Rental Guide... · Web vie

“Where Dreams & Memories Become One”

Facility Rental GuideThank you for considering The Overlook Event Center for your

upcoming event. Please review all the information in this guide. If you have any

questions please call or email us. The Overlook offers 20 foot ceilings, open beam trusses, wood floors, wall to wall windows, grand floor to ceiling stacked stone fireplaces & majestic lakeside sunsets. This amazing Hill Country venue will set the

stage for a stunning location for your wedding or upcoming event.

Weddings~Indoor/Outdoor Ceremonies~Bride & Groom Rooms

Anniversaries~Special Occasions~Corporate Functions

Page 1 of 13Facility Rental Guide & Information Packet for Weddings & all Events

The Best Kept Secret in the Texas Hill Country!

A Beautiful Venue Overlooking

Private Memberships~Infinity Edge Swimming Pool & Hot Tub

Luxury Overnight Suites~Catering Kitchen & Fine Dining169 Private Road 1709 Mico, Texas 78056

Located 16 miles outside San Antonio’s Loop 1604 at exit 471The Overlook is situated at the entrance to Dancing Bear’s 2000+ acre Ranch.

Office: (830) 751-EVNT (3868) Cell: (830) 719-1629Email: [email protected]: www.theoverlookeventcenter.com

Pricing & Reservations (non-wedding/non-quinceaner events)

Event RoomsEvent Room Guest Capcity Size / Description

The Sunset Ballroom 120 guests 1770 sq. ft. & 735 sq. ft. Balcony

The Skyline 100 guests 1411 sq. ft. & 301 sq. ft. Balcony

Sunset Ballroom, Skyline & Tower

210 guests 3001 sq. ft. & 1036 Sq. ft. Balcony

Infinity Suite (overlooks infinity swimming pool)

10 guests 500 sq. ft. (corner suite poolside-10 person max)

Weekday Daytime Rental Rates: Monday – Friday 9:00 am – 5:00 pm

Area RateThe Sunset Ballroom $495.00The Skyline $295.00Sunset Ballroom, Skyline & Tower $750.00Infinity Suite $225.00

Weekday Evening Rental Rates: Monday – Thursday 6:00 pm-10:00 pm


http://www.theoverlookeventcenter.com/

mailto:[email protected]

Area RateThe Sunset Ballroom $400.00The Skyline $250.00Sunset Ballroom, Skyline & Tower

$595.00

Infinity Suite (overlooks infinity pool)

$225.00

Weekend Daytime Rental Rates (Saturday & Sunday) (9:00 am-5:00 pm)Area Rate

The Sunset Ballroom $595.00The Skyline $450.00

Sunset Ballroom, Skyline & Watch Tower

$1050.00

Infinity Suite $225.00Weekend Evening Rental Rates: Friday & Saturday (6pm-midnight)

Area RateThe Sunset Ballroom $995.00

The Skyline $495.00Sunset Ballroom, Skyline & Watch

Tower$1490.00

Infinity Suite $225.00Sunday Evening (6:00pm – midnight)Area Rate

The Sunset Ballroom $695.00The Skyline $400.00

Sunset Ballroom, Skyline & Tower $1095.00Infinity Suite $225.00

Note: Holiday Pricing Subject to rate change (call for pricing)

Date Reservation PolicyWe will gladly place a hold on your preferred date for 10 days after your initial request. You will then receive a rental contract indicating the deposit amount, rental fee, and due dates. To secure the space return a signed copy of the contract and the deposit within the specified time frame. If a contract and deposit have NOT been received within 10 days, the hold will be removed and we cannot guarantee the date’s availability. Once an event date has been


secured, our staff will then assist you with coordinating the more detailed arrangements regarding facility setup, etc. Note: If the reservation is made less than 60 days prior to the event date, full payment is required to reserve the room and is due upon signing the contract.

Deposit Information & Fees due at signing of Contract to Secure VenueWeddings without alcohol $1000.00 plus partial payment.Weddings with alcohol $2000.00 (cancelled wedding deposit penalty will be calculated from $1000.00 not $2000.00)

Non-Wedding Events: 50% of rental fee plus partial payment (with alcohol add $150.00 deposit)

Upon the completion of your event, assuming no damages were incurred, and the checklist was successfully completed, your deposit will be refunded within 30 days.

