Terms and Conditions

Last Updated: 26 July 2025

Welcome to Under the Wild Oak. These Terms and Conditions outline the rules and regulations for the use of our website and venue services.

By accepting this website and/or booking our venue, you agree to accept and comply with the terms stated below. If you do not agree with any part of these Terms, please do not use this website or book our services.

1. Venue Use & Rental Agreement

All bookings made through this website are subject to availability and confirmation. A separate contract will be required for Weddings that outline specific details regarding venue access, rental period, permitted activities, and liability coverage.

The parents and/or legal guardians of all children (under the age of 18) will be required to sign a waiver for every child who participates in bounce houses and/or miscellaneous toys and activities provided by Under the Wild Oak.

Booking Inclusions:

Access to the indoor, outdoor, and patio event spaces

Use of included furniture, decor, and amenities

Parking as specified

Vendor freedom (you may bring your own licensed & insured vendors)

Basic set-up (e.g. tables, chairs, and any rented props will be set out and easily accessible for set up as desired by guest)

Basic cleaning services

Booking Exclusions:

Food and beverage and their associated services (such as Catering and/or Food Trucks)
A commercial kitchen, all food must be prepped in a licensed and insured commercial kitchen

Alcohol and their associated prep and serving

Music in the form of a DJ or Band

Photography
Hair or Make-up Artists

Or any additional rentals unless separately agreed upon

Wedding Planning Services

Deep cleaning or need for excessive cleaning

2. Payment Policy

A non-refundable 25% deposit is required to reserve your date

Final balance is due the day of your event.

We accept payments via credit card or debit card; please contact us to arrange other forms of payment

Weddings will have a separate payment policy.

3. Cancellations & Refunds

Cancellations must be made more than 48 hours prior to the event

Cancellations made within 48 hours of the event will incur a 10% cancellation fee

We do not offer refunds for weather-related issues, no-shows, or failure to comply with rental policies
All cancellation requests must be submitted via email to austin@underthewildoak.com

Please review our full Refund Policy for detailed terms. Weddings will have a separate Cancellations & Refunds policy.

4. Client Responsibilities

Clients are responsible for:

Damages caused by guests, vendors, or children during the event

Cleaning up personal items, trash and decor after the event

Ensuring all outside vendors comply with venue rules

Supervising all minors on site

5. Excessive Cleaning, Repair, and Replacement Fees

We reserve the right to charge the card on file to cover the costs associated with the repair and/or replacement of damages or if excessive cleaning is required. While general cleaning is included with every event, excessive cleaning may result in an additional fee. Excessive cleaning is defined as any condition that requires significantly more time, effort, or professional services than standard post-event cleaning.

This includes, but is not limited to:

Stains on floors, furniture, walls, or decor from food, drinks, or other substances
Trash or debris left outside of designated bins (e.g., food remnants, napkins/paper towels, decorations, balloons, confetti, etc.)
Sticky substances, spills, or ground-in messes that require deep cleaning
Damage resulting in cleaning needs (e.g., gum on surfaces, writing on walls, misuse of restrooms)
Unapproved use of substances that create difficult cleanup conditions (e.g., glitter, slime, paint, etc.)
Bodily fluids and matter left outside of the toilet, on the walls, or on bathroom stalls
Anything broken in the included furniture, decor, and amenities provided by the venue (chairs, tables, sinks, children's toys, bounce houses etc).

If excessive cleaning, repair and/or replacement is required, a fee will be charged to the card on file. This fee is determined based on the scope of additional cleaning required and will be communicated with documentation.

6. Venue Rules

To preserve the beauty and safety of our venue:

No smoking inside any buildings or under covered structures

No glitter, confetti, open flames (including candles on tables), fireworks or any kind or sparklers

All music must end by 10pm

Alcohol must be served by a licensed and insured bartender
Catering must be served by a licensed and insured caterer or restaurant; and food must be prepared in their commercial kitchen
Food trucks must be licensed in Kendall County and be insured

Children must be supervised at all times
Security will be required for events serving alcohol and/or more than 40 guests

Failure to comply may result in early termination of your rental without refund.

7. Website Use

All content on this site – including photos, copy, and branding – is the property of Under the Wild Oak and may not be copied or reused without written permission.

Misuse of this site (including spam, fraudulent bookings, or unauthorized access) will result in blocked access and possible legal action.

8. Privacy Policy

We are committed to protecting your personal information. Pease review our [Privacy Policy] to understand how we collect, use, and store your data.

9. Indemnification

By using our venue and services, you agree to indemnify and hold harmless Under the Wild Oak, its owners, employees, and affiliates, from any claims, damages, losses, or legal expenses resulting from your event or use of this website.

10. Modifications

We reserve the right to update or revise these Terms at any time without notice. Continued use of the site or venue services after changes implies acceptance of the updated terms.

11. Contact Us

If you have any questions about these Terms and Conditions, please reach out to us at austin@underthewildoak.com.

Terms and Conditions

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