POLICIES

Welcome to Oak Hills Reception and Event Center. Thank you for entrusting us with your upcoming event. To better serve you and your guests, the following policies, rules, and guidelines have been established. We ask that you adhere to the following policies.

 

Alcohol Pricing: Our Bar Package is $499. It includes: set-up, bar menu sign, cups, ice, clean-up, bartender (serving beer and wine) and security guard for 3 hours. Additional cost will be added for additional time ($150/Hour.)

 

If you would like the Bartender to serve 2 set mixed drinks it’s an additional $175, and a full bar is an additional $349. Mixers needed for the drinks will be provided by our caterer. 

 

Alcohol Policies: We want you and your guests to enjoy yourselves in the atmosphere you wish. If you choose to serve alcoholic beverages as part of your event, you must use our licensed bartender. You will need to provide the alcohol. You will also need to make arrangements for it to arrive the day of your event during the time frame that you book. We cannot store alcohol at our facility prior to your event. Bringing the alcohol chilled in a cooler is preferred but not required. 

 

All alcohol must be under the bar tenders control at all times. Absolutely no guests or members of the wedding party are allowed in the kitchen.  No alcohol is allowed in the parking lot.  

 

All guests are required to be able to provide a valid ID to be served. No one under the age of 21 will be served alcohol. Any guest providing alcohol to a minor (under the age of 21) will be required to leave the grounds immediately.

 

If any additional alcohol is brought onto the premises (this includes the parking lot) either by the bridal party or a guest, without our knowledge, immediate confiscation of the alcohol and a $800 fine will be incurred and added to an invoice of the signee.

 

If alcohol use becomes problematic, we reserve the right, at our sole discretion, to terminate the event due to breach of contract. Damage to venue will result in an additional charge for repair or cleaning as deemed necessary by venue management.  

 

You agree to hold Oak Hills Reception and Event Center harmless from any and all claims arising from the use of alcohol on our premises.

Children: Due to the priceless antiques on display, as well as the many rocks, water features and outdoor hazards, we sincerely ask for your cooperation in supervising children. As a rule there is no running at the event center. While outdoors, children must be accompanied by an adult and remain on pathways or lawns. 

 

Cancellations: In the event of cancellation the down payment and all monthly payments are non-refundable and non-transferable. The down payment and monthly payments are liquidated damages. In the event that the cancellation happens within 45 days of the event, in addition to the monthly payments and down payment a $500.00 cancellation fee will be issued. In the event of cancellation within 30 days of the event, the above charges apply and the cancellation fee becomes $1000.00. In the event of cancellation within 14 days of the event, the above charges apply and the cancellation fee becomes $1500.00.  Customer agrees that any of the above charges will automatically be made to the credit card number Oak Hills has on file for the Customer unless another payment method is provided by Customer.

Catering: With the exception of ceremonies, when booking with Oak Hills you are required to have catering at all events.  With the exception of the wedding cake or favors, all catering must be done by Oak Hills’ in-house caterer.

 

A final headcount will need to be provided to your event manager 3 weeks prior to your event. Please note that you will be charged for the number of guests specified, even if the guest count is lower than anticipated.  Any changes to the guest count must be made 2 weeks in advance. 

 

Oak Hills’ catering prices include buffet attendants, delivery, serving dishes, set-up, and plates, cups, utensils, napkins, etc.

 

Sales tax and an 18% service fee will be added to all catering costs. You are also welcome to add an additional tip for the staff and your wedding coordinator if you would like.

 

Absolutely no guests or members of the wedding party are allowed in the kitchen or other “staff only” areas.

 

No other food or drink items should be brought into the venue except items for personal consumption. To ensure the cleanliness of the bride’s and attendants’ gowns, we ask that no food or drink be in the bride’s and attendants’ rooms.

 

Date Changes: If a requested date change is made within 2 weeks from the date of booking, your date can be changed for free, subject to availability.  All other date changes will be considered a cancellation and a new down payment is required. 

Decorations & Deliveries: You are welcome to bring decorations, trousseau, photos, gifts, flowers, etc. to display at the event.  We do not allow silly string, confetti, rice, glitter in any form, bird seed, foam peanuts or other similar items. Third party decorators must discuss with the event coordinator their designs, set-up plans and procedures as there are restrictions as to what may or may not be allowed. Please no nails, tacks, sticky tapes, or fish-line. Please consult with the event coordinator prior to your selection of certain decorations, and consult in detail with the event coordinator well in advance of the event.  Any extra decor must be set-up and taken down by the wedding party unless previously arranged with the event coordinator.

 

Final Decisions: All set-up, timeline, layout catering and design decisions must be made with our event/wedding coordinator during your consultation. Any changes made to the set-up and design plans after the consultation must be made via email. Final decisions are due 3 weeks prior to your event.

 

Any changes made after final decisions are due will first need to be discussed with the Director of Events. If the changes are feasible and approved by the Director of Events, an additional fee, dependent upon what changes need to be made, will incur and will need to be paid in cash or with a cashier’s check before your event takes place.

