Congratulations on your engagement!
Thank you for choosing Timber Valley Farm Barn Rental to host your wedding celebration. We are honored to be part of one of life’s most meaningful occasions.
This Wedding Venue Rental Agreement has been prepared to clearly outline the responsibilities, expectations, and policies associated with your reservation. Our goal is to provide a beautiful, safe, and enjoyable experience for you and your guests while protecting the venue and ensuring every event runs smoothly.
Please review this Agreement carefully. If you have any questions at any time during the planning process, we encourage you to contact us.
We look forward to helping make your wedding day a memorable and enjoyable experience.
The Venue Rental Fee and payment schedule for this wedding are provided in the applicable invoice issued by Timber Valley Farm Barn Rental.
Payment of any and all invoices associated with this wedding acknowledges and accepts the Wedding Venue Rental Agreement included with the invoice.
A signed Agreement and the required reservation payment are necessary to reserve the wedding date. The remaining balance shall be paid according to the payment schedule provided by Timber Valley Farm Barn Rental.
Payments may be made by cash, check, or approved electronic payment methods. A fee of $45.00, plus any applicable bank charges, will be charged for any returned check. Payments made by credit card are subject to a 3% technology processing fee.
Any outstanding balance remaining after the due date may delay planning meetings, venue access, or other services until the account has been brought current.
ARTICLE 1 – PARTIES TO THE AGREEMENT
This Wedding Venue Rental Agreement (“Agreement”) is entered into by and between Timber Valley Farm Barn Rental, owned and operated by Timber Valley Farm Barn Rental L.L.C. (“Venue”), and the Wedding Couple, Client(s), or Authorized Representative identified through the booking and invoice associated with this Agreement (“Client”).
By electronically signing this Agreement, the Client acknowledges that they have read, understood, and agree to comply with all terms, conditions, policies, and payment guidelines contained herein.
The individual(s) signing this Agreement represent that they are at least eighteen (18) years of age and are legally authorized to enter into this Agreement.
When more than one person signs this Agreement, each signer accepts joint and individual responsibility for fulfilling all financial obligations and responsibilities outlined herein.
This Agreement becomes effective when it has been electronically signed by the Client and accepted by Timber Valley Farm Barn Rental.
ARTICLE 2 – RESERVATION & BOOKING CONFIRMATION
Timber Valley Farm Barn Rental agrees to reserve the wedding date, package, and event spaces associated with the Client’s booking, subject to all terms and conditions contained in this Agreement.
A reservation is considered confirmed only after this Agreement has been electronically signed, the required reservation payment has been received, and written confirmation has been provided by Timber Valley Farm Barn Rental.
Once confirmed, the reserved wedding date and selected wedding package will be held exclusively for the Client and will not be made available for reservation by any other party.
This reservation is non-transferable and may not be assigned, transferred, or sublet to another party without the prior written consent of Timber Valley Farm Barn Rental.
ARTICLE 3 – RENTAL PACKAGE & HOURS OF USE
The Client is reserving the wedding package and venue access identified in the booking and invoice associated with this Agreement.
The rental period includes the agreed-upon time for decorating, setup, the wedding ceremony, reception, and cleanup, as applicable to the selected package and services.
Specific arrival times and access to the venue will be coordinated with Timber Valley Farm Barn Rental prior to the event.
All music must conclude by 10:00 p.m.
All guests must depart the property by 11:00 p.m., unless prior written approval has been granted by Timber Valley Farm Barn Rental.
If the selected package includes access on the following day, all cleanup responsibilities must be completed no later than 10:30 a.m., unless otherwise approved in writing by Timber Valley Farm Barn Rental.
ARTICLE 4 – PAYMENT TERMS
The Venue Rental Fee and payment schedule for this wedding are provided in the applicable invoice issued by Timber Valley Farm Barn Rental.
A signed Agreement and the required reservation payment are necessary to reserve the wedding date.
The remaining balance shall be paid according to the payment schedule provided by Timber Valley Farm Barn Rental.
Payment of any and all invoices associated with this wedding acknowledges and accepts the Wedding Venue Rental Agreement included with the invoice.
Any outstanding balance remaining after the due date may delay planning meetings, venue access, or other services until the account has been brought current.
