Wedding Venue Rental Terms & Policies
By reserving and using the venue, the Client agrees to the following terms and conditions:
Reservation & Payments

• A signed agreement and required deposit are necessary to secure an event date.
• Dates are reserved on a first-come, first-served basis.
• Full payment must be received no later than the agreed-upon due date.
• Failure to make payments by the due date may result in cancellation of the reservation.

Cancellations & Refunds

• Deposits are non-refundable.
• Cancellations made within 90 days of the event are non-refundable.
• Any approved refunds will be processed within 30 days of cancellation.

Venue Access

• Access to the venue is limited to the hours specified in the selected rental package.
• Additional setup or cleanup time must be arranged in advance and may incur additional fees.
• All guests, vendors, decorations, and personal belongings must be removed by the end of the rental period.

Outdoor Packages

• Outdoor Packages include access only to the designated outdoor event spaces.
• Kitchen access, indoor accommodations, meeting rooms, and hall rentals are not included with Outdoor Packages unless specifically added to the rental agreement.

Decorations

• Decorations are permitted only in designated areas.
• Open flames must be contained in approved candle holders.
• All decorations must be removed immediately following the event.

Vendors

• Clients may use outside vendors unless otherwise specified.
• All vendors must comply with venue policies and carry any required licenses and insurance.
• The venue is not responsible for the performance, conduct, or services provided by outside vendors.

Alcohol

• As a church-owned facility, the possession, distribution, sale, or consumption of alcoholic beverages is strictly prohibited anywhere on church property, including indoor facilities, outdoor event spaces, parking lots, and surrounding grounds.
• The use of tobacco products, vaping products, marijuana, illegal drugs, or controlled substances is also prohibited on church premises.
• Failure to comply with this policy may result in immediate termination of the event without refund and removal from the property.
  

Guest Conduct

• The Client is responsible for the conduct of all guests and vendors.
• Disorderly, unlawful, dangerous, or disruptive behavior may result in immediate removal from the property.
• The venue reserves the right to end an event if guest safety or property is at risk.

Damages & Cleaning

• The Client assumes responsibility for any damage caused by guests, vendors, or event participants.
• Repair or replacement costs for damaged property will be billed to the Client.
• Excessive cleaning beyond normal event use may result in additional cleaning fees.

Personal Property

• The venue is not responsible for lost, stolen, or damaged personal property.
• Items left behind after an event may be discarded if not claimed within a reasonable period.

Weather Policy

• Outdoor events are subject to weather conditions.
• The Client assumes responsibility for weather-related risks associated with outdoor events.
• Refunds will not be issued due to unfavorable weather conditions.

Liability

• The Client assumes all responsibility for guests, vendors, and activities occurring during the event.
• The venue, its owners, employees, and representatives shall not be liable for injuries, accidents, loss, theft, or damages occurring during the rental period.

Force Majeure

• The venue shall not be liable for delays, interruptions, or cancellations caused by events beyond its control, including but not limited to natural disasters, severe weather, government restrictions, utility failures, or emergencies.

Agreement
By booking the venue and submitting payment, the Client acknowledges that they have read, understood, and agreed to these Venue Rental Terms & Policies.

Step 1: Schedule a Tour
Request a venue tour to explore the property, view available spaces, and discuss your event needs.
Step 2: Submit an Application
Complete and submit the online venue application for review.
Step 3: Application Review & Approval
Our Venue Office will review your application and confirm availability.
Step 4: Sign the Rental Agreement
Once approved, you will receive a rental agreement outlining the terms, policies, and reservation details.
Step 5: Submit Deposit & Secure Your Date
Your event date is officially reserved once the signed agreement and required deposit have been received and confirmed by the Venue Office.
Step 6: Submit Final Payment
After your deposit has been confirmed, the remaining balance must be paid in full by the date specified in your rental agreement.

Please Note: Submission of an application does not guarantee venue availability or reserve an event date. Reservations are considered confirmed only after approval, receipt of a signed agreement, deposit payment, and confirmation from the Venue Office.

We are honored that you are considering our venue for your special event. As a church-owned facility, our property serves as a place of worship, fellowship, ministry, and community gatherings. We ask all guests, vendors, and event participants to help us maintain a respectful and welcoming environment.
Respect for Church Property

• All event participants are expected to treat the church campus, buildings, furnishings, landscaping, and equipment with care and respect.
• Any damage to church property may result in repair or replacement charges.

Shared Campus

• Please note that the venue is located on an active church campus. Church services, ministry programs, rehearsals, meetings, staff activities, volunteers, maintenance personnel, and other events may be present on the property during your rental period.
• Rental of a venue space does not provide exclusive use of the entire church campus; church sanctuaries, ministry rooms, offices, classrooms, and other areas not included in the rental package may not be accessed without permission unless specifically stated in writing.

Alcohol, Smoking & Controlled Substances

• As a church-owned facility, alcohol is not permitted anywhere on church property.
• Smoking, vaping, marijuana, illegal drugs, and controlled substances are strictly prohibited in all buildings, outdoor spaces, parking lots, and surrounding grounds.
• Any violation of this policy may result in immediate removal from the property and termination of the event without refund.

Conduct & Behavior

• All guests, vendors, and event participants are expected to conduct themselves in a respectful, courteous, and family-friendly manner.
• The church reserves the right to remove any individual whose behavior is disruptive, unsafe, unlawful, or inconsistent with the values and standards of the church.

Noise & Music

• Music and sound levels should remain appropriate for a church setting and must comply with venue guidelines.
• The church reserves the right to request adjustments if sound becomes disruptive or inappropriate.

Thank You
We are grateful for the opportunity to host your event. By working together to respect and care for this property, we help preserve a beautiful and welcoming environment for future guests and church ministries alike.

Does submitting an application reserve my date?
No. Dates are not reserved until your application has been approved, the rental agreement has been signed, the required deposit has been received, and confirmation has been provided by the Venue Office.

How far in advance should I book?
We recommend booking as early as possible to ensure availability for your preferred date.

Can I schedule a tour before applying?
Yes. We encourage all prospective clients to tour the venue before submitting an application.  

What areas are included in my rental?
Access is limited to the spaces included in your selected package. Additional areas may be available as add-ons.

Are indoor accommodations included with outdoor packages?
No. Outdoor Packages do not include access to indoor accommodations, halls, meeting rooms, or kitchen facilities unless specifically stated in your rental agreement.  

Do you offer linens, chair covers, and tableware rentals?
Yes. A variety of rental items are available to help simplify event planning.

Can we have a rehearsal before the wedding?
Rehearsal options may be available depending on venue availability.  

What happens if it rains during an outdoor event?
Clients are responsible for weather-related planning. Please discuss backup options with the Venue Office.

How do I pay my deposit?
Once your application has been approved, you will receive an email from our Venue Office with a Rental Agreement and Deposit instructions.

Who should I contact with questions?
Please contact the Venue Office for questions regarding availability, tours, applications, payments, and event planning.  Email Contact: secretary@bethanysmc.org