Wedding and event obligations, rules and agreements are outlined below:

INTRODUCTION

This Venue Agreement ("Agreement") is made by and between Arizona Nordic Village ("ANV") and the undersigned party ("Client"). ANV agrees to provide the location and specified services for the Client's event as detailed in this document. Arizona Nordic Village hereby enters into agreement with the above party’s names to provide their location and described services for the event described in this document. Arizona Nordic Village is not responsible for the cancellation of this event. This is an outdoor venue. Inform your guests of proper attire and footwear. You are responsible for the actions and safety of your guests. Rules and regulations are subject to change. Arizona Nordic Village operates under a special use permit of the United States Forest Service (USFS). In the event of forest closure due to fire danger, Arizona Nordic Village will obtain a special use permit. However, if a fire is active in the area and poses a threat to the safety of you and your guests no permit will be applied for. USFS has final say in the case of forest closure or forest related cancellation. Event Insurance is recommended. Arizona Nordic Village is considered to be “off-grid.” We have some limitations to the amount of electricity that our generator can produce. That being said, we provide ALL lighting for your event with strings of lights, lamp posts, etc. While we have adequate power sources near the reception area and lodge, the ceremony site (meadow area) is off grid.

VENUE SPECIFICS AND RESPONSIBILITIES

OUTDOOR VENUE NOTICE: ANV is an outdoor venue. Clients are advised to inform their guests about appropriate attire and footwear for outdoor conditions.

GUEST SAFETY AND CONDUCT: The Client is responsible for the actions and safety of their guests. All participants must adhere to venue rules and regulations, which are subject to change. 

USFS PERMIT AND FIRE REGULATIONS: ANV operates under a special use permit from the United States Forest Service (USFS). In case of forest closure due to fire danger, ANV will seek a special permit unless an active fire threat prevents this action. The USFS has ultimate authority over closures or cancellations. Event insurance is strongly recommended.

ELECTRICITY AND LIGHTING: ANV is "off-grid" with limited electricity. We provide all event lighting, including strings of bistro lights and lamp posts, specifically designated for use in and around the reception area and lodge premises. Power sources are available near the reception area and lodge. The ceremony site (“Meadow”) is situated in a segment of the property devoid of electrical infrastructure ("Off-Grid Area"), and as such, no direct electrical supply is available therein.

OFF-GRID AREA - MEADOW: Should the Client require electrical power in the Meadow, it is incumbent upon the Client to secure and deploy a separate generator unit for such purposes. It is understood that the responsibility for sourcing, positioning, and covering the expenses associated with the generator unit rests entirely with the Client. Arizona Nordic Village ("ANV") disclaims any duty, whether expressed or implied, to supply, aid in, or bear the costs of such arrangements. Notwithstanding the foregoing, ANV offers the option to rent generator units at an additional cost to the Client. Generators procured through ANV will be deployed at the specified location within the Meadow, provided that sufficient notice and arrangements are made in advance by the Client. This service aims to facilitate the Client’s electrical needs for the event while ensuring proper setup and integration of the generator unit as per the event’s requirements.

AGREEMENT COMPLIANCE

By signing this Agreement, the Client commits to adhering to all terms and conditions outlined herein, including any rules and guidelines provided by ANV.

LATE CANCELLATION & PARTIAL REFUND POLICY

This Cancellation and Partial Refund Policy ("Policy") forms an integral part of the Venue Agreement ("Agreement") between ANV and the Client. It outlines the terms under which the Client may cancel the scheduled event and the financial implications of such cancellation.

Non-Refundable Deposit: A deposit of $500 ("Deposit") is required to secure the booking of the event venue. This Deposit is non-refundable under all circumstances to cover initial administrative and reservation costs incurred by ANV.

Cancellation Notice and Refunds: Should the Client wish to cancel the event, the following refund policy applies based on the notice period provided to ANV prior to the scheduled event date:

60 to 89 Days Notice: ANV will refund 75% of the total contracted amount.

30 to 59 Days Notice: ANV will refund 50% of the total contracted amount.

8 to 29 Days Notice: ANV will refund 25% of the total contracted amount.

0 to 7 Days Notice: ANV will refund between 0% and 10% of the total contracted amount, at ANV's discretion.

