Terms & Conditions

Effective Date: January 01, 2023

Welcome to The Historic Hidden Gem. By accessing our website, requesting a quote, making a reservation, signing a contract, or submitting payment, you agree to be bound by these Terms & Conditions.

Reservations & Booking

A reservation is not guaranteed until the required deposit or payment has been received and confirmed.

All reservations are subject to availability.

We reserve the right to decline any booking at our discretion.

Payments

Payment may be made by the methods offered at checkout or outlined in your contract.

For clients using a payment plan:

• All scheduled payments must be made on or before their due dates.
• The final balance must be paid by the due date stated in the contract.
• Clients may pay off their balance early without penalty.
• Missed or late payments may result in cancellation of the reservation, and all amounts previously paid will be forfeited.

No Refunds

Due to the nature of event planning and reserving dates, staffing, inventory, and equipment, all payments are non-refundable.

No refunds will be issued for:

• Deposits
• Installment payments
• Final payments
• Catering
• Dance floor rentals
• Overnight stays
• Rental equipment
• Decorations
• Entertainment
• Any other contracted service

No Downgrades

After a contract has been signed or payment has been received, contracted services may not be reduced, removed, or downgraded.

This includes:

• Guest count reductions
• Venue packages
• Catering packages
• Dance floor sizes
• Rental equipment
• Overnight accommodations
• Décor packages
• Entertainment
• Event hours

Clients may upgrade their reservation at any time, subject to availability and applicable pricing.

Event Changes

Requests to change the event date or services are considered on a case-by-case basis and are not guaranteed.

Any approved changes may be subject to additional fees, updated pricing, and availability.

Weather

Outdoor events are booked with the understanding that weather is unpredictable.

Refunds are not provided due to:

• Rain
• Wind
• Heat
• Cold
• Tropical weather
• Hurricanes
• Other weather-related conditions

If possible, alternative arrangements may be offered at our discretion.

Client Responsibilities

Clients are responsible for:

• Providing accurate booking information.
• Following all venue rules and instructions.
• Supervising all guests and children.
• Preventing damage to the venue and rental equipment.
• Paying for any damage caused by themselves or their guests.

Damage to Property

The client is financially responsible for any damage beyond normal wear and tear caused by the client, guests, vendors, or invitees.

Repair or replacement costs may be charged to the client.

Catering

Final guest counts must be submitted by the deadline specified in the contract.

Food prepared for your event is based on the contracted guest count.

Unused food, guest no-shows, or reductions in attendance do not qualify for refunds or credits.

Dance Floors & Rental Equipment

Dance floors, décor, rental equipment, tables, chairs, linens, and other rental items remain the property of The Historic Hidden Gem.

Clients are responsible for any loss, theft, excessive cleaning, or damage occurring during the rental period.

Overnight Stays

Guests staying overnight must comply with all house rules.

The registered renter is responsible for the conduct and safety of all overnight guests.

The Historic Hidden Gem reserves the right to remove guests who violate house rules without refund.

Insurance Requirements

Event Insurance

The Historic Hidden Gem strongly recommends that all clients purchase special event insurance to help protect against unforeseen circumstances such as cancellations, property damage, injuries, severe weather, or other covered events.

For larger events, or when required by The Historic Hidden Gem, clients may be required to obtain a Special Event Liability Insurance Policy with:

• A minimum of $1,000,000 in liability coverage per occurrence.
• The Historic Hidden Gem listed as an Additional Insured on the policy.
• Proof of insurance submitted no later than 14 days before the event, or by another deadline specified in the contract.

Failure to provide the required proof of insurance may result in cancellation of the reservation without refund.

Travel Insurance

If you believe there is any possibility that your event may be postponed, canceled, or affected by personal circumstances, illness, weather, travel disruptions, or other unforeseen events, we strongly encourage purchasing travel or event cancellation insurance.

Because all payments made to The Historic Hidden Gem are non-refundable, cancellation insurance may provide financial protection depending on the terms of your policy.

Vendor Insurance Requirements

Any outside vendor entering The Historic Hidden Gem property—including but not limited to caterers, DJs, bands, bartenders, decorators, florists, photographers, videographers, entertainers, rental companies, food vendors, mobile bars, bounce house companies, petting zoos, or other service providers—must:

• Carry commercial general liability insurance with a minimum coverage limit of $1,000,000 per occurrence.
• List The Historic Hidden Gem as an Additional Insured on their policy.
• Provide a valid Certificate of Insurance (COI) before being permitted on the property.
• Receive written approval from The Historic Hidden Gem before providing any services on-site.
• Comply with all venue rules, safety requirements, and applicable federal, state, and local laws.

The Historic Hidden Gem reserves the right to deny access to any vendor who fails to meet these insurance requirements or who has not received prior written approval.

Vendor Responsibility

Clients are responsible for informing all hired vendors of these insurance requirements. Failure of a vendor to provide the required documentation or obtain approval does not relieve the client of their contractual obligations and does not qualify the client for a refund, credit, or reduction in services.

Recommendation

The Historic Hidden Gem strongly recommends that every client review their insurance needs with a licensed insurance professional before their event to determine the appropriate coverage for their specific event and circumstances.

Force Majeure

The Historic Hidden Gem shall not be liable for delays, interruptions, or inability to perform services due to circumstances beyond our reasonable control, including but not limited to natural disasters, severe weather, government actions, utility failures, labor shortages, pandemics, or other unforeseen events.

Photography & Marketing

Unless the client provides written notice before the event, The Historic Hidden Gem may photograph or record portions of the event, excluding private or sensitive moments, for use on our website, social media, advertising, and promotional materials.

Clients who prefer not to have images used for marketing purposes must notify us in writing before their event.

Website Use

All content on this website, including photographs, graphics, logos, pricing, text, and designs, is the property of The Historic Hidden Gem and may not be copied, reproduced, or distributed without written permission.

Limitation of Liability

To the fullest extent permitted by law, The Historic Hidden Gem shall not be liable for indirect, incidental, special, or consequential damages arising from the use of our services, website, venue, rentals, or accommodations.

Our total liability shall not exceed the amount paid by the client for the specific services giving rise to the claim.

Governing Law

These Terms & Conditions shall be governed by and interpreted in accordance with the laws of the State of Texas.

Any legal action arising from these Terms & Conditions or any contract with The Historic Hidden Gem shall be filed in the appropriate state or federal court located in Hidalgo County, Texas.

Changes to These Terms

The Historic Hidden Gem reserves the right to update or modify these Terms & Conditions at any time. The version in effect at the time of booking or contract execution will govern that reservation.

Contact Us

The Historic Hidden Gem
Website: www.thehistorichiddengem.com