2025 Rules & Regulations
May 24, 2025
1. The client must provide a minimum of $2,000,000 (two Million Dollars) of insurance and provide it to The Pendennis Weddings & Events (The Pendennis W & E) at least 30 (thirty) days before the Event.
2. The caterer must provide a photo of their insurance and food-handling permit 30 (thirty) days prior to the Event.
3. There will be no smoking of any substance inside the premises. Smoking is only permitted outside in certain designated areas. A fine of $500.00 (five hundred dollars) will be applied if violated, or a cleaning fee, whichever is greater.
4. The final layout as well as all Furniture & Décor choices must be submitted in writing via e-mail 30 (thirty) days prior to the Event. Any submissions after the deadline will be subject to a $250 (two hundred and fifty dollar) fee. All layouts are subject to the basic layout requirements provided on the website and must be approved by the Venue Coordinator and Operations Manager. Any changes made within 30 (thirty) days of the event may be subject to a fee. Any changes made on the event date are subject to a $250 (two hundred and fifty dollar) fee.
5. Music on the balcony must be turned off by 11:59 pm. Any fines incurred by the client will be passed on to them plus a $200 (two hundred dollar) administration fee.
6. No rice, confetti, or other items intended for being tossed are allowed on the property. No confetti/sparkles/glitter is allowed on tables.
7. All attendees will conduct themselves in an orderly manner, ensuring the safety of all guests. Anyone deemed disorderly can and will be removed by either The Pendennis W & E staff or by the Client. The Pendennis W & E reserves the right to cancel a booking if the is deemed out of control and order is not restored in a reasonable amount of time. No refunds will be given if an Event is canceled under these circumstances.
8. For packages including a per-item rental, final guest count changes must be submitted in writing at least 14 (fourteen) days prior to the Event.
9. Capacity: The Pendennis W & E can accommodate up to 140 (one hundred and forty) seated guests for the indoor ceremony and receptions in the Ballroom. This includes any seated vendors.
10. Capacity is subject to the layout. All layouts require approval by the Event Coordinator and Operations Manager. Layouts must not break any safety rules.
11. If there is a need to drop anything off at the venue the day before the Event, it is subject to availability and a drop off fee. The Pendennis W & E accepts no liability for anything dropped off in advance of the booking, or left on site after the event formally ends. Anything left on site will incur a $500 (five hundred dollar) fee and a per hour charge of $800 (eight hundred dollar), charged at 15 (fifteen) minute increments.
12. The Pendennis W & E staff does not assist with any loading or unloading of personal/rental items or moving them on the day of the Event.
13. The Client must select an available bar package through The Pendennis W & E.
14. No outside liquor is allowed on site except in the case of Table Wine Corkage. If any outside alcohol is found opened on site, the Renter will be fined $1,000 (one thousand dollars) The alcohol will be confiscated.
15. Absolutely no food or florals can be dropped off before the Client Access time on the day of the Event.
16. The Pendennis W & E is not responsible for any parking or parking lots in the area. Park at your own risk.
17. Any additional décor items that the Client would like The Pendennis W & E to set up requires written approval from The Pendennis W & E administrative team or the Venue Coordinator. Any decor items approved for set up by The Pendennis W & E must be complete. This means no stickers and/or wrapping and no assembly required. An additional $300.00 (three hundred dollars) fee will be applied if items are not presentation ready. The Pendennis W & E reserves the right to refuse applying the fee and preparing décor if time does not permit.
18. If the bar is not closed for a consecutive 45 (forty five) minutes during a 6+ (six or more) hour shift, please provide food for the bartenders as they will then be working throughout their mealtime.
19. The Pendennis W & E has tableware and cutlery available for rent. This does not include set up or bussing. These items are a la carte unless included in your package. Bussing is included only for glassware. If the caterer does not bus the dishes, The Pendennis W & E staff will do so for a fee. The fee will be based on the condition everything is left in and the number of items bussed. Any last-minute changes or requests must be approved by the Venue Coordinator. Each change may be subject to an additional fee.
20. There are to be no animals on the premises unless they are a service dog. Credentials must be provided 30 (thirty) days before the event.
21. Children must be accompanied at all times by an adult.
22. Any and all damages will be deducted from the damage deposit first, if one has been paid. Otherwise, they will be charged after the Event to the credit card on file.
23. The Client is responsible for all guests and vendors use of the property and any items included in the rental or additionally rented from The Company.
24. Damages include but are not limited to: any damage to the Pendennis Building or property, inside or out. Broken or damaged furniture or rentals including arches, glassware, dinnerware, tables, etc. Lost, missing, or stolen items, toilets plugged or damage due to guest misuse, and or any damage to the infrastructure inside or out.
