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Terms and Conditions

The following is a list of our terms and conditions for your careful review.

  • Owner/Property Manager provides: 6 large trash cans, trash bags, toilet paper, paper towels, hand, dishwashing soap, cleaning supplies, and a six ft. ladder for decorating purposes. We do not provide hammers, nails, staples, extension cords, etc.

Renter Terms and Conditions

  • The renter is responsible for setting up and breaking down tables, chairs, and other items used. All chairs/tables/items included in the package must be cleaned and returned to the storage area where they were collected. Tables, chairs, props, etc., that are property of The Duck Pond Farm are not to be left outside or uncovered overnight. Setup or stored under cover of the pavilion is permitted.
  • All activities are to end according to the times specified or no later than midnight of the event. The renter must ensure lights are off, doors locked, and the event area vacated.
  • Any guests who do not have reservations for overnight lodging with us must vacate the premises no later than midnight. If overnight lodging (main house, chalet, or bunkhouse) is desired by any guests during the event for overnight accommodation, please contact the Owner/Property Manager for availability, pricing, and payment.
  • Children must be supervised at ALL times.

Terms and Conditions When Setting the Scene

  • Decorating is allowed, however NO nails, tacks, staples, anything wall piercing are to be used on the outside stable walls. These are not wood. However, wood posts, beams, or any wood structure can be used to secure decorations by using small nails, staples, tie wraps, tape, wire, rope, etc. Tape must be able to be removed without damage or residue being left. If in doubt about what can be used, please ask. All decorations and attachments must be removed after the event.
    • Candles must be in holders or containers that prevent wax from dripping on surfaces. No free-standing candles are allowed.
    • No rice, confetti, streamers, or glitter is allowed. Bird seed is permitted outdoors, but not in concreted areas.
    • Loose rose petals are allowed – real rose petals are preferred as they can be left on the ground. Artificial petals must be picked up.
  • Fireworks are NOT allowed. This includes poppers/streamers and paper lanterns. The use of Sparklers must be requested and pre-approved before the event. All sparklers and debris must be cleaned up.
  • Any live music must stop by 10PM. The volume of other music (DJ, KJ, radio, etc.) must be lowered at 10PM and end by 11PM. Owner/Property manager reserves the right to request volume to be turned down if deemed necessary.
  • Portable dance floors can be used in the grass areas if pre-approved by the Owner/Property Manager. Set up and removal of portable dance floor is the responsibility of the Renter.
  • Tents provided by outside vendors for Renter usage are allowed:
    • The area for tent placement is to be agreed upon by the owner/property manager.
    • Setup and removal of tent must be completed within your venue rental time and is the responsibility of the Renter, to ensure there is no property damage.
    • Tents must be Fire Retardant and meet the Fire Marshall’s requirements and guidelines as established.

Cleaning & Care of Property

All facilities/rooms utilized for the event must be cleaned before the end of the rental agreement. This includes cleaning guest restrooms, catering kitchen, bride’s and groom’s dressing rooms, and all facilities used for the event, including countertops, equipment used, sinks, toilets, floors, etc. The building/rooms must look the same as when presented to the Renter upon receipt of keys, codes, or beginning rental agreement time frame. Any wax dripped on any surface must be removed. All trash (including cigarette butts) and recyclables must be gathered from the pavilion and all rooms/premises used then bagged and placed at the back entrance of the pavilion. Upon Checkout/inspection, if cleaning has not been completed as outlined in the agreement and cleaning checklist, a $200.00 cleaning fee will be deducted from the security deposit.

Photography, Outside Vendors & Supplies

  • Photography and Photo Sessions – You may use the property/facilities for your engagement photos of “Save the Date”. Please get in touch with the Owner/Property Manager to schedule a date/time. Please ensure no property damage is done during photo sessions.
  • Owner/Property Manager reserves the right to photograph your event for possible use in marketing and advertising the venue and facilities.
  • Outside Vendors/Suppliers – It is the Renter’s choice for outside vendors such as caterer, DJ, florist, photographer, etc.; however, we may be able to assist in providing a list of vendors if needed. Venue holds no obligations, contractually or financially, with any outside vendors and will not be held liable for any contract agreements or cancellations with outside vendors/suppliers.
  • If access is needed to the Party Pavilion for deliveries, setup, etc., the SERVICE ENTRANCE at the back must be used. DO NOT allow any wheeled vehicles to drive on the grounds in front and around the pavilion corral area. There is a service road and service entrance at the rear of the pavilion for easy access for all vendors.
  • All rental equipment/supplies must be delivered and/or picked up during your venue rental time frame. Monday pickup may be arranged, provided no event is following yours on Sunday. Contact us for arrangements outside of your timeline. Owner/Property Manager is not responsible for storage or losses of any outside vendor rental items.

