This is a legal contract made between (the “Client” or “You”) and Ancient Cedars Lodge (“Ancient Cedars Lodge” or “we”) on the terms and conditions contained herein. Please read this contract carefully before signing. By signing you agree to comply with the terms of this contract, including payment of all fees and costs set out herein.
Ancient Cedars Lodge is a boutique Lodge which hosts a limited number of events per year. This is due to pre-existing bylaws in the Squamish Lillooet Regional District. Therefore, by renting access to Ancient Cedars Lodge as a venue and accommodation, customers recognize that there are various terms and conditions they must agree to.
The GeoDome “the Nest” is a 9 meter diameter Geodesic Dome that is used for small events with guests up to 20 people. The GeoDome is allowed to be used by private rental only.
Deposits and Payments
Payment by the Client.
1.1 This contract will be considered to be binding upon Ancient Cedars Lodge receipt of:
(i) Signed contract: (ii) The advance deposit; and (iii) Credit card number to hold on file.
1.2 To Book/Hold a date full payment is required.
1.3 Please book the amount of time you need for set up and cleanup.
1.4. Following the event, you will be provided with a final billing for any adjustments. Any outstanding balances are due no later than 5 business days following the event. Accounts that have not been settled within 5 business days will be charged to the credit card number on file (including the addition 3% credit card charge fee).
Rental of Premises
2.1 Use of the Premises: The Client will have use of the Geodome at Ancient Cedars Lodge. The property must be left upon departure as it was found upon arrival.
The use of the property is subject to the following conditions:
(i) Access is permitted from the time in your booking | please
(ii) Earlier and later access to the property may be allowed if agreed upon earlier in writing.
(iii) No access to the lodge or hot tub (unless agreed upon in writing)
(iv) No animals allowed in the dome or property. (Unless written approval by Ancient Cedars Lodge).
2.2 Amplified Music: The amplified music must end at 10:00 p.m. on Fridays and Saturdays in adherence to the local noise bylaw. Maximum sound levels will be determined by Ancient Cedars Lodge, in its sole discretion.
2.3 Toilets: The client must inform their guests that the main bathroom is outside in the trees. Access to the lodge if no guests are there and the client has written approval. Guests can also use the toilet in the barn.
2.4 Decorations: The Client may provide his/her own decorations, subject to:
(i) All decor items need to be taken down and removed from the Premises at the end of the rental period.
2.5 Alcohol Consumption: All liquor will be served by bartenders with Serving it Right certification. In the event the Client will have a cash bar (including any type of “by donation” bar service), the Client must obtain a Special Event Permit from the BC Liquor Control Board for the day of the event, a copy of which must be provided to Ancient Cedars Lodge at least 30 days prior to the Event Date. The Client will be responsible for ensuring safe transportation for such employees, guests and invitees to and from the Premises. Without limiting the foregoing obligations of the Client, Ancient Cedars Lodge reserves the right, to discontinue the service of alcoholic beverages to any person which Ancient Cedars Lodge, at its sole discretion, considers to be intoxicated or otherwise unfit for the consumption of alcohol (which may include, but not be limited to, requiring ID from all guests). Under no circumstances is alcohol permitted to leave the property.
2.6 Hot Tub: Only guests staying in the log house are permitted to use the hot tub.
2.7 Parking: Guests are permitted up to 15 vehicles on the property. Anyone driving must park in locations determined by Ancient Cedars staff. Absolutely no driving through field, unless given permission by Ancient Cedars staff.
2.8 Garbage: Client and third-party vendors are responsible for all garbage and recycling created by the event. All garbage and recycling must be removed upon departure of the property.
2.9 Restrictions: As the Ancient Cedars Lodge facilities are located in a forest, we do not allow the following items on the premises:
(i) Fireworks, exposed candles, sparklers are subject to current fire restrictions.
(ii) Any exposed flames anywhere on the property and inside the geodome will be subject to the current fire restrictions, and only permitted at the sole discretion of Ancient Cedars Lodge.
(iii) Plastic confetti, rice, seeds, fake flowers or balloons are not permitted due to the animals on the property.
2.10 Security: The Client agrees to exercise all required care and control. Ultimately, the Client assumes sole responsibilities of their guests; employees & invitees throughout the event.
