Khimaira Farm Policies
 Those legal things we need to cover - for your protection and ours!
(See more details here)

Deposit/Payments/Refunds:

1. An event reservation deposit of $100  is due to hold an event date, upon completion of  contract. The balance of the estimated rental fees is due 30 days prior to the event date.  If payment is made by cash or check, a credit card must also be provided to be used for residual charges or damages that may occur. Such charges will be itemized and provided to Renter.  Payments may be made by cash, check, money order, MasterCard, Visa, American Express or Discover. Payment method information is here.

2. We will refund all but the first $50.00 if event is cancelled at least 90 days in advance.  If cancellation is made after that time, we will determine refund on a case-by-case basis, depending upon expenses incurred. Regardless of cancellation time frame, if products have been purchased or commitments made with expenditures that do not allow refunds, then client is liable for those costs.

3.  Gratuity: Optional but greatly appreciated by our hard working staff. We believe client should have a choice in rating our services. Typical gratuity standards: 10 percent of the total bill for average service. Average service is polite and efficient. 15 percent if Khimaira staff gave better than average service and you received compliments on the behavior of the staff and guests’ enjoyment of  location.  20 percent gratuity if you felt Khimaira staff gave excellent service and you heard rave reviews by guests for service and for your choice in selecting Khimaira Farm for your event..

 Liability:  (We could add a higher price to our rental fees to cover this with our policies, but we know that giving our clients the ability to provide the coverage is lower cost for them).

 4. The renter agrees to be responsible for maintaining the property in as good condition as existed prior to renter’s use. Renter agrees to pay any and all reasonable costs of repair for damage to the property caused by, or occurring during, use of the property pursuant to this agreement. Renter is responsible for any damage caused by guests, wedding party and/or vendors.

5. The renter hereby indemnifies and holds harmless Khimaira Farm as well as employees, agents, successors, or assigns of all, from any and all damages, liabilities, cost or claims, whether in contract or tort, including court costs and attorney’s fees, arising from, or in any way connected with, its use of the property pursuant to the agreement. Decorations and supplies must be removed by 5:00 PM the day following the Event, unless advance arrangements are made. Any items not removed within 7 days of event will become the property of Khimaira Farm and may be discarded. Khimaira Farm does not accept liability for loss or damage of any item during this period

6. A single event liability insurance policy in the amount of $1 million is required for your event, or Certificate adding Khimaira Farm as an additional insured, and must be provided to us at least 30 days prior to your event. Your insurance company should be able to provide the coverage or you may purchase Event or Wedding Insurance. ( Go here to get a quote from a  company offering this insurance. Liability coverage, which includes alcohol liability,  will be approximately $100 from this company.  You may have other options from other sources, or your homeowner's policy might already cover this).

7. Khimaira Farm is not liable for loss or reimbursement of fees due to cancellation caused by inclement weather or other acts of God.

8. The renter agrees that it shall in its use of the property:

a. Permit no activities in violation of the law, and shall take all appropriate action to enforce this provision.

b. Comply with all applicable laws regarding public assemblies, public event and performances including without limitation those imposing taxes and license fees.

c. Comply with all requirements of Khimaira Farm Rental Agreement, as set forth

in this document and any additional attachments provided.

 Miscellaneous Policies

Vendors: All vendors for the event must be approved by Khimaira Farm at least 30 days in advance of event.

Smoking and Pet Policy: No smoking is allowed inside any of our facilities.  Smoking outdoors is permitted, where disposal containers are provided, unless state or local fire restrictions are in place.  Sorry, no pets are allowed, unless by special arrangement.

Decorations and “special effects”:  Khimaira Farm has a variety of decorations that may be used by renter, at no additional charge.  Replacement cost for damaged items  may be assessed. Decorations and any “special effects” provided by renter must be discussed and approved by the Khimaira Farm Management prior to event.  Depending upon the schedule of other events, renters may be allowed to begin decorating the day prior to the event. 

Rehearsals: Khimaira Farm will set aside, at Renter’s request, appropriate time and facility access to rehearse and or decorate on the evening prior to or day of event. There is no charge for this service.

Rehearsal Dinner: The following fees for rehearsal dinner will apply:  kitchen rental, linen rental, and place settings will be charged at current rates as of day of event, as provided on EventsAttheFarm.com unless confirmed 30 days prior to event. Additional services and fees may be charged based on client’s request.  Facility fees are not charged if event is two hours or less. If additional time is requested by client, facility fees will be charged, based on current rate and advance approval by Khimaira Farm.

Other: Client is responsible for checking information at EventsAtTheFarm.com for any new information that may be applicable and apply to Events held at Khimaira Farm.

Hours for Events: We are very generous with the hours we provide for our Events.  In addition to the advance time for decoration and setup, we also provide extended evening hours for the event at no charge.  We know that many locations only allow a few hours for an event, but we believe that folks having a good time should be able to enjoy the evening!  For weddings and receptions (and most other events), guests are welcome to stay until midnight.  However, please check with your caterer to make sure they are willing to assist this long if you expect them to stay.

