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 Policies: Bar Package includes: Licensed Bartenders, On-Site Security, ID Checks, Wristbands, Tokens, Use of Oak Hills Bar Equipment and Glassware, and use of both bar locations as needed. 

 

Bar Service will begin either immediately after the ceremony, or at the start time of your event. “Last Call” will be 45 minutes before the end of your event. An announcement will be made to allow guests 15 minutes to get a final drink. The bar will close at 30 minutes before the end of your event. 

 

Additionally, you will select the Bar Type; Cash Bar, Token Bar, or Open Bar. 

  • Cash Bar allows your guests to purchase their own drinks for the duration of the event. 

  • Token Bar allows a Responsible Party to predetermine how many drinks per guest they choose to pay for. A tab will be calculated throughout the event and must be paid in full by the Responsible Party at the end of the event. A guest may pay cash for drinks after they use their allotted tokens. 

  • Open Bar will assume all drinks on the Responsible Party’s tab, and must be paid in full at the end of the event. A Debit/Credit Card will be required to open the tab before the bar opens. 

 

Absolutely no alcohol may be brought onto the premises (including the parking lot.) 

If any outside alcohol is discovered, it will be immediately confiscated and guests may be asked to leave. An $800 Fine may be imposed to the responsible party if the issue is not immediately resolved. 

 

No persons under the age of 21 or without a valid ID will be served. A wristband must be acquired by all guests wishing to be served alcohol. Any guest providing alcohol to a minor will be required to leave the grounds immediately. 

 

No guests or members of the wedding party are permitted behind the bar or in the “Staff Only” areas, including storage rooms and kitchens. 

 

Our Bartenders, Security, and Event Management reserve the right to refuse service on the following grounds: 

  • Underage or no proof of ID

  • Signs of over-consumption or intoxication 

  • Excessively rowdy or belligerent behavior 

  • Harassment of staff or other guests

 

If alcohol use becomes problematic, we reserve the right, at our discretion, to terminate the bar service or the event due to breach of contract. Damage to the venue will result in additional charges for repairs or extensive cleaning as deemed necessary by venue management.

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.

Oak Hills Catering makes special effort to package and send with you the food that was not consumed during your event. However, to stay in compliance with state and county food safety practices, we cannot guarantee all uneaten portions of your menu will be safe or desirable to take home. Due to the high variability in the food we serve and your individual timeline, the final decision concerning "left-overs" will be determined by our kitchen staff on the day of your event. 

 

Extra wedding cake will be wrapped and packaged to take home so long as it has not been cut into single portions or offered to guests. 

 

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 one tote or box full of personal decorations that include items such as the following: trousseau, photos, guestbook, party favors, etc.  Any additional personal decor is discouraged as we have quite a large inventory of decor that comes with your package. If you are wanting to bring in other decor, it will need to be discussed with and approved by our coordinator. Please be sure to take home anything that you bring in. (Example: Decor, Wedding Cake, Floral Arrangements, clothing items, etc.) We do not allow silly string, confetti, rice, glitter in any form, bird seed, foam peanuts or other similar items. Anything left by the wedding party or guests will be considered a donation or thrown away. 

 

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. You are welcome to use vendors that are not on our preferred list. 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, plus your day fee,  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.

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.

 

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 3 weeks 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.