Ardenwood Policies

A. RENTAL

1. Rental is not based on a per person charge, but is a flat rate for a specified time period.

2. Wedding Ceremony only: Rental is for a two-hour period specified on your contract. Client/vendor set up time is included in the two hour rental. Event hours may be extended, provided that time is available, (with prior arrangement through Ardenwood Affairs) at a cost of $100.00 per one-half hour.

3. Wedding Ceremony and Reception: Evening Rental is for a five and one-half hour period specified on your contract. Client/vendor set-up time is included in this five and one-half hours. Event hours may be extended, provided that time is available (with prior arrangement through Ardenwood Affairs) at a cost of $100.00 per one-half hour.

4. Wedding Ceremony and Reception: Daytime Rental is for a five-hour period specified on your contract. Client/vendor set-up time is included in this period. Event hours may be extended, provided that time is available (with prior arrangement through Ardenwood Affairs) at a cost of $100.00 per one-half hour.

5. Use of the premises is restricted to the actual time schedule under the rental contract. Vendors are not allowed to arrive before your scheduled rental time.

6. Admission to Ardenwood Historic Farm's regular activities is not included in the rental price (horse-drawn railroad rides, Patterson House tours, horse-drawn wagon rides, etc.).

If you are renting during public use hours (10:00 am to 4:30 PM Thursday through Sunday), you may use the regular farm activities at a charge of $5.00 per person. This must be arranged in advance with your Ardenwood Affairs Planner and paid for in advance.

7. Ardenwood is a lovely, all outdoor facility. There are no indoor facilities available at Ardenwood should it rain. However, if rain is predicted 72 hours in advance, you can rent canopies for an additional charge.

8. Your rental period is for the site designated on your contract (Poolside Gardens and/or Gazebo Lawn). The historic farm area is not a part of your rental. Guest access is limited to rental area only.

B. CATERING AND BEVERAGE SERVICE
     (applies to all receptions)

1. On most dates catering must be purchased through Ardenwood Affairs. No extra food, or beverages, except for the wedding cake, may be brought in. However exceptions are made on select dates (Saturday evening are excluded, no exceptions). On select dates, Ardenwood is open to outside caterers with catering guidelines. Buyout fees may apply. Beverages are required.

2. You must advise Ardenwood Affairs of the GUARANTEE NUMBER (confirmed number of guests) by 12:00 noon on the Friday, two full weeks before your event. Children under age five should be counted, but will not be charged. If your guarantee does not meet the required minimum number (100), you will be charged $18.00 per person to meet the minimum.

3. A. You agree to pay for the GUARANTEE NUMBER of meals and beverages ordered OR the total number served, whichever is greater, based on event attendance.

B. The control of quantity of guests served is accomplished through an entrance gate count.

4. All catering is served buffet style.

C. BEVERAGES (applies to all      receptions)

1. All beverages must be purchased through Ardenwood Affairs. No beverages may be brought in. Guests may not bring any alcoholic beverages into the farm. Any alcoholic items brought into the farm will be confiscated.

ALCOHOLIC BEVERAGE SERVICE REGULATIONS ARE STRICTLY ENFORCED.

2. Coffee, tea, ice water and punch are served for the duration of the reception. Alcoholic beverages are served from the start of the reception until one hour prior to the end of the event.

3. No person under 21 years of age shall purchase, consume, or possess any alcoholic beverages. PROOF OF AGE will be required for alcoholic beverage service. All guests should bring ID to the farm.

4. Ardenwood Affairs will serve NO MORE THAN TWO ALCOHOLIC BEVERAGES AT A TIME PER PERSON, per trip to the beverage station.

5. Beer, wine and champagne must be consumed within your rental site boundaries. Alcoholic beverage consumption is not allowed in the parking lot, or outside of the designated reception area.

6. Ardenwood Affairs reserves the right to refuse alcoholic beverage service to any individual or group.

7. All beverage service is provided from a central beverage station.

8. Ardenwood Affairs provides an unlimited beverage service, at a per person charge, for your guests for the duration of your reception. Guests therefore may not take home beverages for later consumption even if a group falls below its guarantee number. Please make sure the "key people" in your party are aware of this policy. Thank you.

D. SALES TAX

Will be added where applicable as required by state law.

E. SERVICE CHARGE

A 15% service charge for food and beverage will be added to your final bill.

F. BILLING

1. If booking PRIOR to January 1st, a partial payment (non-refundable) of your site rental fee is due at time of booking. The balance will be due on January 15th. There will be a $50 service charge on returned checks.

2. If booking AFTER January 1st, the entire site rental fee (non-refundable) will be due at time of booking. There will be a $50 service charge on returned checks.

3. If holding a CEREMONY ONLY the entire site rental fee (non-refundable) will be due at time of booking, regardless of the booking date. There will be a $50 service charge on returned checks.

4. The original site rental billing is based on 250 guests or less. More than 250 guests will result in an additional chair/table rental charge if you are having a CEREMONY ONLY.

5. Catering, beverages, and any other charges are due (IN THE FORM OF A CASHIER'S CHECK, MONEY ORDER or VISA or MASTERCARD) one full week prior to your event. IF PAYMENT IS NOT RECEIVED ONE FULL WEEK PRIOR TO YOUR EVENT, ARDENWOOD AFFAIRS RESERVES THE RIGHT TO CANCEL YOUR EVENT.