The client understands that certain products and services for the Event may be subcontracted by Ancient Cedars Lodge and provided by independent contractors. Ancient Cedars Lodge will make reasonable efforts to secure quality subcontractors for the Event, but cannot guarantee the quality of performance and/or services of such providers, and will not be liable for such providers’ products or services. Further, if Ancient Cedars Lodge is providing any third-party products as part of the services, it makes not representations or warranties of any kind, express or implied, including but not limited to the warranties of merchantability and fitness for a particular purpose, with regard to those products.
3.1 Restrictions. The Client hereby acknowledges and agrees that during the use of the Premises:
(i) There is no camping;
(ii) No pets are allowed; (unless agreed upon in writing from Ancient Cedars Lodge)
(iii) No weapons are permitted on the Premises;
(iv) Smoking (including e-pen & vaporizers) is permitted only in the parking lot/designated smoking
zone and no other location on the Premises whatsoever. Absolutely no smoking of any kind is allowed inside the log house. Failure to adhere to these requirements may result in additional cleaning payable by the Client and or termination of event. Any smoking waste must be fully extinguished and disposed of in garbage.
(v) There is no access to the properties adjacent to Ancient Cedars Lodge
(vi) Children (under the age of 12) must be supervised by an adult at all times while on the
3.2 No Dangerous Conditions. The Client agrees to ensure that his/her/your event does not result in the creation of any dangerous or hazardous condition with respect to the Premises or any, equipment or furnishing therein, or result in any situation that would endanger the health or safety of any person who may be on the Premises during the event.
4.1 Cancellation Fees. In the event of a cancellation of a booking, cancellation fees will be deducted from the deposit held. Any balances owing in excess of the deposit held will be charged to the credit card on file. Cancellation fees compensate the Ancient Cedars Lodge for items such as rental equipment and entertainment services paid for in advance by the Ancient Cedars Lodge on behalf of the Client. Cancellation fees will be based on the total estimated revenue for all facility, rental equipment and service requirements. Estimates will be based on the original booking or the most recent numbers confirmed, whichever is greater and will be charged as follows
(i) If you cancel within 48 hours prior to the event or less – 100% of the event total.
(ii) 2-7 days prior to the event - 50% of the event total;
4.2 Cancellations by Ancient Cedars Lodge. Ancient Cedars Lodge may cancel a confirmed booking at any time due to a force majeure (including but not limited to fire, flood, earthquake, storm or other natural disaster, war, invasion, hostilities, rebellion, revolution, insurrection, terrorist activities, blockage, embargo, labor dispute, strike, lockout, health pandemic or interruption or failure of electricity, septic or telephone service) or other unforeseen circumstance that may make the Lodge unsafe or unable to provide an appropriate level of service. Force Majeure cancellations are made at the discretion of Ancient Cedars Lodge and allow for full refund of any deposits made.
5.1 The Client shall provide, at its own expense, insurance coverage for the License Period (the Event dates) with a minimum coverage of one (1) million dollars per occurrence, which must include third party liquor liability (if serving liquor) and two (2) million dollars in comprehensive general liability insurance. Theproperdocumentationtoproveappropriatecoverage,basedontheGuestCount, time, and date of the License Period, must be submitted to Ancient Cedar no less than 14 (fourteen) days prior to the License Period. The Client understands and agrees that in no event shall Ancient Cedars Lodge be liable for any losses covered by insurance, including but not limited to Event Cancellation.
5.2 Insurance coverage must also state Ancient Cedar's legal entity name as additionally insured. The following name must be listed as the additionally insured on the Certificate of Insurance:
Ancient Cedars Lodge
1710 highway 99, Pemberton BC, V0N 2L0
Release and Indemnification
6.1 Release and Indemnification. The Client hereby acknowledges that he/she is fully responsible for all acts and omissions of all employees, guests, invitees and others attending the Premises in connection with the event and accordingly. Ancient Cedars Lodge is not responsible for and is fully released in respect of any bodily injury to or death of any person, or theft of or loss or damage to any property belonging to the Client or any employee, guest, invitee or other person attending the event on the Premises.
6.2 The Client hereby indemnifies and saves Ancient Cedars Lodge harmless from any and all liabilities, damages, demands, costs, (including legal fees on a client basis), fines, penalties, claims, debts, dues, fees, suits or actions arising with respect to or as a result of or in connection with the event including, without limitation:
(i) any breach, violation or non-performance of any covenant, obligation or agreement of the Client under this contract; and
(ii) any loss or damage to property however occasioned by the Client, its employees, guests, invitees or any person attending the event and any injury to any such person or persons, including death resulting at any time therefrom, occurring in or on the Premises during the event or the term of this contract, arising from or occasioned by any cause whatever.