Please note, you must agree to all of our policies outlined below in order to book an experience/event with Heartland Gatherings. Thank you for your understanding. 

Booking Information

After your have submitted your request, we will reach out to you to confirm your date and event within 72 hours. A 50% retainer is required to secure your booking. Until the retainer is paid, this time slot will remain available for anyone to book. Your remaining balance will then be due 72 hours in advance of your event. Retainers are non-refundable. 

We recommend booking at least 2 weeks in advance if possible. Please note, events scheduled Monday through Friday are only available starting at 5:30pm.

We do accept bookings with less notice, however, please note that your preferred date and time may not be available. Please note, bookings with less than three days notice will be subject to an additional $125 rush fee. 

If you are interested in booking an event that is not featured on our website, please do not hesitate to contact us! We would be happy to start talking details with you and to create a custom quote that meets your needs. Please email us at heartlandgatherings@gmail.com for more information. 

Payments

After you have submitted this request, we will reach out to you to confirm your date and event within 72 hours. A 50% retainer is required to secure your booking. Until the retainer is paid, this time slot will remain available for anyone to book. Your remaining balance will then be due 72 hours in advance of your event. 

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In the event of a reschedule, you have 20 days to reschedule your reservation date. If you do not reschedule within this period, we will refund the remaining balance of your payment, excluding the non-refundable retainer. Reservation dates and balances can neither be transferred nor redeemed for credit.

Retainers are non-refundable. 

Payments accepted via Venmo only.

Cancellations / Rescheduling

Retainers are non-refundable. We do not offer any refunds for our events or services but we can reschedule your reservation date (subject to availability) one time without penalty up to 48 hours in advance of your picnic and/or event. Any further rescheduling will be subject to a $75 rescheduling fee.

Please note, once your event is set up, we cannot cancel or reschedule. No refunds will be issued.

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In the event of a reschedule, you have 20 days to reschedule your reservation date. If you do not reschedule within this period, we will refund the remaining balance of your payment, excluding the non-refundable retainer. Reservation dates and balances can neither be transferred nor redeemed for credit.

Inclement Weather: 

(Our Inclement Weather conditions are defined as any severe or harsh weather condition that makes it unsafe or impractical to travel, commute, or work outdoors, rain/snow, or outside temperature conditions below 40 degrees)

If mother nature decides to rain on your parade (pun intended), we do have a few options! 

1. You are welcome to move your picnic inside! (mileage charge applies).

2. Reschedule due to Inclement Weather: Although we do not offer refunds, we be would be happy to offer a one-time rescheduling of your reservation date (subject to availability).

Please note, any further rescheduling will be subject to a $75 rescheduling fee.

If you have any questions, concerns, or custom requests please do not hesitate to reach out to us at heartlandgatherings@gmail.com. 

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Alcohol Policy

At this time we do not offer alcoholic beverages. If you choose to drink alcohol at your event, Heartland Gatherings is not liable for any actions of our guests. You must refer to all local, state, and federal regulations when choosing to drink alcohol at your event. If you choose to bring alcohol, please drink responsibly! Thank you for your understanding!

Social Media + Marketing Policy

Please note, all of our event settings will be photographed and shared on our social media pages. If your event is a surprise, we will refrain from sharing your event set up on our pages until after your event has happened. 

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Please note, if you book a mini photoshoot through us, we will share a few images from your session on our pages. Again, if your event is a surprise or a proposal, we will coordinate with you on when we can post these images on our channels so we do not accidentally give away any big news or surprises! 

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We would love to connect with you on social media! You can follow us on all the major platforms at @heartlandgatherings - please feel free to tag us in your posts and to use our hashtags: #HeartlandGatherings #HLGPicnics

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If you would like to be featured on our pages, shoot us a DM or email us at heartlandgatherings@gmail.com. 

Damages

Please note, any damages to our property that occur throughout the length of your event are subject to a damage fee. This fee will be calculated based on the items damaged. 

Please note, no smoking will be allowed in or near any of our items, equipment, or setups.

Please refrain from lighting any of our candles during your event as this is a fire hazard. 

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You are responsible for staying with your event and/or Luxury Picnic at all times. If you need to leave for any reason before the arranged end time of your event, please contact us immediately and we will promptly arrive to clean up and pack up your event.

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By booking with us, you agree to pay for all damages to our products caused by any negligent, reckless, or willful actions by you or your group. 

Liability Release

Please note, Heartland Gatherings (including its owners) cannot be held accountable or liable for any injuries or accidents that may occur during your event. By booking with us, you agree and recognize that there are certain inherent risks associated with the event/experience you are planning and you agree that you assume full responsibility for personal injury to yourself and your party and further release and discharge Heartland Gatherings for any injury, loss or damage arising out of you or your group's use of or presence at the event/experience whether caused by the fault of you, your group, Heartland Gatherings, or any other third parties.

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Indemnification: You agree to indemnify and defend Heartland Gatherings against all claims, causes of action, damages, judgements, costs or expenses, including attorney fees and other litigation costs, which may in any way arise from you or your group's use of our inventory, property, experience, consumption of food/drink, and/or event. 

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Pricing is subject to change.

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Privacy Policy

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Thank you for visiting Heartland Gatherings, LLC. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information. By using our website, you consent to the practices described in this policy.

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Information We Collect:

1. Personal Information:

We may collect personally identifiable information such as names, email addresses, and other contact details when voluntarily provided by users.

2. Non-Personal Information:

We may collect non-personal information, such as browser type, operating system, and IP address, to enhance the functionality of our website.
 

How We Use Your Information:
We use the collected information for the following purposes:

To personalize user experience.
To improve our website based on your feedback.
To send periodic emails regarding our products, services, or updates.

Cookies and Other Tracking Technologies:
We use cookies and similar tracking technologies to enhance your experience on our website. You can disable cookies in your browser settings, but please note that this may affect your ability to access certain features of the site.

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Third-Party Disclosure:
We do not sell, trade, or otherwise transfer your personally identifiable information to third parties without your explicit consent. This excludes trusted third parties who assist us in operating our website, conducting our business, or servicing you.

Data Security: 
We implement a variety of security measures to protect your personal information. However, we cannot guarantee the security of information transmitted over the internet.

Changes to This Privacy Policy:
We reserve the right to update this Privacy Policy at any time. You are encouraged to review this page periodically for changes.

Your Consent:
By using our website, you consent to our Privacy Policy.

Contact Information:
If you have any questions or concerns regarding this Privacy Policy, please contact Heartland Gatherings, LLC at heartlandgatherings@gmail.com