Payment We accept Checks, Cash, PayPal, Visa, & MasterCardWedding Payments may be made in 3 installments. The deposit payment is due at the time of signing this contract. The 1st installment is due within 30 days of signing this agreement then at 6 months before, and 3 months before the event date. If the date does not allow for a 6 month or even a 3 month pay date ½ of the payment is due upon signing the contract and the balance 60 days prior to the event. The entire balance (indicated on the rental contract) must be paid in full 60 days prior to the event date. If the reservation is made less than 60 days prior to the event, full payment is required to reserve the room and is due upon signing the contract.

Non-Wedding Events50% of rental fee is the deposit & 50% of the security deposit is the partial payment and are due at signing. The balance is due 60 days prior to event. Events less than 60 days, payment & deposit is due in full at signing of the contract.

Cancellations Lessee may cancel this Agreement at any time up to 91 days prior to the Event Date by providing written notice of such election to Lessor and will be refunded 100% of the rental fee & 75% of the deposit. If Lessee shall elect to so cancel this agreement between 90 and 60 days prior to the Event Date, Lessee will be refunded 50% of the Rental fee, 50% of the deposit, minus any expenses incurred in good faith by Lessor in preparation for Lessee's use of the Facility. For cancellations less than 60 days prior to Event Date, Lessee will be charged 100% of the Rental fee, 100% of the deposit, plus any expenses incurred by Lessor.

Post-Event EvaluationA Checklist & Evaluation Form will be provided on the day of your event. Please complete them upon conclusion of your event and leave in provided drop box. A copy of these forms


can be found at the end of this packet. Any additional charges incurred following initial payment and/or during the event will be billed to the user and must be paid upon receipt of invoice.

The Overlook Capacity Chart

Style Diagram Sunset

BallroomThe

Skyline

The Skyline

& Sunset

Ballroom

InfinitySuite

Cocktail PartiesGuests Standing 200 120 320 15

TheaterStyle

200 120 320 na

ConferenceStyle 80 50 130 15

Banquet Rounds10-60”

Seat 1109-60”

Seat 90Seat 200 na

Banquet Rectangle

Seat 110 Seat 90 Seat 200

U-Shape 80 50Seat 130

Hollow Square

90 60Seat 140

Herringbone Style

100 90Seat 190


http://www.theoverlookeventcenter.com/Setup---Capacity-Chart.html








What we Include in your Rental Fee (non-wedding events)

Event Set-up & Breakdown Use of Tables & Chairs (see images below) Use of Table Cloths (black or natural - see images below) Dual 70” Flat Screen TV’s and surround sound system Direct TV Free Wi-Fi Free Parking 2 consultation meetings with The Overlook Director:

o Initial Meeting-Sign contract and discuss requested layouto 2nd consultation meeting- review and approve layouts in writing

Tables & ChairsThe use of tables & chairs is included in the rental fee. We have the following shapes and sizes:

Round Tables

(Indoor or Outdoor)

Rectangular Tables

(Indoor or Outdoor)

Square Tables on Terrace(outdoor)

Pub Tables(Adjust to 3

heights) (indoor or outdoor)

Size

Qty Seats

Size Qty Seats

Size Qty Seats

Size

Qty

Seats

60”

26 10 30”x72”

7 6 32” granite

15 4 30”

12 2-4

24” x 48”

2 2

Ceremony Chairs

(outdoor)

Restaurant Chairs (Indoor)

Ceremony (indoor/outdoor)

Style

Quantity

Color

Style Quantity

Color

Style Quantity

Color

200 Black

200 Black

40 Natural


Table ClothsRound Table

ClothsRectangle Table

ClothsPub Table Cloths

Style

Size

Qty

Color

Style Size

Qty

Color

Style Size

Qty

Color

60”

18

Natural

72”

8 Natural

30”

24

Black

spandex

60”

18

Black

72”

6 Black

Available Add-on’s (not included in facility rental fee) (non-wedding)

On-Site Attendant ($15.00 per hour- minimum 3 hours)o Monitors: Restrooms, trash bins, grounds, assists with use of the facility &

questions you may have throughout your event. Layout Change during your event: ($150.00 per layout change) Parking Attendants (Golf Car Service from the parking lot to the front door)

o Golf Car Rental ($60.00 each)o Driver ($15.00 per hour – 2 hour minimum each)

