THE PLANT VENUE POLICIES
Overall Booking Expectation
Guest experience is a top priority at The Plant Venue and our mission is to establish mutual respect, freedom of expression, and open communication between event hosts, guests, and venue staff.
Tour Policy
The Plant Venue is appointment-based and requires visitors to schedule tours and walkthroughs at least 24 hours in advance.
Booking Policy
To book a date at The Plant Venue, the rental agreement should be signed by the venue and the event host. A 50% deposit of the rental fee is required to officially reserve the date of the event. The remaining balance is due at least 90 days prior to the event. If the event is booked less than 90 days out from the event date, the total amount will be required upfront.
Vendor Policy
Clients have the freedom to choose vendors of their preference. The Plant Venue requires that a caterer or bar service with a license to serve be hired specifically to serve alcohol to guests, ensuring compliance with legal regulations. Any caterers utilizing the kitchen facilities should hold the appropriate licenses to operate stovetop or oven equipment. To get connected with suggested vendors, visit the Vendor Directory (best viewed on desktop). For all alcohol providers and servers not listed on the online directory, a copy of their alcohol license should be submitted prior to the event to ensure compliance with legal regulations. Other vendors such as mobile bars may also serve guests under the conditions listed above.
Pet Policy
The Plant Venue requires all pets to be supervised at all times to prevent them from eating, biting, or damaging any plants, furniture, or foliage. If there are any bathroom accidents in the venue or on the campus grounds, we kindly ask that the droppings be cleaned, picked up, and placed in the parking lot dumpster to avoid step-in incidents or foul smells near the venue.
Cancellation Policy
In the event that a client must cancel any scheduled event, written notice is required to initiate the cancellation process. Any initial deposit made by the client will not be refundable. If the cancellation is made at least 90 days prior to the scheduled event, the client will not be responsible for paying the remaining balance. If the cancellation is made at least 30 days prior to the scheduled event, the client will be entitled to a partial refund of the remaining balance. This policy ensures that clients are aware of the cancellation process and the financial implications involved.
Communication Standard
Because we value quality service and efficiency, The Plant Venue prefers event communications to be documented through email correspondence. Initial inquiries may be delivered in the form of a contact form to begin the consultation process. These communication systems ensure an efficient and helpful experience for all clients. Emails not only create a documented history of communication, but also allow management to carefully gather information and respond intentionally with each client. This form of communication is also more efficient when transferring important event information to team members who assist in setting up/managing events.
Cleanup Policy
The Catering & Beverage Service Provider is responsible for the complete removal of all food and beverage-related trash generated during the event. This includes the disposal of any leftover food, beverage containers, and other related waste. If the caterer is not onsite at the time of breakdown/cleanup, it is the host's responsibility to remove all food and beverage related waste from the venue.
It is the event host's responsibility to ensure the removal of their personal and rental property, including any floral arrangements, decorations, backdrops, linens, and any other items brought onto the premises by the host or vendors. The host is responsible for removing and disposing of any personal property or items that are not directly related to the catering and beverage services.
The dumpster in the back of the gravel parking lot is available for dumping waste from the event. It is important to note that the event host is not responsible for furniture breakdown, bathroom cleanup, sweeping, mopping, or wiping surfaces. These tasks fall under the scope of the venue's cleaning personnel. The event host's obligations are to remove all personal items, rental property, (food and beverage waste if the caterer is not available), and ensure that the premises are left in a satisfactory condition.
Overtime Policy
All events held at the venue that extend past 11:00pm will be subject to additional fees. The venue strongly encourages all events to conclude before 11:00pm in order to avoid incurring these additional costs. If the event runs past the designated rental end time, an overtime fee will be implemented, starting at a rate of $250/hr.
It is important for the event host to be aware of this clause and to plan their event accordingly, considering the potential financial implications of exceeding the agreed-upon timeframe. If attendees or vendors are on the campus past the rental end time, the host will be invoiced through Square for the total overtime. If the event host then fails to pay the invoice, The Plant Venue reserves the right to turn over the remaining balance to a debt collection agency.
Vendor Drop Off & Pickup
The standard rental timeline is 8am-11pm. All rental items, catering infrastructure, food and beverage items, decor, florals, and any other items not belonging to the venue should be removed before 11:00pm on the evening of the event. The Plant Venue is not responsible for holding any items overnight on behalf of clients or vendors. Event hosts should communicate directly with their vendors to schedule drop-off and pickup times according to the rental timeline. During load in, vendors may utilize the rolling cart stored in the kitchen. When loading or unloading, vendors may park on the concrete pad near the front entrance. The front access ramp that leads to the front doors is ideal to use during load in/load out. The front glass double doors leading into The Atrium may be propped open during load in, but should be closed back after.
Catering & Beverage Service
Caterers have access to the commercial kitchen located in The Atrium for food and beverage preparation. The kitchen includes the following amenities: hand washing sink, three comp dish washing sink, two comp prep sink, commercial refrigerator, freezer, ice machine, microwave, stovetop, commercial oven, ventilation hood, three stainless steel prep tables, and a butcher block prep table.
Caterers also have access to the catering bar located in The Atrium for prep, storage, and made to order beverage service. The bar includes the following amenities: three comp dish washing sink, hand washing sink, two commercial refrigerators, ice bin, ordering/pick up stations at either end of the bar, and a variety of counter space. Caterers are responsible for the complete removal of all food and beverage-related trash generated during and after the event. This includes the disposal of any leftover food, beverage containers, and other related waste.
Venue management will prep and place (4) 42 Gallon Cans with extra bags on the event floor for guest waste. (2) 44 Gallon Cans are available in the kitchen for back of house waste. Caterers can place full trash bags in the dumpster located in the back of the gravel parking lot. Caterers utilizing the kitchen should dump and remove all debris from the sink food trap at the end of the event.
Before leaving, caterers are responsible for wiping down kitchen surfaces, mopping the floor, dumping and washing the sink food trap, and making sure that no food platters or food debris are left in the fridge/freezer, sinks, counters, or floor. Caterers are also responsible for ensuring that all stove top burners are turned off, switching off the vent hood, and assuring that the commercial oven and the gas switch are turned off.
Acceptance & Equality Assurance
The Plant Venue does not exclude, deny services to, or otherwise discriminate against any person on the ground of race, color, national origin, disability, age, sex, sexual orientation, gender identity, or religion. Our staff promises to treat every visitor and host at The Plant Venue with an equal amount of respect and consideration throughout the rental term.
Refusal of Services & Event Termination
The Plant Venue reserves the right to deny any prospective event client or terminate any future event/event in progress if any of the following instances or behaviors occur:
Mishandling or Deliberate Damage of Property
Refusal / Inability to Communicate
Dramatic or Hostile Behaviors
Harmful Acts or Verbal Disputes
Defamation or Public Harassment
Written or Verbal Threats
Withholding or Refusing Payment