Our Policies​​

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Cancellation Policy

Booking and Deposit

A retainer fee of $250 is required to reserve your event date. Your booking is confirmed once the retainer fee is received and the rental agreement is signed. The remaining balance is due no later than 60 days before your event (or 72 hours if the event is less than 60 days away).

Cancellation by Client

More than 60 days prior to the event: You may cancel and receive a full refund of any payments made, minus a $250 non-refundable retainer fee. 60 days or less prior to the event: All deposits and payments are non-refundable.

Rescheduling

If you need to reschedule your event, please let us know as soon as possible. We’ll do our best to accommodate a new date, subject to availability. The retainer fee and security deposit may be applied to a new event date if the event is rescheduled at least 3 months prior to the original date. If a suitable new date is not available, the standard cancellation policy applies.

Cancellation by The Gathering Place

In the rare event that we must cancel due to unforeseen circumstances (such as natural disasters, emergencies, or government restrictions), all payments made will be fully refunded. We cannot be held responsible for additional costs you may incur, such as travel or accommodations.

Force Majeure / Acts of God

Neither party will be held liable for cancellations caused by events beyond reasonable control, including extreme weather, natural disasters, pandemics, or government restrictions. We will make reasonable efforts to reschedule the event. If rescheduling is not possible, refunds will be handled according to the section above.

Notification & Refund Process

All cancellations or rescheduling requests must be submitted in writing via email or certified letter. Refunds, when applicable, will be processed within 7 business days of receiving written notice. Administrative fees and non-refundable deposits will be retained as outlined above.

Agreement to Terms

By signing the rental agreement and paying the deposit, clients acknowledge and agree to this cancellation policy.

Terms and Conditions

A legal disclaimer

1. Event Hours & Access

Rental hours are as specified in your agreement. Any additional time must be approved in advance and may incur extra charges. Access to the space is only permitted during the scheduled rental hours unless otherwise approved by The Gathering Place.

2. Capacity & Safety

Maximum guest capacity is [X] persons. Exceeding this limit is strictly prohibited. All local fire, safety, and occupancy regulations must be followed.

3. Decorations & Setup

Decorations are allowed but must not damage walls, floors, or furnishings. No push pins, Scotch tape, nails, or other adhesives may be used on walls or furniture. No open flames are permitted; all candles must be placed in proper holders and used safely. Glitter, confetti, and similar items are not allowed unless approved in advance.

4. Furniture & Equipment

All tables, chairs, and equipment must remain on the premises unless otherwise arranged. Any rented or provided items must be used responsibly and returned to their original placement.

5. Rental Equipment & Furnishings

The Gathering Place provides rental items such as tables, chairs, tablecloths, and charger plates for your event. All equipment must be handled with care and returned in its original condition and placement at the end of the event. Any damage, loss, or excessive wear to rental items, tables, chairs, linens, or décor will be billed to the client. Clients are responsible for ensuring that all guests, vendors, and staff treat the equipment and furnishings respectfully throughout the event.

6. Catering & Alcohol

Outside catering is permitted, but all food and beverage vendors must comply with health and safety regulations. Alcohol is allowed with prior approval. The client is responsible for ensuring guests comply with all local laws and regulations. The Gathering Place reserves the right to stop service if guests appear intoxicated or unsafe.

7. Noise & Neighbors

Music and noise levels must comply with local ordinances. Outdoor spaces must respect neighboring properties. Any DJs or live entertainment must contact The Gathering Place in advance for approval and to confirm setup details.

8. Clean-Up & Damage

The space must be left in the same condition as received. Trash should be collected and disposed of in designated areas. Any damage to the venue, furnishings, or equipment will be billed to the client. In the event that excessive cleaning is required after an event, an additional cleaning charge will be deducted from the client’s deposit.

9. Security Deposit

A security deposit of [$XXX] is required for all events. The deposit is refundable after the event, following inspection of the venue, tables, chairs, linens, and rental items. Deductions may be made for damages, missing items, or excessive cleaning. The deposit will be returned within [X] business days after the event.

10. Liability & Insurance

The client is responsible for any injuries, damages, or losses that occur during the event. Proof of insurance may be required for certain events or larger gatherings.

11. Compliance

All clients and guests must comply with The Gathering Place rules, local laws, and any special requirements outlined in the rental agreement.
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