ARTICLE 5 – GUEST COUNT & EVENT COORDINATION
The maximum number of guests permitted shall be the guest count established for the Client’s booking.
Any request to increase the approved guest count must be submitted in writing and approved by Timber Valley Farm Barn Rental prior to the event. Additional fees may apply.
The Client shall designate one primary point of contact who will serve as the liaison between the Client and Timber Valley Farm Barn Rental throughout the planning process and on the wedding day.
The Client remains responsible for the conduct of all members of the wedding party, guests, vendors, contractors, and invitees throughout the rental period.
ARTICLE 6 – SETUP, CLEANUP & REMOVAL OF PERSONAL PROPERTY
The Client is responsible for leaving the venue, grounds, and all rented areas in a clean and orderly condition at the conclusion of the rental period unless a separate cleanup service has been arranged with Timber Valley Farm Barn Rental.
The Client is responsible for removing all personal belongings, decorations, food, beverages, gifts, floral arrangements, equipment, and other items brought onto the property by the Client, members of the wedding party, guests, or vendors. This includes, but is not limited to, DJ equipment, catering supplies, rental items, signage, and decorations.
If the selected package includes access on the following day, all cleanup responsibilities must be completed no later than 10:30 a.m., unless otherwise agreed to in writing.
The Client is responsible for ensuring that all venue furnishings, including tables, chairs, and other equipment provided by Timber Valley Farm Barn Rental, are returned to their designated locations unless other arrangements have been approved in advance.
All trash generated during the event must be securely bagged and removed from the property unless the Client has purchased Timber Valley Farm Barn Rental’s trash removal or full-service cleanup option.
If excessive cleanup is required because the venue has not been returned to its original condition, or if personal property or trash is abandoned on the premises, Timber Valley Farm Barn Rental reserves the right to invoice the Client for the reasonable costs of cleanup, disposal, or restoration. Payment is due within seven (7) calendar days of receipt of the invoice.
Any personal property remaining after the rental period may be removed or disposed of by Timber Valley Farm Barn Rental if it is not retrieved within a reasonable period following the event.
ARTICLE 7 – FOOD, CATERING & BEVERAGE SERVICE
The Client may select the licensed caterer or food service provider of their choice or may choose to provide and serve their own food.
The Client accepts full responsibility for the safe preparation, handling, and service of all food provided during the event.
All professional food vendors and caterers must comply with applicable federal, state, and local health regulations and maintain any licenses required by law. Professional food vendors may be required to provide a current Certificate of Insurance (COI) upon request before the event.
The Client is responsible for coordinating all catering deliveries, setup, service, and cleanup with their selected vendors.
Food preparation equipment, grills, fryers, smokers, or other cooking appliances may only be used in locations specifically approved by Timber Valley Farm Barn Rental. No cooking equipment is permitted inside the timber-frame barn unless expressly authorized in writing.
Timber Valley Farm Barn Rental does not prepare, serve, or provide food and assumes no responsibility or liability for food prepared, served, or consumed during the event.
ARTICLE 8 – ALCOHOL SERVICE
The Client may provide alcoholic beverages for the event, provided all applicable federal, state, and local laws governing the possession, service, and consumption of alcohol are strictly followed.
A certified and insured bartender is required whenever alcoholic beverages are served. Self-service bars and unattended alcohol stations are not permitted.
Shots, shooters, and drinking games are not permitted at Timber Valley Farm Barn Rental.
Alcohol may be consumed only within the designated event areas. Alcohol consumption is prohibited in parking areas and inside motor vehicles.
Alcohol shall not be served to anyone under the legal drinking age. Timber Valley Farm Barn Rental maintains a zero-tolerance policy regarding underage drinking.
For the safety of all guests, Timber Valley Farm Barn Rental and the certified bartender reserve the right to refuse or discontinue alcohol service to any individual who appears intoxicated, is behaving in a disruptive manner, or poses a safety risk to themselves or others.
Alcohol service must conclude no later than 30 minutes before the scheduled end of the event.
The Client is responsible for ensuring that guests arrange safe transportation to and from the venue. Drinking and driving will not be tolerated.
