CAMINO REAL RANCH
VENUE RENTAL RULES & REGULATIONS
The following are the Rules and Regulations governing the use of the Facility operated by Camino Real LLC d/b/a Camino Real Ranch (the “Venue”). Patron is responsible for notifying all vendors, guests, and event participants of the following rules and policies and ensuring all policies and aspects of this agreement are observed. Any violation of these Rules will be grounds for termination of the Agreement by the Venue and cancellation of the Event.
Notice of Guaranteed Number of Guests. Patron must inform the Venue of the definitive number of guaranteed guests at least two weeks (14 days) before the start time of the Event. Patron will be responsible for any associated costs for the guaranteed number of guests or the number of guests in attendance, whichever is greater.
Rehearsal and Photo Session / Vendor Meeting. Included in the Venue rental is a one (1) hour rehearsal session, access to the property for a two (2) hour photo session, and a one (1) hour vendor meeting / final walkthrough prior to the Event Date. Time and Date of these sessions are subject to Venue availability and must be coordinated with the Venue Manager. Patron may visit the Venue additional times if a prior appointment is made.
Venue Tours. Venue tours are allowed on the property from 8am to 2pm on all Event days.
Set Up & Strike / Event Start & End Times. All property belonging to Patron, Patron’s guests, invitees, agents and sub-contractors, and all equipment for the Event must be delivered, set up and removed between the start time and end time of the designated rental period. Additionally:
No deliveries will be accepted or held by the Facility prior to Patron’s Event unless otherwise approved by the Venue in writing.
Vendors should only access the property via designated driveways and should not park or drive in our lawn, landscaped areas, or block Venue driveways.
All load-in should be completed at least thirty (30) minutes prior to the scheduled Event time.
Patron and all of Patron’s guest and invitees must completely vacate the Facility no later than the end of the rental period. Patron will vacate and return the Venue to the same condition as before the start time of the rental period.
A rate of $400 per hour (or partial hour) will be billed for clean-up assistance or if the venue area is not completely vacated within the Patron’s contracted time.
Should Patron require special consideration for the set up or removal of property beyond the rental period, this can be arranged with prior written approval by the Venue and is subject to Venue availability and Event schedule. The Venue cannot guarantee the state of items left behind on the property without prior written approval.
Capacity. The maximum capacity for the Venue is 175 people when utilizing the entire Venue (indoor and outdoor use spaces). Event capacity includes all staffing for the Facility and Vendors. Tables, chairs and staging may affect the maximum capacity. Amounts exceeding the maximum person count are prohibited.
Landscape Usage. During outdoor use of the facility, the Venue asks that guests remain on the lighted, designated pathways or lawns. Guests are not allowed to walk through the flower beds or throw items into the ponds. The Venue reserves the right to assess a charge for damages to the landscape.
Vendors. All vendors must be professional and follow the rules and regulations of this agreement. No alcoholic beverages or illegal drugs may be brought or consumed by onsite vendors. Vendors and their staff should not verbally or physically abuse or harass venue staff, venue guests, or other vendors. Using profane or sexual language directed towards one of our staff members will result in loss of future privileges for that vendor. Vendors must comply with our Event checkout procedures following the conclusion of the Event.
Tenting. Tenting is allowed on the property but must be approved by the Venue Manager prior to the Event date. Camino Real LLC Venue Rules and Regulations
Personal Property. The Venue will not be responsible for any loss or damage to personal property placed in or about the Venue belonging to Patron, or Patron’s agents, subcontractors, guests, or invitees, and Patron will hold the Venue harmless from all claims arising out of loss or damage to such property. Return of items left behind by Patron, Patron’s agents, subcontractors, guests, or invitees can be coordinated via email with the Venue Manager and can be returned via mail for a fee of all associated shipping costs plus a $20 inconvenience fee.
Property Damage. No property or equipment in the Venue may be moved by Patron without the prior express written consent of the Venue. If any portion of the Facility, or any property or equipment in the Facility is damaged by any act, omission, default or negligence of Patron, its agents, subcontractors, pets, employees, guests, invitee or any other person admitted to the Venue by or for the benefit of Patron, Patron will pay to the Venue upon demand, in cash or its equivalent, a sum equal to the cost of repairing the damages and restoring the Facility and property and equipment to the condition existing at the beginning of Patron's use. Patron will not injure, mar, nor in any manner deface the Facility or any property or equipment in the Facility, and will not make nor allow to be made, any alterations to the Facility or any property or equipment in the Facility. If the Venue is required to clean up bodily fluids (vomit, blood, etc.) or bathroom disasters, half of the Patron’s damage deposit will be retained as this is considered damage.
