Wedding Contract
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.
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Ancient Cedars Lodge is a boutique Lodge which hosts a limited number of weddings and events. 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.
Deposits and Payments
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Payment by the Client.
1.1 This contract will be binding upon Ancient Cedars Lodge receipt of:
(i) Signed contract: (ii) The advance deposits; and (iii) Credit card number to hold on file.
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1.2 To Book/Hold a date: To Book/Hold a date, 50% of the Venue fee will be paid either by e-transfer or credit card (subject to a 3% added fee). Final pre-payment of total estimated charges is due 30 days prior to the event date, also paid either by e-transfer or credit card (subject to a 3% added fee).
1.3 A refundable damage deposit of $1000 is due 30 day prior to The damage deposit is paid by credit card, and will not be charged a 3% added fee. The deposit will be refunded within two business days after the event so long as no damages have occurred to the property or equipment. If damage has occurred, an estimate of costs for repair will be determined and the Client will be contacted and advise how much of the damage deposit they will get back. Client will be responsible for any loss or damage to our premises, property or equipment or rental items and, for any loss exceeding the damage deposit, the client will be invoiced and charged for such loss.
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).
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Rental of Premises
2.1 Use of the Premises: The Client will have use of the Ancient Cedars Lodge outdoor space, log home, hot tub and deck. 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 4 p.m. first day rented to 11:00 a.m. last day rented.
(ii) Earlier and later access to the property may be allowed if agreed upon earlier in writing or booked with an added fee.
(iii) No more than 12 people using toilets/showers in log home. (Unless written approval Ancient Cedars Lodge).
(iv) No animals allowed in the log home or on the property. (Unless written approval Ancient Cedars Lodge).
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2.2 Amplified Music: The amplified music must end at 10:00 p.m. Maximum sound levels will be determined by Ancient Cedars Lodge, in its sole discretion.
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2.3 Day-of wedding planner: Ancient Cedars Lodge requires the presence of an event representative (planner/day-of planner) on site for the duration of the event. This representative must not leave before all guests and off-site vendors have left the premises. (Unless written approval from Ancient Cedars Lodge – regardless of size of wedding you will need point of contact for the day of the event). The Day-Of-Planner must provide proof of their own insurnace as well.
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2.4 Shuttle Service and Transportation: The Client is encouraged to use shuttle service for its guests to the Premises. The final shuttle must leave the Premises no later than 10:30 p.m. on the Event Date. No later than 30 days before the date of the event, the Client must provide Ancient Cedars Lodge with a copy of its transportation plan and day plan including copies of executed copies of contracts with approved vendors.
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2.5 Outhouses/Portable Toilets: The client must arrange for delivery to side and removal of portable toilets on the basis of not less than one portable toilet for every 50 invited guests. Absolutely no more than 12 guests are allowed access to the lodge washrooms. (Unless written approval Ancient Cedars Lodge). Failure to follow this may result in extra damage fees and/or termination of stay.
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2.6 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 by 11:00 am the day of
checking out from Ancient Cedars Lodge. Damage deposit is only returned if the venue is
completely clear by 11:00am the day of check out.
(ii) Additional elements such as equipment use, various rental items, etc., subject to availability,
must be requested by the Client no later than 30 days prior to the event, with payment due in full no later than 30 days prior to event. This too must be returned the day of check out by 11:00am in the same shape as was rented in to ensure damage deposit to be returned.
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2.7 Alcohol Consumption: 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.
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2.8 Hot Tub: Only guests staying in the lodge are permitted to use the hot tub. Guest must rinse off/shower before entering hot tub. No glassware permitted while using the hot tub. Plastic drinkware is provided. Hot tub lid must be kept on when not in use. Standing on hot tub lid is prohibited.
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2.9 Kitchen Use: Guests staying in lodge are allowed to use kitchen and will have fridge and freezer space available. Kitchen and any appliance/kitchen tool used must be cleaned after use.
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2.10Parking: Guests are permitted up to 10 vehicles on the property, including third party vendors. Anyone driving must park in locations determined by Ancient Cedars staff. Absolutely no driving through field, unless given permission by Ancient Cedars staff.
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2.11Garbage: 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 or put in the garbage bin on site. Absolutely no garbage can be left outside overnight due to wildlife. Guest’s garbage that is left outside that wildlife gets into will result in a fee up minimum $500. Please confirm with your catering company that they will remove food waste and catering garbage.
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2.12Restrictions: 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 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.
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2.13 Subcontracted and Third-Party Vendors: [Rider A] Ancient Cedars Lodge will allow third party vendors (photographers, musicians, florist, etc.) access to the Premises on the Event Date. The Client is fully responsible for the activities of all third-party vendors. The client will work with an Ancient Cedars Lodge Staff to determine location of third-party vendors.
