Hana Gardenlands Event Rental Terms and Conditions
Location: 2800 Hana Highway, Hana, HI 96713
We want to ensure you and your guests have a wonderful time while respecting our farm and its surroundings. Please review the following agreement and rules carefully. By renting our venue, you ("Event Organizer") agree to the terms outlined below.
Agreement
- Responsibility:
- You are responsible for the conduct of your guests and for ensuring they comply with these rules.
- You must designate a point of contact (e.g., event coordinator) who will be available throughout the event to address any issues or concerns with farm staff.
- Clean-Up:
- You are responsible for leaving the event area clean and tidy. This includes:
- Removing all trash and placing it in designated bins.
- Removing all decorations, equipment, and personal items brought to the venue.
- Ensuring all rented items (e.g., tables, chairs) are returned to their designated storage areas.
- Additional cleaning fees may apply if the venue is left in an unsatisfactory condition.
- Damages:
- You are responsible for any damage caused to the farm property, equipment, or animals by you or your guests.
- A pre-event walkthrough will be conducted with farm staff to document the condition of the venue. A post-event walkthrough will also be conducted to assess any damages.
- Indemnification:
- You agree to indemnify and hold harmless Hana Gardenlands, its owners, employees, and volunteers from any and all claims, losses, damages, liabilities, costs, and expenses (including attorney's fees) arising from or relating to your event.
- Force Majeure:
- Hana Gardenlands is not liable for any failure or delay in performance due to causes beyond our control, including but not limited to natural disasters, severe weather, pandemics, or government restrictions. In such cases, a rescheduled date or partial refund may be offered at the discretion of Hana Gardenlands.
- Event Cancellation by Hana Gardenlands:
- Hana Gardenlands reserves the right to cancel your event in the event of severe weather, safety concerns, or violations of this agreement. In such cases, a full or partial refund may be issued at our discretion.
Deposit and Payment
- Deposit:
- A $500 deposit is due at the time of booking to secure your event date.
- The deposit is 100% refundable if the event is canceled 30 days or more prior to the event date.
- If the event is canceled less than 30 days before the event, the deposit is non-refundable.
- Balance Payment:
- The remaining balance is due no later than 7 days prior to the event date.
- To facilitate timely payment, we will securely store your payment information. The balance will be charged to your card at your direction or 7 days before the event, whichever comes first.
- Payment:
- Credit cards are required to hold your reservation and will be charged at checkout for the listed tour price plus tax.
- You agree to give our secure online processing system, Card Connect with CardPointe, permission to save your profile and all associated cards at all locations.
- At the end of your farm experience with us, if you would like to process gratuities and additional purchases, you can use the same card on file or provide a new card.
- Refunds:
- No refunds will be issued for cancellations made less than 7 days before the event.
Rules for You and Your Guests
- Respect the Farm:
- Treat the property, animals, and equipment with care. Do not enter any restricted areas (e.g., animal enclosures, staff-only zones).
- Do not disturb crops, plants, or natural habitats.
- Alcohol:
- This is a BYOB (Bring Your Own Beverage) venue. You are responsible for ensuring that all alcohol consumption is legal and responsible.
- No underage drinking will be tolerated.
- If alcohol is served, you must ensure that all guests consume it responsibly.
- Noise:
- Please be mindful of noise levels, especially after dark.
- In accordance with local noise ordinances, all amplified music and events must end by 9:00 PM.
- Parking:
- Park only in designated parking areas. Overflow parking must be approved in advance by farm staff.
- Vehicles parked in unauthorized areas may be towed at the owner’s expense.
- Fires:
- Open fires are prohibited unless pre-approved and supervised by farm staff.
- Only designated fire pits or areas may be used, and all fires must be fully extinguished before leaving the venue.
- Safety:
- Follow all safety instructions provided by farm staff and posted signage.
- Be aware of uneven terrain, potential hazards (e.g., irrigation lines, farm equipment), and wildlife.
- Children must be supervised at all times.
- Animals:
- Do not feed or approach farm animals unless specifically instructed to do so by farm staff.
- Respect the animals’ space and do not disturb them.
- Prohibited Items:
- The following items are not allowed on the property:
- Fireworks, sparklers, or explosives.
- Illegal substances.
- Weapons or firearms.
- Drones (unless pre-approved by farm staff).
Additional Provisions
- Event Timeline:
- Your rental period includes setup and cleanup time. Please confirm your event timeline with farm staff in advance.
- Overtime fees may apply if the event extends beyond the agreed-upon time.
- Vendors and Suppliers:
- All vendors (e.g., caterers, photographers, decorators) must be approved by Hana Gardenlands in advance.
- Vendors must comply with all farm rules.
- Emergency Procedures:
- In case of an emergency, contact farm staff immediately.
- A first aid kit and emergency contact information will be provided on-site.
- Environmental Responsibility:
- We encourage the use of eco-friendly practices, such as composting, recycling, and minimizing single-use plastics.
- Please respect the natural beauty of the farm and avoid any actions that could harm the environment.
Acknowledgment
By signing below, you acknowledge that you have read, understand, and agree to the terms of this agreement and the rules for using Hana Gardenlands as an event venue.