Policies & Guidelines
CONFIRMATION
To confirm your event, a payment of the Booking Fee/Deposit is required. The Booking Fee will confirm your reservations at EDGEWATER for the date(s) and times specified above and will also be held as a security deposit against any property damage caused by Guest, invitees of Guest, or vendors hired by Guest.
You will have 10 days after the contract is mailed to sign the contract and return to Edgewater Pavilion. During those 10 days if you decide you do not wish to enter into an agreement with Edgewater Pavilion, the date is released and the Booking Fee/Deposit is refunded. If you do enter into the agreement the remaining Facility Fee balance is due in full 180 days prior to the event date. If booking less than six months from date, the balance will be due half way between book and the event date.
Except as otherwise provided herein, the Booking Fee will be refunded within 30 days after the scheduled event, less any deductions for damages caused by Guest or its invitees and less any unpaid additional fees and $75.00 gratuity due to EDGEWATER.
BILLING AND PAYMENTS
The Base Facility Fee is due in full by 180 days prior to the event or by the due date on the EDGEWATER invoice. All additional fees for services rendered will be invoiced to Guest with payment required 7 days prior to event. Guest agrees to pay for such fees upon receipt of an itemized bill. $150.00 gratuity, as well as any last minute additional charges will be deducted from the Booking Fee/Deposit.
LATE PAYMENTS
Edgewater reserves the right to charge interest at the monthly rate of 5% on any balance unpaid after 30 days. If Guest account becomes delinquent and EDGEWATER refers the account to a collection agency or to an attorney for collections, or if EDGEWATER incurs additional expenses in the collection of Guest’s delinquent account, Guest will be responsible for all such fees, plus any additional court costs or other expenses associated with collection efforts. Any check returned unpaid for any reason shall constitute non-payment of fees, and a returned check fee in the about of $20 will be charged by EDGEWATER.
CANCELLATION
Guest acknowledges that in entering into the Agreement, EDGEWATER has committed a substantial amount of space for the Guest’s event and has depended on the event provided for in the Agreement to the exclusion of other business opportunities. Guest further acknowledges that the cancellation of the Agreement will result in the loss of revenues associated with the event that EDGEWATER may not be able to recoup. Based on the above, the parties agree that in the event of cancellation of the agreement by Guest that EDGEWATER has exposed itself to damage and financial loss.
You will have 10 days after the contract is mailed to sign the contract and return to Edgewater Pavilion. During those 10 days if you decide you do not wish to enter into a contract with Edgewater Pavilion, the date is released and the Booking Fee/Deposit is refunded.
Accordingly, the parties agree that such damages will be calculated as shown in the schedule below:
The following charges will apply:
Cancellation more than 12 months- Refund 50% of Booking Fee
Less than 1 year of event - Booking Fee nonrefundable
Cancellation within 7 months of event - Base Facility Fee nonrefundable
If Edgewater is able to rebook for the same date and time, the Base Facility Fee will be refunded within 30 days after the original event date. The refundable portion of the Base Facility Fee will be equal to the Facility Fee paid by the rebooking client. This amount may be less, but never more than the Base Facility Fee shown on the Agreement. If the Base Facility Fee is forfeited because EDGEWATER is unable to rebook the date, the Booking Fee will be refunded.
Booking Fees/Deposits that are eligible for refunds will be made within 30 days of receipt of the cancellation notice. Cancellation must be made in writing and sent to EDGEWATER by certified mail. EDGEWATER will provide an emailed or written confirmation of cancellation.
WEDDING CEREMONIES & RECEPTIONS
Event start times and end times will vary depending on the date of your wedding. Weddings on Friday and Saturday may have varied start times but must end by 7:00pm. We recommend arrival at least 90 minutes before your ceremony for photos. One hour of load time will immediately follow the end of event time.
