Rental Guidelines and Agreement

We believe in clear communication and no surprises. This page contains the Rental Agreement that applies to all reservations at our property.

SPECIAL EVENT INSURANCE (REQUIRED FOR ALL BOOKINGS)

Special Event Liability Insurance is required for all licensees and must be provided no later than 30 days prior to your event. We partner with The Event Helper to offer convenient and affordable coverage.

Insurance Requirements

General Liability Insurance (Required)

  • Minimum coverage: $1,000,000 per occurrence / $2,000,000 aggregate

  • Must cover bodily injury, property damage, and personal injury related to the event

  • Hill Country Nature Retreat, LLC must be listed as Additional Insured

Liquor Liability Insurance (Required if Alcohol Is Served)

  • Required if alcohol is provided, served, sold, or furnished in any capacity

  • Minimum recommended coverage: $1,000,000 per occurrence

  • Covers alcohol-related incidents and claims

Workers’ Compensation Insurance (If Applicable)

  • Required if the host employs staff, contractors, facilitators, vendors, or workers

  • Must comply with all applicable legal requirements

  • Applies to the event organizer and their personnel, not the venue

Professional Liability Insurance (If Applicable)

Recommended for hosts offering:

  • Coaching, counseling, therapy

  • Wellness services, yoga instruction

  • Energy work or similar services

Coverage limits vary by provider and profession.

Event Cancellation / Interruption Insurance (Optional)

Recommended to protect against:

  • Unforeseen cancellations

  • Loss of deposits or revenue

  • Event interruptions

Not required, but strongly encouraged.

WAIVERS & RELEASES

All guests must complete the Hill Country Nature Retreat liability waiver prior to arrival.

Hosts are responsible for any additional waivers, consent forms, or participant agreements required for their specific activities or services.

OBTAINING EVENT INSURANCE

Insurance may be purchased through any provider or added as an endorsement to an existing policy. Hosts are responsible for ensuring all requirements are met.

A valid Certificate of Insurance (COI) must be submitted before the event.

  • If General Liability is required, Hill Country Nature Retreat, LLC must be listed as Additional Insured

  • Many hosts find it easiest to add coverage through an endorsement to an existing policy

Purchase insurance here:
https://www.theeventhelper.com#0409ho

(This link includes pre-selected coverage options that meet our venue requirements.)

PAYMENT TERMS

Payments may be made by credit card or check.

  • Credit card payments include a processing fee (shown on invoice)

  • Paying by check allows you to avoid this fee by subtracting it from your final payment

  • Any additional costs are due within 2 days of the event

  • No work or services begin until full payment is received

  • Refund requests must be submitted in writing

Licensee agrees to pay Hill Country Nature Retreat as outlined in this agreement for use of:
1450 Crabapple Road, Blanco, TX 78606

CONDITIONS & RESPONSIBILITIES

This agreement is intended to ensure safety, respect for the property, and smooth operations for all events.

FORCE MAJEURE / HOST CANCELLATION

If the venue cannot safely host your event due to circumstances beyond our control (including severe weather, wildfire, natural disaster, road closure, etc.), we may cancel and offer:

  • One-time rescheduling within 12 months (no additional fee)

  • All payments applied to the new date

  • Subject to availability

Normal weather conditions (rain, heat, cold) and utility interruptions (power/internet outages) do not qualify for cancellation or refund.

Deposits are non-refundable. Partial refunds may be considered at our discretion if rescheduling is not possible.

PET POLICY

No pets are allowed on the property, except:

  • Service animals trained for disability assistance

  • Must remain leashed at all times

Pets are permitted only in the designated Airstream area.

LIABILITY & INDEMNIFICATION

Licensee agrees to indemnify and hold harmless Hill Country Nature Retreat, LLC, its employees, agents, and property owners from any claims, damages, or liabilities arising from use of the property.

This includes alcohol service, event activities, and guest participation.

If legal action is required to enforce this agreement, the licensee is responsible for all associated legal fees, court costs, and collection expenses.

DIGITAL WAIVER REQUIREMENT

The host must distribute the waiver link to all participants and ensure completion before arrival.

Participation is not allowed without a completed waiver.

If insurance is obtained, the host must name the property owner as Additional Insured and agrees to full indemnification for event-related claims.

ALCOHOL POLICY & BARTENDING

  • Beer and wine may be self-brought if liquor liability insurance is purchased

  • Hard liquor requires a licensed bartender for the full event

  • No straight liquor (shots or un-mixed spirits) is allowed

  • All liquor must be served in mixed drinks

  • The venue reserves the right to stop alcohol service at any time

Hosts are responsible for ensuring responsible alcohol consumption and legal compliance.

CLEANING & TRASH

The venue is provided clean and ready for use.

Guests must:

  • Remove all belongings, décor, and food

  • Clean kitchens and wash dishes if used

  • Return furniture to original placement

  • Dispose of trash in designated areas

Additional notes:

  • Catering teams must remove their own trash

  • We accept trash, paper, and metal recycling (no plastic recycling)

  • Compost bins are provided for food scraps (used for animal feed)

  • All rental equipment must be removed after the event

CONDUCT POLICY

The following are strictly prohibited:

  • Illegal drug use

  • Violence or threatening behavior

  • Disruptive or unsafe conduct

We reserve the right to remove any guest or terminate an event without refund for violations.

MUSIC & NOISE

  • Music and drumming must end by 10:00 PM

  • Subwoofers may be adjusted if noise levels exceed limits

  • The property is near residential neighbors

  • The venue may require volume reduction or shut down entertainment if necessary

Repeated disturbances may result in event termination without refund.

DRIVEWAY & VEHICLES

Access is via a 1-mile rural gravel driveway.

  • Low-clearance vehicles may have difficulty

  • Guests are responsible for vehicle suitability

  • The venue is not responsible for vehicle damage

Carpooling or high-clearance vehicles are recommended.

LEGAL COMPLIANCE

Licensee agrees to comply with all local, state, and federal laws.

This is a drug-free facility. Alcohol must not be sold on premises and must never be served to minors.

The venue reserves the right to remove anyone who is intoxicated or acting unsafely.

ENTRY & SITE ACCESS

Venue staff may enter the property during events as needed.

A representative may be on-site or periodically checking operations, restrooms, and facilities.

Hosts are responsible for basic upkeep during the event (supplies, cleanliness, and monitoring areas used).

PHOTOGRAPHY RELEASE

By hosting an event, the licensee agrees that photos or videos shared with the venue may be used for marketing purposes, including social media and website use.

LOST & FOUND

We are not responsible for lost personal items.

Recovered items will be held for up to 30 days.

TERMINATION OF EVENT

The venue reserves the right to cancel or terminate any event if rules are not followed by hosts, guests, or vendors.

No refunds will be issued in such cases.