Landscape Usage: During outdoor events, we ask that everyone please remain on the pathways or lawns. Guests are not allowed to walk/run through the flower beds, climb on the rocks/trees or throw items into the water features. To the degree we are able; our staff will quietly and behind the scenes monitor this.  When shooting pictures with your photographer and prior to guests arriving, by exercising caution you may climb onto rocks and other landscape features for better photo positioning provided that there is no damage to flowers and landscape. We reserve the right to assess a charge for damages to the landscape, including the picking of flowers if it requires replacement for the next event.

Music and Audio-Visual: There are sound systems/TVs available for your use. We are happy to assist you. However, Oak Hills will not be held liable for any malfunctions or “mistakes” during the event. We suggest you hire a professional dj/musician. Oak Hills will also not be held responsible for any technical issues with slide-shows, ceremony music, or videos.

 

Noise Ordinance: Because our venue is located in a residential area, we have a noise ordinance that is strictly enforced by the city. Absolutely no band or DJ is allowed to play music outside. If a band or DJ is playing music in our barn, the barn doors must be closed. 

 

Outside Vendors: Our preferred vendors (photographer, florist, disc jockey etc) are highly talented, familiar with our center, reasonably priced and highly recommended. If you wish to use a vendor that is not on our preferred list they must first be approved by our Director of Events. If you choose to use outside vendors, Oak Hills Reception and Event Center is to be held harmless from any and all claims or personal damages resulting from the outside vendor's use of the facility including, but not limited to; lost or stolen items, personal property damage or loss, personal injury or accidents (including traveling to or from the facility).

Payments: A non-refundable, non-transferable down payment of $1000 is required to reserve and guarantee your reservation.  Under no circumstances will the down payment be refunded. Your down payment will be applied toward the final payment when due.

A $200.00 monthly payment is then issued on the first day of each month thereafter until final payment is due. These monthly payments are also non-refundable but will be applied towards the final invoice. Monthly payments will be issued on the first day of each month and will be due the last day of each month. If the monthly payment is not paid in full by the last day of the month a $25 late fee will be added. If two consecutive monthly payments go unpaid, your date will no longer be reserved and your contract will be void. 

 

For down payment and monthly payments we accept checks, or credit and debit cards.
 

All final package, catering, headcount, decor, layout, timeline and invoice decisions are due 21 days (3 weeks) prior to your event.
 

A final invoice will be sent to you no later than 14 days (2 weeks) before your event, which is based on your final headcount for catering, and all other expenses in the detailed estimate, as well as any additions agreed upon by both Parties. 

 

The final invoice must be paid in full no later than 14 days before your event.  A late fee of $25.00 per day will be added to your invoice until full payment has been received.  Any additional charges that have incurred must be taken care of before the start of your event. If payment in full is not made within 7 days prior to the event, including any late fees, the event will be cancelled with final payment of all sums owing due immediately.

 

For Final payments we prefer cashiers check. We can accept credit card, but a 2.5% processing fee will be added. We do not accept cash payments or personal checks for final payment.

Photography/Social Media: Oak Hills Reception and Event Center reserves the right to use video footage and photography of events held at our venue for promotional purposes. 

 

Pricing: A pricing proposal will be given to you before booking your event. After your consultation with our event/wedding planner, a detailed estimate including all design and decor decisions and extra add-ons decided on in the consultation, will be sent to you. A final invoice will be sent to you no later than 14 days before your event with final headcount of catering, and all previously discussed expenses. That invoice must be paid in full no later than 14 days before your event. 

 

Send-off Celebrations: Sparklers and bubbles are preferred with some restrictions. Natural rose petals may be thrown but should be picked up. No confetti, rice, silly string, bird seed, foam peanuts or other similar items are allowed anywhere within the venue.  Sparklers must be purchased through Oak Hills and carefully supervised and ignited by our staff. Sparklers must also be used away from the building and any painted or vinyl surfaces or outdoor carpeting. Car decorating is also allowed but please advise those likely to be involved to use good judgment.  Oak Hills reserves the right to charge an hourly rate for clean up from these activities and any damage that occurs.

 

Scheduling: Evening Reception packages reserve our venue from 3:30pm to 10:00pm. Daytime Packages reserve our venue from 9am-1pm. Additional time may be added for additional cost. 

 

Smoking (and Vaping): In compliance with the laws set forth in the State of Utah Oak Hills Reception and Event Center maintains a smoke free environment. Smoking is not allowed anywhere within 75 feet of the Gardens, Grounds, or the buildings. Please use proper etiquette in disposing of your cigarettes and/or cigars.

 

Wedding Rehearsals: If you would like to have a ceremony rehearsal it can be scheduled no earlier than 14 days before your event. Scheduling of the rehearsal is based on availability of the venue and is not guaranteed.  You will get one hour of rehearsal time. Additional fees will incur if more rehearsal time is needed.

2621 Oak Hills Drive

Layton, UT 84040

Tel: 801-548-1124

info@oakhillsutah.com

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