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2.14Security: The Client agrees to exercise all required care and control. Ultimately, the Client assumes sole responsibilities of their guests; employees & invitees throughout the event.
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[Rider A]
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.
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Additional Restrictions
3.1 Restrictions. The Client hereby acknowledges and agrees that during the use of the Premises:
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(i) There is no camping;
(ii) No pets are allowed; unless given written consent
(iii) No weapons are permitted on the Premises;
(iv) Smoking (including e-pen & vaporizers) is permitted only in the gravel parking lot and no other location on the Premises whatsoever. Absolutely no smoking of any kind is allowed inside the lodge, the porches of the lodge, the geodome or the back yard deck. Failure to adhere to these requirements will result in termination of event and additional cleaning payable by the Client. 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) It is the Client’s responsibility to plan ahead for inclement weather; and to have a “plan b” in the
case of such weather.
(vii) No more than 12 guests may use the washrooms inside the lodge – due to maximum capacity of
the septic. (unless given written consent)
(viii) Children (and one under the age of 12) must be supervised by an adult at all times while on the Premises.
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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.
Cancellation
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4.1 Cancellation Fees. 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 30 days prior to the event or less – 100% of the booking total.
(ii) 31 days to 120 days prior to the event – no refund on deposit.
(iii) 120 days or more prior to the event – 50% of deposit.
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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, sale of property 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. Ancient Cedars Lodge can cancel any accommodation booking due to sale of property and will refund all payments made in advance. Force Majeure cancellations are made at the discretion of Ancient Cedars Lodge and allow for full refund of any deposits made.
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4.3 Date Changes made more than 120 days before event can be transferred to another date, if available, in the next 12-month period. The client is allowed to delay their date once or as per Ancient Cedars Lodge discretion.
Insurance
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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 and two (2) million dollars in comprehensive general liability insurance. The proper documentation to prove appropriate coverage, based on the Guest Count, 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.
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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:
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Ancient Cedars Lodge
1710 highway 99, Pemberton BC, V0N 2L0
Release and Indemnification
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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.
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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:
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(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.
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Miscellaneous Terms
7.1 Entire Agreement. Except as otherwise specifically referred to herein, this contract contains the entire agreement of the parties and there are no other promises or conditions in any other agreement whether oral or written. This contract supersedes any prior written or oral agreements between the parties. Each party shall from time to time promptly execute and deliver all further documents and take all further action reasonably necessary or appropriate to give effect to the provisions and intent of this contract.
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7.2 Confidential Information. The Client consents to the collection and use of their personal information, as provided directly or collected from third parties, for the purposes of Ancient Cedars Lodge considering entering into this contract and for other purposes in respect of this contract.
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7.3 No Assignment. No party may assign its rights or obligations under this contract without the prior written consent of the other party. This contract benefits and binds the parties and their respective heirs, executors, administrators, personal and legal representatives, successors and permitted assigns.
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7.4 Survival. Notwithstanding termination of this Agreement, the provisions of Section 5 (insurance), Section 6 (release and indemnification), and Section 7.2 (confidentiality), of this Agreement shall survive the termination of this Agreement and no termination shall have any effect on any claim or cause of action existing prior to such termination.
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7.5 Counterpart. This contract and any amendment, supplement, restatement or termination may be executed and delivered in any number of counterparts, each of which when executed and delivered is an original but all of which taken together constitute one and the same instrument. Any party may deliver an executed copy of this contract by fax or other electronic delivery.
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7.6 Rehearsals. The client is welcome to visit the property and do a rehearsal at an agreed upon time with Ancient Cedars Lodge
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Photography
8.1 Ancient Cedars Lodge reserves the right to use any photographs from the License Period on the Ancient Cedars Lodge website, social media platforms and for marketing material purposes. The Client hereby grants Ancient Cedars Lodge such rights.
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8.2 If the Client would prefer to not have their pictures with faces used in marketing materials or on any digital websites or platforms, the Client is responsible for advising Ancient Cedars Lodge in writing not less than 10 days prior to the event which photos they are choosing to withdraw consent for the right to use (example: location, ceremony, family, friends).
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Payment Details
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We require that a valid credit card be held on file for the duration of the booking, deposits can be received via E-transfer. Credit Card (Visa or MasterCard) payments are also an option but are subject to a 3% processing fee. Note: personal cheques are not accepted.
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E-Transfers to: hello@ancientcedarslodge.com
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A credit card is mandatory for your event
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50% venue fee deposit will be paid by (circle one): Cash (E-Transfer) or Credit Card Same as Above
Final Balance will be paid by (circle one): Cash (E-transfer) or Credit Card Same as Above
Damage Deposit will be paid by (circle one): Cash (E-transfer) or Credit Card Same as Above
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