HOW DO I BOOK?
Dates are held on a first come, first serve basis.
You can ONLY reserve a date by booking online. Click Book Now
WHAT IS REQUIRED TO SECURE MY DATE?
In order to secure your date you need to do the following:
Step 1 - Click on BOOK NOW to complete a request form and check for availability on our calendar
Step 2 - Check your email to complete Proposal.
Step 3 - Pay 50% non- refundable retainer (or 100% of rental fee if you are within 30 days of event date)
This secures your booking.
An invoice will be sent to you 30 days before your event with your final bill which will include the remaining 50% deposit, $500 refundable security deposit and any additional rentals you require. You will also be required to submit your Special Occasions insurance policy at this time.
(Event items rented from us will require an additional $200 Refundable rental security deposit that will be returned to you no later than two weeks after your event if the items rented are returned in the same condition.)
WHAT IS THE PAYMENT SCHEDULE?
A 50% NON-REFUNDABLE Retainer fee is required to secure your reservation.
The remaining balance is due along with your Special Occasions Insurance policy, no later than 30 days before your event. Failure to comply with this will result in your event being canceled. If you book within 30 days of your event date, 100% of your rental fee is required at booking. All payment is non refundable, with the exception of your Security Deposit.
WHAT FORM OF PAYMENT DO YOU ACCEPT?
You can pay by ACH/eCheck ($5 flat fee) or by any major Credit Card (2.9% processing fee).
WHAT IS YOUR CANCELLATION POLICY?
If you are worried about the possibility that you may need to cancel your event, we strongly recommend that you add cancellation coverage to your Special Occasions policy.
We will do our best to reschedule your event once, subject to availability on the calendar.
DO YOU REQUIRE A SECURITY DEPOSIT?
Yes. A security deposit of $500 is required to secure your booking. This is included in your final invoice and will be returned to you within 10 days of your event per contract.
IS THERE A CLEANING FEE?
Yes. A $400 cleaning fee will be withheld from your security deposit if you do not restore the venue to its original condition.
The following criteria MUST be met to avoid a $400 cleaning/trash fee:
All food and catering items are removed from the venue.
Kitchen counters, sinks and appliances are wiped clean and free of all food.
All trash is bagged and removed from venue and disposed off in the garbage receptacles located behind the venue.
Chairs are stacked and venue is left in a broom swept condition.
All decor and rental items MUST be removed at the end of your event.
All trash, debris and food MUST be removed from around the venue/ sidewalks etc.
WHAT PRECAUTIONS ARE YOU TAKING WITH COVID?
The safety and wellbeing of you and your guests is of utmost importance.
What we are doing to keep you safe:
Limit guest count based on state and local capacity guidelines.
Space out bookings to allow for enhanced cleaning
Follow CDC guidelines for cleaning and disinfecting the space between every booking
Disinfect high touch surfaces and shared amenities such as light switches, door knobs and coffee machines with EPA approved products
Schedule a licensed professional cleaner to come between bookings
Provide hand washing and sanitizing supplies for guests
Ensure that hosts have an adequate supply of disposable face covering for their guests to wear when social distancing is not possible. Currently, in the state of North Carolina, a mask or facial covering is required for all guests aged three (3) years and over during your visit to The Hibiscus.
DO I NEED TO SET UP AND BREAKDOWN FURNITURE?
We set up for your event based on your specifications and needs. However, at the end of your event, you are required to stack the chairs and tables to allow for a thorough sweep of the space.
CAN I DECORATE FOR MY EVENT?
Absolutely. We encourage decor and installations, but do have some simple rules:
No glitter or confetti.
No painting, no nailing or pinning on any surfaces, walls or floors.
No removal of artwork without permission.
No loose flower petals.
No use of adhesives or decals.
No entertainment, decorations, or cooking devices that may cause a potential fire.
All candles must be in glass containers.
We work hard to provide a beautiful space for you to enjoy. Please respect our space and return it in the condition in which you received it.
DO YOU HAVE PARKING?
