Rental Policies and Procedures

Reservations & Deposit

15% of the ceremony & reception packages make up the "deposit". The deposit and a signed contract are required to reserve an event date.

Payments & Food Options

Upon booking, the food option category and add-on's will be added in. At that point, monthly payments will be calculated and payments will begin. The entire balance is to be paid thirty days prior to the wedding. This may be paid out in equal payments or in one lump sum at the time of signing the contract.

Cancellations and Refunds

All cancellations must be in writing. If the wedding is cancelled, written notice must be given to Occasions. Refund will be given only if Occasions schedules another event on the same date. If another event is scheduled, Occasions will refund one-half of the money paid to date, excluding the deposit. If another event is not scheduled, no refund will be made.

All money is due as stated under "payments" above. If at any time the bride or responsible party defaults upon the above stated payment and date requirements, the wedding will be cancelled with no notice and with no refund.

If full balance is not paid as required 30 days prior to wedding, the event will be cancelled and all money paid to date will be forfeited.

Wedding Rehearsal

The bride is allotted a 45 minute time slot for their rehearsal (schedule to be determined by Occasions). Due to multiple rehearsals in a day, overtime and rescheduling is not provided after the 45 minute scheduled rehearsal time. If your bridal party or family arrives late, you still have no longer than the designated time for your rehearsal. Your time is not adjusted and will end at pre set time. Please be respectful of other wedding party's scheduled rehearsals by arriving at your designated rehearsal time.

Decorations

Occasions' centerpieces are displayed on the tables. However, you may provide flowers and decorations of your choice. These are to be removed during the last contracted hour the facility is booked.

Property and Building Access

The day block of time - from 9:00 - 4:00 p.m., the bride may arrive at 9:00 a.m. to dress. Personal affects must be removed from the dressing room no later than 1:00 in preparation for cleaning for the next bride to arrive at 2:00.

For the evening block of time - from 2:00 - 12:00 a.m., the bride may arrive at 2:00 to dress. All personal affects must be removed from the bridal dressing suite no later than 8:00 p.m.

Sunday weddings - brides may use the bridal suite to change.. All affects must be removed within one hour. Total time is from 2:00 - 7:00 p.m.

All items must be removed from buildings during the contracted hours booked, unless other arrangements are made. This includes flowers, linens, candles, gifts, personal effects from the dressing rooms, etc. If access to the facilities is needed at other times, arrangements may be made with an Occasions' representative. (Appointments must be made for decorating the Chapel or Grand Ball Room prior to your wedding day. For Saturday evening weddings decorating times will be available during the first hour of your contracted time slot.)

Smoking

No smoking allowed inside either building. There is a designated smoking area and proper disposal of smoking items provided outside.

Wedding Day

The bride and her attendants may arrive at the specified time. In rare circumstances, other arrival times may be made between the bride and Occasions at Stone River. The bride may have as many service providers as desired, including hair and makeup artists, etc. Appropriate vendor licensing is required. The groom and his groomsman may arrive at the same specified time as the bride, if desired.

Due to quick turnaround times for each wedding, we ask that your guests arrive no earlier than 30 minutes prior to your ceremony. Guests may not enter the Reception Hall (Grand Ball Room/Banquet Hall) until after the ceremony.

Outdoor Ceremonies

If rain is in the forecast, the change from outdoor to indoor ceremonies will be made by the bride and Occasions management the morning of the rehearsal.

Photographs

Family and friends photographs may be taken in the chapel or gazebo one hour before the wedding starts during contracted time slot, or at the conclusion of the wedding before entrance into the reception. Other agreed upon times may be scheduled, if desired. Pictures and videos may be taken during the wedding as well, if the bride wishes.

Wedding Coordinator

Occasions' provides a "day of" wedding coordinator. This individual will facilitate the rehearsal and ceremony. If you would like a more extensive wedding planner/coordinator, we can provide a recommendation.

We welcome other coordinators/planners. However, if you have hired a coordinator/planner, please notify Occasions staff of the coordinator/planner's name and phone number. The Occasions at Stone River Wedding Coordinator will provide full direction of the wedding.

