sound must be kept at a reasonable level during all events. There will need to be a sound check before your event. Larson Valley Wedding & Event Venue reserves the right to decide what a reasonable sound level is. We want to be courteous to our neighbors.
PERSONAL PROPERTY: Larson Valley Wedding & Event Venue is not responsible for lost or stolen property. Anything damaged or stolen will be the sole responsibility of the person or persons renting the facility.
CLEAN UP: Anything and everything that belongs to you must be taken at the end of your event including all boxes and containers used to transport items to our facility. All disposables must be in the garbage containers provided. Event must end with appropriate time remaining for clean-up and closure of the facility by 11:00 p.m. An additional charge of $100.00 an hour will be charged after 11:00 p.m. ALL DECORATIONS MUST BE REMOVED WITHOUT DAMAGES. Be kind and leave the property as you found it.
PHOTOS: Larson Valley Wedding & Event Venue reserves the right to take and use photos of your event for promotional purposes.
RISKS AND RESPONSIBILITY: Larson Valley Wedding & Event Venue will not be held responsible for any loss, stolen, missing or damaged property incurred by you or your guests. You are responsible for all guests that enter Larson Valley Wedding & Event Venue during your rented time. Guests agree to release and hold Larson Valley Wedding & Event Venue harmless, including any attorney fees and costs incurred from all claims, demands, suits or judgements from use of the Bride and Groom House, pergola, pavilion, or any outdoor facilities including, but not limited to, any damages incurred , injury, or even death. Outside areas consist of grassy areas, areas with loose gravel, uneven walkways, sidewalks, and terraced and rock landscaping. No valuables should be left in dressing areas, and Larson Valley Event Venue is not responsible for any items lost or stolen.
JURISDICTION: The Larson Valley Wedding & Event Venue contract shall be construed under the laws of the State of Arkansas. Further, by entering into the contract, the parties agree that they are subjecting themselves to the jurisdiction of Sevier County, Arkansas, and agree that Sevier County, Arkansas is the proper venue for any legal issues that may arise regarding this contract.
RESERVATION PROCESS: A contract agreement must be signed, all pages initialed, as well as appropriate deposits submitted in order to confirm Larson Valley Wedding & Event Venue.