Private Property Status

The Ranch On Vinton Road, LLC (“Venue”) is a privately held, private property entity.
We are not open to the public, nor do we maintain posted hours of public admittance.
Access to the property is by appointment or invitation only.  As a private residence and private business, we maintain strict restrictions on photographic and videographic use to safeguard the privacy of the property, its owners, and all aspects of the Venue.

 

Purpose of This Agreement

This document serves as both a stand‑alone contract and an Addendum to the Client’s Venue Rental Agreement.
It grants conditional permission for the Photographer/Videographer (“Vendor”) to photograph or film on the property.

Partnership With Photographers & Videographers

We are eager to work collaboratively with professional photographers and videographers to document private events hosted at our Venue in a way that benefits all parties.

If aerial drone use is requested, the Vendor must notify the Venue in advance so we may provide property boundary guidance to protect the privacy rights of surrounding property owners.

Quiet Hours

Quiet hours are 10:00 PM – 8:00 AM.
No loud photography setups or disruptive activity is permitted during this time.

Appointment‑Only Access & Event‑Ready Restrictions

·         During setup and breakdown, no photos or video of our staff, work, or unfinished spaces may be taken.

·         We prefer to showcase our property only when fully event‑ready.

·         If the rental includes access to upstairs suites, “getting ready” photos are permitted only in those suites and must remain family‑friendly.

Floral & Event Design Credit

If the event features floral or event design created by The Ranch On Vinton Road, LLC, we request proper listing, tagging, or credit in all publications or social media posts.

If publication is desired, we can provide a full list of collaborating vendors.

 

Archiving & Documentation Policy

We maintain a strict policy of archiving all events, as they document:

·         Our private property

·         Our event design services

·         Our floral design

·         Our day‑of management services

 

Print Release / Copyright

The Ranch On Vinton Road, LLC reserves the right to use any photographs or video taken on the property or at any off‑site location where the Client and Photographer have agreed to additional work.

Images may be used for:

·         Advertising

·         Website content

·         Social media

·         Printed materials

Marketing and promotional purposes

The Photographer’s work will not be altered, except for formatting to fit publication requirements.
No compensation will be paid by The Ranch On Vinton Road, LLC for the use of photography or videography.

Photographer Equipment Liability

The Venue is not responsible for loss, theft, or damage to any equipment, including cameras, lenses, drones, lighting, or personal belongings.
The Vendor is solely responsible for securing and protecting their equipment at all times.

 

Insurance Requirements

The Photographer/Videographer must carry:

·         General Liability Insurance (minimum $1,000,000)

·         Equipment Insurance

Drone Liability Insurance (if applicable)

·         Proof of insurance must be provided upon request.
The Venue may deny access to any Vendor who cannot provide proof of insurance.

 

Content Standards (Family‑Friendly Requirement)

All images and video must be family‑friendly, respectful, and appropriate for public viewing.
The following are strictly prohibited:

·         Sexual or suggestive content

·         Nudity or implied nudity

·         Weapons or violent imagery

·         Content portraying the Venue, owners, or animals negatively

·         Behind‑the‑scenes content of private or unfinished spaces

·         Any imagery that harms the Venue’s reputation

The Venue may request removal of any image that violates these standards.

 

Animal Safety & Respect

·         The Venue houses live animals. All parties agree to:

·         Avoid entering animal areas without permission

·         Avoid feeding or interacting with animals unless approved

·         Avoid loud noises, flashes, or actions that may distress animals

·         Avoid unsafe or inappropriate posing with animals

Any harm to animals results in immediate removal and financial responsibility for veterinary care.

 

Social Media & Public Sharing

All parties agree to:

·         Share only positive, professional images of the Venue

·         Use the Venue’s official social media links when tagging

·         Avoid posting images before the event is fully set

·         Remove any image upon Venue request

Drone Use (Strictly Limited)

Drone use is permitted only under the following conditions:

·         Drone may fly exclusively over Venue property

·         No flying over neighboring properties

·         No flying near animals unless approved

·         No indoor drone use

·         Drone operator must follow all Venue instructions

·         Drone use must be disclosed 90 days prior or as mutually agreed

The Venue may stop drone use at any time.

 

Cancellation or Postponement

If the event is cancelled or postponed, The Ranch On Vinton Road, LLC is not responsible for full payment, partial payment, or any refunds owed by the Vendor.

 

Delivery of Images to Venue

Vendor agrees to provide:

·         A digital gallery or downloadable copies of all final edited images featuring the Venue

·         Delivery once images are fully edited and delivered to the mutual client

·         Delivery via flash drive or downloadable link

·         Permission for the Venue to use images for marketing, website, social media, décor showcases, and promotional materials

 

Vendor Sales & Compensation Clause

Vendor agrees to submit 10% of the full sale of any item(s) sold as part of the event package or on‑location work.
Vendor is responsible for completing all work in a timely manner per their own contract with the Client.

The Ranch On Vinton Road, LLC is not responsible for any breach of contract between Vendor and Client.

The Venue is granted the exclusive right for Vendor to complete sales of their services for the event and holds Vendor fully responsible for all sales conducted.

 

Cooperation of Parties

The Venue is not responsible for:

·         Tardiness

·         Miscommunication

·         Failure to appear

·         Weather conditions

·         Vendor sales lost due to any of the above

 

Additional Photographers / Staff

Any additional photographers, videographers, assistants, or second shooters must have their own signed Permission to Photograph Private Property Agreement with The Ranch On Vinton Road, LLC.  Signature lines for additional staff are included below.

 

Modifications

Any modification to this Agreement requires a new Vendor Contract, signed by:

·         Client/Renter

·         Photographer/Vendor

·         The Ranch On Vinton Road, LLC

 

Permission Granted

For the above considerations, The Ranch On Vinton Road, LLC grants the Vendor permission to use images taken on the property for:

·         Marketing

·         Publication

·         Promotion

·         Website content

·         Social media

·         Client orders

A copy of this Agreement is available upon request.

 

Right to Revoke Permission

The Ranch On Vinton Road, LLC may revoke this contract at any time by providing written notice (mail or email):