Nighttime Outing Information

TERMS & CONDITIONS

MINIMUM GUEST REQUIREMENT
The minimum requirement is 75 guests. There is a minimum charge of $900.00 for groups of 74 guests or less. The maximum occupancy is 350 guests per group.

PAYMENT
Cost: $12.00 per person (age 2+) including parents, teachers, and chaperones. No deposit is required, however, we require a credit card on file to secure your reservation. We accept cash, check, or credit card at the cashier on the night of your event. The cashier is located in the red building close to the parking area.
Please collect payment from each of your individual group members and submit ONE payment to the cashier. Separate payments from multiple individuals are not accepted.

GUEST COUNT WRISTBANDS
Upon arrival, the group coordinator will be given a packet of wristbands with a specific color assigned to your group. Please distribute one wristband per guest, including parents, teachers, and chaperones. Each guest must show their wristband before departing to the pavilion on the hayride. Before your group departs to the pavilion, return unused wristbands to the cashier. Late attendees will be given a wristband before being permitted out to your group's pavilion. At the end of your outing, any unused wristbands will be counted to determine your total number of guests. Payment will then be accepted at the cashier. If no payment is presented on the night of your outing, the credit card on file will be charged for the total number of guests that were counted.

CREDIT CARD AUTHORIZATION FORM
We require a credit card on file to secure your reservation. Please complete and return the Credit Card Authorization form (attached in the DocuSign) by the date specified to secure your reservation. If no payment is presented on the night of the event, the credit card on file will be charged for the total number of guests that were counted.

TAX EXEMPT FORM
If applicable, please complete the Texas Sales and Use Tax Exemption Certification form (attached in the DocuSign) by the date specified to secure your reservation.

CANCELLATION POLICY
Cancellation by the client for any reason 2 weeks or less prior to the event will result in the credit card on file being charged the minimum charge of $900.00. In the case of inclement weather, your reservation may have to be rescheduled by the venue (if an opening is available). Final decisions for rescheduling due to inclement weather will be made by the venue approximately 24 hours prior to the event.

PAVILIONS AND MULTIPLE GROUPS
The venue has two private pavilions on the property approximately 1/4 mile from one another. The venue will assign a pavilion to your group based on your estimated number of guests. The venue often has two groups (one in each pavilion) booked on the same night, therefore is very important for your group to arrive and depart on time.

CLEANING/DAMAGE FEE
The client agrees to return the property in the same condition or better at the end of their outing. The venue reserves the right to impose an additional cleaning/damage fee of $250 to the credit card on file if deemed necessary by venue management after the event concludes. Examples of instances that a cleaning fee would be necessary includes, but is not limited to: Excessive litter on the property, confetti/glitter/gift wrap/decorations left on the property, paint or marker stains on the property, damaged or broken tables or equipment.

PARKING
All vehicles must park in the parking lot. Guest vehicles or buses are not allowed to travel on farm property back to the pavilion area. All guests and supplies will be transported to the pavilion area via hayride wagon. There is no drop-off or pick-up line. All parents must park in a parking space and walk their child to the entry gate. Please do not leave children unattended in the parking lot.

LIMITATION OF LIABILITY
By entering The Old Time Christmas Tree Farm, all guests acknowledge and accept the inherent risks associated with outdoor environments and farm activities, including but not limited to contact with animals, equipment, moving vehicles, uneven terrain, weather conditions, and other natural or man-made hazards. Please obey all posted signs. Take caution when getting on and off the hayride wagon. Everyone must remain seated while the wagon is moving. Standing, jumping, dragging feet, or horseplay on the hayride is prohibited. Please make sure all items are secure before takeoff. Please dress appropriately for weather and outdoor conditions. The Farm is not liable for any weather-related discomfort or hazards. To the fullest extent permitted by law, The Old Time Christmas Tree Farm, its owners, employees, and volunteers shall not be held liable for any injury, accident, or loss occurring on the premises.

CAMPFIRE SAFETY
Venue staff is responsible for building and maintaining the campfires. Guests are prohibited from building or stoking the campfires. The venue provides roasting sticks. Running and horseplay near the campfires is prohibited. The Old Time Christmas Tree Farm is not responsible for any injuries sustained or lost, stolen, or damaged items.

ADULT SUPERVISION
Adult supervision by members of your group is required at all times. Venue staff is not responsible for providing supervision. While at the covered pavilion, all members of your group are required to remain inside the fenced area. Please do not allow guests to wander through the Christmas tree fields or other areas of the property.

PROHIBITED ITEMS
• Alcohol
• Electric heating appliances (coffee urns, crockpots, propane burners, camp stoves)
• Paint, crafts, or decorations that can blow away (to prevent litter)

PHOTO RELEASE
The Old Time Christmas Tree Farm reserves the right to create marketing/promotional property at the event (photographs, video, sound capture) and utilize them for promotional purposes at their discretion.

DOCUMENT DISTRIBUTION
Please provide a copy of the following documents to all parents/teachers/chaperones/coordinators and guests prior to the event:
• Terms & Conditions
• Timeline
• Location

By signing as the group coordinator, I confirm that I have thoroughly read and agree to the terms and conditions of this reservation contract. I verify that I am at least 21 years of age. I understand I must complete all required documents by the date specified in order to secure my reservation.