Rancho Don Bosco, LLC

Rancho Don Bosco, LLC
1690 Glen Canyon Road
Santa Cruz, California
www.ranchodonbosco.com
Special Event Agreement
We are pleased that you have chosen Rancho Don Bosco for your special event. You are renting the following area
which will be the designated area for your special event:
“Lower Garden & Pool Reception Area”
& Lower Garden Room
We will rent the above area for 12 hours which includes set-up and clean-up on the day of the event.
__________________________________________
Name
_________________________________________
Date of Event
Estimated Number of Guests: ________________
Event Time: ______________ to ______________
We require a Licensed Event Coordinator who is to be present during the entire event. The Event Coordinator will
be responsible to work with Rancho Don Bosco, LLC management regarding questions before, during and after the
event.
Gardens, Reception and Barbeque facilities are available between 10:00 a.m. and 10:00 p.m. which includes set-up
and clean-up time. All clean-up is to begin one hour prior to ending time and music must stop at that time.
All event guests are to vacate the property no later than 9:00 p.m.
All clean-up is to be completed no later than 10:00 p.m.
Consultation “on property” will be limited to 3 two hour sessions. The event coordinator must be present at the
initial consultation. Sessions are to be scheduled at least 45 days prior to your event. Sessions are to include the
time to do the tables and chairs arrangement as well as the serving area arrangements with the catering company. If
additional sessions are needed, a $200.00 per session fee will apply. For events that include a wedding, a 1 hr.
window for rehearsal is included. Time to be approved by mgmt.
On-site parking is restricted to designated parking areas. Parking staff is available to provide traffic control only.
Professional shuttle service and or valet service is recommended. Overnight parking on property is prohibited.
A deposit equal to 25% of the Rental Rate is required to secure your date. Balance is due 45 days prior to your
event. If the event is cancelled prior to 90 days of the event 50% of your deposit will be returned, if cancelled within
45 days of event, the Rental Rate becomes non-refundable.
Children are welcome, but must be supervised due to the water features and size of the property. It is the event
coordinator’s responsibility to ensure child supervision is in place.
RDB Initials ____________
Responsible Party Initials: ____________
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Guests are to stay on paths, walkways and trails and are limited to designated areas only. No swimming in pool,
hot tub or pond is allowed. No fishing in pond or water features is allowed.
The event coordinator and/or caterer are to return any Rancho Don Bosco furniture to its original place, same day
as event.
We require a $1500.00 “Repair and Cleaning” deposit to be applied to any repair of damages or necessary cleaning.
This deposit is 45 days prior to your event and is refundable one week after your event, providing the facility is
returned as you found it. Should any repairs or cleaning be required, the cost of such repair or cleaning will be
deducted from this deposit.____________Initial
We require that you have a Certificate of Insurance ($2,000,000 per occurrence policy) for the “day of your event”
naming Rancho Don Bosco, LLC as an additional insured. This may be obtained through your homeowner’s
policy or by contacting your insurance agent, broker or insurance company. This is due in your file 45 days prior to
your event. _______________Initial
We require portable bathrooms when the number of guests exceed 50 persons. For events greater than 100 guests: a
minimum of 2 portable bathrooms are required; 150 guests: 3 portable bathrooms. With all bathroom rentals, one
must be handicap accessible. Portable bathrooms are to only be placed in the designated area specified by
management. It is the licensed event coordinator’s responsibility to receive and coordinate pick up of the portable
bathrooms.
Fresh or dried flowers may be thrown, please no bird seed or rice. This must be done in the lawn areas, not on the
patios or decks. Throwing flowers into the pool is not allowed, however float arrangements may be acceptable
upon permission from management. Candles, wish balloons, sparklers and any type of pyrotechnics are not
permitted on the property. Tape or staples may not be used to apply signs, favors or other event materials to
property of Rancho Don Bosco, LLC.
Music to be provided by a DJ or band that has been approved by the management no later than 45 days prior to
your event. The location of the sound system and the volume of the music and PA will be regulated by Rancho
Don Bosco, LLC management. Additionally, vendors, event coordinators and other 3rd party entities must be
approved by Rancho Don Bosco, LLC mgmt. at least 60 days prior to event.
Serving and consumption of alcohol is limited to beer and wine. Glassware is not permitted around pool.
“Signature” drinks for toasting purposes may be served provided permission is granted by Rancho Don Bosco,
LLC management.
