Windsor Castle Park Rental Policies

In light of the current COVID pandemic and local and national mandates imposing restrictions on social gatherings,
events booked during this time must adhere to those restrictions, as well as Windsor Castle event requirements,
that are in place on your event date. Restrictions in place on your event date will not be grounds for a refund of
deposit, however, rescheduling of event to future date will be allowed without penalty.

Rental Time
1. Rental includes 10 consecutive hours of time each day. All setup, event hours and cleanup must
take place during your contract indicated days and times. The earliest you may start your rental
each day is 9 AM and all events must end by 10 PM and all guests and vendors must be out of
the house and off the grounds by 11 PM. No exceptions to the event end time will be made.
2. Additional time can be added at your checklist appointment at the rate of $100 per hour but
must stay in between 9 AM to 11 PM.
3. Time cannot be added during the event. If the event does not end on the time decided on
during the checklist appointment or all parties have not left grounds, a fee of $200 per HALF
HOUR will be billed to client.

Site Capacities
4. The interior of the Manor House event space has a maximum capacity of 60 people. The
exterior grounds capacity is limited due to available parking to 500 people.

Deposits, Cancellations & Rescheduling

5. A deposit of 50% of the total price is required at the time of booking. Reservations are not
confirmed and cannot be held until a deposit is received. All events must be paid in full three
weeks before the scheduled event date.
6. All cancellations more than 180 days prior to the event date will result in a fee of 50% of the
booking deposit. If the event is cancelled less than 180 days prior, the entire deposit becomes
non-refundable and non-transferable. If you decide to cancel without notifying Windsor Castle
Events, your final balance will be due 4 weeks prior to the event date.
7. A security deposit hold of 20% of total fee will be placed on a credit card the week of the event.
Deposit hold will be released if no damages are found at the end of event final inspection.
8. A onetime rescheduling of an event is allowed. The rescheduled event will be billed at the
current fee structure and subject to current policies. At the time of rescheduling, client will be
required to pay the change of date fee of $100 as well any additional deposit required for the
current fee structure. Deposits of rescheduled events become non-transferable and non-
refundable.
9. In case of a local disaster, such as a hurricane, and your event must be cancelled, Windsor Castle
Events will make every effort to reschedule your event for a later date or a full refund of your
deposit will be made upon your request.

Use Of Manor House

10. The Manor House has a small warming kitchen, so it is recommended that food items be
prepared before arriving to site or with appropriate equipment brought to the site.
11. All caterers must follow the Windsor Castle Manor House Kitchen Policies and are required to
follow all public health regulations as prescribed by local and state government. Windsor Castle
Events is not responsible for the quality of food service provided for events.
12. No coolers of any kind may be used in the house. Windsor Castle provides a cooler and a
fridge for your use. Manor house cooler is not allowed to be taken out of the house.
 Windsor Castle Park Rental Policies
13. Other than chairs, furniture is not allowed to be moved due to the possibility of injury,
damage to floors or damage to furniture piece. No Manor House furniture is allowed to go
outside.
14. No decorations may be affixed to walls, floors, ceilings, or chandeliers. Confetti, including glitter,
is not permitted for decorating. Clients are required to remove and appropriately dispose of all
decorations immediately following an event during their cleanup hours.
15. Candles are permitted in the Manor House so long as the candle is globed in glass, sand, or
water.
16. Rental Chairs in the Manor House are ONLY allowed when contracted through one of the Rental
Chair Providers listed on our Featured Vendor Program. These select providers have a quality
product and are able to deliver and pick up chairs the SAME DAY. These providers are the only
vendors allowed to bring chairs in the building.
17. The following items are NOT allowed in the Manor House: portable dance floors, fog machines.
18. Delivery and pickup schedules for rental equipment must be submitted at your event checklist
appointment and approved by Windsor Castle Event Staff. Delivery and pickup schedules for
rental items must be scheduled during your event hours.
19. Windsor Castle Park staff does not assemble, disassemble, or move items from rental companies
or provide storage of items.
20. DJs, bands, and music are allowed but must be kept at an acceptable decibel level so as to not
interfere or disturb the residents that live close to the park.
21. Windsor Castle does not provide the following items: linens, utensils, plates, or any cookware.
22. An inspection of interior of the Manor House will be conducted by site manager/staff with event
contract signer, or designee, prior to the start of event setup. An end of event final inspection
will also be conducted to make sure site is left clean and without damage. These inspections are
required in order for security deposit hold to be released.

