Facilities Provided by Rocky Meadow:
Lower Level: Approximately 1120 sqft. of open space for ceremonies, dinners, and dancing. Also included is a large kitchen for warming, storing, and washing. The kitchen includes full use of the refrigerator, icemaker, sink, dishwasher, oven, microwave, stovetop, and any countertops. Two bathrooms are available, one of them is wheelchair accessible and has a baby changing station.
Additional items for use during the event:
Rocky Meadow offers eight 6' round tables, ten 8' rectangular tables, and eight 6' rectangular tables. The sought after white Chiavari chairs will also be part of the furnishings. There is also a sound system with a microphone & Bluetooth capabilities to run your favorite playlist.
Parking:
Our parking area accommodates 55+ cars. Please encourage vendors and guests to carpool when possible if you believe you will need more space. There is additional parking available, weather permitting. Please notify us should you need this area.
Fees & Deposits:
a. Venue Rental - Total cost (includes Oklahoma sales tax) and signature of the contract are due before the time of the event. The initial deposit of $150 is nonrefundable but it does go toward your balance. *If rescheduling is needed, a new deposit will be required.
b. Damage/Excessive Cleanup - should there be any damages or excessive cleanup that is required post event, it will be photographed and sent with an itemized invoice to be paid by the Renter. Please see the "Cleanup" portion of this contract for additional information/options.
Date Changes
We understand that some things are out of our control. If your event date must be rescheduled, we will do everything in our power to assist, we just ask to be notified as soon as possible. Please remember that an additional deposit will be required for any reschedules.
Insurance:
Special Event Liability Insurance is required of every Renter unless the Renter chooses to waive this fee (please see the "Special Event Liability Insurance" for more information).
Indemnification:
The Renter shall be solely responsible for, and agrees to pay for, any and all damage, loss, or destruction to the interior or exterior of the rented property located at 4900 E 488 Rd, Claremore, OK 74019, including but not limited to the building(s), grounds, fixtures, furnishings, equipment, or any other property owned by or under the control of Rocky Meadow Farm LLC, caused by the Renter, the Renter's guests, invitees, agents, employees, contractors, subcontractors, vendors, or any other person(s) present at or in connection with the event (collectively, the "Renter Parties").
The Renter agrees to indemnify, defend, and hold harmless Rocky Meadow Farm LLC, its members, managers, officers, employees, agents, and affiliates (collectively, the "Indemnified Parties") from and against any and all claims, demands, actions, liabilities, losses, damages, costs, expenses, penalties, fines, judgments, and reasonable attorneys' fees and court costs arising out of or related to:
- Any damage to the Property or its contents as described above;
- Any injury, death, or property damage to any person or entity occurring on or about the Property during the event or as a result of the Renter's use thereof;
- Any act, omission, negligence, or willful misconduct of the Renter Parties.
This indemnification and hold harmless obligation shall survive the termination or expiration of this Agreement and shall apply regardless of whether the claim is based on negligence (other than the sole gross negligence or willful misconduct of the Indemnified Parties), strict liability, or any other theory of liability.
Rules and Regulations:
- No intoxication or other signs of impairment related to alcohol is tolerated.
- Use of illegal drugs or any other illicit substances is not allowed.
- Physical violence will result in immediate contact of law enforcement.
- SHOES ARE TO BE WORN AT ALL TIMES.
- No use of weapons on the property.
- Rocky Meadow is a tobacco free zone with the exception of the designated smoking area located at the northwest corner of the venue in which a cigarette butt receptacle is available. (YOU, THE RENTER, ARE RESPONSIBLE FOR MAKING YOUR GUESTS AWARE OF THIS)
- No open flame will be allowed indoors unless pre-approved by Rocky Meadow with the exception of birthday candles.
A Fire extinguisher is located to the left side of the fridge on the wall, please locate this upon your arrival.
- Events must end by 11:30pm (this includes complete cleanup of the property).
- Loud music and alcohol service must cease by 11:00pm (see "Music and Entertainment" for more details).
- All minors will be supervised and accompanied by an adult (18+) around the grounds of Rocky Meadow Farm.
- Treating animals with respect by avoiding any form of prohibited contact, including chasing, pursuing, harassing, cornering, or any unnecessary physical interaction that causes stress, fear, or harm.
Security:
Rocky Meadow staff is permitted entrance to the facility at any time before, during, and after the event. One staff member will be on site at all times to allow assistance to the vendors, Renters or guests. Should the need for a law enforcement officer arise at the staff member's discretion, they may be called on at any time.