6. Any additional expenses or damage fees incurred will be due in full 15 days following your event. A $25.00 per day late charge will be accessed for each day the additional payment is late. Credit Card or Cashier's Check ONLY.

G. MISCELLANEOUS

ARDENWOOD AFFAIRS RULES & POLICIES: We at Ardenwood Affairs are dedicated to maintaining the highest quality of service for you and your guests. The following rules and policies were created for specific reasons, and were not made to be an inconvenience or a nuisance to you, family members or guests. They help preserve the historic nature, organic status and natural beauty of Ardenwood, and they protect your health and safety. You are responsible for notifying your vendors, members of your bridal party, and immediate family members of the following rules and polices:

1. Vendors, Bridal Party, or family members may not arrive before your scheduled rental time. Couples may extend their rental time if available with prior approval at an additional charge of $100.00 per half-hour. Your site rental includes the Gazebo Lawn and/ or the Poolside Reception Area only. You and your guests are not allowed in the Farmyard Area.

2. Motorized Vehicle Restrictions: 1) No motorized vehicles of any kind are allowed to drive into the park between the hours of 10:00am and 4:30pm or until an East Bay Regional Park District employee opens the back wooden service gate. 2) Only vehicles owned by DJs or band members may park behind the Poolside Reception Area (after 4:30pm). 3) All vehicles owned by bridal party, family members and guests must park in the front parking lot and are not allowed to park inside the park. 4) Limousines may be driven inside the park for the purpose of dropping bridal party members off at the ceremony/reception site only. Vehicles are NEVER allowed in the park between 10 am -4:30 pm.

3. Music and Amplified Music Restrictions: Saturday Daytime- 1) Amplified sound/music used at the Gazebo during wedding ceremonies is restricted to a distance of 75 feet and must not impact the ability of the Patterson House to conduct tours. 2) Amplified sound/music used at the Poolside Reception Area is restricted to a distance of 200 feet and must not impact the ability of the Patterson House to conduct tours or disrupt the general public experience at the Farm. Bands are not allowed for Saturday day events, however DJ's are allowed. Sunday Daytime-1) Between the hours of 10:00am to 4:30pm electrically amplified, battery operated cassette, C.D. players or microphones are not allowed. Additionally, any playing of a non-amplified music instrument that may be disruptive to the Patterson Houses' ability to conduct tours or the ability of the general public to enjoy their experience at the Farm is prohibited. Friday, Saturday and Sunday Evening-1) Amplified music is allowed but cannot be so loud that is can be heard by our surrounding neighbors. If your music is too loud, we will request that it be turned down to a level that is acceptable in the above guidelines. We reserve the right to terminate your music with notice if it continues to be too loud. 2) Amplified music cannot be played after 11:00pm.

4. Do not use any tape, tacks, nails, staples or wire while fastening flower arrangements onto the Gazebo since the painted surface can be easily damaged.

5. When taking pictures on the grounds or areas surrounding the Patterson House you and your photographer must abide by the following:

1) Do not stand in or walk through the flowerbeds, 2) Do not disrupt any House tours 3) Do not move the protective floor covering and wicker furniture on the Patterson House porches.

6. Due to the organic and wildlife preserve status of the Farm you may not use rice, birdseed, seeds, potted plants or release butterflies in the park.

7. Due to the extreme fire danger during the year, we request the following: 1) No tiki torches. 2) Ceremonial fire pits or other open fires are not allowed. 3) No Fireworks are allowed 4) Unity Candles used inside the Gazebo for your Ceremony are allowed; otherwise candles of any kind are prohibited.

8. Cloth or paper runners may not be used on the Gazebo Lawn for your ceremony.

9. No weapons (i.e. knives, guns, swords or sabers, etc.) of any kind are allowed in the park.

10. No dogs, birds or other animals may be brought into the park.

11. We reserve the right to remove any guest for displaying inappropriate behavior or for interfering with Ardenwood Affairs employees, Ardenwood Historic Farm staff, or volunteers.

12. During your event you are responsible for and will be subjected to charges after your event for any theft or damage made by your guests to any equipment and/or property of either Ardenwood Affairs or Ardenwood Historic Farm.

13. Arrangements for rental items must be made through Ardenwood Affairs.

14. Ardenwood Affairs is not responsible for any personal or rental items left behind after your event.

15. Ardenwood Affairs cannot allow any glassware such as wine or champagne glasses to be distributed as favors unless they are in an enclosed bag so your guests will not use them during your reception. Candle favors must also be in a bag/box so guests will not light candles, as we do not allow open flames.

16. Any activities planned that are not a regular feature of our wedding ceremony and reception program must have prior approval. Special entertainment, including DJ's and bands are allowed only by prior arrangement with Ardenwood Affairs.

17. We reserve the right to end alcohol service and/or the event at any time if for any reason we feel that the behavior or alcohol consumption is getting out of control. The safety of your guests and our employees is of the utmost importance.

Thank you for choosing Ardenwood Historic Farm for your special event. For clarification and questions regarding your contract and payment, please contact the reservations office at 925-426-3055.

For clarification and questions regarding the details and planning of your event, please contact our Wedding Planner at 510-797-5621.

Revised 03/06/09