Ancillary Services                                                                                               Download Policies
Any services the client chooses the venue to provide after the contract is signed will be reflected on the final deposit due 30 days prior to the event.  If added within 45 days of the event, these service fees will be on the final invoice and/or deducted from the security deposit.

Audio/Visual                                                                                              Download AV Amenitites
Spruce Mountain Properties requires an A/V manager to be on site at every event utilizing the in-house AV equipment, and is billed at $50/hour with a 4-consecutive hour minimum. Please note this rate is included in the rental of the Ponderosa Room and Albert’s Lodge for up to a consecutive four hours.  Additional time may be blocked and billed at the hourly rate.  Entertainment acts may not plug into the in-house sound system.

Cancellation Schedule: 

• If a cancellation occurs, the initial deposit of 50% of the base room rental charge will be forfeited. 
• If the cancellation is less than 45 days from the event, 100% of the total venue rental is required.

Damages
The client is liable for all damages, expenses and losses including theft and property loss, caused by any person attending, or providing services connected with the client’s use of the facility.  Costs will be assessed and charged to the client and /or deducted from the security deposit.

Decorations
The client and all vendors must coordinate with Spruce Mountain’s management the use of all decorations 30 days prior to the event date.  No decorations or other items shall be posted, nailed, screwed, glued or otherwise attached to the walls, floors, ceilings, furniture or other parts of the Spruce Mountain Ranch’s facilities or surrounding areas without prior approval.  All decorations must be pre-approved by the facility. Rose petals, and bubbles are permitted anywhere on the property, balloons must be contained to indoor only and confetti, glitter, rice, or bird seed is not permitted anywhere on the property.  No open flames are allowed (excluding outdoor fireplaces). Candles can be used at Spruce Mountain Guest Ranch as long as they fall within these guidelines:  No open flames are allowed (excluding outdoor fireplaces, candles may be used to add to the ambience.  However candles may be used if enclosed in glass votives, hurricane lamps or glass pillar vases.

Event/ Wedding Coordinator
To ensure a flawless event, a professional Event Coordinator, or person(s) acting as coordinator, is required to assist the client with their entire event.

Food & Beverage Service Management

• The client is required to use one of Spruce Mountain’s preferred, full-service caterers. 
• All caterers must place trash from the event in the designated trash receptacles.
• Please note the ability to bring in your own liquor does prohibit you from bar sales, your alcohol service must be hosted.
• Alcohol may only be served by trained bartenders hired through the caterer.
• No alcoholic beverages will be served to anyone under the age of 21. 
• The venue and catering partners reserve the right to refuse alcohol service to anyone.
• The select caterer will be responsible for setting the tables and chairs provided by the venue and re-stacking at the conclusion of the event.  The venue will move the in-house tables and chairs into the event space 3 hours prior to the event start time, unless otherwise noted.

Hold the Date
A date will be placed on hold for up to seven (7) days.  This will give the client first right of refusal on the date and space. Should another customer inquire about the date within this time, the client will be given 3 business days to secure or release the hold.  To secure any date, a signed contract along with a deposit must be received.  An event is not considered confirmed until the contract is duly signed and deposit is received. 

Insurance
On or before 14 days prior to your event, Spruce Mountain requires you to provide a certificate of insurance for your event.  The certificate must name Spruce Mountain Properties, Inc as an additional insured and is required to have at minimum of $1,000,000 in general liability.  The licensee insurance will cover all vendors’ liability, please select professional service companies that can meet this requirement. If a certificate of insurance isn’t received 14 days prior to your event, Spruce Mountain will secure one for you and you will be given a copy of the policy and billed $250.00 on your final invoice.

Noise Limits     
Spruce Mountain must approve all entertainment vendors 30 days prior to the event.  The company providing entertainment must meet or coordinate with Spruce Mountain Ranch’s management at least 14 days prior to the event to review any special accommodations.  Amplified music must be kept at a reasonable level.  Volume control will be at the discretion of Spruce Mountain management.

Parking        
Spruce Mountain offers complimentary on-site, self parking on the property.  Please note cars may be parked in non-paved areas.

Payment Policy    
Spruce Mountain accepts checks, VISA and MasterCard.  The damage deposit, assuming no damages occur, will be returned within 30 days of your event.  The final invoice is considered past due if not received within 30 days of the event date.  A charge of 1.5% will be assessed per month of the total unpaid balance.  50% of the base room rental charge is due at the time the contract is signed and is non-refundable.  The balance 50% is due 30 days prior to your event date.   The total facility rental required to include the $1,000.00 security deposit. 

Pets
There are no pets allowed on the Spruce Mountain property.

