Rental Policies
Courtesy Holds
For your convenience, Aspen Landing will reserve one available event date for three (3) business days with no deposit required and no obligation. At the end of those three (3) days the courtesy hold will be lifted and that date again becomes available to the public. You are welcome to book your date during or at the end of your courtesy hold. A courtesy hold may be placed on only one date at a time per party.
Deposit
To book your event date, a non-refundable deposit of $300 and a signed Rental Contract are required. The paid deposit will be applied towards your final bill.
Payments
Payment in full must be received no less than two (2) weeks prior to the event (by the end of our business hours on the due date). An itemized invoice will be provided to the Responsible Party which shall list all selected services. Any payment not received at least two (2) weeks prior to the event is subject to a $50 late fee. No event will be provided if full payment is not received at least five (5) business days prior to the event.
Cancellations & Refunds
Cancellations must be made with written notice by the signed Responsible Party to Aspen Landing. If a cancellation is received more than seven (7) business days prior to the reserved date, the paid deposit and any incurred costs are non-refundable. All funds are non-refundable for cancellations received within seven (7) business days of the reserved date. The cancellation date is based on the day written notice is received by management at Aspen Landing.
Gratuity
Aspen Landing does not charge gratuities, with the exception of our Extended Menu. A 15% gratuity will be added to your final bill only if you have chosen catering from our Extended Menu of plated dinners.
Changing Your Date
Rescheduling your event must be done with written notice by the signed Responsible Party to Aspen Landing no less than ninety (90) days prior to the original reserved date. $150 of your deposit may be transferred to a date of equal or greater value. Upon rescheduling the new date, a new deposit of $150 and a new signed Rental Contract are required. If the rescheduling is made within ninety (90) days or is of lesser value of the original date, the paid deposit will be forfeited and a new deposit of $300 along with a new signed Rental Contract are necessary to reserve your new date.
Event Times, Extra Hours & Overtime
The rental fee includes five (5) hours of exclusively reserved time for your event. For wedding ceremonies with receptions at Aspen Landing, the fee of $350 includes an additional one (1) hour of time prior to the reception. Three (3) hours of exclusive use of the building is included for wedding ceremonies without receptions at Aspen Landing. Additional time may be purchased at $100 per hour and is subject to availability. Your event should be scheduled to end a minimum of one (1) hour prior to the ending rental time. The final hour of your rental will be used for late guests and for the event party to clear out gifts, leftover cake and food, etc. Any outside vendors are limited to the same time frames. An overtime fee of $100 will be charged to the Responsible Party for any event still occupying Aspen Landing after the rental end time. Exceptions to the stated Start or Ending times must be agreed upon in advance, in writing by Aspen Landing.
Rehearsals
A rehearsal and wedding coordinator are included in our ceremony fee (a wedding officiate is the responsibility of the customer). Rehearsals can be scheduled no more than one (1) month in advance and should take place during business hours. Rehearsals scheduled after hours will be charged a fee of $50.
Catering
All food and drink will be provided and served by Aspen Landing. No outside food or drink is allowed on the premises, with the exception of wedding cake and prepackaged or wrapped favors. No food or drink is allowed on the stairs or upstairs (except water). Catering prices are based on the number of guests and the selected menu. Aspen Landing reserves the right to make adjustments to the items being served based on availability by our suppliers. Menu prices are subject to change without notice, however, prices will not be adjusted after your menu is decided upon during your scheduled appointment. Please inquire with a manager if you are interested in something that does not appear on our menu.
Menu Selection & Event Details
Once you have booked your date at Aspen Landing, you will then need to schedule an appointment to meet with an Event Coordinator no less than one (1) month before your event. At this appointment you will select your menu, linen colors, centerpiece choice, room arrangement, etc. You can also order your wedding cake or reserve any of our preferred vendors at this time. However, we recommend ordering your invitations BEFORE this time, preferably 2 months before your event. All services and details must be determined a minimum of thirty (30) days in advance. Any services selected that are not included in the rental fee will be added to your final bill.
Final Food Count
A final number of guests is required thirty (30) days prior to your event date. Changes to the menu and cancellations are not permitted after this time. Additions to this number can be made no less than five (5) business days prior to the event.
