Terms & Conditions
Effective Date: January 9, 2026
Last Updated: January 9, 2026
Welcome to White Pine Manor (“Venue,” “we,” “us,” “our”). These Terms & Conditions (“Terms”) govern (1) your use of [www.whitepinemanor.com] and any related pages (the “Site”) and (2) the booking and use of our facilities and services (the “Event Services”). By accessing the Site or booking Event Services, you agree to these Terms.
1) Definitions
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Client / you / your: the person or entity inquiring about, contracting for, or using Event Services.
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Event: the wedding or other function specified in an executed Event Agreement (proposal/contract).
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Event Agreement: the written agreement (including proposal, invoice, addenda, floor plan, policies) executed by Client and Venue.
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Vendors: third parties engaged by Client (e.g., planner, caterer, florist, DJ, photographer).
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Retainer / Deposit: the initial, typically non-refundable payment to reserve the date.
2) Relationship Between These Terms & the Event Agreement
For Event Services, these Terms operate together with your Event Agreement. If there is a conflict, the Event Agreement controls for the booked Event. For Site usage (browsing, inquiries, lead forms), these Terms control.
3) Eligibility & Accounts (Site)
You must be at least 18 (or the age of majority in your jurisdiction) to use the Site or enter an Event Agreement. You’re responsible for maintaining the confidentiality of any account credentials and for all activities under your account.
4) Quotes, Holds & Bookings
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Quotes: Proposals are estimates only and subject to availability until the Retainer is received and the Event Agreement is fully executed.
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Date Holds: A soft hold does not secure your date. Only a signed Event Agreement and cleared Retainer secure the date.
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Minimums: Food & beverage, guest count, or spend minimums may apply as stated in the Event Agreement.
5) Fees, Payments & Security Deposit
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Retainer (non-refundable): [__%] of the estimated total is due upon signing.
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Payment Schedule: Remaining balance due [X days/weeks] before the Event date unless otherwise stated.
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Payment Methods: We accept [Stripe/Square/ACH/check]. Card payments may incur a [__%] processing fee.
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Late Payments: Late amounts may accrue [__% per month (or maximum allowed by law)] plus costs of collection.
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Security/Damage Deposit (if applicable): [$___] due [X days] pre-event and refundable less deductions for damage, excessive cleaning, overtime, losses, or breach.
We do not store complete card numbers; payments are processed by third-party processors. See our Privacy Policy for details.
6) Changes, Cancellations & Postponements
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Client Cancellation: If you cancel after signing, the Retainer is non-refundable. Additional cancellation fees may apply as follows:
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Cancel ≥ [180] days out: Retainer forfeited; other payments refunded (less non-recoverable costs).
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Cancel [179–90] days out: [50%] of the then-estimated total due.
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Cancel < [90] days out: [100%] of the then-estimated total due.
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Postponement: Subject to availability and Venue approval. A date-change fee of [$___] may apply; new pricing/minimums may apply for new date/season.
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Venue Cancellation: We may cancel for breach, safety, non-payment, or circumstances beyond our control. In such case, we will refund amounts paid excluding amounts already spent or non-recoverable costs, and that refund is your sole remedy.
7) Force Majeure (Unforeseen Events)
Neither party is liable for failure or delay due to events beyond reasonable control, including but not limited to severe weather, acts of God, government orders, strikes, epidemics, utility outages, or dangerous conditions (“Force Majeure”). If Force Majeure materially impacts the Event, the parties will in good faith attempt to reschedule within [12] months of the original date. Additional fees/minimums may apply for new dates. Except as required by law, refunds are limited to amounts not already expended or committed.
8) Venue Rules & Client Responsibilities
To protect guests and preserve our facility, you agree to the following:
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Capacity: Do not exceed stated venue capacity [___ persons].
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Load-in/Load-out: Only during approved windows. Overtime billed at [$___ per hour] (minimum 1 hour).
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Decor: No nails, screws, tape on walls/ceilings. Open flames only in approved enclosed containers. No confetti, glitter, rice, or sparklers indoors.
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Alcohol: Alcohol service must be by licensed and insured providers to guests of legal drinking age. No self-service bars. Venue reserves ID-check and service-refusal rights.
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Catering: Caterers must be licensed/insured and comply with health and Venue rules.
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Noise/Curfew: Amplified music must end by [time]; local noise ordinances apply.
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Smoking/Vaping: Only in designated areas [or prohibited].
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Pets/Animals: [Service animals only / Pets by prior written approval].
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Fire/Life Safety: All exits must remain clear; no hazardous materials.
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Children: Must be supervised by adults at all times.
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Prohibited Items/Conduct: Firearms, illegal drugs, and dangerous behavior are prohibited.
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Parking/Transportation: Follow posted and staff instructions; Venue is not responsible for vehicles or belongings.
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Compliance: Client and Vendors must comply with all laws, permits, and Venue staff instructions.
Venue staff may remove any person violating rules or laws.
9) Vendors, Insurance & Indemnity
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Vendor Approval: Outside Vendors require Venue approval [X days] in advance.
