Deerwoode Reserve Vendor Terms

WEDDING PLANNER VENDOR TERMS

395 Riversedge Rd, Brevard, NC 28712 | 828-201-2615 | Deerwoode.com

All Vendors providing services at Deerwoode Reserve must agree to and abide by the vendor terms. Any exceptions to the listed rules and terms below must have prior written approval. 

Please fill out the following form:

MANAGEMENT SERVICES:

Management (Referred hereinafter as Deerwoode Event Management) will be on-site during events, provide parking assistance, use of golf cart for transportation during events, and ensure the Center is in good working order. Additionally, Management will be available to assist with the set up and take down of Management Property (i.e. tables and chairs) for the  events during the Rental Period: rehearsal dinner; ceremony; cocktail hour and reception; and morning-after brunch. 

Client shall be solely responsible for the set up and take down of any non-Management Property.

There shall be no smoking inside the Center or any other buildings. Smoking is permitted outside in designated areas. Cigarette butts must be properly disposed of in the trash and not left outside.

VENDOR TERMS FOR EVENT PLANNERS / DAY OF COORDINATORS

This agreement is to ensure the proper use and care of Deerwoode Reserve. Deerwoode Reserve requires the use of an Approved Planner, although clients may choose a Professional Planner with at least (1) year of Professional Planning experience who is insured with General Liability Insurance. The event planner will maintain the client’s agenda for the entirety of the event. Planner will serve in the capacity of decision maker on behalf of the client in dealing with all vendors and will collaborate with Deerwoode Event Management during the event. To appropriately manage the event, the event planner may not be a guest at the event or a family member of the client. 

WEDDING/EVENT PLANNING SERVICES: 

For events with at least 50 estimated guests, clients must hire a Professional Wedding/Event Planner to coordinate the Event. The selection and hiring of the Wedding/Event Planner is the Clients sole responsibility. Client shall provide the contact information for the Wedding/Event Planner to Management at least 180 days before the Event.

The Wedding/Event Planner shall be required to attend the 60-Day Meeting set forth in Paragraph 6 below. For events with less than 50 attendees, the use of a Wedding/Event Planner is optional. Management does not provide any Wedding/Event Planning or Coordination services under any circumstances. If Client fails to hire a Wedding/Event Planner as required by this Agreement, Management may immediately terminate this Agreement and any amounts previously paid by Client shall be non-refundable.

The Event Planner prime responsibilities include,

and may not be limited to:

• The Event Planner must provide a detailed itinerary for the event weekend. Including all aspects related to the 

Wedding Day, including getting ready, all meals, Ceremony and Reception.

• Detailed Diagrams for wedding and any events associated with the wedding day.

• Event planners must be onsite before the first guest or vendor arrives and remain on property until the last           guest and vendor departs. 

• The event planner must be present during set up of all personal items, decorations, and be available to deal with any wedding vendor issues that arise during event setup. 

• The event planner is required to stay for the duration of the event, take all client personal items at the end of the event, and check out all vendors. 

• Planners, coordinators and/or vendors are not allowed to drink during the event or while on property.

 Vendors are not allowed to drink during the event or while on property.

All vendors must check out with Deerwoode Reserve Management before leaving event premises.

TRASH REMOVAL: All Trash must be bagged and ready for removal. Clients must place all bags of trash in the service area off of the Catering Kitchen. No food or trash is to be left outside.

DAMAGE: The Client shall maintain the Center in a good, clean, and working condition, and use the Center only in a careful and lawful manner. Client is responsible for any damages to the Center and the surrounding property that may have been caused by the Client and/or their guests, invitees, or vendors. Client shall immediately notify Management of any damage to the Center.

Vendors are not allowed to drink during the event or while on property.

All vendors must check out with Deerwoode Reserve Management before leaving event premises.