Financial Obligations Upon Cancellation:

● If the total balance has not been fully paid by the Client at the time of cancellation, the Client remains responsible for paying any outstanding amounts up to the maximum refundable limit specified for the relevant cancellation notice period.

● Should the total balance have been paid in full prior to cancellation, ANV will refund the Client any amounts in excess of the stipulated non-refundable percentage for the given notice period.

Definition of Total Contracted Amount: The "total contracted amount" refers to the agreed sum within the Agreement, inclusive of applicable taxes. 

Notification of Cancellation: The Client must provide all cancellation notices to ANV in written form. The date on which ANV receives and acknowledges such notice shall be deemed the official date of cancellation.

Policy Amendments: Modifications to this Policy are not recognized unless documented in writing and signed by both ANV and the Client.

LATE PAYMENT CLAUSE FOR WEDDING SERVICES PAYMENT DUE DATE

All final payments for wedding services provided by Arizona Nordic Village must be made no later than 90 days prior to the scheduled wedding date. This ensures adequate preparation and the allocation of resources necessary to deliver services as agreed upon in the contract.

LATE PAYMENT CANCELLATION

Arizona Nordic Village reserves the right to cancel a contracted wedding if we do not receive the final payment by 60 days prior to your event unless a payment plan was otherwise discussed and agreed upon in writing (via email or written letter). If we do not receive your payment by 60 days prior, with no previous arrangement, and are unable to get ahold of you after multiple attempts, we will send you written notice (via email, text, or letter) of our plan to cancel your contract. If we do not hear back from you within 7 days of this notice, your contract will be voided and your date will no longer be reserved for you. You will not be refunded your deposit.

LATE PAYMENT FEES

To encourage timely payments and to cover administrative costs associated with late payments, the following late payment fee structure will be applied to all payments not received by the due date:

● 15 Days Late: If payment is made between 1 to 15 days after the due date, a late fee of 2% of the total outstanding balance will be added to the amount due.

● 30 Days Late: If payment is made between 16 to 30 days after the due date, a late fee of 5% of the total outstanding balance will be added to the amount due.

● 45 Days Late: If payment is made between 31 to 45 days after the due date, a late fee of 10% of the total outstanding balance will be added to the amount due. and the contract may be subject to cancellation at the discretion of Arizona Nordic Village.

● 60 Days Late or More: If payment is made 46 days or more after the due date, a late fee of 15% of the total outstanding balance will be added to the amount due, and the contract may be subject to cancellation at the discretion of Arizona Nordic Village. Additionally, legal action may be taken to recover the owed amounts plus any legal fees incurred.

EXCEPTIONS

Exceptions to this policy may only be made at the discretion of Arizona Nordic Village’s management and must be agreed upon in writing. Circumstances that may warrant an exception include, but are not limited to, unforeseen financial hardship or extenuating personal circumstances.

ACKNOWLEDGEMENT

By signing the contract for wedding services, the client acknowledges understanding and acceptance of these late payment terms and agrees to abide by them.

OVERNIGHT ACCOMMODATIONS

Overnight guests staying in our front country cabins and yurts, as well as guests using our RV campsites must adhere to all guidelines, including fire safety regulations. Amenities include power, restrooms, and potable water in the lodge area. You are responsible for letting your guests know about expectations, including what they may need to bring for a comfortable

stay with us. All overnight guests are required to abide by any Coconino fire restriction as well as adhere to the USDA Forest Service fire safety guidelines (www.fs.usda.gov/visit/know-before-you-go/fire), as well as any additional Coconino County restrictions.

INCLUDED & RENTED ITEMS

Changes to contracted items must be communicated with at least 48 hours' notice. The Client is responsible for the return or reporting of used items and will bear costs for any damage or loss.

OBLIGATIONS OF THE RESPONSIBLE PARTY

Under the terms of this Agreement between Arizona Nordic Village ("ANV") and the undersigned party (hereinafter referred to as "the Responsible Party"), ANV agrees to supply the amenities specified in the contract based on selection/specifications made above. In turn, the Responsible Party is obligated to undertake and arrange for the provision of the following services and components necessary for the execution of the event.

1. Food & Drink Services: The Responsible Party acknowledges that ANV does not possess kitchen facilities for usage. Therefore, any and all catering needs must be fulfilled independently, with arrangements made for preparation and serving of food.

2. Musical Entertainment: The selection, engagement, and coordination of musical or entertainment services for the event shall be the sole responsibility of the Responsible Party.