Use Of Grounds
23. For a guest count of 60 or more people, portable restrooms are required to be rented. (The
Manor House maximum guest capacity is 60 people.) The Manor house septic is not rated for
more than the max capacity so no one outside of the bridal party will be allowed to use the
inside restrooms.
24. The following items are not allowed inside the Manor House nor outdoors: Artificial flower
petals, bird seed or rice.
25. Clients are required to remove and appropriately dispose of all decorations immediately
following an event during their cleanup hours.
26. Windsor Castle Park does not provide furniture, tents, or lighting. Windsor Castle does not
provide anything for the outdoor grounds.
27. Tents over 900 square feet require a building permit as a Miss Utility ticket call. This must be
done by the client or tent company.

Vendors
28. Vendors must adhere to the terms of our guidelines, and it is the client’s responsibility to share
these guidelines with them.
29. An event coordinator is required to be used to coordinate and to be present for deliveries of
rental items, portable restrooms, supervise trash disposal and removal of personal items from
house and grounds. This coordinator cannot be someone in the wedding, a sibling or parent.
They must be someone that can be pulled away from the wedding/festivities if needed. Windsor
Castle Staff does not provide these services.
 Windsor Castle Park Rental Policies
Alcohol Policies
30. All events which serve, sell, distribute, or allow BYOB alcohol at the Windsor Castle venue
require a Virginia ABC license. The ABC must be for your event not your caterers ABC license.
The license must be posted at the event. The Commonwealth of Virginia Alcoholic Beverage
Control policies shall be strictly enforced at all times. There are no exceptions to this policy.
*Please note that “cash bars” are not allowed at private events where an individual has been
issued an ABC permit or a “Banquet License”.

General Policies
31. Windsor Castle Park is open to the public from dawn to dusk and public access will be
maintained during those times. The park staff will place signage to make park guests aware of
your private event.
32. Electricity and water are provided at site.
33. Site rental includes (grass) parking for up to 200 vehicles.
34. Events that are over max capacity for the Manor House (60) and have their reception outside
are only allowed to use the house on the wedding day for bridal party to prepare. No one
outside of the bridal party or vendors will be allowed in the house. Everything must be outside
with the reception. No Exceptions!
35. Windsor Castle Events is not responsible for lost or misplaced items belonging to clients or
vendors.
36. Windsor Castle Park will provide a clean site that must be returned to the same condition at the
end of the event. Those using the grounds are liable for any damage to the site.
37. Trash cans and liners will be provided. At the end of the event, ALL TRASH must be placed in
dumpsters behind the barn.
38. I agree to allow Windsor Castle Events to use photographs and video from my event for use in
promotional materials.
39. The Parks Director has the authority to end an event if there is a danger to participants or staff.
40. In consideration for the use of the facilities, the client, on behalf of itself, its guest and invitees,
hereby releases the Town of Smithfield from and for all liability, claims and demands on account
of injury, loss or damage including property loss or damage, bodily injury, or sickness, that the
client or invitees may suffer as a result of such use.

Events Open to the Public are Defined as any Event:

Promoted to the general public, whether or not an admission fee is charged and/or requires a
ticket or admission fee for entry. If your event fits the above criteria, then you must complete
the Special Event Application process.
41. If a client misrepresents that an event is NOT open to the public when in fact the event IS open
to the public, then Windsor Castle Events may void the contract, cancel the event, and retain
the deposit.