Timber Valley Farm Barn Rental does not sell, serve, or provide alcoholic beverages and assumes no responsibility or liability for the purchase, service, or consumption of alcohol during the event.
ARTICLE 9 – DECORATIONS, VENUE RESTRICTIONS & SAFETY
The Client is welcome to decorate the venue in a manner that enhances the celebration while protecting the beauty and integrity of Timber Valley Farm Barn Rental.
Nothing may be nailed, stapled, screwed, glued, taped, pinned, or otherwise attached to the walls, ceilings, timber frame, doors, windows, lighting, or other permanent structures without the prior written approval of Timber Valley Farm Barn Rental.
Smoke-producing devices, fireworks, sparklers, sky lanterns, open flames, helium balloons, glitter, confetti, smoke machines, fog machines, pyrotechnics, and similar items are prohibited unless specifically approved in writing by Timber Valley Farm Barn Rental.
Tents, campers, recreational vehicles, generators, grills, smokers, or other outdoor cooking equipment are prohibited unless approved in writing.
Emergency exits, walkways, driveways, fire lanes, and access points must remain clear and unobstructed at all times.
Backdrops, drapes, arches, or decorative structures must be securely installed and approved by Timber Valley Farm Barn Rental.
Decorations that create a fire hazard or interfere with the safe operation of the venue are prohibited.
The Client is responsible for removing all decorations at the conclusion of the event and ensuring no damage occurs during their installation or removal.
ARTICLE 10 – CHILDREN, PETS & CONDUCT
Timber Valley Farm Barn Rental is a working farm and private event venue. Clients and guests are expected to respect the property, neighboring areas, farm animals, wildlife, and the privacy of the owners and other authorized visitors.
Children are welcome but must remain under the direct supervision of a responsible adult at all times. Parents and guardians are solely responsible for the safety and conduct of their children while on the property.
Pets are welcome to participate in outdoor wedding ceremonies with prior approval from Timber Valley Farm Barn Rental. All pets must remain under the control of a responsible handler, be leashed when appropriate, and be cleaned up after immediately. The Client accepts responsibility for any injury or damage caused by their pet.
Smoking and vaping are prohibited inside the timber-frame barn and on the concrete patio. Smoking and vaping are permitted only in designated outdoor areas.
Illegal drugs or controlled substances not prescribed by a licensed medical provider are strictly prohibited anywhere on the property.
Disorderly, dangerous, illegal, or disruptive behavior by the Client, guests, or vendors will not be tolerated. Timber Valley Farm Barn Rental reserves the right to require any individual engaging in such conduct to leave the property immediately.
ARTICLE 11 – VENDORS & EVENT INSURANCE
The Client is responsible for selecting, hiring, and coordinating all vendors participating in the event.
All vendors shall conduct themselves in a safe, professional, and lawful manner while on the property.
The Client is responsible for ensuring that all vendors maintain any licenses, permits, and insurance required by applicable federal, state, and local laws.
Professional caterers, bartenders, and other vendors may be required to provide a current Certificate of Insurance (COI) upon request before the event.
The Client is required to obtain day-of-event liability insurance with minimum coverage of $1,000,000 per occurrence and $2,000,000 aggregate.
If alcoholic beverages will be served, the policy must also include liquor liability coverage.
The Certificate of Insurance shall list Timber Valley Farm Barn Rental / Timber Valley Farm Barn Rental L.L.C. as an Additional Insured and should be provided no later than 30 days prior to the event, unless otherwise approved in writing by Timber Valley Farm Barn Rental.
Timber Valley Farm Barn Rental reserves the right to deny access to any vendor who fails to comply with the requirements of this Agreement or whose activities present a safety risk to the property or its guests.
ARTICLE 12 – PROPERTY DAMAGE & CLIENT RESPONSIBILITY
The Client accepts full responsibility for any damage to the venue, buildings, furnishings, equipment, grounds, landscaping, or other property owned by Timber Valley Farm Barn Rental caused by the Client, members of the wedding party, guests, vendors, contractors, or invitees during the rental period.
The Client agrees to promptly notify Timber Valley Farm Barn Rental of any damage that occurs during the event, regardless of how minor it may appear.