Control of the Facility. Employees and representatives of the Venue and the Manager on Duty will have free and unrestricted access at all times to all spaces occupied by Patron. Employees and representatives of the Venue and the Manager on Duty have the authority to enforce the Agreement and these Rules and Patron will comply with any and all instructions from employees and representative of the Venue and the Manager on Duty that are not inconsistent with the Agreement or these Rules. Patron will at all times from the start time and end time of the Event have a representative on site at the Venue authorized to take action and make decisions for Patron under the Agreement and these Rules.
Inclement Weather. Patron acknowledges that the possibility of bad weather is one of the risks inherent in selecting an event venue that consists largely of outdoor space, and that Patron has been encouraged to make a rain plan for the Event. The risk of bad weather is solely that of the Patron. Patron acknowledges that Venue does not provide tents. The Venue strongly recommends securing a rain plan tent for all events over 125 guests. Thunderstorms, rain, wind, hail, cold, or other common weather events, or the threat of severe weather, do not create a release of Patron's obligations pursuant under this Agreement. Patron further agrees to arrange effective provisions so that, in the event of rain or inclement conditions, Venue goods will be shielded from the elements and/or protected from damage. Failure to plan for such contingency may result in forfeiture of Patron's damage deposit.
Parking. Parking is limited to the Venue parking lots only and is not allowed on other areas of the property. All driveways and pathways must be kept clear for safety reasons. Guests may leave vehicles overnight outside the front gate only if their contact and license plate information is provided to the Manager on Duty prior to leaving the Venue. Vehicles left onsite must be picked up by 10AM the following morning. The Venue is not responsible for any damage to Vehicles left on the premises.
Restrooms. The Venue has three (3) restrooms for guest use on the property within the Venue structures. Our restrooms are on a septic system. Patron, Patron’s guests, and all Vendors are required to follow the rules pertaining to our septic system as posted in all restrooms.
Noise. All amplified music must conclude no later than 11:00PM on Friday and Saturday and by 9PM all other days of the week. All indoor music must be kept at a decibel level of 80 or lower and all outdoor music must be kept at a decibel of 75 or lower. Due to the acoustics in the Quonset Hut, we ask that music in the Quonset Hut be kept at a decibel of 75 or lower. Venue staff have a decibel reader and are authorized to lower sound provided by Band or DJ if deemed necessary.
Copyright and Photography. The Venue reserves the right to use all photos and video taken at the property for advertising and promotional purposes. The Venue reserves the right to photograph during the Event for advertising and promotional purposes.
Smoking. Vendors, staff and guests must follow the smoking policy. Smoking is prohibited inside all of the venue structures and within 10 feet of all entrances, exits, windows, and air take vents. Vendor staff members should not smoke within sight of Patron guests. All smoking debris should be disposed of in the designated containers on the property. Any smoking materials debris found inside the buildings will result in immediate forfeit of the refundable damage deposit.
Animals. Well-managed, attended, and leashed pets are allowed on the Venue property and must be cleaned up after. Unattended pets left in any of our buildings must be crated for their own safety. The Venue is not responsible or liable for any damages or injuries caused by any animal brought on to the property by the Patron, Patron’s guests, or Vendors. Patron’s damage deposit may be used to cover any potential damages caused by pets brought on to the Venue property.
Children. There have been times at the Venue when children were not properly supervised. Children under the age of 18 are the Patron's complete responsibility. Please ensure your guests know where their children are at all times and make certain that they clearly understand the Rules of this Venue. The Venue would greatly appreciate it if persons do not disturb plants, rocks, trees or other natural gifts. Please do not walk or step in flower beds. Children are not allowed near the pond, to use the spiral staircase in the Quonset Hut, or allowed in the Quonset Hut loft area.
Wireless Internet. Wireless Internet is available to a limited extent on Venue property and is reserved for Vendor use. Please see the Manager on Duty for additional details.
Americans with Disabilities Act (ADA). It is the policy of the Venue, to take all reasonable steps to ensure that all persons with disabilities are given equal and reasonable opportunity to access all Venue services. At least seventy-two (72) hours prior to event, Patron must provide written notice to the Venue with the details of any specific disability that guests may have including any special equipment or service needs. The Venue will use reasonable efforts to provide reasonable accommodation and access to accommodate any attendee with a disability. Patron will pay for any additional cost of equipment or services to accommodate the attendee.