Terms and Conditions
Please read and agree to the following terms and conditions.
Bard College: The Montgomery Place Campus is available for rent by members of the public, contingent upon College approval. In keeping with our mission, we require individuals seeking to host special events at Montgomery Place to agree to certain guidelines in order to ensure the preservation of the historic estate. Failure to comply may result in forfeiture of deposit as well as cancellation of event.
Site visits should be arranged, with a minimum of two weeks notice, by contacting Deanna Cochran (dcochran@bard.edu). Visits are scheduled during normal business hours.
General Terms
● All requests for events at Montgomery Place should be first directed to the Community Requests hotline (communityrequests@bard.edu) and an Event Request Form must be submitted.
● Event hosts should indicate the number of guests at the time of booking. Events are usually limited to 250 people although exceptions may be made with approval.
● Indoor use of the mansion house for the event is not permitted.
● Catering facilities must be brought to the property; no on-site facilities exist.
● Events of 60 or more guests must provide portable bathroom facilities in a location determined by Bard College staff. Visitor bathrooms located at the Visitors Center and the Squash Court will remain open and accessible for small events as approved in advance by the College.
● Parking is limited to 60 vehicles at the Visitors Center lot only. Additional parking can be arranged.
● If the use of golf carts is requested, drivers must be provided by the College. Costs for the carts and the drivers will be an additional expense not included in the site fee.
● A temporary, outdoor location for ceremonies may be set up on the grounds as indicated by the host and approved at the time of booking. A temporary location should consist of easily collapsible and/or folding chairs that leave no permanent marks on the site. Hosts should not use environmentally sensitive areas, or areas in which landscape features may be harmed.
● All tent rentals require a permit issued by the Town of Red Hook. Permits must be obtained by the host and a copy sent to Bard’s Office of Community Resources.
● Montgomery Place has three outdoor power panels located in various locations near the mansion house. Event organizers should provide information on their electrical needs at least three weeks in advance of the event. While the College will provide access to our electrical network on advanced request, hosts may need to bring a backup generator as Montgomery Place’s electricity networks are limited.
● Tents must be removed within 24 hours of rental terms. Failure to do so will result in an additional fee of $300/day.
● Due to limited outdoor lighting, hosts may request to bring in additional lighting. Plans are required to be submitted in writing a minimum of 30 days in advance of event. If approved, a written notice of approval from the Site Manager will be sent as expeditiously as possible.
● All materials brought on site by guests or caterers must follow the principle of “carry in, carry out.” All trash or unused materials must be removed from the site within 24 hours. Failure to comply with this policy will result in a minimum fee of $500 for the removal of any garbage.
● All decorations must be preapproved by Bard College Horticulture staff at least three weeks in advance of the event. The following restrictions apply:
○ Decorations may not be taped or nailed to any structures at
Montgomery Place.
○ Open flames are not permitted.
○ Fireworks, smoke machines, laser machines, and bubble machines are not permitted.
○ Owing to our carry in, carry out policy, any sort of material typically thrown by guests at the end of a ceremony (rice, glitter, confetti, seeds, etc.) is not allowed.
○ Decorations may be delivered and held on the day of the event. Hosts are not allowed to store materials on the property before the day of the event.
● Smoking is prohibited on the Montgomery Place premises.
● No alcohol may be served without written permission. Caterers must provide a license to serve alcohol on the premises.
● It is the responsibility of the renters to ensure all external vendors receive a copy of these Contract Terms a minimum of one month prior to the event.
● Vendors must follow the directives of Bard staff and only park at designated locations.
● While Bard College does not maintain a list of preferred providers for private event services, Bard asks that hosts provide a list of all companies contributing to the event (event organizers, caterer, sound/DJ, flowers, etc.) at least three weeks in advance of the event.
Rental Fees and Security Deposit
● A rental fee of $7,500 will be charged for events of up to 250 guests. Additional guests may require an additional fee. Note: Signer of the rental agreement must be 25 years of age or older and is legally contracted to ensure that all fees are paid in advance of the event.
● The rental fee of $7,500, plus a refundable security deposit of $1,000, is due at the signing of the contract. The security deposit must be a certified check and is refunded assuming all contract terms are met. If the agreement is signed more than three months in advance of the event, 50% of the rental fee is due upon contract signing and the balance is due 90 days prior to the event.
● If parking for more than 60 cars is required, a fee of $25/hour to cover the cost of parking attendants is required.
● Rental fee includes up to two hours of closing the site to the public prior to the event during normal public-use hours. All events must end by 10:00 p.m. Event setup may take place during normal public-use hours and can begin up to 24 hours in advance.
● Rental fee includes two on-site security guards and one on-site manager.
● Commercial photography rates are available upon request.
Cancellation Terms
● More than three months in advance: all fees returned.
● Between 30 days and 90 days in advance: 25% of $7,500 fee and $1,000 security deposit returned.
● Less than 30 days in advance: $1,000 security deposit is returned. Rental fee of $7,500 is nonrefundable.
Damages and Liabilities
The preservation of the buildings, the collections, and the grounds is the College’s first priority. Event organizers will be held responsible for any and all damage to the property.
Organizers will agree to comply with all pertinent laws, regulations, and statutes as stated here:
● To the fullest extent permitted by law, the (Contracted Party) shall defend, indemnify, and hold harmless Bard College, its trustees, directors, officers, employees, and agents, from and against all losses, claims, suits, actions, damages, and expenses (including attorneys’ fees), arising from (Contracted Party) breach of this Agreement, or (Contracted Party) acts or omissions in performing services under this Agreement, except solely to the extent such Claim is directly and proximately caused by the negligence or willful misconduct of Bard College.
● To the fullest extent permitted by law, Bard College shall defend, indemnify, and hold harmless (Contracted Party), its trustees, directors, officers, employees, and agents, from and against all losses, claims, suits, actions, damages, and expenses (including attorneys’ fees), arising from Bard College’s breach of this Agreement, or Bard College’s acts or omissions in performing services under this Agreement, except solely to the extent such Claim is directly and proximately caused by the negligence or willful misconduct of (Contracted Party).
● Bard College and the Montgomery Place Campus assume no responsibility for any property (personal or other) or equipment owned by the renter, the guests, or other parties. Bard College reserves the right to approve equipment used at events.
Insurance
● All event contractors must provide Comprehensive General Liability Insurance and submit a Certificate of Insurance at least three weeks prior to the event.
● All rentals require proof of insurance per Bard College’s requirements, as specified here .