Terms and Conditions

The Venue comfortably accommodates approximately 250 seated guests indoors. Maximum occupancy shall not exceed 655 persons, or a lower limit if imposed by applicable law, permits, fire codes, or ordinances.

Final Count Deadline: The Client must provide a final confirmed guest count no later than 30 days prior to the Event.

Capacity Surcharges: For packages accommodating up to 175 guests, actual attendance exceeding 175 guests will result in a $2,000 surcharge, plus applicable operational costs (e.g., additional staffing, tables, chairs, restroom sanitation, parking management, and post-Event cleaning).

The official guest count will be the greater of the Client’s final provided count or the Venue's physical head count taken at peak attendance. Knowingly misrepresenting actual attendance constitutes a material breach and may result in immediate termination of the Event without a refund.

Reservation Deposit & Balance

Wedding Events: A non-refundable reservation deposit equal to 50% of the Venue Rental Fee, plus Georgia sales tax, is due upon execution of the Agreement. The remaining balance is due 30 days prior to the Event.

Non-Wedding Events: Payment in full is due at the time of booking.

Security Deposit

A refundable security deposit is due 30 days prior to the Event. The Venue will inspect the property post-Event and return the deposit within 14 business days, less any documented deductions for damages, overtime, excessive cleaning, or policy violations.

Late & Returned Payments

Payments not received within five (5) business days of the due date will accrue interest at a rate of 1.5% per month. The Venue may suspend performance or cancel the reservation if payment remains outstanding ten (10) business days after the due date. A $75.00 fee will be assessed for any returned check or failed electronic payment.

The Venue accepts cash, checks, credit cards, or ACH, though credit cards may be subject to a processing fee.

Wedding Cancellations

All deposits are non-refundable. Upon cancellation by the Client, the following fees apply based on the date written notice is received:

• More than 180 days prior: Forfeiture of deposit only.
• 91 to 180 days prior: Client is responsible for 75% of the total Venue Rental Fee.
• 30 to 90 days prior: Client is responsible for 90% of the total Venue Rental Fee.
• Fewer than 30 days prior: Client is responsible for 100% of the total Venue Rental Fee.

Non-Wedding Cancellations

Non-wedding events are non-refundable once paid, though credits may be applied toward a future booking at the Venue's sole discretion.

Rescheduling

The Client may request one (1) date change without penalty, subject to Venue availability, provided written notice is received no fewer than 90 days prior to the original Event date. Subsequent changes incur a $250 fee. No date changes are permitted within 30 days of the Event.

Preferred Caterer: Avant Catering is the Venue's preferred provider; Clients wishing to use an outside caterer must receive prior written approval.

Vendor Requirements: The Client must provide a complete list of vendors 30 days prior to the Event. All vendors providing services at the Event must supply a Certificate of Insurance (COI) evidencing commercial general liability coverage with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate, naming Santa Maria Venue, LLC as an Additional Insured, no later than 14 days prior to the Event.

Policies must be issued by a carrier rated A.M. Best "A-" or better. The Venue reserves the right to deny access to any vendor who fails to provide required insurance, licenses, or permits.

Independent Contractors: Vendors are independent contractors. The Venue is not liable for their acts, negligence, property damage, or omissions.

The Client must obtain Event Liability Insurance with minimum limits of $1,000,000 per occurrence and provide the Venue with a Certificate of Insurance naming Santa Maria Venue, LLC as an Additional Insured no later than 14 days prior to the Event.

Host Liquor Liability coverage is strictly required whenever alcohol is served.

Approved Providers: All alcoholic beverages must be supplied and served exclusively by Avant Catering or another beverage service provider expressly approved in writing by the Venue.

No Outside Alcohol: Outside alcohol brought by the Client, guests, vendors, or invitees is strictly prohibited unless expressly approved in writing. Unauthorized alcohol constitutes a material breach and may result in service suspension, guest removal, or immediate Event termination without refund.

Service Refusal: The provider and the Venue reserve the right to refuse service to anyone appearing intoxicated, underage, or disruptive. The Venue may suspend alcohol service to protect guests, staff, property, or compliance with applicable law.

The lodging accommodations consist of four cottage buildings containing eight lodging units. Maximum occupancy is four (4) persons per unit, with a strict cap of 32 overnight guests total.

• Check-in: 3:00 p.m.
• Check-out: 11:00 a.m.
• Quiet Hours: 11:00 p.m. to 7:00 a.m.

Lodging Rules: Pets, smoking, and vaping are strictly prohibited inside all lodging units (A $500 fine applies to smoking/vaping inside). Lodging units are for authorized overnight guests only; day-of event guests are not permitted inside lodging units.

Inspections & Damages: The designated Lodging Contact must complete a walk-through inspection at check-in and check-out to record damages. Damage assessments are billed at actual repair/replacement costs. Representative minimum charges include: $150 for walls/paint, $75 for linens, $200 for carpet cleaning, and $100 for a lost key.

The Client is responsible for any damage caused to the Venue, furnishings, or grounds by guests, vendors, or invitees beyond ordinary wear and tear. The Venue shall be returned in the same condition in which it was received.

Decorations & Alterations

Permitted Items: Battery-operated candles, floating candles in water vessels, and hurricane-enclosed candles. Sparklers are permitted only in designated outdoor areas with prior written approval.

Prohibited Items: Unless expressly approved in writing, the following are strictly prohibited:

• Glitter, confetti, birdseed, rice, flower petals, or scatter materials
• Fireworks, pyrotechnics, Chinese lanterns, or open-flame candles
• Fog machines, smoke machines, or haze machines
• Adhesives, fasteners, or hangings that damage walls/ceilings

The Event must comply with all St. Marys and Camden County noise and nuisance ordinances. Music and amplified sound must conclude by 11:00 p.m.

The Venue reserves the right, in its reasonable discretion, to reduce amplified sound levels or require that amplified sound cease where necessary to comply with laws or complaints, without liability or offering a refund.

A "Force Majeure Event" means circumstances beyond reasonable control, including acts of God, hurricanes, floods, mandatory evacuation orders, declared states of emergency, or government-ordered gathering restrictions.

If a Force Majeure Event prevents the Event from occurring, monies paid (excluding the non-refundable deposit) shall be applied as a credit toward a rescheduled Event at the Venue within eighteen (18) months of the original date, subject to availability.

Note: Ordinary inclement weather that does not result in a mandatory evacuation or government closure does NOT constitute a Force Majeure Event.

• Smoking & Vaping: Permitted only in designated outdoor areas. Smoking is strictly prohibited in all buildings, lodging units, and covered structures.
• Pets: Not permitted on the premises or in lodging units without prior written Venue approval. Approved pets must be leashed.
• Children: Must be supervised by a responsible adult at all times.

Venue staff have authority to enforce rules and may remove any person who fails to comply or is disruptive.

All vehicles must park in designated parking areas. Vehicles left on the premises after the access period or blocking emergency exits, fire lanes, or neighboring properties may be towed at the owner's expense.