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Insurance: Client must provide a Certificate of Insurance naming [Venue Legal Name] as additional insured with minimum coverage of [$1,000,000] per occurrence (and liquor liability if alcohol served). Vendors must carry appropriate insurance and licenses.
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Indemnification: To the fullest extent permitted by law, Client agrees to defend, indemnify, and hold harmless Venue and its owners, employees, and agents from claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to Client’s Event, Guests, or Vendors, except to the extent caused by Venue’s gross negligence or willful misconduct.
10) Damage, Cleaning & Loss
Client is responsible for all damage to Venue property caused by Client, Guests, or Vendors. A cleaning fee may apply for spills, excessive trash, or failure to follow breakdown procedures. Venue is not responsible for lost, stolen, or abandoned property.
11) Photography, Video & Media
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Client/Vendor Shoots: Allowed within contracted times and areas, provided reasonable access and no damage.
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Venue Marketing: With your consent (where required), Venue may capture or use Event images for marketing. You can withdraw consent by emailing [privacy@yourdomain.com] (removal where feasible and lawful).
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Copyright: Photographers/creators retain their copyrights; Client is responsible for securing necessary releases.
12) Outdoor/Weather Contingency (if applicable)
Client is responsible for securing a weather backup plan (e.g., tenting) compliant with local codes. Additional rentals, permits, or labor for weather changes may incur extra costs.
13) Accessibility
We aim to provide an accessible experience consistent with applicable laws. For accommodations, contact [contact@yourdomain.com] [X days] before the Event.
14) Website Use (Acceptable Use, IP & Content)
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Acceptable Use: Do not misuse the Site (e.g., attempt to breach security, scrape, reverse engineer, or introduce malware).
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Intellectual Property: The Site and its content are owned by or licensed to Venue and protected by IP laws. You may not copy, modify, or distribute Site content without permission.
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User Content: If you submit reviews, testimonials, or images to the Site, you grant Venue a non-exclusive, worldwide, royalty-free license to use, reproduce, and display such content in connection with the Site and our business, subject to our Privacy Policy and any consent obligations.
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Third-Party Links/Tools: We are not responsible for third-party sites or services linked from the Site.
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DMCA: If you believe content infringes your copyright, email [dmca@yourdomain.com] with a proper notice.
15) Privacy & Cookies
Your use of the Site and Event Services is also governed by our [Privacy Policy] (incorporated by reference). It explains what we collect, how we use/share data, and your choices.
16) Disclaimers (Site & Event Services)
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No Guarantee of Outcome: We strive for excellent experiences, but we do not guarantee particular outcomes (e.g., weather, vendor performance, guest conduct, or photographs).
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As-Is (Site): The Site is provided “as is” and “as available.” To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement.
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Limited Interruptions: We do not warrant the Site will be uninterrupted, secure, or error-free.
17) Limitation of Liability
To the fullest extent permitted by law:
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Venue will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, even if advised of the possibility.
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Venue’s total liability for any claim arising out of or relating to these Terms, the Site, or Event Services shall not exceed the total amounts actually paid by Client to Venue for the Event giving rise to the claim (or [$___], if Site-only claim).
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These limits do not apply to the extent prohibited by law or to liability caused by Venue’s gross negligence or willful misconduct.
18) Dispute Resolution; Governing Law
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Good-Faith Discussion: Parties will first attempt to resolve disputes in good faith within [15] days after written notice.
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Mediation/Arbitration (optional): If unresolved, disputes shall be submitted to [mediation and then binding arbitration] administered by [Organization, e.g., AAA] in [City, State]. Each party bears its own fees, and shares mediator/arbitrator fees as required.
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Venue & Law: These Terms and the Event Agreement are governed by the laws of [State/Province/Country], without regard to conflict-of-laws rules. Exclusive venue for any permitted court action is the state or federal courts in [County, State].
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Injunctive Relief: Either party may seek temporary or injunctive relief in court to protect IP or enforce confidentiality.
(If you prefer small-claims-only or court litigation instead of arbitration, replace the above accordingly.)
19) Notices & Electronic Signatures
You agree to receive notices electronically at the email you provide, and that e-signatures and electronic records related to the Event are valid and enforceable under applicable e-signature laws.
20) Severability; No Waiver; Assignment
If any provision is found unenforceable, the remainder remains in effect. Failure to enforce a provision is not a waiver. You may not assign your rights or obligations without our written consent; we may assign to an affiliate or successor.
21) Changes to These Terms
We may update these Terms periodically. The “Last Updated” date reflects the latest revision. Material changes will be posted on the Site; continuing to use the Site or Event Services after changes means you accept the updated Terms.
22) Entire Agreement
These Terms, the Event Agreement (and any signed addenda), and the Privacy Policy constitute the entire agreement between you and us regarding the Site and Event Services and supersede prior or contemporaneous understandings.
23) Contact Us
White Pine Manor
Address: 7831 N State Rd 59, Brazil, IN 47834, USA
Email: joann@whitepinemanor.com
Phone: 812-264-4306
