Small Cantina Party Booking
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Policies & Provisions
1. PAYMENTS:
A deposit of one hour of venue rental, along with a Cleaning/Damage Deposit of $75 is due to hold date and time. The remaining balance is due 14 days prior to the event. If not paid, Benbrook Stables will assume that you are canceling your event and all money is forfeited. All amenities added within 14 days of the event must be paid in full in cash before they will be added to the event. Cleaning/Damage deposit must be paid with initial deposit.
All payments must be made by cash or check.
2. DATE CHANGES:
ALL DATE CHANGES ARE SUBJECT TO A $75 FEE. This amount does not go towards balance.
3. CANCELLATIONS:
If the event is cancelled 30 days or more before the date, all payments except deposit will be returned. All cancellations within 30 days of the event will result in a forfeit of all monies paid. Monies paid for the event planner will not be returned no matter when cancellation occurs. Only those listed on contract can cancel event. To cancel your event, Benbrook Stables must have a cancellation request in writing before the event can be officially cancelled. (Email is acceptable)
4. AGREEMENT CHANGES:
Benbrook Stables will only accept changes to amenities from the responsible party. If there is more than one person who can make changes to this agreement, please provide their contact information at the time of booking. Any amenities added the day of the event must be paid in full in cash before you will receive them. If Benbrook Stables is unable to provide a service or amenity that has been paid in full, the fee for that amenity will be refunded, with exception to bonfire (see Bonfire Clause). Refunds will be made no sooner than one week following your event. Amenities cancelled due to Benbrook Stables inability to provide them will be refunded in full. Only that amenity is eligible for refund. All changes must be made in writing. (Email is acceptable)
5. EVENT RENTAL TIME FRAME
CLIENT(S) will have the use of the facility only during the time frame that they have reserved. This includes time for set up and clean up. CLIENT(S) may use the allotted hours however they deem appropriate. If that CLIENT(S) arrive before allotted time, or stay longer than allotted time, Cleaning/Damage Deposit may be retained by Benbrook Stables.
6. LIABILITY RELEASE
CLIENT(S) UNDERSTAND THAT EVERY GUEST MUST HAVE A SIGNED LIABILITY RELEASE BEFORE GETTING ON A HORSE. Benbrook Stables will provide CLIENT(S) with a Liability Release the day of event. CLIENT(S) is responsible for obtaining signed Liability Releases for each guest. CLIENT(S) accepts full responsibility for any guest that is not listed and/or does not have the signed approval of the guest's parent or legal guardian.
I UNDERSTAND THAT I AM ACCEPTING FINANCIAL LIABILITY FOR ANY ACCIDENT THAT OCCURS TO ANY UNLISTED GUEST AND THAT I, OR MY INSURANCE, WILL COVER ANY RESULTING MEDICAL OR LEGAL COSTS.
7. INDEMNIFICATION:
I will defend, indemnify and hold Steven C. Thomson, Molly F. Thomson, City of Benbrook, U.S. Army Corps of Engineers, Triple T Ranches, Inc., a Texas corporations d/b/a Benbrook Stables and its or their employees, agents, officers, directors, and owners (hereafter collectively referred to as “Management”) harmless from and against any liability for any injury, loss, or death suffered while on the premises or while engaged in any activity whatsoever or in any location whatsoever that is in any way associated with Management, and from and against any and all claims, losses, liabilities, attorneys’ fees, medical fees, costs and expenditures incurred by or asserted against Management, and from and against any and all claims including claims for injury or loss suffered, whether or not such injury or loss resulted directly or indirectly, from any reason including, but not limited to, the negligent or grossly negligent acts or omissions of Management.
8. HELMETS:
I will ensure that all guests, under the age of 18, wear riding helmets provided by Management, while riding horses.
9. CLIENT(S) AND CHILDREN'S SAFETY:
I will provide adult supervision for any child under the age of ten (10) attending the party, and acknowledge that Management is not responsible for any accidents.
I also understand that there are animals including, but not limited to, cats, dogs, and horses that can, in some way, cause injury. I understand that it is my responsibility to supervise all guests before, during, and after my party. Any child or adult may not feed, ride, carry or pull/tug on any such animals. Doing so may invite injury and it will fall under my responsibility to keep them from doing so.
10. BONFIRES/CAMPFIRES:
Bonfires and campfires cannot be guaranteed and are subject to approval by the Benbrook Fire Department. In the event of a burn ban, high winds, etc. Benbrook Stables may be unable to have the bonfire or campfire. The fee for bonfires is non-refundable once the bonfire has been built, however, in the event that Benbrook Stables is unable to light said bonfire, the CLIENT(S) will be able to use it at a later date. In the event that Benbrook Stables is unable to light the campfire, only the $75 fee for the campfire will be refunded. If the CLIENT(S) decides to cancel the event due to Benbrook Stables’ inability to have the bonfire/campfire, CLIENT(S) will not receive a full refund for the event. Only the fee for the campfire is eligible for refund.
11. PHOTO RELEASE:
We, the undersigned, do hereby consent and agree that Benbrook Stables has the right to take photographs, videotape, or digital recordings of our event or those taken by our photographer or videographer and to use these in any and all media, now or hereafter known, and exclusively for the purpose of advertising. We further consent that our names and identity may be revealed therein or by descriptive text or commentary.
We do hereby release Benbrook Stables, the rights to exhibit this work in print an electronic form publicly or privately. We waive any rights, claims, or interest we may have to control the use of our identity or likeness in whatever media used. We understand that there will be no financial or other remuneration for recording or photographing us, either for initial or subsequent transmission or playback.
12. WEATHER:
I understand that Benbrook Stables is an outdoor venue. Events cancelled due to inclement weather will not receive a refund. Events rescheduled will be subject to a fee.
13. Smoking:
Benbrook Stables is a non-smoking facility. Smoking in and around Cantina, barns, or lawn is not permitted. In the event that cigarette trash is found following your event, your cleaning deposit will be forfeited.
14. Alcohol:
CLIENT(S) will supply all alcohol. All alcohol must be served by a TABC Certified Bartender. Alcohol may not be served to minors. At any time, if the bartender or Benbrook Stables deems alcohol consumption to be excessive, the staff has the authority to close down all alcohol service and/or evict inebriated guests from the premises. A copy of the TABC license must be on file with Benbrook Stables prior to the event. NO CASH BAR IS ALLOWED.
15. Decorations:
Decorations may not be hung using nails, tack, or staples. Also, no masking, duct, electrical transparent, double sided tapes or glues that leave a sticky residue. The only adhesive material allowed on the walls or floors is stage/drafting/painters tape, which will not damage surfaces. All other decorations must be freestanding. CONFETTI OF ANY KIND IS PROHIBITED.
16. Logistical Plans:
A Benbrook Stables Representative must review and approve all proposed logistical plans for the use of the premises and amenities a minimum of five (5) days prior to event.
17. Cleaning
All items brought in by you, your vendors, or your guests will need to be removed. All tables should be cleared. Grill must be cleaned. Trash must be bagged and taken to the dumpster provided on the property. CLIENT(S) is responsible for making sure that their vendors and guests adhere to the cleaning stipulations. Cleaning/Damage deposit is forfeited if any trash, cigarettes, confetti, decorations, etc. are left after your event, or if any party of the space is determined to be damaged.
CLEANING/DAMAGE DEPOSIT ($75- returned pending inspection)
Must be paid along with initial deposit at the time of reservations and will be returned in the form of a check no sooner than two weeks after your event.
