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Event Terms & Refund Policy

Last updated: November 5, 2025

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Who we are

Big Rock Farm, LLC (“BRF”) — 2340 Geiger Rd, Ida, MI 48140.
Contact: Sean or Lori Zabawa • 734-731-3629 / 517-795-7630 • info@bigrockfarm.com

 

What’s included with a venue rental

  • Access to the Timber Frame Barn (public areas, bridal lounge, bathrooms), patio, lawns/gardens/paths, and parking.

  • Wi-Fi, sound system, banquet tables (rounds and/or rectangles), white folding chairs, black or white linens, patio bistro tables, and access to our décor swap room.

  • Coffee/tea station, lunch for the wedding party (from BRF-approved vendors).

  • BRF event support (timeline/floor plan/rain plan/vendor coordination), onsite team 9:00 AM–12:00 AM, concierge for the couple, lawn games, fire pit setup/maintenance, and supervised access to farm animals.
    Note: Private/non-public areas of the farm (farmhouse, horse barn, pastures, storage/mechanical areas, etc.) are not included.

 

Capacity & timing

  • Guest limit: 150 people.

  • Event must end by 12:00 AM (midnight).

  • Music: dancing music inside with barn doors closed by 9:00 PM; volume reduced after 10:00 PM per township rules; all music off 30 minutes before the event end time or by 11:30 PM (whichever comes first).

 

Payments

  • To reserve your date (booked >12 months out): 10% due within 7 days; at 12 months out, pay an additional 40% (total 50%).

  • Booked 12–3 months out: 50% due within 7 days to reserve.

  • Remaining balance: due 3 months before the event.

  • Final adjustments (guest count upgrades/add-ons/overages): due 14 days before the event.

 

Cancellations & refunds

  • Cancel >12 months before event date: 100% of the initial payment refunded.

  • Cancel 12–9 months: 50% of the initial payment refunded.

  • Cancel 9–3 months: initial payment is non-refundable.

  • Cancel within 3 months (including the event day): all payments are non-refundable.

  • Requesting a new date is subject to availability and BRF approval; if not approved, it’s treated as a cancellation under the rules above.

 

Damage deposit

  • $500 due within 7 days of signing.

  • If damage occurs, BRF will document repairs, deduct repair costs + 18% admin fee from the deposit, and invoice any shortfall (due within 14 days; past-due balances accrue 18% annual interest).

  • If no damage: deposit refunded within 30 days after the event.

 

Insurance (required)

  • Provide a certificate of insurance at least 60 days before the event:

    • Comprehensive General Liability: $1,000,000 aggregate

    • Event Liability: $1,000,000

    • BRF (and its agents/employees) must be named as additional insureds.

    • Policy must be primary & non-contributory and include waiver of subrogation.

    • If alcohol is served, your policy must include Host Liquor Liability.

  • Vendor insurance: Vendors must carry appropriate business, workers’ comp, and auto coverage with at least $1,000,000 limits.

 

Food & alcohol

  • Catering: Choose from BRF’s approved caterer list; catering is required when alcohol is present.

  • Alcohol: Provided by the Host only (no coolers). Service is limited to a maximum of 6 hours and must end at least 1 hour before the event end time or by 11:00 PM, whichever is earlier. No shots allowed.

 

Vendors & deliveries

  • Provide your vendor list to BRF at least 30 days before the event.

  • Vendors must schedule deliveries/pickups at least 7 days in advance.

  • No onsite storage unless pre-approved.

 

Planning details, setup & cleanup

  • Final guest count due 21 days before the event.

  • Final floor plan due 72 hours prior; significant last-minute changes may delay start time and incur a $100 reset fee.

  • Setup/decor is same-day unless pre-approved.

  • Remove all vendor/host items by event end unless otherwise approved. Extra cleanup beyond normal may incur additional fees.

 

Decorations & fire safety

  • All décor and placement must be approved 21 days prior.

  • No nails, staples, pushpins, duct tape, confetti, glitter, or glue. Rice/birdseed/confetti/flower petals are not allowed indoors or anywhere on the farm (using them may incur a $200 cleaning fee and/or loss of deposit).

  • Candles must be flameless unless BRF grants written approval.

  • Fire pits are allowed only at designated locations and only with prior written approval; children under 12 must remain at least 10 ft away. BRF may cancel fires due to weather.

 

Smoking

  • No smoking/vaping/marijuana anywhere on the property except inside personal vehicles with windows up.

 

Prohibited items & behavior

  • No firearms, fireworks, pyrotechnics, controlled substances, or alcohol provided by anyone other than the Host and served by a BRF vendor.

  • BRF may remove anyone engaging in intoxication, unsafe or illegal behavior, abusive language, vandalism, theft, reckless driving, excessive noise, or similar actions.

 

Parking

  • Complimentary parking in designated areas only. No overnight parking without approval (unauthorized vehicles may be towed at owner’s expense). BRF is not responsible for lost/stolen/damaged items or towing.

 

Minors, pets, and service animals

  • Children must be supervised at all times; under 12s must remain at least 40 ft from the pond and 10 ft from any fire.

  • No pets without prior BRF approval for limited activities. Service animals are welcome.

 

Weather & working farm conditions

  • Outdoor areas are weather-dependent; confirm indoor/outdoor plan at least 72 hours before the event. Moving activities indoors may delay the start and could incur additional fees.

  • This is an operating farm: you may experience noise, dust, odors, insects, and animals. For safety, do not enter pastures, open/close gates, or touch/feed animals. BRF is not responsible for animal reactions or injuries from electric/barbed wire enclosures.

 

Security & emergencies

  • BRF does not provide security. If you hire security, meet onsite with BRF at least 30 days prior to review credentials and plans (Host assumes all liability).

  • In case of illness or injury, BRF may call emergency responders; Host is responsible for related costs.

 

Legal & other terms

  • If BRF cannot host due to casualty or other causes beyond our control, we may cancel and refund all fees paid with no further liability.

  • Michigan law applies; disputes are handled in Monroe County, MI courts.

  • All Hosts who sign are jointly and severally responsible.

  • These terms summarize our agreement; specific event details and any add-ons are defined in your event document(s).

 

Disclaimer: This page summarizes a typical event contract in plain language. Your signed agreement may dictate additional/different terms as they relate to your event. If anything here differs from your signed agreement, the signed agreement controls.

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