Site Use & Policies

We strive to make everyone’s experience a pleasurable one. In preserving the interests of our guests and protecting the farm for the future enjoyment of others, we’ve put together a list of use conditions and policies. We want everyone who visits to have a wonderful time, so if you have any questions, please don’t hesitate to contact us.

Event Coordinator

Every effort is made to ensure your event runs smooth and as effortlessly as possible. That’s why we provide our approved Event Planner, Talia Munn of Rust, Dust, Frills and Lace, for your day-of-coordination services. Services provided with your rental fee include:

  • Two 1-hour pre-event consults;

  • 1-hour rehearsal;

  • 10 hours on event day for coordination services;

  • Create timeline of events;

  • Full cueing of events;

  • Queue processional;

  • Vendor confirmation and coordination;

  • Receive vendors;

  • Direct wedding party and guests;

  • Deliver payment to vendors; and

  • Oversee the little details such as gift loading and wedding cake cutting and plating

 

Items Included in Site Use

Willow & Douglas Fir packages only:

  • 40 picnic tables

  • 50 folding chairs

  • 27 church pews

Accommodations & Grounds

Trillium Woods Farm is responsible for making sure all buildings reserved in your Site Use Rental are clean by date of entry and that accompanying grounds are properly groomed. Anything not otherwise specified under the Site Use Rental, is accepted in its “as-is” condition.

Decorations

All decorations must be hung as to not damage the venue. No objects such as tacks, staples, nails, wire, string, glue or tape of any kind may be affixed to any garden plants, trees or structures in any area unless otherwise, approved. All approved items will be executed under the direct hand of Trillium Woods Farm or one of its agents.

User is responsible for making sure all decorations brought in are removed by date of departure.

Garbage

User is to remove all trash and recyclable goods generated from the event.

Set-Up & Clean-Up

Trillium Woods Farm will not set-up items brought by any other vendor or by User. The premises will be left in the same condition as it was found.

Alcohol

A licensed bartender is required for the service of ALL alcoholic beverages. A temporary banquet permit is required for the service of all alcoholic beverages. All staff serving alcohol must have their liquor service permits on their person during the event.

Food Service

All food is to be provided at the expense of the User. Trillium Woods Farm encourages the use of a caterer or other professional food vendor for preparation and service of all food. Food vendors and their staff will have their food handler’s permits on their person. If User chooses to prepare and provide food or allow guests the same, User does so at their own risk. User additionally holds harmless Trillium Woods Farm for any incurred injury or damage to the User or his/her guests.

Children

Children under the age of 13 must be supervised at all times.

Ponds, Streams & Creeks

User and User’s invitees shall exercise the utmost caution near and around all bodies of water. Children, the disabled, persons unable to swim, and those otherwise not of sound judgment shall not be near or around the open bodies of water without proper supervision. Any person visiting the open bodies of water does so at their own risk. Trillium Woods Farm, its agents or contractors will not be held accountable for any damages.

Smoking & Pets

Smoking is not permitted. No pets allowed except service animals.

Noise

User, User’s vendors and invitees shall comply with Jefferson County Code Chapter 8.70 regarding noise control. Quiet hours begin at 10:00 pm on weekdays and 11:00 pm on Friday and Saturday.

Parking

All guests’ vehicles must be parked within the parking area to the left of the entrance bridge to the farm. The circular drive in front of the barn may be used to drop off guests with mobility issues, and to deliver goods associated with the wedding. The roadways leading to the cabins may be used. No vehicles shall be parked on any other lawn surface unless granted permission by Trillium Woods Farm. The exception is the parking lot area, where User may designate an area in which RVs and tents may be set up for overnight guests.

Open Flame

Open fires are not allowed on the farm. Barbecues and grills are to be used outside only. No fires are to be started directly on the grounds of the venue.

  • Candles: All candles must be contained or enclosed in glass. The flame must not reach higher than 1 inch below the height of the glass.