3. Decorative Arrangements: The Responsible Party shall oversee the design, procurement, and installation of decorations to enhance the aesthetic appeal of the event venue in accordance with the agreed-upon guidelines and venue spaces made available.

4. Guest Accommodations: The Responsible Party is tasked with the comprehensive management of room assignments or overnight accommodations for guests necessitating such arrangements. This responsibility includes ensuring that all accommodations are communicated explicitly and arranged in a timely fashion. Furthermore, the Responsible Party must facilitate appropriate transportation logistics for guests who are not lodging on-site. This entails arranging for safe and reliable transportation to and from the venue, thereby guaranteeing that all guests reach their intended destinations securely. The execution of these duties must adhere to all relevant laws, regulations, and policies set forth by Arizona Nordic Village.

5. Event Scheduling & Planning: The development and communication of a comprehensive timeline and plan for both the setup, ceremony, reception, and cleanup are the responsibility of the Responsible Party, ensuring a seamless flow of event activities.

6. Reception & Ceremony Configuration: If applicable, the Responsible Party must provide ANV with a detailed setup map for the reception and ceremony areas,, including specifications for tables, chairs, and other elements the venue provides to ensure proper arrangement.

7. Clean up: the responsible party must plan for and execute cleanup of any and all decor, personal items, food, beverage, or anything that was not exclusively provided by ANV.

The Responsible Party agrees to comply with all applicable laws, regulations, and ANV policies in the fulfillment of these obligations. Failure to meet these requirements may result in additional fees or the forfeiture of the right to use the venue as stipulated in this Agreement.

MANDATORY PRE-WEDDING WALKTHROUGH

The execution of a pre-wedding walkthrough is a mandatory condition of this Agreement, designed to ensure that all parties are aligned on the event details and logistics. Such walkthroughs must be scheduled and completed prior to the wedding date. In instances where a walkthrough has not been pre arranged prior to the execution of this Agreement, a representative from ANV will initiate contact with the Responsible Party to organize a suitable date and time for the walkthrough. While ANV typically recommends conducting the walkthrough approximately two weeks before the wedding date, we are prepared to accommodate reasonable scheduling flexibility to meet the needs of the Responsible Party. Should the Responsible Party be unable to attend a walkthrough in person at the ANV venue, it is incumbent upon the Responsible Party to proactively communicate with ANV management to coordinate a viable virtual alternative. It is imperative that, in preparation for or during the walkthrough, the Responsible Party submits to ANV the final guest count, a comprehensive event timeline, and a detailed venue layout plan among other necessary details pertinent to the successful orchestration of the event. Failure to comply with the walkthrough requirement or to provide essential event details as stipulated may adversely impact the execution of the event.

DAY OF WEDDING ARRIVAL AND SETUP

The Responsible Party and their designated vendors are authorized to commence setup activities at ANV starting at 12:00 PM (or otherwise agreed upon start time mentioned in the contract) on the day of the event. Entry or setup at the venue prior to this specified time is strictly prohibited. ANV enforces this policy rigorously, and under no circumstances will setup be allowed on any day preceding the event date. The Responsible Party is urged to coordinate all preparation efforts within the confines of this schedule to ensure compliance with the terms of this Agreement.

DEPARTURE AND CLEANUP

The event and all associated activities must conclude, and the venue must be vacated by 7:00 PM on the day of the event, unless an alternative extension time has been previously documented in this Agreement, mutually agreed upon, and compensated for accordingly. Subsequent to the event's conclusion, the Responsible Party is obligated to ensure the removal of all decorations, personal items, tablecloths, clothing, certificates, and other materials brought into the venue. In addition to the removal of personal and event-related items, the Responsible Party is also responsible for ensuring the proper disposal of all trash within the designated receptacles provided by ANV. It is imperative that trash is not left on tables, the ground, or any other undesignated areas within the venue premises. ANV personnel will assume responsibility for the disposal of trash and recycling from the designated receptacles following the event. The adherence to these specified protocols for arrival, setup, departure, and cleanup is critical. Failure to comply with these stipulations, including the proper disposal of trash, may result in the imposition of additional fees or penalties. The Responsible Party is encouraged to diligently manage event proceedings within the allocated timeframes and in accordance with the venue's cleanup directives to ensure full compliance with the terms of this Agreement.

