 |
 |
Event Planning Guide
We have posted this online handbook to aid you in the
planning of an Ashland Berry Farm Pavilion event.
If you have any questions, or are ready to schedule
your event, please contact us!
Ask for the Events Manager Telephone:
(804) 227-3601 Fax: (804) 227-3542
|
|
History
The Ashland Berry Farm is located in Beaverdam on Old Ridge
Road, which has a rich history of travel from Indian days through
the War Between the States.
In 1842 Reuben George Oliver purchased this property from Pleasants
Terrell, the original owner, for $750. In 1951 Wallace and Vernell
Carr purchased it from the Oliver estate. The Carrs raised hogs
and cattle until the farm was sold to the Gustafsons in 1978.
At that point the name became the Ashland Berry Farm.
Historic Fork Church, built between 1736 and 1740, is located
right across the street from the Berry Farm. Tradition has it
that the church was used as a hospital during the Civil War.
Several Confederate soldiers are buried in the church's cemetery.
Civil War buffs will be fascinated to know that the front of
the Farm was used as an encampment during the North Anna Campaign.
One-half mile from the farm, on Old Ridge Road, is the historic
home of Sara Thornton, built in 1843. On July 16, 1862 " Stonewall"
Jackson and his staff were traveling down this road after disembarking
from Beaverdam Station. He stopped at the Thornton home and
asked for water. After Sara Thornton realized that the soldier
was the famous " Stonewall" Jackson, she put the pitcher away
and let no one else use it.
Scotchtown, the home of Revolutionary War figure Patrick Henry,
is located less than 5 miles from the Ashland Berry Farm. He
occupied it from 1750 to 1799. The site was used for military
and political purposes during the birth of our nation.
Description of Facilities
The Ashland Berry Farm is the perfect, private location for
any function up to 1,500 people. Situated on pristine acreage
in Central Virginia and the site of a Civil War battle, the
three-acre site with open-air pavilion and barn is certain to
delight your guests. We offer a volley ball court, three horseshoe
pits and a basket ball court.
Event Pricing
The cost is $2.00 per person with a $100.00 minimum.
Scheduling
Ashland Berry Farm schedules its calendar solely by receipt
of the initial deposit. A non-refundable deposit of $100 is
required to reserve a given date. This amount will be credited
toward your final bill. Once the deposit and Event Agreement
has been received, this constitutes a CONTRACT between your
group and Ashland Berry Farm. Checks should be made payable
to Ashland Berry Farm. We recommend that your time schedule
be published to your group in advance.
Planning Your Event
Ashland Berry Farm hosts events from April through November
for groups up to 1,500.. The purpose of this Planning Guide
is to furnish youwith helpful information to ensure that your
day runs smoothly. These terms are also incorporated into the
Event Agreement.
Ashland Berry Farm is the perfect place to have your company
picnic, convention gathering, wedding, family reunion, or casual
party. We provide a unique setting with an informal atmosphere
that fosters interaction and builds relationships between guests.
We realize no two outings are alike and that plans vary according
to each group's own particular desires.
We encourage you, the coordinator, to visit the farm at least
4-6 weeks before your event for a planning session to see if
our facilities meet your needs and expectations. During the
planning session, we will outline the activities
and times for your event. This will help both parties plan a
successful event. The items covered in this brochure are listed
in logical sequence. Should you have questions, feel free to
phone or fax us. Our telephone number is (804) 227-3601, but
we ask that only the coordinator be given this number. Any members
of your group who have questions should speak with your coordinator.
Rain Policy
Ashland Berry Farm is an outdoor facility. We have an open-air
pavilion with seating for 200, and can set up tents for an additional
charge. We do not schedule rain dates in advance. Events cancelled
within 72 hours of the event (due to threat of rain) will be
charged a portion of the cost of the event. Call our office
for the final word on rain cancellations.
General Weather Trends:
Spring: 70-80 degree days, 40-60 degree nights.
Summer: 75-90 degree days, 70-degree nights.
Fall: 70-80 degree days, 40-60 degree nights.
Alcoholic Beverages Policy
The Ashland Berry Farm is not permitted, by the State of Virginia, to supply any alcoholic beverages for your event. However, you may supply your own alcoholic beverages. Your group must apply for a one day, temporary beer and wine banquet license or an alcohol banquet license. The license and license fee is easily obtained by filling in the application (offered on line at http://www.abc.state.va.us/enforce/banquet.htm as a .pdf file) and submitted at least two weeks in advance. A copy of the temporary license must be on file at the Ashland Berry Farm at least 1 week prior to the event. The contracting party is fully responsible for assuring that all Alcoholic Beverage Control rules and regulations are adhered to and assume all responsibilities therein. The Ashland Berry Farm assumes no responsibility for any infraction that may occur during the event.
Number of Guests and Guarantee
Your total person count is the total number of adults and children who will be attending your outing.
In order for us to schedule labor necessary for your outing, it is imperative to have this count at least seven days in advance. Please note that the count provided us the week before will be the minimum number for which your group will be billed.
Privacy
Ashland Berry Farm is a working farm that is open to the retail public and may have other activities taking place on the day of your event. However, if an event is scheduled at our facility, it is exclusively for your group. We will make sure
that your party remains private for the entire time it is rented.
State Taxes
The Virginia retail sales tax is currently 5 percent on the full amount of the contract price less optional services. This amount will be added to your bill unless your group has a current tax-exempt certificate. If so, please furnish a copy of
this certificate to us before your event.