Lavatories

Lavatories (Port-A-Potty) and accessible hand washing units are not included. Users are responsible for the cost of renting, delivery, and retrieval of port-a-potties for use by event guests at the event and camping sites. Reservations of such will be coordinated by our event coordinator based on the event’s needs. User will be invoiced and added to any remaining balance due to Trillium Woods Farm.

Indemnification

USER shall indemnify, defend and save harmless Trillium Woods Farm and employees from and against any and all loss, cost (including attorneys’ fees), damage, expense and liability (including statutory liability and liability under workers’ compensation laws) in connection with claims, judgments, damages, penalties, fines, liabilities, losses, suits, administrative proceedings, arising out of any act or neglect by USER, its agents, employees, contractors, USER’S, invitees, representatives, in, on or about the Facility. This indemnity shall survive the termination of this Agreement. USER hereby releases Trillium Woods Farm from any and all liability or responsibility to USER or anyone claiming through or under USER by way of subrogation or otherwise for any loss or damage to equipment or property of USER covered by any insurance then in force.

“As-Is” Condition

USER agrees to accept the Facility in its “as-is” condition “with all faults.”

Interference

USER shall use the reserved venue site(s) in a manner which shall not cause interference with the use or occupancy of the other portions of the venue by or other users on the premises in any way.

Purpose of Security Deposit

The purpose of the Security Deposit is to secure the performance by User of its obligations under this Agreement. If the Premises are damaged by User, its agents, contractors, employees, guests, invitees, and licensees, Trillium Woods Farm may use, apply, or retain the whole or any part of the Security Deposit for the costs incurred in repairing any damage. If User shall comply with all of the terms and provisions of this Agreement and if the Premises are not damaged, then within thirty (30) days after the conclusion of the event Trillium Woods Farm shall refund to User any remaining balance of the Security Deposit, without interest.

Damage & Restoration

USER’S use will be done in such a manner so as not to interfere with or impose any additional expense upon Trillium Woods Farm in maintaining the premises. If any damage occurs to the buildings or grounds, or if any repairs or replacements need to be made to the facility as a result of User, the User shall pay Trillium Woods Farm for any such damage, repairs, or replacements upon demand that exceeds the amount of the Security Deposit.

Event Insurance

User will provide a certificate of liability insurance that holds “Trillium Woods Farm” harmless or you must purchase short term group insurance. Certain home insurance policies may include this type of liability coverage. Recommended source of event insurance is EventHelper.com or WedSafe.com.

Reservation Changes

In the event User are forced to change the date of their event, every effort will be made by Trillium Woods Farm to transfer reservations to support the new date. User agrees that in the event of a date change any expenses including, but not limited to deposits and fees that are non-refundable and non-transferable are the sole responsibility of the User. User further understands that last minute changes can impact the quality of the event and that Trillium Woods Farm is not responsible for those compromises in quality.

Assignment & Sub-licensing

USER shall not assign any interest in this Agreement or otherwise transfer or sublet the Facility or permit the use of the Facility to any other person.

Termination

Trillium Woods Farm may terminate this Agreement based upon any one or more of the following events:

A. Failure of USER to pay the Total Costs or any other charges due;

B. USER fails to perform any of its agreements hereunder. In any of the aforesaid events, Trillium Woods Farm may, with or without further notice, terminate this Agreement and remove USER, or any other person or persons in occupancy from the premises.

Cancellations

In the event of a cancellation of the wedding, all payments made to date are nonrefundable. All cancellations or reservation changes must be made in writing. We cannot refund any advance payment for a canceled reservation unless Trillium Woods Farm is re-rented for the same time period and prepayment has cleared.

Force Majeure

In the event of a natural disaster or “Act of God,” such as death of either party, fire, flood, hurricane, typhoon, earthquake, lightning, explosion, prolonged power outages, this agreement will be considered terminated. Neither party shall be considered liable in the cancellation of performance.