Venue Policies & Event Guidelines

Our policies are designed to ensure the safety of our guests and the preservation of our historic venue. We appreciate your cooperation in helping us maintain the elegance and security of Hartsook Event Place.

General Policies

Booking & Payment

Respect for property and historic architecture is required at all times.
Noise levels must comply with local Houston ordinances; music ends by 11:00 PM.
All events must conclude and guests depart by midnight.
Full compliance with TX state laws and local regulations is mandatory.

A 50% non-refundable deposit is required to secure your date.
Final balance is due 30 days prior to the event start.
We accept major credit cards, bank transfers, and certified checks.
A signed contract is required to confirm all reservations.

Usage Guidelines

Cancellation Terms

No open flames; battery-operated candles are recommended.
Catering and alcohol must be provided by approved licensed vendors.
Load-in begins 4 hours prior; load-out must be finished 2 hours after event.
Clients are responsible for removing all personal decor and items.

Cancellations 90+ days out allow for 50% refund of second payment.
Deposits are non-refundable under all circumstances.
Rescheduling is subject to venue availability and a transfer fee.
Full refunds are issued if venue cancels due to building emergency.

Safety & Security

Maximum guest capacity must be strictly respected for fire safety.
Security personnel may be required based on guest count and alcohol service.
All emergency exits must remain clear and unobstructed at all times.
Minors must be supervised by an adult at all times during the event.

Booking & Payment Terms

Deposits

A 50% non-refundable deposit is required at booking.
Reservations are only secured once the deposit is received.
Acceptable payments: Credit card, Wire transfer, and Cashier's checks.

Payment Schedule

Balance must be cleared 30 days prior to the event.
Late payments may incur a daily penalty fee.
Detailed invoices are provided for tracking all milestones.

Reservation

Signing of the venue contract is mandatory for all bookings.
A security hold may be required for high-occupancy events.
Confirmation email will be sent following contract execution.

Venue Usage Guidelines

To maintain our standards of safety and elegance, we ask all guests to adhere to the following usage guidelines during their event at Hartsook.

Decor Rules: To protect our surfaces, no open flames are permitted on tables. All hanging decor must be approved by management.
Catering & Alcohol: All food service must be provided by licensed, insured caterers. Alcohol must be served by TABC-certified staff.
Load-In/Load-Out: Vendors may begin setup two hours prior to the event start. All items must be removed within one hour of conclusion.
Cleaning Responsibilities: Guests are responsible for removing all personal decor and ensuring the space is free of major debris before departure.

Cancellation & Refunds

Cancellations made more than 90 days prior to the event are eligible for a partial refund of the security deposit.
Cancellations within 90 days of the event date result in forfeiture of the full initial deposit.
In the event of a venue-enforced cancellation due to emergency, all payments will be fully refunded or credited.
Rescheduling requests are subject to availability and may incur a transition fee.

Safety and Security Guidelines

At Hartsook Event Place, the safety and well-being of our guests and staff are our top priorities. These guidelines ensure a secure and enjoyable environment for every extraordinary occasion.

Capacity Limits

Strict adherence to maximum occupancy of 250 guests in the Main Hall.
Gallery space capacity is limited to 60 guests for comfort and safety.
Load-in counts must include all vendors and auxiliary staff.

Security & Supervision

Security staff is required for events serving alcohol or exceeding 100 guests.
Minors must be supervised by an adult at all times.
On-site venue managers are present to monitor safety protocols.

Emergency Procedures

All emergency exits are clearly marked and must remain unobstructed.
First aid kits are available at the manager's station.
Evacuation plans are posted throughout the venue for guest awareness.