Yes. We have ample parking to accommodate all our guests including Handicap accessible parking right outside the building.
CAN I SMOKE?
ABSOLUTELY NO SMOKING OR ILLEGAL DRUG USE anywhere inside or outside our facility.
You also may NOT bring any weapons or firearms, including concealed carry.
CAN I HAVE ALCOHOL AT MY EVENT?
NO ALCOHOLIC BEVERAGES ARE ALLOWED AT THE HIBISCUS UNLESS THE APPROPRIATE ALCOHOL PERMITS ARE obtained and filed with the State of North Carolina Alcohol and Beverage Control Commission and PRIOR APPROVAL IS OBTAINED FROM THE HIBISCUS MANAGEMENT. The permittee (as named on the ABC permit) MUST be present on the premises for the duration of the event. All local, state, and federal laws concerning the serving and consumption of alcohol will be strictly enforced and are the sole obligation of Client.
In addition, Client, at their own cost and expense, shall procure and maintain Special Event Liability Insurance (with alcohol liability coverage) with responsible companies licensed to do business in the State of North Carolina, with coverages including but not limited to bodily injury, property damage, personal injury, death and all other loss arising out of Client's use and occupancy of The Hibiscus. Said insurance shall have a single limit of liability of not less than One Million Dollars ($1,000,000.00) per occurrence, and specifically name 'Hibiscus Events' and 'Haystax LLC' as additionally insured.
The use of a bartender is strongly recommended and it is strongly advised that alcohol service is stopped an hour before the end of your event .
NOTE: BEHAVIOR OF GUESTS: In order to ensure a safe and enjoyable event for all it is the responsibility of the host, to ensure that your guests obey a few common sense rules:
Guests are not allowed behind the bar, and in areas marked Private or No Access.
No beverages to be taken out of the building during or after the event.
Quiet dispersal is required after your event.
Unruly guests will be asked to leave the premises and The Hibiscus reserves the right to terminate the party at anytime if your guests conduct themselves in an unruly manner.
Cash bars are not permitted. No shots permitted. Events selling alcohol are not permitted without a special sales license.
Minor will not be served alcohol.
Your bartender is responsible for safe alcohol service.
Self service of alcohol is not permitted.
The bar will close 1hrs before the scheduled end time of your event.
All events serving alcohol may require security billed at $35/hr.
CAN I USE CATERER OF MY CHOICE?
We have an in- house caterer here at The Hibiscus who is available to cater your event. We offer everything from box lunches and lunch buffets to Wedding and other special occasion catering service.
However, we offer an open vendor policy here at The Hibiscus and you are welcome to bring your own caterer.
DOES MY EVENT HAVE TO END AT MIDNIGHT?
No. Each booking is made until midnight but your event can proceed past midnight as long as these conditions are met:
You purchase extra hours at $150/hr for every hour past midnight.
Your Special Occasions Insurance policy covers the extended time for your event.
***Important note: When purchasing your insurance please ensure that you are insured for the duration of your event. For example, a September 20th event that you intend to extend to 3am MUST have an insurance coverage period of 9/20 3PM thru 9/21 3AM.
WHAT IF MY INSURANCE POLICY DOES NOT EXTEND PAST MIDNIGHT?
The Hibiscus Staff will be present from shortly after 11PM to ensure that your event ends promptly, with enough time to pack up and vacate the venue by midnight. Your event will not be allowed to continue past your insurance coverage period.
WHY DO I NEED A SPECIAL OCCASIONS INSURANCE POLICY?
A Special Occasion Insurance policy allows you to enjoy your event without worry. It protects you as the event host from any accidents, property damage or liability issues that may arise from your event. It can also provide coverage for cancellations related to you event, if needed.
You can add this to your personal homeowners insurance for a small fee or contact The Hibiscus agent Doug Robertson at Allstate on 919449 0007.
You must ensure that The Hibiscus parent company, Haystax LLC is named as additional insured on your Special Occasions policy or it will not be accepted.