Wilmington Plantation Events Facilities Rental Policies
We are pleased to offer rentals of the Ballroom and connecting spaces; Courtyard, Cabana, and the River Bluff. These spaces will operate under the following policies.
Deposits, Billing and Payments
A signed contract and a non-refundable deposit in the amount of one-half (1⁄2) of the total rental or $500.00, whichever is greater, is required to confirm your date. The balance of payment is due sixty (60) days prior to the event. Payments may be made via MasterCard, Visa, Discover, American Express, Cash, or personal check. All payments made by Credit cards will be subject to a 4.00% convenience fee. Checks should be payable to Wilmington Plantation Events. The balance due will be billed to the customer's credit card if not paid within the specified amount of time. A credit card from the renter must be on file sixty (60) days before the event date. This card may be used in case any additional fees are incurred. Additional fees could include additional cleaning fees, damage to property or ending events after midnight. By signing the contract you have agreed to abide by these policies. Charges are based on information provided at the time of signing the contract.
Cancellation
All money paid toward the event will be forfeited in the event of cancellation. Venue has the right to cancel any events due to unforeseen closures by government agencies. The venue will not be held liable for these cancellations.
Event Coordinator
Venue rental space requires an event coordinator, you can use a professional planning service of your liking.
Alcoholic Beverages
All alcoholic beverages must be handled by Wilmington Plantation’s pre-approved, licensed, and insured vendor. Identification will be required - no one under the age of twenty-one (21) will be served alcohol. The bar manager and any bartender on duty reserve the right to refuse service at any event. No shots or shooters will be served on the premises. All federal, Georgia ATF, and local laws must be complied with and the Wilmington Plantation reserves the right to halt alcohol consumption at any event at any time.
Audio/Visual
Clients holding events requiring audio/visual set-up must contract with a qualified A/V vendor. All cords and cables must be secured and approved for safety.
Balloon
No helium or other items that could rise to the ceiling are allowed in the Ballroom and the Cabana, because of environmental concerns no helium balloons may be released on the property.
Banners/Hanging Items
Event-related banners may be hung only with prior approval from the Venue Events Manager and only from free-standing poles. No items may be hung from the walls or woodwork or chandeliers at any time. Banners that cannot be hung safely and without causing damage to the Ballroom or Cabana will not be approved. Banners or other promotional materials found to be objectionable by the Wilmington Plantation will be removed and the renter will be billed for any damages incurred.
Catering Kitchen
The catering kitchen must be left spotless by the renter/caterer. No leftover food or trash should be left in the kitchen or anywhere in the Ballroom or Cabana once the event is over. It is the responsibility of the caterer to make sure that all food is removed and the kitchen is left in order. Upon his/her discretion, the Manager of the Wilmington Plantation will charge the renter an extra cleaning fee if the space is left unclean. An invoice will be sent and payment will be made within three (3) days. This will be enforced.
Clean-up
A general cleaning fee is charged for each venue. All left-over decorations and other items will be regarded as refuse. A refuse container will be provided for the renter and it will be placed outside the Ballroom or Cabana service door.
Cooking
No open-flame cooking stations are allowed in the Ballroom. Cooking that takes place on the grounds outside the Ballroom must be approved by the Venue Events Manager.
Damages
If there is any damage to the Wilmington Plantation buildings or property, the renter is liable for the total of any necessary repairs, with a minimum charge of $500.00. Liability for damages extends to all items provided by Wilmington Plantation for use during the event. The repair cost will be billed to the renter. NO TAPE of any kind can be used on the Ballroom or Cabana floors and walls. The customer is responsible for damages incurred by tape used to secure equipment, etc. and will be charged a $2000.00 damage fee if tape of any kind is found/used on the floor or walls.
Decorations
Items such as glitter, confetti, sparkling sand, streamers, bubbles or fog machines are not allowed in the Ballroom or Cabana. If cleanup of these items is necessary, an additional cleaning fee will be billed to the renter. The use of wire, staples, tacks, glue, and similar items is prohibited and items may be attached to any Ballroom or Cabana surface at any time. Pillar candles must have a 4-inch clearance from the top of the rim of the vessel.
Delivery
The Wilmington Plantation will not accept any freight or other delivered items on behalf of the client with prior approval and notification by the Venue Events Manager. Items may not be delivered prior to the contracted move-in time on the event date without prior approval by the Venue Events Manager.
Event Information
The Wilmington Plantation Events is not responsible for providing event information to the public. A telephone number for your organization/representative should be included on all of your event literature and promotions. All promotional materials bearing “The Wilmington Plantation” “The Ballroom” or “The Cabana” name(s) must be approved by the Board of Directors of the Wilmington Plantation. No promotional materials may be released until the rental contract has been fully executed and the deposit received.
Event Move-in Move-out Policy
All events will be allowed a two (2) hour move-in time. The move-in time will start two (2) hours before the event start time.
All events must end by 11:00 p.m. with one hour allowed for load-out and clean-up at no additional charge. However, the move-out MUST end no later than 12:00 midnight to avoid additional charges.
Event Move-in Move-out Policy cont.
