Horsethief Lodge Rental Guidelines, Rules, and Registration Forms
HorseThief Lodge – Rental Guidelines
A) Use of the facility requires a reservation. Guests of the event must also have a vehicle permit from HorseThief Reservoir. The management shall be responsible for determining the appropriateness of each request based on the following criteria:
Size of the event.
Appropriate use of the facility requested.
Timing (date/day/hours) requested in relation to other events scheduled. Organization’s ability to provide the support, deemed necessary by the Management, to conduct events
B.) Any use may be referred to the Board of Directors. Requests may be denied based on its potential over-load of the park or facility or the negative effect it may have on the adjacent property owners or citizens at large.
C.) HTR Management reserves the right to refuse reservations considered to be a conflict of interest with other activities already scheduled within the park.
D.) Fees and charges to cover the rental of the facility and costs to the park are established by resolution and adopted by the HTR Board of Directors.
E.) Payments and Refunds
Security deposit is due at the time of booking to secure your reservation. Deposit will be refunded once the event space has been inspected for damages and cleanliness, no later than three (3) to seven (7) business days. Any charges for damages will be withheld from said Security Deposit and discussed in detail with the Primary Renter.
Rent must be paid in full at least six (6) weeks prior to the event. If payment is NOT received by the due date, the reservation will be removed from the calendar and opened on a first come, first serve basis.
Cancellations or additions to a reservation agreement must be made at least two (2) weeks prior to the event.
THE LODGE RENTAL AGREEMENT AND CONTRACT
Reservations cancelled after that time are non-refundable. In the event the renter must change dates, every effort will be made by HTR to transfer the reservation and funds to a future date. If the transfer isn’t possible, the renter assumes responsibility for the cancellation terms stated above.
Payments should be made to HorseThief Reservoir. Cash, check and major credit cards are accepted.
F.) Reservation times must include; time the facility is to be opened for setup and includes take down and clean up time. Additional charges may be rendered for HTR staff for take down.
G.) The organization and/or the person whose signature appears on the reservation contract shall be responsible for any and all damages to the park or facility and shall inform the membership or participants of the Reservoir’s policies and regulations regarding their use.
The facility will be inspected following an event. If left in unsatisfactory condition, a minimum of $100.00 shall be withheld from the deposit. Additional deposit will be withheld depending on time and supplies used.
In the event the cost of repairs or cleaning is greater than the deposit amount, the renter(s) shall be responsible for the total cost of necessary cleaning and repairs and will be charged accordingly.
H.) Special Event Liability Insurance is required for use of The Lodge and certificate of insurance is due no later than six (6) weeks prior to the event. The policy must name HorseThief Reservoir as additionally insured in the minimum amount of $1,000,000.00 single limit liability and $2,000,000.00 general aggregate liability. Coverage may be obtained through a provider of your choice. We recommend Insurance Planning in Hays, Kansas. Please see the following event insurance link: https://service.rvnuccio.com.
GENERAL RULES & REGULATIONS
Renter(s) are responsible for the control of those attending an event and agree to abide by all HTR rules and
regulations. Facility should be used in a considerate manner at all times. Disturbances, destruction of property, or conduct deemed disorderly at the discretion of HTR Management shall be grounds for immediate expulsion from the premises and conclusion of the rental period. Failure to provide the appropriate control of the attendee’s shall be grounds for terminating the event and forfeit all fee and deposits.
Smoking is NOT permitted inside or within 100 feet of building or facility. Renter(s) are responsible for enforcing this rule as well as picking up cigarette butts outside of facility.
No vehicles allowed on the brick patio; vehicles found on the patio will forfeit the deposit.
All park rules and regulations apply. Any rule or regulation set forth is subject to change at any time after review by the HTR Management.
B.) Access / Capacity
Hours of access are from 8:00am to Midnight. No event shall continue past 12:00 a.m. without prior approval from HTR Management. Half-day rentals must be 4 (four) hours or less.
The Lodge has a maximum capacity of 175 people inside.
Park facilities maintain a limited supply of tables and chairs available for use during a reservation. Renter(s) must rent their own tables and chairs above what the park supplies.
Decorating set-up and tear-down must be completed within the rental period.
Duct tape, gorilla tape, nails, screws, thumbtacks, pins, staples, or other penetrating items for securing decorations are prohibited. Damages will be deducted from the security deposit. Approved materials for securing decorations include; zip ties, painters’ tape, low tack tape, or other non-marring materials.
D.) Cleaning / Trash Removal
The Lodge will be in a clean condition prior to your event. All trash is to be placed in provided dumpsters outside. Chairs, tables, and equipment are to be left as found. Table tops and chairs must be wiped clean of all beverages and food. Floors must be swept and mopped and bathrooms cleaned. Facility must be left ready for the next renter. A full departure checklist will be posted in the kitchen production area for detailed cleanup instructions.
CONSUMPTION AND SERVICE OF ALCOHOL
If alcohol is to be served, insurance policy must include Host Liquor Liability coverage to protect you against alcohol related accidents. Established catering services may use their license and insurance to cover this.
Renter(s) assume responsibility for determining legal age and responsible consumption of alcohol.
NO GLASS BOTTLES allowed on HorseThief Reservoir property with the exception to wine/champagne bottles inside the lodge ONLY.