Reservations for a specific date will be held up to seven days without payment of a deposit.
A confirmed booking will require a non-refundable deposit of $200. One month after date of booking, 50 percent of the balance is due. The unpaid balance must be paid four months prior to the rental date. "Good faith" payments are due each month. All fees are payable to WOU FOUNDATION, which owns the Historic Gentle House. Failure to complete payment four months prior to the event will result in our canceling your use of the facility and forfeiture of the deposit and any other payments that have been made. Last-minute rentals are accepted, depending on availability. The Gentle House staff has the right to refuse applications for reservations.
All cancellations will result in the forfeiture of the entire $200 security deposit. If the cancellation is made less than four months prior to the event, then one-half of the entire cost will be charged. Cancellations made less than three months before the event will result in forfeiture of the entire rental fee.
A separate check or credit card deposit of $200 is required as a damage deposit at the time of booking. This deposit is refundable after your event, providing there are no damages or excessive clean up. Should the Gentle House staff need to make arrangements for extra cleaning, repairs or replacement of furnishings arising from your event, we will discuss the issue with you prior to cashing your check. A refund check will be issued for the remaining balance, if any. Excess damage will be billed to the renter.
No smoking is allowed inside. If you wish to allow your guests to smoke outdoors, an ashtray is provided on the side porch of the conference/meeting room. Please do not dispose of cigarette butts in the gardens or parking area. Your cleanup crew must pick up all cigarette butts prior to the end of your event or allotted time. Failure to do so will affect your damage/security deposit.
The WOU Foundation contracts a caretaker who ensures that the facility is prepared before each rental. Renters are responsible for emptying the garbage from the house to the container outdoors. Spills should be wiped up, floors swept and vacuumed, and the house left in the clean condition it was before. The use of staples, tacks, nails and duct tape is prohibited on the Gentle House and gazebo. We recommend painter's tape, florist's wire and fishing line to use for decorating. Lack of cleanliness will result in extra charges for additional hours of our staff cleanup.
You may also prearrange additional hours of clean up prior to your event. We recommend you bring your own wiping rags. Return of the Damage Deposit will be held up to two weeks depending on the cleanliness after the function. A checklist is provided with your rental agreement and will be reviewed by the hostess, caretaker and Gentle House Operations before your deposit is returned.
Please caution your guests that potpourri, rice and birdseed cannot be thrown at your wedding receptions on our grounds because they cause damage to our landscaping, possible injury for your guests, and extra work for cleanup. However, flower petals and bubbles may be used as long as you insure that they are cleaned up entirely before you leave the premises.
The kitchen cannot be used for preparation of raw food, which requires cooking. Potluck-type events may use the two conventional ovens for re-heating foods that have been previously cooked. There is a can opener, two 12-cup coffee makers, a microwave and two large refrigerators for storing cold foods. The Gentle House lacks most serving utensils, pots, pans, trays and other food service items. There are 76 dessert/snack trays and cups in the kitchen. About 150 service settings (dishes, silverware, cups, and glasses) are available for $1 a place setting. Bring your own napkins, plastic wrap, trash bags and other containers for removing your leftovers. There are 18 water pitchers. We recommend you bring plenty of bags of crushed ice.
Alcoholic drinks may only be served for a three-hour window of time. If drinks are consumed outside of the three-hour block of time, you will receive one warning before your reception is shut down. Within that time there is a strict three-drink maximum per person. We require that stamps be used to mark drinks as they are served. The marking must be done with permanent ink, preferably on the inside of the wrist. We also do not allow beer kegs or hard liquor on the premises.
Due to strict laws regarding alcohol use and the liability issues that hold the renter responsible, we require that you have all alcoholic beverages catered by an OLCC-licensed bartender or server. We can provide you with the names of OLCC-licensed servers. In the event that your event involves fees for alcohol of any kind, the renter MUST obtain the appropriate liquor license and secure licensed servers. Contact the Oregon Liquor Control Commission at 503-378-4871 for these licenses and specific regulations.
Events involving alcoholic beverages must provide proof of insurance with a minimum amount of $300,000 by way of a certificate of insurance naming the WOU Foundation as an additional insured for host liquor liability. The binder should list Gentle House, 855 N. Monmouth Ave., Monmouth, OR 97361, as the location of the event and must be received in our office no later than two weeks prior to the event. You may mail the certificate form to WOU Foundation, Western Oregon University, The Cottage, Monmouth, OR 97361, or fax it to 503-838-8289. If the renter chooses to have the event catered, the burden of providing the liquor liability binder will favorably shift to the caterer.
Please do not place signs on utility poles and street signs per request by the City of Monmouth. If you do place signs on the highway and roads, please designate someone to remove them, as the authorities will contact us. We have a sandwich board for you to use at the entrance to the parking lot.
Pets are not allowed without prior approval. If you wish to have live animals present, such as doves or butterflies to be released, you must go through a professional company and notify us prior to the event that you wish to do this.
We offer one free tour and one free follow-up visit as the date of event gets nearer. Any additional needed visits are $10 a hour.
Gentle House 503-838-8673 | or e-mail email@example.comFollow us: http://www.facebook.com/#!/pages/Historic-Gentle-House/336957849672114
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