Smoking & Alcohol

  • Smoking is NOT allowed in the pavilion area/rooms, specifically including restrooms, dressing rooms (bride and groom), or catering/supply room. NO SMOKING whatsoever is allowed in the Main House, chalet, or bunkhouse. Please use the provided “Butt-Tainer’s” for all cigarette butt.s Please do not discard or throw them on the ground or property. Please ask your guests to follow the same guidelines. Excessive cigarette butts on the grounds are subject to cleaning fees.
  • Liquor can be served but NOT Sold at the event. Liquor includes beer, wine, and liquor of any type.
    • An ABC licensed Bartender is required on-site and must control all liquor at the event. The renter/Bartender must supply a copy of the license to the Owner/Property Manager on the day of the event. We expect and encourage everyone to drink responsibly. No glass bottles allowed. Cans or Kegs for beer are permitted.
    • No consumption or serving of alcohol under the age of 21. The renter/Bartender agrees to refuse to allow alcohol to be served to anyone under the age of 21 or anyone who is visibly or appears to be intoxicated.
    • Owner/Property Manager reserves the right to ask the entire party to leave if minors are being served or consuming alcohol or if people behave dangerously or destructively.
    • Renter shall indemnify and hold harmless Realty and Investment Solutions, as The Duck Pond Farm, from all liability for improper alcohol use. The renter and Bartender assume full regard to liquor service and consumption under the venue contract and ABC licensing.

Animals, Fires, Liability

  • No pets or animals (except natural wildlife) are allowed on the property except service animals. The Owner must be made aware that service animals are on the premises. No pets or animals in the main house, chalet, or bunkhouse.
  • Use fires and fire pits only in designated areas the Owner or Property Manager assigns.
  • The renter must control the fire and fully extinguish it after use.
  • Fires and fire pits are prohibited during local “No Burning” restrictions due to severe dry weather. We will help determine if restrictions or burn permits are required for your event.
  • Owner/Property Manager is not responsible for any property placed in the facilities or on the property by Renter or Guests or any property left in the facility or on the premises after the event.
  • The owner/Property Manager is not liable or responsible for any injuries incurred by the renter or guests due to negligence on the individual’s part.

Security/Damage Deposit

  • The refundable Security/Damage deposit listed as part of the package agreement and noted in the breakdown of payment will be refunded within 7-10 business days following the event after inspection of each building and areas used for such said event. Please notify Owner/Property Manager if damage occurs during the event.

Consideration of total or partial refund will include:

  • Damage to any building, properties, equipment, supplies, etc.
  • Missing items or articles.
  • Property misuse or damage, including damage by guests or vendors, such as tent placement and removal.
  • Additional cleaning needs not taken care of as required by the Renter does include excessive cigarette butts on the property used for the event. If the damage or loss exceeds the security/damage deposit amount, Renter agrees to repay or replace damaged or missing property.

Indemnification

  • The Renter/Client cannot hold the Owner/Property Manager liable from suit, actions, damages and expenses in connection with personal injury, illness, or property damage or theft resulting from the use of any of the facilities. The Renter/Client agrees to hold Owner/Property Manager and its employees harmless, including court costs and attorney fees, in any legal action which may result from this event.

Waiver of Contractual Right

  • Failure of either party to enforce any provision of this Agreement shall not be construed as a waiver or limitation of that party’s right to subsequently and compel strict compliance with every provision of this Agreement.

Cost and Payment Schedule

  • You can pay the total rental amount in full or divide it into two or three payments.
  • To reserve your date, pay the security/damage deposit and make the first payment when signing the contract.
  • Make the final payment no later than 90 days before the event if using a payment plan.
  • Pay with cash, check, credit card, or debit card in person, by mail, or request an invoice for online payment. Any returned checks have a $5.00 non-sufficient funds (NSF) fee. Late payments will be assessed a 10% penalty. Make checks payable to RIS (Realty & Investment Solutions) and if mailed, 9400 Couchville Pike, Mt. Juliet, TN 37122.

Cancellation Policy

  • Cancellations made within 3 business days following contract signing, the deposit will be refunded, less a $100.00 administration fee.
  • More than 120 days before the event, cancellations will forfeit 25% of the contract price.
  • Cancellations made 120 or less days prior to event forfeit 50% of the entire payment/contract price.
  • Cancellations made 90 or fewer days prior to event forfeit 100% payment/contract price.
  • ALL CANCELLATIONS MUST BE MADE IN WRITING.