For the purpose of “move-out” time, all equipment should be removed by the agreed upon date and time with the Venue Events Manager. It is the renter’s responsibility to make certain that all equipment or any other items are cleared from the premises, even if this equipment is rented from an outside vendor. Anything left on the premises will become the property of the Wilmington Plantation Events or will be disposed of in the appropriate manner. The Wilmington Plantation Events is NOT responsible for property belonging to vendors or guests left at the event.
Insurance
Event liability insurance is required for all events. The cost of the event insurance is the responsibility of the renter. Proof of the event insurance must be sent to the Venue Events Manager directly from the renter’s insurance representative.
Invitations
Invitations for rental events may not use the name of the Wilmington Plantation except as the designated location of the event. A client may not use the name or likeness of the Wilmington Plantation to promote any event unless prior written approval has been granted by the Venue Events Manager and the Wilmington Plantation Board of Directors.
Loading and Unloading of Equipment
The Wilmington Plantation cannot provide dollies or carts for the loading or unloading of client or contractor equipment or supplies. All delivery vehicles, including catering vehicles, must be moved from visible locations thirty (30) minutes prior to the start of the event. A designated parking area will be provided for vendors.
Media
The client must inform the Wilmington Plantation of any anticipated media coverage, either print or electronic, that may occur in conjunction with any scheduled event. Use of the Wilmington Plantation’s name to promote, advertise or sell tickets to an event, other than for the location of the event, is prohibited unless prior written approval has been granted by the Venue Events Manager and the Wilmington Plantation Board of Directors. It is the responsibility of the renter to inform all media representatives that equipment, including cameras, tripods, etc. cannot be placed in front of fire exits and media must comply with all life/safety issues.
Messages
The Wilmington Plantation/Venue Events Manager is not responsible for taking messages for event attendees. A telephone number for your organization/representative should be included in your event literature and promotions.
Music/Entertainment
The band, disc jockey, or other entertainment entities are required to notify the VenueEvents Manager in advance of their equipment type, electrical set-up, and requested delivery schedule. Load-in must be arranged in advance for the Wilmington Plantation events. The Wilmington Plantation will not provide equipment or any set-up for bands or DJs. If entertainers perform on a riser stage, stages may not exceed 16’ x 24’ in dimension, and may not cause any damage to any floor surface. It will be the sole responsibility of the client to contract with the appropriate vendor for any staging equipment including, but not limited to, risers, staging, pipe and drape, etc. It is the responsibility of the renter, the band and/or the DJ to ensure that all appropriate copyrighted music licenses are obtained before the event takes place. It is the responsibility of the renter, the band and/or the DJ to use floor protection approved by the Venue Events Manager under their equipment during the load-in and load-out and for the duration of the event. All load-in and load-out must be coordinated with the Venue Events Manager.
NO TAPE of any kind can be used on the Ballroom or Cabana floors. The customer is responsible for damages incurred by tape used to secure equipment, etc. and will be charged a $2000.00 damage fee if tape of any kind is found/used on the floor.
The Wilmington Plantation reserves the right to prohibit any equipment needing more power than the standard electrical outlet provided or any equipment that the Wilmington Plantation believes is a fire or safety hazard. The Venue Events Manager must be notified and approve all such equipment at least seven (7) days prior to the event. Requests must be approved in writing by the Venue Events Manager.
Outside Vendors
The Wilmington Plantation Events allows outside vendors to utilize the event facility, however, we must receive the following items one week prior to the contracted event: proof of liability insurance coverage, a valid food permit and a business license. If these documents are not received the vendors will not be permitted on the property.
Poster/Signage
Posters and signs are to be mounted on easels or other individual displays. They may not be affixed in any way to the Ballroom suraces. It is the client’s responsibility to bring easels. Banners or other promotional materials found to be objectionable by the Wilmington Plantation Board of Directors will be removed at their discretion.
Power Failure
Under NO circumstances will the Wilmington Plantation be held responsible or liable for interruption of power caused by lightning, thunderstorms, or any other “force of nature” situations. This includes but is not limited to rental event power interruption, lost profits, lost data, business interruption, system failure, server failure, HVAC system failure or any other situations caused by power failure.
Rehearsals
A one (1) hour rehearsal is included in the rental fee and is allowed based on
availability. After the one hour included, if additional time is needed for a rehearsal, there is a $100.00 per hour charge.
Security
Professional security is required at all events at Wilmington Plantation and must be a licensed company. Wilmington Plantation has obtained a licensed company that is the preferred vendor for events on Wilmington Plantation property. Security charges are based on the venue area, number of guests and number of guest hours, etc.
Smoking
The Ballroom, Cabana, bathrooms, catering kitchen and lobby are smoke-free environments. The use of tobacco products is not allowed. A designed area outside the building will be the only smoking area. Please note that local law requires smokers to remain ten (10) feet from any public entrance.
Cabana Rental
The use of the swimming pool is not included with the Cabana rental. Residents will have access to the pool and pool area at all times. Glass is not permitted ANYWHERE on the pool deck. A fine of $10,000 will be enforced, absolutely no glassware.
Bluff Rental
Outside restroom facilities must be rented for receptions on the Bluff.
Revised 11/1/2022
If you have any questions about the Facility Rental Policies, please contact
the Wilmington Plantations Venue Events Manager before you sign your
contract, 201-669-9832 or wilmingtonplantationevents@gmail.com