Massage Therapy o booked in advance…contact the Overlook for menu and pricing

Equipment Rental: o DVD Blue Ray Player ($10.00)o PA System / microphone ($50.00)

Security Guards (may be mandatory depending on your event)o Medina county deputies

4 hour minimum $25.00 per hour each 2 Medina County deputies required per event

TABC Bartender (may be mandatory depending on your event)o Price TBD

Rustic Fire-pito $50.00 per hour (2 hour minimum)

Clean Up – Choose between Option 1 or Option 2.


DecorationsPlease do not nail, tack or tape anything into the walls of the facility. Nothing is to be suspended from the ceiling. Balloons, table-floor decoration, & greenery are allowed inside the facility but must be removed and taken with you at the end of your event. Flameless candles are the perfect alternative for a safe and beautiful candlelight glow. Candles are not permitted.

Food & BeveragePreferred Caterer

View Website for Updated List www.theoverlookeventcenter.com Catering KitchenThe Overlook’s Catering Kitchen Rental Fee: $500.00 deposit $500.00 Usage Fee $100.00 Cleaning Fee. (approval required)

Outside FoodWe do allow lessees to bring in their own food. Lessees are responsible for bringing all food service utensils and place settings. We do not provide plates, glassware, or utensils.Non-Preferred Caterers (Outside Caterers) Outside caterers must be approved by the Overlook Event Center. We would love to talk with the caterer of your choice. The Overlook’s Catering kitchen is available for rent by your outside caterer for an additional rental fee and a damage deposit. Please have them contact management for availability and approval.Alcoholic Beverage PolicyThe Overlook has a license to sell beer and wine. Beer and wine must be purchased through the Overlook Event Center. Liquor license is in process, please contact the Overlook for status. (The bartending fees is not included in the facility rental charge)Directions169 Private Road 1710 Mico, Texas 78056The Overlook Event Center is located 10 miles outside of San Antonio city limits. Visit: http://www.theoverlookeventcenter.com for directions and mapping information.Clean –up (non-wedding events) Please choose from the following 2 options for clean-up after your event. Option 1-fee of $50.00 per room with most of the clean up being the responsibility of the customer hosting the event. Option 2-fee of $100.00 per room light duty removal of personal food and items by the customer with the Overlook’s cleaning staff taking care of the majority of the clean-up following the event.


http://www.theoverlookeventcenter.com/Location.html

http://www.theoverlookeventcenter.com/

Client Clean-up after your Event Inspection Checklist- Non- Wedding

($50.00 per room- fee due upon final payment) To indicate that you completed each task please initial each item on the line provided to the side and place your signature on the bottom of this page. Provided you’ve completed these items and no damages were incurred, your deposit will be refunded within 30 days of your event date. Thank you for choosing the Overlook Event Center.

Initials Item to be completed________________ Floor of event room swept & cleaned of any food/ beverage spills.________________ Tables & Chairs wiped down & clean of any food/beverage spills.________________ All food & beverage items need to be removed from the facility & refrigerators.________________ Any decorations that were approved for use to be removed & taken with you at the end of your event. ________________ All trash from your event including restroom trash to be taken to the dumpster in the parking lot. ________________ Parking lot, entrance way, balcony, & grounds need to be clear of all debris (beer cans, bottles etc.)_______________ Post-Event Evaluation Form Completed________________ Lock all doors upon departure & leave facility secured if keys were provided________________ Place the facility key (if one was provided to

you) & the evaluation form into the lockbox on the exterior of the building.


_______________ Immediately Send Text Message to Event Center Manager confirming that you have exited the building & locked the facility. Send to (830) 719-1629 therefore the building can then be armed for security.

Note: Cleaning Supplies, trash bags, & broom provided by the Overlook Event Center.

