Policies
CONFERENCE & EVENT POLICIES
CATERING
Food is prepared and served by our exclusive caterer The Black Tie Co.
DEPOSIT AND PAYMENT
A $200 non-refundable room deposit and a signed contract will be required by Pineland Farms to book a venue. For catering service it is required that a Black Tie Co. contract be signed. A deposit may be required for catering depending on the size of the event. A 50% deposit of your estimated total event cost is due six weeks prior to the function. Guaranteed meal count is required 7 days prior to the event. We may request a credit card to guarantee any incidental final charges.
BEVERAGE SERVICE
All liquor at Pineland Farms will be provided by The Black Tie Co.. Open bar service has a required $200 minimum sales plus 20% service charge, sales tax, and bartender fees. Cash bars have a setup fee of $200 per bar plus bartender fees. A credit card must be on file for all open bar charges.
Liquor may be consumed only inside The Commons or designated areas and may not be removed from the property. Any alcohol found on the premises not provided through The Black Tie Co. will be confiscated and disposed of. Photo Id’s may be required from any person at any time.
All alcohol purchased and/or consumed during the event must be paid at the conclusion of the event and paid directly to the caterer. Payment to Pineland Farms for alcohol is not permitted.
The Black Tie Co. is a qualified caterer. The Black Tie Co. can take individual credit or debit cards at the bar . Restrictions and fees may apply.
OTHER
Affixing tape, tacks, stapes, etc. to walls, woodwork or pictures is not permitted. Confetti, glitter, rice and bird seed are also prohibited. Self-stick pages which adhere to easel pads for writing ease are allowed.
Inquire online or call us about reservations!
WEDDING POLICIES
CATERING
All food is prepared and served by our caterers.
BEVERAGE SERVICE
All liquor at Pineland Farms will be provided by our on-site caterer, The Black Tie Co. Open bar service has a $200 sales minimum plus 20% service charge, sales tax, and bartender fees. Cash bars have a setup fee of $200 per bar plus bartender fees. All alcoholic beverages will be provided by The Black Tie Co. Alcohol that was not provided by the The Black Tie Co. will be confiscated and disposed of. Alcohol may be consumed only within designated areas and may not be removed from the property. A credit card must be on file for all open bar charges. Photo IDs will be required for anyone of questionable age. All alcohol purchased and/or consumed at the event must be paid for directly to The Black Tie Co. at the conclusion of the event. Payment to Pineland Farms for alcohol is not permitted.
BOOKING AND PAYMENT
A deposit of 50% is required to Pineland Farms reserve your date along with a signed Pineland Farms Policies and Event Contract. It is also required that a catering deposit of $2500 with a signed The Black Tie Co. contract is submitted for a date reservation. The deposits will be subtracted from the total cost of the event. All facility payments and initial deposits are non-refundable. We will request a credit card to guarantee any incidental final charges. If you as the client cancel the event, it is agreed that the client forfeits all deposits and payments.
PAYMENT SCHEDULE
Upon booking: 50% deposit for the facility and $2500 deposit for catering. Ten (10) months prior to the event: 100% of your facility costs. Seven (7) days prior to the event: Full payment of calculated food, beverage and extra setup costs.
Conclusion of event: Payment for alcohol must be paid directly to The Black Tie Co.
FACILITY RENTAL
Reservations for outdoor ceremony venues (i.e., garden, pergola, gazebos, or patio) require that an inside rain venue is also booked. A decision on whether to use the rain venue must be communicated to your event planner at Pineland Farms no less than five hours before the wedding; without such notification, the planner may use their own discretion without liability. Only one venue will be set up and used. Wedding events may begin no earlier than 12 noon and must end by 11 pm without approval from Pineland Farms events staff. Wedding ceremonies taking place on Friday, must begin after 4 pm.
On-site ceremony venue rentals add an additional thirty minutes to your event time.
Reception venues are booked for five-and-a-half-hour periods. Additional time may be arranged at $400 per hour for facility rentals, with advance notice. The Black Tie Co. will require additional fees.
Facility rental is not subject to tax or gratuity.