DEPOSIT, REFUND AND PAYMENT POLICY 

Your event date can be reserved with a $500 non-refundable deposit. The non-refundable deposit will be applied to the total venue charges. Remaining balance is due 90 days prior to your event. Charges are refundable, with the exception of the $500 non-refundable deposit, if the event is canceled with at least 90 days’ notice. Payments may be made by Cash or Check at no additional charge. In the event that additional charges are incurred due to damage of property, time overage, or other circumstances, the provided credit card information will act as a security deposit and be charged accordingly following notice to the renter.

CONCLUSION OF AGREEMENT

By executing this Venue Agreement ("Agreement"), the undersigned Responsible Party hereby affirms their understanding and acceptance of the terms, conditions, responsibilities, and policies set forth herein, as provided by Arizona Nordic Village ("ANV"). This Agreement encapsulates the full understanding between ANV and the Client regarding the event and supersedes all prior discussions, agreements, or understandings, whether written or oral. The Client accepts that failure to comply with any aspect of this Agreement or any other Arizona Nordic Village rules and guidelines may result in additional fees, forfeiture of rights to use the venue, or other penalties as deemed appropriate by ANV. This Agreement is binding upon signature by the Responsible Party and remains in effect until the completion of the event and fulfillment of all associated financial obligations. Any amendments or alterations to this Agreement must be made in writing and signed by both parties. 

ANV commits to providing the agreed-upon location and services to support the Client's event, striving to ensure a memorable and successful occasion within the parameters of this Agreement and in compliance with all relevant regulations and permits.

EVENT AGREEMENT GUIDELINES

By booking the venue at the Arizona Nordic Village (ANV), I agree to adhere to the following

guidelines for the duration of the event. I understand that not following any of these guidelines can result in my credit card on file being charged by Arizona Nordic Village. I understand that it is my responsibility to communicate these guidelines to all individuals they may apply to; my future spouse and myself, wedding guests, wedding party, setup help, vendors, etc. These charges are non-negotiable and apply regardless of a potential violator's knowledge of them. Your initials on each of the following lines indicates your agreement to and understanding of each of our event guidelines:

1. I understand that driving outside of the designated parking area is prohibited for unauthorized vehicles. Any drivers/vendors/vehicles that need access to trails or reception area access MUST check in at the lodge for authorization and orientation PRIOR to use. I understand it is my responsibility to communicate this to all necessary parties. Driving on the meadow or misuse of roads/trails will result in a $500 charge.

2. I will not use non-biodegradable or potentially harmful items in the wedding meadow or around ANV property. This includes, but is not limited to, confetti, silk flower petals, rice, fireworks, paper flowers,etc. Using harmful items, or leaving any non-biodegradable decorations around the grounds will result in a $400 charge.

3. I understand that my guests are expected to be kind and respectful to ANV staff and guests. Guests who are not respectful to staff or other guests will be asked to leave immediately.

4. I understand that if any items are stolen, or if damages occur to any of the provided spaces specified in my contractual agreement, I am responsible for paying for those damages.

5. I understand that my party is responsible for the entire clean-up of the property post-event. If items are left behind after departure, such as decor, catering equipment, linens, trash on the ground, this will result in a charge between $50-200, depending on how much is left behind.

6. I understand that other guests may be visiting ANV and that there are many forest neighbors to the Village. I agree to keep the music to a respectful level. If I have booked an overnight stay, music must be turned down by half at 10pm. If we receive a noise complaint after 10pm, there will be a fee of up to $500 that you will be responsible for.

7. I understand that there will be no refunds due to weather conditions.

8. I understand that in the summer there is potential for forest closure due to fire danger, that could result in rescheduling or canceling my wedding. ANV agrees to refund or reschedule the wedding to the best of their ability in the event of a forest closure.

9. I understand that bears and other wildlife live among the forest surrounding ANV and keeping people and wildlife safety is a top priority. Human food can be harmful to the health of wildlife and can lead to other human-wildlife conflicts. To reduce impact, I am responsible for securely storing food, beverages, trash, and any other items with a scent. For overnight events, I am responsible for storing all food & beverages in proper containers AND bringing all coolers, food, and beverage items into an enclosed building before leaving the space unattended. Negligence of this rule may put people or wildlife in danger and as such is subject to a $500 fine.