Lessee Signature:_______________________________________________________________________________________

Date:__________________________________________

The Overlook staff clean-up after Your Event

Inspection Checklist Non-Wedding($100.00 per room fee due upon final payment)

To indicate that you completed each task please initial each item on the line provided to the side and place your signature on the bottom of this page. Provided you’ve completed these items and no damages were incurred, your deposit will be refunded within 30 days of your event date. Thank you for choosing the Overlook Event Center. Initials Item to be completed________________ All food & beverage items need to be removed from the facility & refrigerators.________________ Any decorations that were approved for use to be removed & taken with you at the end of your event. _______________ Post-Event Evaluation Form Completed________________ Lock all doors upon departure & leave facility secured if keys were provided


________________ Place the facility key (if one was provided to you) & the evaluation form into the lockbox on the exterior of the building.

_______________ Immediately Send a Text Message to the Event Center Manager confirming that you have exited the building & locked the facility. Send to (830) 719-1629 therefore the building can then be armed for security.

Note: Cleaning Supplies, trash bags, & broom provided by the Overlook Event Center.

Lessee Signature:_______________________________________________________________________________________

Date:______________________________________

Weddings & Quinceanera Package info (What’s Included)

Ceremony & Reception Chairs Tables & Table cloths (black or natural) Sign-in, Gift & Cake Tables Portrait Easel Indoor/Outdoor PA system Use of dual 70” Flat Screen TV’s for slideshow or music Use of Surround Sound System One hour for Rehearsal (appt. required) Use of grounds for engagement, Bridal & Wedding Photo sessions (appt. required) Free Parking, Free Direct TV, Free Wi-fi Services 12 hour Venue time (noon-midnight) Skyline, Sunset Ballroom, Watch Tower, Terrace, Poolside Pavilion 8 acres of Grounds to enjoy including Fire-pit area (fee’s apply for use) Bridal Suite: Private dressing room, Jacuzzi tub, 2 full baths, 55” flat screen,

kitchenette.


Grooms Room: Private suite w/ full bath, kitchenette, 55” flat screen with amazing lake views.

Honeymoon Suite 2 additional Luxury Overnight Suites (sleep 2 adults per suite) 3 consultation meetings with director for planning purposes (1 hour each-appt.

required) Initial consultation appointment, sign contract-review rules and

regulations-collect deposit 2nd consultation – discuss layouts and day of wedding schedule 3rd consultations – review and approve layouts & wedding schedule in

writingWedding CeremonyIndoor: 200 guestsOutdoor: 300 guestsWedding ReceptionIndoor Dining: 200 guestsIndoor & Outdoor 300 guestsPlease Note: Peak Season (March – November) Non-Peak (December-February) (Call for current pricing)

Wedding Facility Charges-Due upon final payment. Set-up $250.00 … Break-Down $250.00 … Clean-up $500.00

Wedding Add-On’s Layout Changes Each $150.00 Golf Car Rental/Drivers

o Parking Attendants (Golf Car Service from the parking lot to the front door)o Golf Car Rental ($60.00 each)o Driver ($15.00 per hour – 2 hour minimum each)

Massage Therapy (call for pricing) Helicopter Service – Hanger 13…call for details Large Groups: Hotel Accommodations: we’ve partnered with the Courtyard Marriott @

Sea World Westover Hills & The Hyatt Regency Resort & Spa to offer special pricing for large groups. Shuttle Service available to and from our venue. Call for pricing.

Important Notices An hourly rate will be charged in hourly increments (partial hours=1 hour) for

exceeding agreed rental time deadlines as stated in the contract.o Wedding: $300.00 per hour o Non-Wedding: $100.00 per hour


Under no circumstances will a lessee will be allowed to Sub Lease The Overlook Event Center to a 3 rd party.

Hospitality Tax Rate of 6.00% is charged for Room Rentals Food & Service Tax Rate is 8.25% Important Notice/Security Warning: This facility is under 24 hour live recorded

video surveillance to aid in the prosecution of any crimes committed against this facility.

All prices and data herein subject to change without notice.

Thank You for considering the Overlook Event Center as your venue for your Wedding Special Occasion or Corporate Event. We appreciate the opportunity and look forward to earning your business. For booking or more information please contact…

The Overlook Event Center: Office: (830) 751-3868Team Member: Stacey Garcia (830) 751-3868

Team Member: Vonda Crisp: direct: (830) 719-1629 (text friendly)Email: [email protected]


mailto:[email protected]

Documents

Rental Guide... · Web vie