Left-Over Food
Aspen Landing will allow you to take any left-over food home with few exceptions. In the event that there is additional food left-over, your event hostess will notify you and let you decide whether you would like to take it home or donate it to a local shelter. Aspen Landing cannot be held responsible for the contamination of food taken home or food-borne illnesses caused by such. A signed waiver releasing Aspen Landing of any fault is required to obtain the left-over food.
Drug & Alcohol Policy
No alcohol is allowed on the premises if Bar Service is not provided. Illegal substances are not permitted at any time. If drugs or alcohol are discovered on the premises, the Responsible Party shall be charged $50 per instance. It is the event party’s responsibility to notify guests of this policy.
Bar Service
Alcohol is allowed on the premises only if the Bar Service Agreement has been signed by the Responsible Party prior to the date of the event. Aspen Landing will provide your event with two hours of a licensed and insured bartender, glassware, and ice. Alcohol must be dispensed by the bartender only. Extra bar service time must be purchased in advance at $100 per hour (this does not include an additional hour of rental time.) The Responsible Party must provide all alcoholic beverages which are to be received at Aspen Landing one (1) day prior to the event. Any unopened containers after the event are to be taken home by the Responsible Party. Beer, champagne, white wines and sodas are allowed (red wine and liquor are not permitted). If no damages or extensive cleanup are incurred, $200 of the bar service fee is refundable. This refund will be mailed to the Responsible Party after the event date.
Smoking Policy
According to Utah State Law, smoking is not permitted inside or within 25 feet of Aspen Landing.
Invitations
Aspen Landing offers a wide array of invitation styles. We recommend that you order your invitations a minimum of 2 months prior to your event. A proof of your invitations is available for your viewing to ensure that your order is printed correctly. Proofs must be requested at the time you place your order and may cost extra. A deposit of 50% of the total cost of your order is due at the time the order is placed. The balance will be added to your final bill.
Candles
Aspen Landing welcomes the use of candles to create a warm ambiance. However, in order to comply with fire codes, all candles must be in a container and all burning flames must be below the rim of its container. Unity candles for ceremonies are permitted and do not need to be contained in glass. Damage caused by flames or melted wax will be billed to the Responsible Party.
Decorating & Room Arrangements
The event party is welcome to bring in any outside decorations. Any alterations to Aspen Landing’s items must be pre-approved by management. The event party is responsible to ensure that no damage is made to the facility or surrounding property and that all decorations are removed that evening by your rental end time.
Holiday & Seasonal Décor
Aspen Landing does some minimal & neutral Holiday and Seasonal decorating. Ask a manager if you have any questions or concerns on how this might affect your event.
Audio/Visual Equipment
Aspen Landing provides an indoor sound system, 5-disc CD player, and microphone for your convenience. Access to the controls and CD player are to be made by our employees only. We do not allow any type of electronic device to be connected to our speaker system, including, but not limited to laptops, mp3 players and iPods. If you plan to have dancing at your event, we recommend hiring our DJ (please inquire for more information). An armoire is also equipped with a TV, VCR and DVD player. In order to have the equipment properly set up, please notify Aspen Landing in advance if you plan to use any of this equipment.
Planned Exits & Get-a-Way Vehicles
For wedding receptions, Aspen Landing encourages the bride and groom to plan their exit. This helps lingering guests leave on time preventing an over-time charge and allows the wedding party to remove all personal items in a timely manner. Use of wedding bubbles is permitted, but must be provided by the wedding party. Rice, birdseed, confetti or any other materials that attract animals or may be difficult to clean up are not permitted. Please check with a manager for approval if you plan to use sparklers or any other creative item for your send off. Decorating vehicles is permitted but cleanup is the wedding party’s responsibility.
Clean-Up & Damage
It is the event party’s responsibility to gather and remove their personal items within the given time frame. Aspen Landing will provide any further cleanup, with the exception of messes left behind by get-a-way vehicles. If an outside vendor is unable to remove their equipment after an event, it is the event party’s responsibility to remove and return it to the vendor. The Responsible Party will be held accountable for all missing property or damage to the facility. Aspen Landing is not responsible for any items lost, stolen or left behind; however, we will do our best to contact you if any of these items are found. These items must be recovered in a timely manner or will be donated at our discretion.
Liability
Aspen Landing is not responsible for any damage or injury incurred by the Responsible Party or any guests. Children must be supervised by an adult both in the building and in the garden area. No climbing is allowed on the stairs, rocks or water feature. No playing is allowed in or around the pond.