Rental Services     
Spruce Mountain Ranch has the following rental inventory for use during the event: (26) 5’ round dining tables, (260) banquet chairs, (7) 8’ x 30” banquet tables, (10) high cabaret tables, (7) 6’x30” banquet.  Should the event require additional quantities and/or select other designs, it will be at the client’s expense to secure.  All rental items must be removed immediately following the event.  Spruce Mountain Ranch does have a preferred, not exclusive partnership, with Event Rents.  For complete inventory options or for pricing please contact Event Rents Denver at 303.972.0975 or www.eventrentsdenver.com.  When ordering a tent for your event, if applicable, a “Safety Package” is required.  

Safety & Security   
For the safety of the client, all guests and guests of the client’s are permitted to have access to the contracted use space.  Ponds, the private homes and livestock areas are off-limits at all times.  Spruce Mountain Ranch reserves the right to require the client, at client’s expense, to hire security personnel for the event should Spruce Mountain Ranch determine it would helpful to ensure safety and traffic control.  Any loss or damage to the facility caused by guests, associates and/or staff may result in a damage assessment fee.  Children must be supervised at all times and staffing may be required in designated areas.  Spruce Mountain Ranch prohibits the use of any illegal activity or actions deemed inappropriate. Spruce Mountain Ranch is an operating cattle ranch with livestock, open space and other areas such as ponds, water features, equipment rooms and such, which could pose hazards for the client and its guests when attending a function at the venue.

Security/ Damage Deposit     
A security/damage deposit of $1,000.00 is due 30 days prior to the event.  Additional fees and/or damages incurred during the event planning and execution process will be deducted from the security deposit.  If no additional charges are incurred during the event and there is no damage to the facility or its contents, the entire security/damage deposit will be refunded within 30 business days of the event.

Set-Up/Clean Up      
All personnel connected with the event may not be on the premises prior to or after scheduled set up / tear down, unless previously arranged with Spruce Mountain’s Guest Services Director.  The client may be charged an hourly rate for additional time needed.  Outside rentals/ equipment not removed immediately following the event, will be disposed of with no liability to Spruce Mountain and could result in charges against client’s damage deposit.  Spruce Mountain is not responsible for any lost or stolen items.

Smoking       
Smoking is prohibited inside any of the Spruce Mountain buildings. Smoking is only allowed outside in areas where proper butt and ash receptacles are provided.

Staffing Services     
One event staff is mandatory for all events and is included in the venue rental fee.  Additional personnel may be required based on the event activity and/or layout of the event.  Event personnel will be provided by Spruce Mountain Ranch at a rate of $25/hour, per staff with a two consecutive hour minimum.

Time of Event
The packaged rental fee is based on use of the event space for up to 10 hours of consecutive use time, which is agreed upon between the client and Spruce Mountain Guest Ranch.  Additional hours may be secured for an extra, non-prorated hourly rate and this cost is determined by the location, number of hours and how the space is used.

The 10 hour time block includes set up, event -time, and tear down.  It is the client’s responsibility to effectively communicate this and all policies to event vendors.

A break-down of the 10 hour time block is as follows:

• Corporate Events:  4 HR Event Time + 6 HR Set Up and Tear Down = 10 HRS
• Wedding Reception:  5 HR Event Time + 5 HR Set Up and Tear Down = 10 HRS
• Wedding Ceremony and Reception:  6 HR Event Time + 4 HR Set Up and Tear Down = 10 HRS

Transfers On-site   
Spruce Mountain provides complimentary transfers to select ceremony locations and back to the reception space.  Shuttle service will conclude 30 minutes after the ceremony concludes. 

Vendor Management    
Spruce Mountain must approve all vendors.  The client is responsible for all vendor activity during the sites, setup, event, and removal.  All deliveries must be arranged prior to the event day and the delivery time approved if it falls outside of the 10 hour time block.  All vendors’ supplies must be picked up at the conclusion of the event, unless prior arrangements have been made. Portable restrooms may be required to accommodate the number of event guests and/or the location of the event.  All vendors must load in / load out and park in assigned areas.  Parking area(s) will be designated and identified for all vehicles, including vendors.  A list of all vendors and an event timeline must be provided to Spruce Mountain no later than 30 days prior to the event.

Venue Rental
The client and all guests, vendors and associates only have access to the space contracted.  Set-up and strike time are billed at $250.00/hour and $500.00 for event time.  The signing of the contract indicates that the contracting party understands and accepts the full venue policies.  An event diagram is required by the client and provided to the venue 7 days prior to the event.  If changes to the diagram are made within 7 days of the event date, additional set-up / strike fees may be assessed. Fees are assessed for the relocation and re-set of existing furniture in all spaces.

Weather Contingency Plan    
Outdoor venues are always susceptible to weather changes.  Please discuss your contingency plans with Spruce Mountain’s Guest Services Director.  Spruce Mountain will reserve backup indoor space on site for you.  Any location changes need to be communicated no later than 48 hours prior to the event commencing and any associated fees will be disclosed for approval and reflected on the final invoice. 

Any additional questions about policies and procedures on having an event at Spruce Mountain Properties please reach out to our Guest Services Director.  Thank you for considering Spruce Mountain Guest Ranch!