Policies and Proceedures
VENUE USE
Client may have access to Placerville Gathering Place for hours agreed to on your initial contract unless otherwise agreed to. All music, food and beverage service must stop for all events by time on contract. Bar service must stop 30 minutes prior to Client’s exit or the Event ending time, whichever comes first.
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SERVICES
Items listed in the Placerville Gathering Place Agreement are the extent of the services provided by Placerville Gathering Place. All other services are to be provided by Client or Client’s third-party vendors. This includes, but is not limited to, catering, bar, DJ/band/entertainment, floral/decor, audio/visual, event coordination etc. All third-party vendors the Client selects must hold any required permits, licenses, certifications, and satisfactory insurance. All vendors must provide proof to Placerville Gathering Place of necessary permits, licenses, and insurance.
VENUE MANAGER
Placerville Gathering Place does not provide professional wedding or event coordinating services. Placerville Gathering Place will provide a venue manager that will be onsite for the entirety of the event to assist with the venue’s functionality and uphold the venue's policies and procedures.
For weddings, Placerville Gathering Place requires the Client to hire a professional wedding coordinator for a minimum of day-of event planning services.
EVENT PLAN
Client or Client’s coordinator must submit an Event Plan to Placerville Gathering Place 30 days prior to the event date. The Event Plan should include the timeline for the day-of, the venue’s floor plan, and vendor contract information. The client must provide a final guest count to Placerville Gathering Place 14 days prior to Client’s event date.
VENDORS
Client’s vendors must adhere to all rules and regulations set forth by Placerville Gathering Place. Client is responsible for all vendor activities.
CATERING
The Client’s caterer must be approved by Placerville Gathering Place at least 30 days prior to event.
Caterer is responsible for returning the kitchen to the same condition that it was upon entering the facility. They are responsible for wiping down the counters and sweeping the floors before leaving the facility.
PHOTO RELEASE
Clients hereby consent and agree that Placerville Gathering Place has the right to take videos, photographs, or digital recordings of the event or those taken by the videographer or photographer and to use these in any or all media, now or hereafter known and exclusively for the purpose of advertising. Clients further understand and agree that names and identities of the Client may be revealed therein or by descriptive text or commentary. The Clients do hereby release to Placerville Gathering Place rights to exhibit this work in print and electronic form privately and publicly. The Clients waive any rights, claims, or interest they may have to control the use of our identity of likeness in whatever media used. The Clients understand that there will be no financial or other remuneration for recording or photographing the clients, either initial or subsequent transmission or playback.
DELIVERY, SETUP, PICKUP
Client is responsible for delivery, setup and pickup of all decorations, equipment and supplies which must take place between your rental hours on your contract. Requests to setup prior to the Arrival Date and Time and/or requests to pick up after the Departure Date and Time are within the sole discretion of the Placerville Gathering Place and Client understands that Client may incur additional fees if such requests are accommodated. Placerville Gathering Place personnel will not act as the agent of Client for delivery, setup, or pickup.
CLEANING
Client shall not make any alterations, improvements or additions to the Premises or any other portion of the Property. Client shall properly use and operate all equipment and power supplies on the Premises and shall not cause any damage or injury to the Premises, the Property or the improvements thereon.
The Premises will be delivered to Client in a neat and clean condition. Before the Departure Date and Time, Client shall restore the Premises to a neat and clean condition, free and clear of all personal property, and shall return the Property and Premises to Placerville Gathering Place in the same condition as received, free and clear of any damage or injury. Client shall remove and properly dispose of all rubbish, garbage and waste. If Client does not leave the Property and Premises in such condition, Placerville Gathering Place may clean up and/or repair the Property and Premises and charge the expense of such cleaning and repairing to Client.
All tables and chairs should be cleared of personal items, food, beverages and trash. Leaving venue-owned Linens in place, if provided. The kitchen and bar, if used, should be free of food and beverages and wiped down. All trash must be bagged and placed in the dumpster or in the designated area per Venue Manager. Placerville Gathering Place will provide trash bags. Large boxes are not permitted in the dumpster, any smaller boxes must be broken down before being put in dumpster. Placerville Gathering Place will sweep and mop floors and remove restroom trash. All cleaning must be complete by the end of the Client’s Event. The Client is responsible for ensuring all vendors adhere to the cleaning policy.
Placerville Gathering Place will set up venue-owned tables and chairs per Client-approved layout. Client-rented items will need to be set up and broken down by Client. Layout must be approved 20 days prior to event date.
DECORATIONS
Placerville Gathering Place prohibits the use of any decorations that may hinder the integrity of the facilities’ original state. No blocking or covering of exit doors or emergency exits, signage, emergency lights or fire extinguishers.