25. The Getting Ready Space must be vacated and put back to how it was found when the guests arrived. The bridal party has access to this space is until the end of their rental. No red wine shall be drunk in the Getting Ready Suite.
26. Guests may only access parts of the venue that are included in the rental and must stay out of areas that appear to be off-limits.
27. The Plating Area Policy: The Pendennis W & E provides a preparation area for use in final food presentation, plating, and bussing only. The preparation area will be provided in a clean condition, and the space should be returned to a clean condition immediately following the Event. All garbage bags must be removed from the building. Absolutely no cooking on site. Any caterers caught cooking on site will be required to stop immediately. Any damages resulting from a caterer cooking on site, from the sprinklers turning on due to smoke or smoke alarms, etc. will be charged to the Client. The caterer will be prohibited from returning to The Pendennis W & E.
28. When decorating, no nails, screws, staples, or penetrating items are to be used. Anything attached to walls or ceilings require written approval from the Operations Manager 30 (thirty) days before the Event.
29. No memorial services may be held without written permission from the Operations Manager. The purpose of any event hosted at The Pendennis W & E must be disclosed in full. If an event is hosted that is significantly different from the one disclosed to The Pendennis W & E, according to The Pendennis W & E, the event may be subject to fines and fees.
30. The Pendennis W & E reserves the right to decline any booking based on its purpose, the treatment of our staff, or any other reason within our legal rights.
31. For corporate clients, the Client must provide proof of signing authority if the Credit Card is not in their name (Corporate signing or affidavit). Any overdue invoices incur a flat fee of $250 (two hundred and fifty) and a daily administration fee of $25 (twenty-five dollars).
32. No event may include any vendor listed on the Prohibited Vendors list. This list may be updated at any time. If your event already includes the vendor that has been recently added to the list, please let The Pendennis W & E administration team know as soon as possible. Accommodations may be made but are subject to approval by Operations Manager. The Pendennis W & E reserves the right to decline access to any vendor at any time.
33. The Plating Area is the responsibility of the caterer during the entirety of the event. The caterer is responsible for all related clean up. They may not use items stored in the Plating Area without permission from the Venue Coordinator. The Pendennis W & E reserves the right to charge a rental fee and administration fee for anything used that was not supplied to caterer directly.
34. Any items that the Client would like to bring in that are virtually the same as decor/furniture the Pendennis provides, must first be approved by The Pendennis W & E and may be subject to a fee. (ex. Farmhouse Wood Tables of similar colouring).
35. Payments using credit cards incur a 3.5% fee.
36. The Pendennis W & E takes no responsibility for personal items left behind.
37. If the Venue Coordinator is expected to work through the dinner hour, they must be given a seat in the dining room at a table and the same meal as the guests.
38. The Pendennis W & E will not tolerate rude, aggressive, racist, or obnoxious behavior and reserves the right to cancel the Event if such behaviour cannot be de-escalated. If such behavior occurs during the Event, the person or persons involved may be removed from the property and no refunds will be provided by The Pendennis W & E.
39. An auto-gratuity of 18% or $150 (one hundred and fifty dollars) per bartender, $100 (one hundred dollars) per server applies to any event of any food or beverage services, whichever is higher. This may be gathered via tip jar or directly from the Client. If the tip jar does not reach the required 18%, the remainder will be paid by the Client.
40. The use of sparklers on the premises is not permitted without written permission.
41. The use of oil-based smoke machines is not permitted.
42. Any required documentation not provided to The Pendennis W & E 30 days before the event is subject to a $250 (two hundred and fifty dollars) fee per document. These documents include, but are not limited to; event insurance, event layout, rental documents, event timeline, and vendor contact information.
43. All guests, the Client of the event as well as vendors must leave by the Event End Time.
44. Any leftover open wine bottles or pre-batched cocktails will be charged to the Client at cost. If the client has someone able to take home the open bottles of wine, we can re-cork them and charge a corkage rate.
45. Cancellation: if the Client provides a minimum of one hundred eighty (180) days’ written notice of event cancellation, thirty percent (30%) of the Total Invoice at that time will be waived, the remainder is due immediately. If the Client provides one hundred and fifty (150) days’ notice or less, the Total Invoice that is still unpaid is due in full. This includes all additional services, products, and rentals added to the original booking.
46. Clean up does not include tableware, cutlery, florals, gifts, or personal items brought in by the Client unless included in the package/rental. If buckets are provided for the florals, floral centrepieces will be placed in them during clean up. Please note that clean up starts at 11:00 PM or earlier, depending on the event.
47. The Pendennis W & E reserves the right to remove any vendors from site that do not follow the rules and regulations.
If you would like any clarification, please e-mail the Pendennis Team at hello@thependennisweddingsandevents.com.
Thank you for your cooperation.