Policies
Aspengrove Country Resort Policies
The following is a list of Resort Policies to be upheld by the Client (s), which includes all the Event Planners, Wedding Coordinators, and Vendors who are involved in the planning and execution of the special event on the premises of the Resort.
Parking
All vehicles associated in any way with the event or wedding must be parked in the designated parking areas. No vehicles shall be parked on any other lawn surface unless otherwise marked or granted permission by the Resort.
Cabin occupants may park vehicles at their designated cabins however the vehicles must remain parked in place for the duration of the event.
RV & Camping Occupants may park units and associated vehicles in designated RV site areas
Barbecues/Grills
Barbecues/Grills are not permitted in cabin areas. There are designated Barbecues and Grills for your use outside the Lodge. Must be in attendance at bbqs and grills at all times when in use.
BBQ/Grills come with one filled propane tank
Propane tanks and cylinders are not permitted to be removed or replaced. Additional propane can be purchased if needed for $20 per cylinder
Personal Barbecues/Grills can be used in the RV Site areas free and clear from dry or wooded areas
Lodge
The Cookhouse provides the Client (s) and their guests with the use of the kitchen Appliances, cookware, dinnerware and its entirety for catering or DIY catering options, throughout your stay . Please ensure it is just as you have found it upon arrival, including Dishes, Counters, stoves, ovens, fridges and freezers.
Ceremony Area
The Resort can offer a car shuttle service for Bridal party and those in need of extra assistance to the mountain view ceremony area prior to the ceremony time. The Client (s) must provide the designated ceremony time 2 weeks prior to ceremony
Restrooms
There are restrooms and hot showers located in the lodge for your use. Please note these are not gender designated. Please use the portable Gender designated restrooms should you prefer. The Resort will supply Toilet Paper, Paper Towels, Hand soap and cleanning supplies. It is Client (s) responsibility to maintain restroom cleanliness during your event.
Garbage & Bottles/Cans
The Resort will supply Garbage and Recycle Bags for the Client (s) The Resort will remove up to 2 garbage and 2 recycling disposal bags only if sorted accordingly, any overages are $4 per bag unless removed by Client (s) at departure.
Bottles & Cans may be left for local community donations only if they are clean and free of garbage & only contain returnable items
Pets
We do encourage you keep your fur babies safe at home. We have resident dogs here for your petting, fetching pleasure 🙂
If they are in attendance, All pets must be on a leash at all times unless otherwise permitted by the Resort. Pets must be friendly and good with other pets and livestock such as horses, cattle, sheep,
cats & dogs. No pets are permitted in the Lodge, Cabin or Bell Tent (s)unless they are service dogs.
Please keep them out of the koi ponds for safety of the koi and the liners, they are easily torn by their nails.
Be advised that we have resident dogs at Aspengrove that are not on leashes. They are friendly dogs but if your dog doesn’t get along with others we again advise keeping them at home.
Animals & Livestock
Feeding Livestock & Farm animals or entering pens and paddocks is not permitted at any time.
Lodge Shut Down & Quiet Time
All music and Noise must be turned off at 11 PM. Lodge must be closed up entirely and accompany only those staying in designated lodge rooms after 11 pm to comply with sound ordinances and neighbors close by. Decibel Meters may be used
You may move a small quiet gathering to the 1-6 rv site area after 11pm
Camp fire
Fires are only permitted in designated fire pit areas only when it is not windy and no campfire ban is in place. We can supply some wood for the fire for $5 per bundle. All fires must be put out completely
when the last guest retires for the evening. If the fire is not extinguished there may be a
danger charge of $173 as per the Forest Services of British Columbia. We are in an
extremely dry area. We will ensure you have water and a shovel to extinguish your fire.
We have a propane fire pit for use during fire bans, or bring your own but only a CSA- or ULC-approved portable campfire apparatus may be used, and the flame height must not exceed 15 centimeters. Propane for portable campfires can be purchased from the Resort for $20 per bottle. Removing or replacing propane cylinders from BBQ’S and Grills is not permitted.
Candles
No Flammable Candles are permitted on the property. We do have a variety of battery operated candles available
Flower & Confetti Tossing
Silk/Fake Flowers, confetti, rice, glitter, pyrotechnics (such as fireworks), and sparklers are not permitted, this can be extremely hard to clean up and very damaging to the natural environment. The use of live flower pedals, Flower seeds, Birdseed and Bubble Blowing are permitted in outside areas only.
Decorations
Decorations may be hung up with tape & wire, Please request assistance for use of nails or screws. All decorations must be removed without leaving damages, directly following the departure of the last guest unless special arrangements have been made between the Client (s) and the Resort. Any decorations which will be done through rentals & party suppliers, must be approved by the Resort. These decorations must be removed on the departure date unless otherwise arranged between the Client, rental or party supplier and the resort.
The Resort has a variety of Decor available for your use for free however there will be a deduction of your $1000.00 Damage Deposit for any missing or damaged decorations.