Nails or screws to affix decorations to the building, walls, trees, fences and improvements are not permitted. Nails, tacks and staples may not be used on any surfaces, including floors. Decorations may not be hung from light fixtures, or on fire sprinklers/extinguishers. The only adhesive material allowed on the walls is masking tape, removable 3M tape, and painter’s tape. Transparent tape or double stick tape is not allowed. All decorations must be removed before the Departure Date and Time without leaving damages.
The following decorations are PROHIBITED by Placerville Gathering Place; confetti, glitter, birdseed, potpourri, rice, sand, and real flower petals, are not permitted on the Property and/or Premises. Use of signs, streamers, balloons, or decorations of any kind outside the grounds of the Property is strictly prohibited.
No open flames, firearms, fog machines, or fireworks are permitted on the Property and/or Premises, inside or out, including sparklers and cool spark machines.
The use of ladders is not permitted by Client or their guests. Should the installation of decorations require the use of a ladder, a licensed and insured vendor must provide and use the ladder. Proof of adequate insurance must be provided before the vendor enters the facility and is subject to verification by Placerville Gathering Place.
All decorations must be removed within the designated rental period. Vendors are responsible for all equipment being removed at the end of the Client’s designated rental period. Client is responsible for the removal of all personal items at the end of Client’s designated rental period. Equipment and personal items are not allowed to be left overnight. Any equipment/personal belongings left overnight may be considered abandoned property and may be disposed of by Placerville Gathering Place staff. Placerville Gathering Place is not responsible for any lost, stolen or damaged items.
KITCHEN USE
Use of the kitchen on the Premises is only permitted by a contracted, licensed and pre-approved caterer. There is usage and cleaning fee if the oven, grill/burners, and/or dishwasher is used.
Kitchen includes 8 burners, a grill top, and 2 ovens. There are assorted pots and pans available.
DISHES, SILVERWARE AND DRINKWARE USE
Use of dishes, silverware, and/or drinkware, there usage and cleaning fee. Chafing dishes or serving utensils there is no additional fee for using those, those serving items are included in your basic rental fee.
ICE, REFRIGERATOR, AND FREEZER
Placerville Gathering Place does not have an ice maker or ice on the property. The Client is responsible for purchasing ice for their event needs. There is a freezer available for ice storage and food storage for their event. Refrigerator is also available for event needs. Client is responsible for emptying refrigerator and freezer prior to leaving after event. Any items left will be considered abandoned property and may be disposed of by Placerville Gathering Place staff.
SMOKING
The Property and Premises are a drug-free and non-smoking facility at all times. Drug use and smoking is prohibited at all times anywhere in, around or on the grounds of the Property and Premises.
ALCOHOL
Self-service bars are not permitted. All alcoholic beverages must be served by a licensed and insured caterer or bar service. Client may not serve alcohol to minors on the Premises at any time. Client agrees, for everyone’s safety, to ensure alcoholic beverages are consumed in a responsible manner. Placerville Gathering Place personnel reserves the right, in its exclusive discretion, to expel anyone who in its judgment is intoxicated or under the influence of alcohol or drugs, or who shall in any manner do or participate in any act jeopardizing the rights, use permit, or insurability of Placerville Gathering Place or the safety of its personnel, guests, Property or Premises.
CONDUCT
The Client is responsible for the conduct and actions of guests, including children, vendors, and contractors. Should Placerville Gathering Place determine, in its sole discretion, that any person is endangering themselves or others, Placerville Gathering Place reserves the right to remove that person(s) from the Event or cancel the Event in its entirety.
CHILDREN
All children must be accompanied by an adult while on the Property and Premises and they are the sole responsibility of their parents and guardians. Children are not allowed to roam freely on the Property without adult supervision. Children are prohibited from being in the parking lot unsupervised.
ANIMALS
Animals are not allowed on the Property or Premises (with the exception of service animals).
PARKING
Parking is permitted only in the designated areas on the Property. Due to limited parking availability, event guests may need to utilize nearby public or private parking lots, which may be subject to their own terms, conditions, and fees. It is the responsibility of the Client to communicate these options to their guests. The Placerville Gathering Place assumes no liability for any issues, costs, or damages arising from the use of off-site parking.
Overnight parking is not permitted. Vehicles left overnight on the Property may be towed at the Placerville Gathering Place’s discretion, and all towing and retrieval costs will be the responsibility of the vehicle owner.
LOST, STOLEN, OR ABANDONED PROPERTY
The Placerville Gathering Place is not responsible for lost, stolen or abandoned items belonging to the Client, its guests, vendors, or invitees. All personal property left in, upon or about the Property and/or Premises after the Departure Date and Time shall be deemed to be abandoned and Placerville Gathering Place may, in its discretion, dispose of the same. Any cost of disposing of abandoned property will be deducted from Client’s Security Deposit.