General Billing Terms & Conditions
As you are making your installment payments, adding enhancements, or adding your final guests at the 4-week mark, we want to clarify our position on billing, payments, minimums etc, and the billings standard for our industry. In order for us to produce an amazing wedding for you, we ask that you carefully review and respect the following.
• The four installments and subsequent payments you make are bound by the same contract terms as in the contract you signed unless such a product or service has specified different or additional terms.
• For those with fewer guests than the contracted minimum, no refunds can be made, and we cannot offer credits towards other services or items in place of the missing guests.
• Your 4 installments must be paid in full 2 months before the wedding. Additional guests, enhancements, and upgrades must be paid for around 5 weeks before your wedding, and before your 4-week zoom call.
• Once you complete the Final Headcount Form, which is due by 4 weeks before your wedding, those headcount numbers become your new minimum.
• Please note that adding guests through our online Store is final and non-refundable. Our venue has made purchases, grown produce, hired the team, and locked in all commitments and staffing. There can be no refunds for any drop in guest count below your minimum, or after the additional guest has been added. Canceling guests, or no-shows, cannot be refunded under any circumstances or turned into an exchange or credit towards other services.
Add-ons that you have previously contracted for at any time or purchased through our online store, such as the bonfire, afterparty, sparklers, or wildflowers cannot be changed, reduced, eliminated, or credited (unless we cannot offer it anymore, like Chinese lanterns then we will refund it). We cannot consider order changes or removals of items previously booked and paid for. We need to go by the contract.
• The 20% admin fee is a standard charge for event venues. Whether it is weddings, corporate events, gala dinners, or gallery openings—any kind of event. In its simplest term, it is for all the intangible costs of your event. The costs of food and drinks and tents and chairs, and the bonfire etc are the tangible costs of the wedding.
The intangible aspects cover all the logistics, the behind-the-scenes work, the communication, advisory, the organization/admin work leading up to, and on the day of your event. It covers couples’ tastings. It covers all the technology and software that run the backend. It covers the setup, breakdown and execution of the events during your wedding weekend. That is why it is a percentage of the contract and your purchases at the Roadmap store—the more complicated and encompassing the events, the more add-on’s, the more guests, the more behind-the-scenes logistics and costs there will be. It is a nearly direct correlation. Although our intangible costs well exceed 20%, we are keeping it at 20% which is the industry standard.
Most venues and caterers including us bill for the products/packages and the Admin Fee as separate charges. Itemized charges make it easier for you to make purchasing decisions.
• For insurance reasons, you can not host any events—on your own—anywhere on our farm. There is an exception. You can make brunch or other meals for the guests who are sleeping on the farm, in the farmhouse. That does not constitute "hosting an event". But no one who is not staying at the farm can be invited to attend a brunch or afterparty, or any "event" at any time during your stay unless it is an event booked through us. This applies to the farmhouse and any other spaces located within the property.