Alcoholic Beverages:
The Renter assumes all responsibilities for lawful administration and consumption of alcoholic beverages during the duration of the event described in this contract, while at Rocky Meadow, LLC. Absolutely NO alcohol is to be served to anyone under the age of 21 or any person who appears to be intoxicated. Renter shall monitor all service of alcohol and specifically acknowledges that the Renter is solely liable for the consumption of any alcohol by any person on the premises and that such liability shall extend to any aspect regarding the consumption of alcohol. Rocky Meadow staff may ask guests for identification to verify age and reserves the right to ask the entire party to leave if (1) a minor is consuming alcohol; (2) an adult is providing alcohol to a minor; or (3) a guest or guests appear intoxicated and refuses to leave the premises. The Renter agrees to fully cooperate with and assist Rocky Meadow Farm LLC regarding the consumption of alcoholic beverages.
*Neither PAID VENDORS nor STAFF are permitted to consume alcoholic beverages while on the premises during any event.
Decorations:
We would love to help decorate in any way we can, but we ask that NO GLITTER or FOIL CONFETTI be used inside or outside of the facility. Only battery operated candles are to be used, flames are completely prohibited unless pre-approved by Rocky Meadow. We encourage the use of strong name brand 3M strips, twine, and zip ties to assist in decorating as these work best on the rough pine shiplap and barn doors but some tape will work as well. Absolutely NO TACKS, PINS or NAILS may be used on the walls!!
YOU MUST USE TABLE CLOTHS ON ALL TABLES with the exception of the wood cake/cupcake table! We have black or white plastic cloths on hand that can be purchased for just $2/ea and black, navy, dusty blue, burgundy, and white cloth linens that can be rented as well.
Catering:
Outside catering is allowed and the use of the kitchen for caterers or Renters is permitted.
Music and Entertainment:
Because Rocky Meadow is located close to residential homes, we ask the music is only played inside the facility. If these guidelines are not followed, Rocky Meadow reserves the right to have music cease or to expel the Renter and the Renter's guests with no refunds given.
DJ's, bands, and musicians that abuse our usage rules will not be allowed back. The Renter is responsible for insuring that music providers understand these conditions.
Children:
ANY children under the age of 18 MUST be accompanied and supervised by an adult and are NOT allowed to wander the grounds for any reason. No bikes, skateboards or skates are permitted on the premises.
Pets:
Service dogs are always welcome at Rocky Meadow. This is a pet-friendly venue but we require 5 days notice of pet-friendly events. All pets must remain on a leash or in a crate/carrier while on the premises and they are not permitted within 50 feet of the animals owned by Rocky Meadow.
Set up and Breakdown:
Please be sure that the times you specified on the booking is sufficient time for setup, breakdown, cleaning, and vacating of the facility and its grounds.
If there is concern here, please consider adding another 30 minutes or more to your rented time as soon as possible due to our limited availability.
We HIGHLY recommend giving yourself 30 minutes or more prior to your guest's arrival no matter the event, we find this to be the average time needed.
Cleanup:
For an additional $50 we offer a complete cleanup of the facility and its grounds. If declined, any additional cleanup by our staff will be itemized and charged to the renter. Specifically, we require all trash to be untied and left outside the door at the west side of the facility, restrooms to be tidy, and any spills or sticky spots to be cleaned up with a wet towel. All grounds (including the parking lot) need to have all trash picked up.
ACKNOWLEDGEMENT AND SIGNATURE
THIS AGREEMENT IS THE ENTIRE UNDERSTANDING BETWEEN THE PARTIES AND SUPERSEDES ALL PRIOR DISCUSSIONS. IT IS GOVERNED BY OKLAHOMA LAW, WITH DISPUTES RESOLVED IN ROGERS COUNTY COURTS. IF ANY PROVISION IS INVALID OR UNENFORCEABLE, THE REST REMAINS IN FULL EFFECT. BY SUBMITTING THIS ONLINE FORM, THE RENTER CONSENTS TO ELECTRONIC SIGNATURES (WHICH ARE LEGALLY BINDING UNDER OKLAHOMA'S UNIFORM ELECTRONIC TRANSACTIONS ACT), ACKNOWLEDGES READING AND AGREEING TO ALL TERMS (INCLUDING LIABILITY PROVISIONS), AND EXECUTES THIS AGREEMENT AS OF THE SUBMISSION DATE.