All setup and cleanup is to be managed by the event coordinator. Clean up is to be done same day. The event
participants cannot do the setup and cleanup.
The management reserves the right to shut down any event. It is the event coordinator’s responsibility to oversee
the event and remove from the property any intoxicated or unruly guest that causes a threat to the enjoyment of
your guests and others.
All trash must be handled by your caterer and/or managed by the event coordinator and hauled away the day of
your event. This will need to be included in your contract with the licensed caterer that you hire for the day.
Smoking is permitted under the wedding coordinator’s discretion only. If the wedding coordinator permits smoking
at the event, smoking is restricted to the designated smoking area only. The wedding coordinator is responsible
for providing appropriate smoking items to facilitate the containment and disposal of tobacco. The smoking area is
to be cleaned up on the day of the event.
RDB Initials ____________
Responsible Party Initials: ____________
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All rental equipment must be stacked after the event in the designated pick up area as directed by Rancho Don
Bosco, LLC management. These items are to be picked up no later than one day after the event. A 3 hour window
is allowed for following day pickup. If additional time is required, a fee of $200.00 per hour will apply. It is the
event coordinator’s responsibility to receive and coordinator pick up of all rental equipment. Upon request, Rancho
Don Bosco staff can “stand in” for the event coordinator and be on site to oversee pickup and delivery for a fee of
$200.00 per hr.
Pet(s) are not allowed on property.
The rental rate is $3500.00 for up to 100 guests.
For events greater than 100 guests, please see Rancho Don Bosco’s “The Barn” & Outside Reception Area Agreement or
Rancho Don Bosco’s “Large Event Agreement.”
The “Lower Garden Room” is included in the rental rate. The “Bridal Cottage” can be rented for an additional fee of
$300.00. Use of the room(s) is limited to the bridal party. Please check appropriate box.
We request to rent the “Bridal Cottage.” _______Initial
We request to not rent the “Bridal Cottage.”
The “Chapel on the Hill” can be rented for an additional fee of $500.00. Use of the Chapel is limited to 30 people.
See the “Chapel on the Hill” Event Addendum for more information. Please check appropriate box.
We request to rent the Chapel. _________Initial
We request to not rent the Chapel.
I agree to allow Rancho Don Bosco, LLC to use photos and videos from my special event as part of their website
and blog. _______________Initial
The undersigned parties have retained Rancho Don Bosco, LLC for a private party, wedding and/or wedding
reception at the property located at 1690 Glen Canyon Road in Santa Cruz, California, 95060. We do hereby agree
to hold Rancho Don Bosco, LLC harmless from any and all claims for injury arising out of use of the above
entitled premises at all time during the special event, wedding and/or wedding reception.
Please make all payments payable to Rancho Don Bosco, LLC. Acceptable forms of payment include cash
delivery, bank/wire transfer, certified check, etc.
I hereby have read and understand everything in this contract and agree to its terms.
Responsible Party Signature: _______________________________________ Date: ____________________
Signature: _______________________________________ Date: ____________________
Licensed Event Coordinator Signature: ________________________________ Date: ____________________
RDB Initials ____________
Responsible Party Initials: ____________
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Rental Deposit of $___________________received on _________________________.
Balance of $____________________ due on ___________________. _______________Initial
“Repair and Cleaning” Deposit received on _____________. Returned on _____________.
Special Event is on Calendar:
Please print the following information:
Responsible Party: ______________________ Phone: ___________________ Cell: ________________
Email: ______________________________________________________________________
Address: ____________________________________________________________________
City, State, Zip:_______________________________________________________________
Licensed Event Coordinator: ____________________________ License #: ______________________
Email: ______________________________________ Phone: ______________ Cell: _______________
Address: ____________________________________________________________________
City, State, Zip:_______________________________________________________________
Emergency Contact: ______________________ Phone: ___________________ Cell: ________________
Email: ______________________________________________________________________
Address: ____________________________________________________________________
City, State, Zip:_______________________________________________________________
How did you hear about Rancho Don Bosco?
Friend/Relative Referral
Magazine Publication
Event Coordinator
Internet Search
Bridal Fair
Other: _________________________________
RDB Initials ____________
Responsible Party Initials: ____________
Rancho Don Bosco, LLC
www.ranchodonbosco.com
Mailing Address:
100 Enterprise Way, Ste. C105
Scotts Valley, CA 95066
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