policies

Deposits

A non-refundable, “Date-Hold”, deposit of $600.00 is required at the time of booking and will be applied to the rental fee to secure the event date(s) and time(s). All reservations require a signed contract and must be received within 30 days of booking or risk losing the date hold deposit. The balance of Rental/Service Fees agreed upon will be due according to the contract with all final payments due thirty (30) days prior to the Event.

Cancelations

One date change is allowed, based on facility availability, for a $100.00 re-booking fee. Cancellation of the event requires Renter to provide written notification to Willow Vale Events. The non-refundable reservation date-hold deposit of $600.00 is not included in any cancellation deposit refund. Cancellation at any time up to 60 days prior to the Event Date, Renter shall receive 50% of the rental fee received. Cancellations less than 60 days prior to the Event Date, Renter forfeits the entire rental fee received to date. Refunds of part or all of the rental fee, according to the above specifications, shall be issued within ten (10) business days after receipt of written cancellation.

Site Decorations

Willow Vale Events wants to make every event a special and welcoming experience. Therefore, every effort will be made to allow renter to prepare decorations reflecting their creative requirements. Wall and ceiling hooks and outlets have been strategically placed in the Hillside Hall for your convenience to provide flexibility to most decorating schemes. No nails, screws, staples or penetrating items are to be used on the building.

The eco-system at the Hillside meadow consists of 100+ year old black willow trees, underground springs, and creek and is home to a variety of wonderful birds, deer, turkey and other wildlife. Please respect, share and enjoy their habitat. Tents and any other temporary shelters/stages/arches/ props which may require anchoring by stakes or other mechanical means may be allowed only with the permission of and in specific locations designated by Willow Vale Events senior management.

Live Music/DJs/Noise

Willow Vale Events encourages music and lots of dancing! However, please be aware that the venue is located near residential units. Amplified music must end by 10 p.m. during weeknights (Sunday-Thursday) and by 11 p.m. (Friday and Saturday). Additional time can be added, at the sole discretion of the Willow Vale senior management. The Willow Vale Events on-site staff has full authority to ask the Renter, DJ or live music presenter to turn the entertainment down and/or off.

Cleaning/Trash

The facility will be in a clean condition prior to your event. Renter is required to return the facility to the same condition in which it was found. Willow Vale Events encourages those renting the space to consider green, sustainable, fair trade, ecologically sound, and low waste solutions for your event. A dumpster is provided for your convenience for trash. We encourage you to bag and remove all recyclables.

Equipment Rental

Due to the sensitive nature of our natural surroundings, all load-ins and load-outs of equipment, rentals, props, decorations, supplies, and transportation are STRICTLY limited to roadways and designated pathways. *NO PARKING OR DRIVING ON OR IN THE MEADOWS AT HILLSIDE IS ALLOWED* Deliveries must take place within the designated time frame according to your provided Event timeline. Willow Vale Events is not responsible for checking in or handling any items brought into the facility by rental companies and vendors. All rental equipment must be removed following your event or stacked neatly in the service area for next day pick-up if prior arrangements have been made. A complete vendor list with contact information is requested ten (10) days prior to your event.

Cottage Rental and Package Pricing

The cottages at Hillside provide a wonderful addition for overnight stays for event guests and or their staff. A two night stay is required of all five cottages for weekend summer events. Please inquire about availability and package pricing. Hillside cottages are a wonderful place to stay and relax anytime of the year. Be sure to check availability for a stay at Hillside prior or after your event. Our staff goes out of their way to make sure your stay is top quality.

We looking forward to working with you to make your Event special! We are happy to answer any questions you might have concerning your event, upcoming events, the historic Town of Hillside and Hall, the Cottages and the beautiful surrounding area and its many available activities. Enjoy your stay!