Alcohol Liability Policy

The Renter assumes all responsibility for the service of alcoholic beverages at any function including, without limitation: providing transportation to anyone visibly intoxicated. Please review Virginia state ABC laws: http://www.abc.state.va.us). Alcoholic beverages may be served, but renters are prohibited the resale of alcoholic beverages, including a cash bar. Khimaira strongly recommends that clients use the services of bartenders at all functions and can assist with arrangements.   

Renters are prohibited the resale of alcoholic beverages, including cash bar. Gratuities are accepted.

Your Certificate of Insurance must include alcohol liability or a Certificate of Insurance for alcohol liability is required from your caterer if alcohol will be served (not less than One Million Dollars per occurrence).  

Liability insurance coverage by Renter or Renter’s caterer in an amount satisfactory to Khimaira  (not less than One Million Dollars per occurrence) with Khimaira Farm as a named insured thereon. The Renter, and his or her agents, legal representative, assigns and successor hereby agree to indemnify and hold Khimaira Farm, its owners, employees, agents, successors, legal representatives and assigns harmless from any and all manner of action or actions, cause or causes of actions, suits, debts, demands, sums of money (including reasonable attorney’s fees) and all other claims and demands whatsoever, in law or in equity, arising out of a Renter’s function held at Khimaira Farm.

Facility Usage, Photography & Parking Policies

Khimaira Farm grounds and barn facilities are available for wedding and special occasion photographs. If you have rented the property for a wedding or special event, use of the grounds for professional photography is available to you during your event at no additional cost. Renter acknowledges that Khimaira Farm is a working farm.  Khimaira Farm management will make certain that no farming activities are taking place on the date of the event, but there are no assurances that farming equipment and materials will not be in distant view of the renter and event guests.

In the event of inclement weather, client may schedule a later date for photography at no additional charge.

 On-site parking is available in several areas near the facility. No parking is allowed immediately adjacent to the barn, however accommodations to unload passengers needing assistance is acceptable.  Carpooling and shuttle services are encouraged.

Catering/Vendor Guidelines for Site Use
See kitchen pictures here

 (Please provide a copy of these guidelines to your vendor of choice)

Administrative

1. The caterer must be approved by Khimaira Farm. Approved Caterer should make an appointment to view the facilities at Khimaira at least thirty (30) days prior to the scheduled event. Please contact Khimaira Farm to schedule an appointment.  

2.  If not otherwise provided in general liability insurance coverage, the caterer must be insured for general liability, products liability, and liquor liability and must submit a Certificate of Insurance for a minimum of $1,000,000 per occurrence with Khimaira Farm named as an additional insured to Khimaira Farm thirty (30) days prior to the event. Failure to do so will be grounds for cancellation of the function.

3. The standard daily kitchen rental allows for a total of eight  (8) hours for the entire event, including set up and clean up.  If additional set up time is required please request that your client contact Khimaira Farm to amend their contract if necessary.  Linens and dishes are provided by Khimaira Farm, at rates established. 

4. The Khimaira Farm host or hostess is available to provide property access. Please note they are not the Renter’s wedding coordinator; the caterer and other party/parties designated by the renter will serve in this capacity.

 Kitchen Usage Guidelines

With the exception of onsite outdoor cooking such as free standing barbeque units, food should be prepared off site. Warming and minor final food preparation is permitted on the property grounds.  Our kitchen is not designed for complete meal preparation, but adequate for final food prepping.  The kitchen has a standard range, refrigerator and freezer capacity that is available for final food preparation. Kitchen rental, linen rental and dinnerware are provided by Khimaira Farm, and part of the contract with client.  Kitchen must be reasonably cleaned and trash removed upon completion of event. Use of dinnerware  includes plates, glasses and flatware.  This includes the cost of washing these dishes.   A variety of serving dishes are included with kitchen rental and available at no charge, with compensation provided by renter for loss or damage. 

Supplies such as food wrap and plastic storage bags should be provided by caterer or made available by Khimaira at cost.

Setup and Table Clearing: Khimaira will provide and dress all tables as part of table rentals. Setup of tables is responsibility of caterer or other party designated by renter. Caterer or other parties designated by client must be responsible for clearing tables (dishes and trash), and bringing to the kitchen.  Or, Khimaira Farm can provide staffing for table at current pricing.

Candles: We cannot allow candles to be placed directly on the linen, and reserve the right to remove the candles if necessary. Candle holders must be wide enough to ensure no wax damage to the linens. Any damage to property including linens, beyond reasonable wear and tear will be charged for accordingly.

Courtesies and Requirements

Deliveries must be scheduled in advance, and should be no more than one week in advance of the event.  

Waste: We recycle food waste.  Anything that does not have animal fat or oils will be composted on the farm.  Meat scraps or other food not appropriate for composting (except for chicken bones) will be placed into a container and used for wildlife or pet food, depending on products in the waste.  We will assist with recycling the waste and provide containers for the process.