The Big Barn

Terms & Policies

Big Barn Private Event

Rental Agreement

INTRODUCTION
The following agreement is between Hickory Nut Gap Farm, herein referred to as “HNGF” and the undersigned client, herein referred to as the “client” for the purpose of rental and usage of the “Big Barn” facility located at 57 Sugar Hollow Rd., Fairview, NC 28730.

The “Big Barn” is our largest event space with the capacity of hosting 200 guests (seated) to 300 guests (standing) for any special occasion. Our Big Barn event space was built in the sixties, originally intended as a dairy barn! In 1989 the dairy business retired and years later the barn was used to house the pig herd. Over time, the Big Barn became something entirely different: a place to house birthdays, weddings, pig pickins’, concerts, fall festivities and all manner of community gatherings. It became a place to celebrate. HNGF hopes that you enjoy your experience as we strive to make your event special and memorable.

Pricing $1500

*Time includes setup and breakdown

**On-Site Liaison: Required is one on-site liaison, provided by HNGF, at the rate of $25/hour for the length of the event.  This liaison will ensure all facilities are in working order, assist in locating power sources, farm amenities, and overall event needs to accommodate client specifications.  If requested, an additional on-site liaison will be available at the rate of $22/hour and can be utilized for store access, bartending, or parking attendants. Once guest count exceeds 150 guests, a parking attendant is required for the duration of the event.

ALCOHOL POLICY

HNGF Supplies Alcohol
HNGF has access to a large selection of beer and wine through a list of associated distributors (list available upon request).  Upon supplying HNGF with 1) a beverage budget and 2) alcohol preference, our staff will compile a competitive and thorough selection of alcoholic beverages available for the client’s event.

Note: An additional HNGF liaison is required to bartend at the rate of $22/hour unless client is using an outside caterer that can provide a “Mixed Beverage Catering Permit.” The HNGF liaison has the right to refuse alcohol service to intoxicated guests.

Outside Alcohol
Outside alcohol is allowed with the following permits attained and provided in advance of the event to HNGF:

• For-profit companies: “Limited Special Occasion Permit” https://abc.nc.gov/Permit/ApplyLSO
  • Client provides HNGF with a copy of the permit to be posted in clear view during the event
• Not-for-profit companies: “Special One Time Permit” https://abc.nc.gov/Permit/ApplySOT
  • Not-for-profit clients are eligible to have alcohol donated to them. With a “Special One Time Permit,” the client can sell donated alcohol on-site as part of their non-profit fundraising.

AMENITIES AND OUTSIDE RENTALS

Included with Event Space (if needed)

• Vintage Bar Top (1)
• Picnic Tables (10)
• Electrical Access
• Guest Wifi Access
• Indoor Bathroom Facility (1)

Outside Event Rental Equipment

Anything that is not listed in the above amenities will need to be brought to the event space from outside sources.  Although the client is welcome to use whichever event rental agency they wish, HNGF’s preferred vendor is “Classic Event Rentals,” an Asheville-based company that has long provided fairly priced rental options with superior customer service and equipment knowledge.  http://www.classiceventrental.com/

With outside event rentals, all equipment must be broken down and placed in the designated area of the facility by 11pm and all rented property retrieved from HNGF by 9am the following morning. If client fails to remove rental equipment by the next morning, an additional charge of $100/hour will be billed for the continued use of the space.

CATERING

Outside Catering

The event team at HNGF can provide a list of preferred caterers upon request.  All outside caterers are welcome on premises, but only preferred caterers will not be subject to an additional “Room Fee” (equivalent to 10% of the customer’s total catering bill) to cover additional set-up support.

Potluck Style
Clients can also arrange a potluck style event with their guests.  Allowing HNGF to supply the main meat dish with guests providing potluck sides is encouraged but not mandatory.

TRASH & RECYCLING
HNGF participates in both trash and recycling removal.  It is the client’s responsibility to dispose of trash and recycling in the provided receptacles following their event. HNGF staff will be responsible for removing bagged trash and recycling from the event space for the client’s convenience. If the client does not properly dispose of trash and recycling, a $50 cleaning fee will be charged for excessive cleanup.

EVENT CAPACITY

Seating Capacity
The Big Barn can comfortably seat up to 200 guests under the roof portion.  Tables will need to be rented from outside sources to accommodate a guest list of this size.

Parking Capacity
On-site parking should be able to accommodate up to 125 vehicles in various parking areas.  Additional parking or shuttling needs can be met on a case-by-case basis.  If guests list exceeds 150 attendees, an HNGF parking attendant is required for the duration of the event at the rate of $22/hour.

CANCELLATION AND REFUND POLICY
All cancellations must be submitted in writing.  If a cancellation notice is received 3 months prior to the scheduled event date, we will refund your payment in full.