Inquire online or call us about reservations!
GUEST HOUSE POLICIES
RESERVATIONS AND PAYMENT
All stays require 50% down at time of reservation. The deposit is refundable up to 30 days before arrival. All rental cancellations are subject to a $125.00 rebooking fee. If a reservation is received fewer than 30 days before arrival full payment is required. There will be NO refund in the final 30 day period.
Visa, MasterCard, Discover, Cash and Cashier’s Check are all accepted as methods of payment.
Weekly and monthly rates upon request.
CHECK-IN
Please check in at the Welcome Center on the Pineland Farms Campus between the hours of 1:00 to 4:00 p.m. Upon check-in, you will be asked to fill out a registration card and will be given a key to your Guest House. Early check in may be possible (with advanced 48 hour notice) for a fee.
CHECK-OUT
Please check out at the Welcome Center between 9:00 a.m. and noon on the day of your departure. Please be sure to return your key(s). Cost to replace lost keys and re-key the locks is $125. Late check out may be possible (with advanced 48 hour notice) for a fee.
FURNISHINGS
The Guest Houses at Pineland Farms are completely furnished with sheets, towels, TV, DVD player, refrigerator, stove, microwave, toaster, blender, coffee maker, cooking equipment and serving utensils. We supply basic paper products. Guests must bring their own food.
HOUSEKEEPING
Housekeeping service is not provided during your stay.
CHILDREN
We welcome children to our Guest Houses. Stairway gates are provided, but we have not otherwise child-proofed the Guest Houses.
PETS
Sorry, Pets are not permitted on Pineland Farms property including our Guest Houses.
SMOKING
Smoking is prohibited in our Guest Houses.
TELEPHONE, INTERNET AND TELEVISION
Each of the Guest Houses has a telephone for local calling. Long distance calling is prohibited from the guest house telephones, so use your telephone credit card or a calling card for long distance. Any charges incurred during your stay will be charged to your credit card on file, with the exception of emergency calls.
There is wireless Internet access at the Merrill Farmhouse only. All Guest Houses have either cable or satellite television.
DAMAGES
Guests will be responsible for all damage or breakage and/or loss to the Guest Houses, except normal wear and tear and unavoidable casualty that may result from occupancy. You will be notified promptly of any damages, and your Visa, MasterCard or Discover will be charged for the necessary repairs and/or replacements.
FIREWORKS, FIRE PITS & BONFIRES
Pineland Farms is made of several working farms. For the safety of our animals and guests: The use of pyrotechnics/fireworks and any outside fire is strictly prohibited. Any violation of this rule will result in a call to law enforcement.
SPECIAL REQUESTS
We strive to make our guests’ stay in the Guest Houses at Pineland Farms both memorable and comfortable. We will do everything possible to accommodate special requests.
SWIMMING POOL USAGE (WILSON HOUSE ONLY)
The Wilson House swimming pool is not attended by a lifeguard, and guests use the pool at their own risk. Children must be supervised by an adult at all times.
CAMPING
Camping is not permitted on the grounds of the Guest Houses at Pineland Farms.
GUEST HOUSE PROPERTIES
All tents must be rented through the Pineland Farms Guest House Staff and are subject to availability. Any other items renters wish to setup on the property and lawn must be approved by Pineland Farms.
Our guest houses are well appointed with all of the typical items needed for a short stay getaway.
A Pineland Farms Guest House rental is unlike a hotel, motel or bed and breakfast rental. These are short stay homes that are rented to be enjoyed as they are. Special requests such as additional bedding must be made in advance of your stay.
We do not offer concierge services. The guest house rental office is open regular weekday business hours.
An emergency on call number for true maintenance emergencies such as a burst pipe or heating issues is included in the binder located in each guest house.
These binders also include a sheet of area attractions including the closest grocery stores should you find a need to supplement the items already offered in the guest house.
Thank you for your understanding, enjoy your stay.
Inquire online or contact Becky Merriman, Events and Accommodations Coordinator with any guest house questions you might have at rmerriman@pinelandfarms.org and 207.688.3383.