Timber Valley Farm Barn Rental reserves the right to invoice the Client for the reasonable cost of repairing or replacing damaged property resulting from the event. Payment is due within seven (7) calendar days of receipt of the invoice.
Normal wear and tear resulting from ordinary use of the venue shall not be considered damage under this Agreement.
ARTICLE 13 – CANCELLATION & RESCHEDULING
Any request to cancel or reschedule an event must be submitted in writing by the Client.
Reservation payments and all payments made toward the venue rental are non-refundable, unless otherwise agreed to in writing by Timber Valley Farm Barn Rental.
If the Client requests to reschedule the event, Timber Valley Farm Barn Rental will make every reasonable effort to accommodate the request based upon venue availability.
Approval of a new event date is at the sole discretion of Timber Valley Farm Barn Rental.
If a new event date is approved, updated pricing, package options, or payment schedules may apply.
ARTICLE 14 – FORCE MAJEURE
Timber Valley Farm Barn Rental shall not be liable for delays, interruptions, or failure to perform its obligations under this Agreement due to circumstances beyond its reasonable control.
Such circumstances include, but are not limited to, acts of God, severe weather, fire, flooding, utility failures, government actions, public emergencies, pandemics, labor disputes, or other unforeseen events.
If such an event prevents the Venue from hosting the scheduled event, both parties agree to work together in good faith to explore reasonable rescheduling options.
ARTICLE 15 – LIABILITY, INDEMNIFICATION & HOLD HARMLESS
The Client assumes responsibility for the conduct and safety of all guests, vendors, contractors, and invitees attending the event.
The Client agrees to indemnify, defend, and hold harmless Timber Valley Farm Barn Rental, Timber Valley Farm Barn Rental L.L.C., its owners, employees, agents, and representatives from any claims, damages, losses, liabilities, costs, or expenses, including reasonable attorney’s fees, arising from the Client’s use of the property, except to the extent caused by the gross negligence or willful misconduct of Timber Valley Farm Barn Rental.
Timber Valley Farm Barn Rental shall not be responsible for the loss of or damage to personal property brought onto the premises by the Client, guests, or vendors.
ARTICLE 16 – GENERAL PROVISIONS
This Agreement represents the entire understanding between the parties and supersedes all prior discussions, negotiations, and agreements relating to the event.
Any amendment to this Agreement must be made in writing and approved by both the Client and Timber Valley Farm Barn Rental.
If any provision of this Agreement is determined to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
This Agreement shall be governed by and interpreted in accordance with the laws of the State of Maryland.
Electronic signatures shall have the same legal force and effect as original handwritten signatures.
ARTICLE 17 – PHOTOGRAPHY & PROMOTIONAL USE
Timber Valley Farm Barn Rental may photograph or record images of the venue, decorations, event setup, and general event atmosphere for promotional, advertising, website, and social media purposes.
Whenever reasonably possible, Timber Valley Farm Barn Rental will focus on the beauty of the venue, décor, and overall event setting rather than identifiable images of guests.
If the Client prefers that identifiable photographs or video recordings of themselves, members of the wedding party, or guests not be used for promotional purposes, the Client shall notify Timber Valley Farm Barn Rental in writing prior to the event. Timber Valley Farm Barn Rental will make every reasonable effort to honor such requests.
Professional photographers and videographers hired by the Client retain ownership of their work. Timber Valley Farm Barn Rental will not use copyrighted images without the permission of the photographer or other authorized rights holder.
CLIENT ACKNOWLEDGMENT
By electronically signing below, the Wedding Couple, Client(s), or Authorized Representative acknowledges that they have carefully read, understood, and agree to the terms, conditions, policies, and payment guidelines contained in this Wedding Venue Rental Agreement.
The signer further accepts financial responsibility for all obligations outlined in this Agreement.
Electronic signatures are legally binding and have the same force and effect as original handwritten signatures.
ELECTRONIC SIGNATURE & AGREEMENT ACCEPTANCE
By completing and submitting the electronic signature fields below, the Client confirms that they have reviewed this entire Wedding Venue Rental Agreement and agree to be legally bound by its terms and conditions.
The electronic signature confirms the Client’s acceptance of this Agreement and all payment obligations associated with the wedding reservation.