WALK THROUGHS AND WEDDING REHEARSALS
Rehearsal’s will be held on weekdays or Weekends if available. An appointment will need to be scheduled in advance, or held during your rental time. Wedding rehearsals must be scheduled in advance with Edgewater Pavilion’s Events Manager.
Guest may also schedule their final walkthrough for a date approximately 5- 8 weeks prior to their event. Rehearsal dates and times will be confirmed by EDGEWATER at the walkthrough or one month prior to the event date. In all events, EDGEWATER reserves the right to move the rehearsal to another facility on site in the case of a last minute event. In most cases, rehearsal will be done on the lawn, chapel, or Lakehouse at EDGEWATER.
EDGEWATER allocates one hour for wedding rehearsals and two hours for walkthroughs. Guest should plan to have their parties arrive on time, as other rehearsals and walkthroughs or ceremonies may be scheduled afterwards. If Guest or any person from the wedding party is late for their rehearsal or walkthrough, or the walkthrough or rehearsal are not completed in the allocated time, EDGEWATER reserves the right to reschedule them or charge an additional charge of $150 per hour billed in half hour increments.
CONFIRMATION OF ATTENDANCE AND ADDITIONAL GUEST FEE
The final guest count is 10 days prior to the event. At that time a $2 fee will be charge for each additional guest over 200. Edgewater will invoice for the additional guests and the invoiced amount is due one week prior to the event.
ADDITIONAL_HOURS
Additional event time, if available, may be added in one hour increments to the beginning of the time frame. Additional set-up and event hours will be available only with prior approval by EDGEWATER. Additional hours are charged at $100 per hour.
EVENT STAFF
A staff member will assist in you for the wedding rehearsal & ceremony on the day of your wedding. Should you require additional assistance with decorating, set up or planning they are available to be hired on an hourly basis depending on your needs.
SET UP
EDGEWATER is responsible for setting up your tables, chairs, linens, dance floor, and Sheppard’s hooks if you choose to use them. You are responsible for setting up the details for you event, such as; Isle Runner, Gift Table, Cake Table Décor, Centerpieces, Guest Book Table, Programs, etc. If you would like to have someone from EDGEWATER be responsible for these tasks, you may hire a staff member to assist you with these tasks.
SPECIALTY STAFF
Edgewater Pavilion can provide specialists at $20/hour per person based on a four-hour consecutive minimum. Staff may include coat check, Security officer and more.
DECORATIONS
Decorating is permitted only during reception set up time. All decorations must be removed from the facility at the end of the event.
Edgewater Pavilion WILL dispose of any decorations (including votives) that have not been removed and may be assessed a cleanup fee of $100.
PETS
Dogs are allowed for outdoor ceremonies only. Dogs must be kenneled prior to the ceremony and must be immediately removed from the property after the ceremony is completed. Guide dogs are permitted.
CHILDREN
Children are always welcome at EDGEWATER, however, absolutely no unsupervised children allowed. Children must stay within the event area at all times and are not allowed to run through the yard, play near or in the lake .
SMOKING
Smoking is not permitted in any EDGEWATER building or structure. This also includes tents. Smoking is permitted in designated areas only.
AMPLIFIED MUSIC
To ensure the comfort of all guests, EDGEWATER will implement reasonable noise restrictions for amplified music in accordance with applicable noise ordinances. The Site Manager will monitor amplified music throughout the event. All disc jockeys and bands will be required to sign a sound agreement prior to the event. Guest will be held responsible if amplified music is not controlled and may risk being shut down with possible police citation and fine. Amplified music must end by 10:00 PM during week days and 11:00 PM on Friday or Saturday. Amplified music outdoors is NOT allowed without prior approval from Edgewater. Please contact the Edgewater Pavilion’s Event Coordinators with any questions regarding the times stated above.
GRATUTIES
There is a $75 gratuity for EDGEWATER staff. This will be deducted from Guest’s booking fee/security deposit after the event.
*Policies and Guidelines are subject to change without notice. However, all Polices are locked in at booking.