Sound and Production

Although you may bring your own DJ we ask that you consider ours first! Peter Silander, aka The Motivator DJ (www.themotivatordj.com), is our Production Director and Lead DJ. Peter has put together a pool of quality DJs for those rare times when he is not available. The Occasions DJs have their own DJ businesses, work well with our team, are trained and trusted to use our built in sound and lighting systems. We believe that the DJ is a very important part of making your wedding a success.

1. Occasions allows live music in our outdoor gazebo:
   • If you choose to use live music, you may have to reserve the facility for the full day. We have found that some bands require more time to set up and have sound checks. This would not be possible if there are two weddings booked. Live music in The Grand Ballroom will have to be approved on an individual basis. There are treated cement floors, windows and low ceilings. However, individual acoustic music would be fine. Bands with drums, and electric instruments would be too loud for the room. The stage will be cleared by Occasions staff only, if management approves live music for The Grand Ballroom. (Fees apply)
2. We have a dance floor that is available for outside dancing. (Fees Apply)
3. Bands for the reception will have to bring their own sound systems. We have outside power at the gazebo for bands to plug into.
4. For gazebo wedding ceremonies:
   • Occasions will supply a microphone for the pastor. CDs will be played through our gazebo speakers from our sound room in the chapel. A wireless hand held microphone is available for a singer.
   • We can put the wireless handheld microphone on a microphone stand for an instrument. (Fees Apply)
5. We have a sound system available to set up outside. The system will allow for more than one instrument or singer. (Fees Apply)
6. If you use an outside DJ, they may use our equipment for a fee of $200.

Reception

Occasions at Stone River is proud to have Executive Chef Robert Zachery on staff. Mr. Zachery brings many years of experience in preparing the finest cuisine at one of the major hotels in Dallas, and has been fortunate enough to have served every living president (except the current one). He has even served two late Presidents Ford and Nixon. You may, however, bring your own caterer after purchasing our "reception" basic package.

Overages, Damages, Late Exits, Security, Bartender, DJ Overtime - A Credit Card Number Must be on File

It is important to Occasions that every guest has enough food at the reception. If more guests are at the reception than the final guest count given, extra food will be provided and your credit card will be charged for the number of extra guests. It may not be the same food that other guests are served, but there will be enough food for everyone.

If damages occur due to negligence to Occasions facilities or contents, you credit card will be charged for the repair. A receipt will be mailed to you for the charges.

If your party stays later than the exiting time as stated in your contract, your card will be billed $50.00 for every extra fifteen minutes from stated exiting time. Any overages for bartender, DJ, or security will also be charged your card at the rate of one and one-half times regular rate.

Damage

No staples, tacks, nails, tape or any other form of attachment likely to damage paint or woodwork is to be used to fix signs or decorations to the interior walls and ceilings or to the exterior of the building.

All decorations must be freestanding. Candles are allowed only if in votive holders or contained properly. Only the tapered, mechanical, non-drip candles must be used in candelabras and are provided by Occasions. All candles outside need to have a globe or cylinder surrounding the candle, which Occasions has available.

Birdseed, rice, and confetti are prohibited and may not be used. Bubbles may only be used outside. Only real rose petals may be used outside, no synthetic petals. Only synthetic petals may be used inside, no real petals.

Chapel

There is no eating or drinking in the chapel, except in the dressing rooms.

Alcohol Policy Available Upon Request

Occasions at Stone River does not serve alcohol; however, the lessee may bring their own under certain conditions. Beer, wine, champagne and a margarita machine may be brought in only if a uniformed Rockwall County off-duty policeman provides security, and a TABC licensed bartender is used, which are both booked through Occasions. Please refer to Occasions Alcohol Policy for details of use.

Only champagne may be brought into the dressing rooms of the chapel.

Vendors

The base price does not include: any "add ons" (including upgrades, food, etc), bride or groom's cake, limo service, photography, videographer, fresh flowers, DJ, or any service or item not expressly stated in the ceremony and reception option packages.

Pricing Changes

Occasions at Stone River reserves the right to change prices, policies, and services at any time and without notice.

Effective Date of Policy: August 2009