Please enquire ahead on availability
Cabins
Cabins sleep up to 5 people maximum. The Resort can provide linens, blankets and pillows with a cleaning fee, the Client (s) is responsible for towels. No guests under 18 staying in cabins are permitted in without 1 adult
Waterfall Feature & John Deere Chuck Wagon –
Children and (pets if permitted) Must be supervised at all times. No Climbing in or on the structures unless otherwise arranged between the Client (s) and the Resort for photography opportunities. No feeding the fish or entering the water at any time.
Photography
The Resort from time to time uses live and still video and photography to assist with promotion of the Resort. All and any photos taken may be used for promotional purposes, of course we would use discretion and discuss beforehand.
Alcohol
For large groups we may have limited fridge space so you may need to bring coolers.
Each cabin is also equipped with a mini fridge.
Special Event Permit – BC liquor Licencing Requires Anyone hosting or serving liquor at
a Special Event – including family events – are required to obtain a SEP (Special Event
Permit) In addition, the bartender must obtain a SES (Special Event Server) certificate
unless, your bartender has their ‘serving it right” certificate, then there is no need for
SES, just the SEP
As the host of a private party, the Client (s) acknowledges full responsibility for the
proper and lawful distributions and consumption of alcoholic beverages at the Resort
During the duration of the event described in this contract
BYOB: Liability falls on the Client (s) and the Client (s) attendee (s) and will not hold the
Resort responsible. If you choose BYOB we advise clients to hire a bartender
Smoking & Vaping
The Resort has a NO smoking or Vaping policy in any buildings or cabins. Vaping is permitted anywhere outside. There is No smoking permitted anywhere at the Resort except the designated area only – Zero tolerance – Should the Client (s) or the Client (s) attendee (s) and affiliates smoke and/or put out cigarette butts in any area of the Resort other then the designated area, the Client (s), the attendee (s) and affiliates may be asked to leave and the Client (s) will forfeit the Smoking Full Damage deposit ($500) plus any damages if applicable.
As we do not want to do this, however, it is taken very seriously by the Resort and
surrounding community residences, with extremely dry high fire hazardous environment and the clean up of the unsightly and unhygienic littering. The Resort will post several No Smoking and Designated Smoking Signage.
It is Highly recommended to announce this when guest arrive
Children
All children must be supervised at all times. Please do not allow your children to play in or on Chuck Wagon or on the water feature truck and do not allow them to enter the water.
ATV and Motorbikes
We have very limited areas for use at the resort but you can ride or trailer your
equipment farther up the mountain for unlimited crown land access.
Horses
We do not do trail rides, lessons or rent out our horses. Our horses are not trail horses
and we do not have an instructor
-For your safety and insurance reasons, guests are not to go into the horse paddocks or
the horse fields without prior permission from Aspengrove. All animals may be
unpredictable and while Aspengrove exercises care in the selection, training and use of
its horses, it is impossible to guarantee the behavior or actions of the horses at all times
or in all situations.
Check-in & Check-out Times
24 hour Rental
Check in 2 pm
Check out 2pm
8 Hour Rental
2pm – 8pm
Responsibility & Property/Decor Damage Deposit
A $1000 Damage Deposit will be returned to the clients up to two weeks after the event has been held and property has been inspected, less cleaning fees for Bedding Linens, Polyester Chair & Table Covers and Runners , Napkins, Sashes ect
Failure to leave Venue as found will result in a $150 per hour cleaning fee and/or damage repairs
A $500 Smoking Deposit will be returned to the clients up to two weeks after event unless smoking was outside of designated area and after the property has been inspected
No Smoking outside of the designated area exceptions will be tolerated on any area of the property except in the signed designated area at fire pit only. We take this extremely seriously and will result in the loss of your deposit entirely as well as potentially the loss of the remainder of your stay and resort use.
Please have yourself or MC make an announcement to your guests to avoid jeopardizing your deposit and loss of use & stay at the resort.
Please note that the deposit will also be used for:
Campfire infraction rule $173 if applicable and
Linen and decor cleanning fees if applicable
Property Damage Deposit
A refundable $1000 damage deposit will be returnable to clients up to 2 weeks after
event has been held and property has been inspected for any damage that yourself,
your group or your pets may cause. Damage or excess cleaning needed after your
departure will be deducted from your deposit at a rate of $150 per hour.
Smoking- There is absolutely a no exceptions resort policy for smoking in any area of
the facility except in designated area at the fire pit. Host will forfeit the damage deposit
entirely $1500
Reservation
A 15% deposit of total venue rental, before tax and damage deposit by Etransfer. This
payment serves to hold the venue for the specific date of event or wedding and is
payable at time of contract signature.
Please note that 50% of initial deposit is non refundable – see contract
Cancellation Policy
In the event of a cancellation of a special event, group booking or wedding, all
payments/deposits made to date are subject to the non refundable portion of the
following schedule
50% of initial 15% deposit
30% of total paid to date 90 days prior to event
50% of total paid to date 60 days prior to event
100% of total paid 30 days prior to event less damage deposit (s)