Billing
Our payment procedure is:
o A non-refundable fee of $100 will hold a date.
o Three days prior to the event, we will require a final head count.
o All monies due will be settled on the day of the event.
Restrictions and Regulations
We do have some restrictions at the Farm. The coordinator should consider the following when planning an event:
o Any bands that are hired must control their volume as not to disturb residential areas and other areas on the Farm. We feel that our acceptable volume level is loud enough for everyone to hear, yet still carry on a conversation. We reserve the right to be the final authority on the proper volume level of any music.
o Electrical needs and set-up for bands must be discussed before the event.
o We ask that our guests do not bring pets.
Safety
All groups at our farm must be self-insured. Any entertainment you hire is your responsibility regarding insurance and accidents. Ashland Berry Farm assumes no responsibility for injuries. We have worked very hard to provide a safe and enjoyable facility for our guests. However, there are certain dangers that we cannot protect against, and other things that are out of our control. We hope you and your guests will use common sense and exercise safe behavior while enjoying the Farm's natural beauty to the fullest.
Chairs, Tables, and Tents
Picnic Table style seating is available in both pavilions and will seat up to 200 people. In the event that upgraded seating and tables are desired, the Ashland Berry Farm will be glad to make the necessary arrangements. If you event requires additional covered space, the Ashland Berry Farm will be glad to present you with a quote.
Young Children
Parents must assume the responsibility for children at all times.
Tickets/Itinerary
We recommend that groups using tickets print the picnic arrival and ending times .It is also a good idea for your group to provide a greeter to greet the guests at the start of the party. If your group is very informal, the greeter and ticket system is usually unnecessary.
First Aid
We have a first aid kit for minor cuts and scrapes for your use. Ashland Rescue Squad is three miles from the farm.
Telephone
There is a telephone available during normal business hours. A cellular phone is available for emergencies.
Parking
Ashland Berry Farm has ample parking for your group. Depending on the size of your group, we may or may not provide a parking attendant to direct your group. Our parking lot is approximately 100 yards from our facility. Please let us know if there are any handicapped members of your group or people with special needs so we can make every effort to accommodate them.
Signs / Map
We are a few short miles from I-95; the Farm is nestled in the Central Virginia country. So, we highly recommend that a map be provided to every member of your group.
Should you feel the need to post signs along the route, please use discretion as to your choice of location, and, in addition, designate someone at the end of the day to remove those signs.
Bathrooms
We have Porta-Johns and maintain their cleanliness at all times. Please advise your guests that we do not offer indoor bathrooms.
Athletic Equipment
Equipment for volleyball, horseshoes, basketball, a rope for tug-of-war and sacks for sack races are furnished without charge. After your event, we inventory our equipment and any missing equipment will be billed at its replacement cost.
Games Committee
You may wish to designate someone from within your group to organize games or competitions prior to your arrival.
You know your people better than we do. Examples include horseshoe tournaments, volleyball teams, and tug-of-war.
Perhaps this could be done in age or departmental classes.
Decorations
We must approve any decorations you put up. You may only decorate the day of your party. You must clean up all your decorations. We are not responsible for anything left after the party. However, if things of value are left by mistake, we will try to save them and notify you.
Activities and Extras
Activities and extras can enhance your quarry event. At the time of planning, we can give you a accurate cost. If you hire any entertainment on your own, we must communicate with them in order to discuss insurance and logistics.
Hayrides (not available during October)
Bonfire
Carnival food (Popcorn, Cotton Candy, etc)
Moon bounce
Lost and Found
Ashland Berry Farm is not responsible for any lost or stolen articles. However, we have a "Lost and Found" storage and will keep items turned in to us for a period of 30 days. After that, they will be donated to charity.
The Day of Your Outing
We suggest that the coordinator, or your representative, be one of the first guests to arrive. You will be greeted by a representitive of the farm. He she will also explain the general layout, itinerary, or any last minute changes.
This short get-together should make your day go smoothly. There will be a representative of the farm available to answer any questions you may have throughout your event. Should you expect to leave prior to the end of your outing, we would appreciate being introduced to the person from your group who would be responsible for the remainder of the day.
Directions
From Kings Dominion and Points North
Take 95 South to Exit 98.
Turn right onto Route 30 (West).
Go 0.6 miles and turn left onto Route 1.
Go 1.8 miles and turn right (at the blinking lights) onto Old Ridge Road.
Travel 4.3 miles and turn left into the Ashland Berry Farm.
From Richmond
Take 95 North to Exit 92 B (Ashland Exit - west).
Go 0.7 miles and turn right onto Route 1.
Go 4.3 miles and turn left (at the blinking yellow lights) onto Old Ridge Road.
Go 4.3 miles and turn left into the Ashland Berry Farm.
From Innsbrook, Montpelier and Points West
Take I-64 to I-295 East
Exit on Route 33 West (Staples Mill Road)
Go 4 miles to Stanley's Corner at the intersection of Route 623.
Proceed through this intersection and go 3.4 miles to Scotchtown Road.
Take a right and continue 4.4 miles to Route 54.
Cross over Route 54 and drive 3.7 miles to Rockett's Mill Road. (Note: After crossing 54, the road forks immediately.
Please bear right and continue on Scotchtown Road.)
Turn left on Rockett's Mill Road and drive 2.4 miles to Route 738.
Take a left onto 738 and the first left into the Berry Farm parking lot.
|
|
|
|
|
