Terms & Conditions
This Wedding Venue Agreement is entered into by the couple getting married as well as any party financially contributing to the event (both individually and collectively referred hereinafter as “Renter” and Chapel in the Pines Wedding and Business Center hereafter known as “CIPW&BCINC”:
All guests and Renter must depart the premises no later than 12:15 a.m., unless prior arrangements are made with Chapel in the Pines staff.
Payment Information and Cancellation Policy
Deposit. A non refundable deposit payment of $1,500 serves to hold the facility for the event on the specific date and time. The deposit is due at the time of reservation. Both the deposit and the contract are needed to reserve the date. Please be aware that once the contract is signed, and your event date scheduled, all other prospective clients have been refused your specific rentals and services for your event date and time
Installment Payment for Reservations Made a Year or More in Advance. Installment payments are set at the time of reservation. Installment payments in the amount of $1,500 are due nine months prior to the event, six months prior to the event, and three months prior to the event. If installment payments are not made by the due date, CIPW&BCINC reserves the right to terminate this contract immediately.
Installment Payments for Reservation Made Less than a Year in Advance. Installment payments are set at the time of reservation. Installment payments will be set incrementally in the weeks leading up to the event. If installment payments are not made by the due date, CIPW&BCINC reserves the right to terminate this contract immediately.
Balance. Balance due and owning for agreement is due 10 days before the event. If balance is not paid 10 days prior to the event, CIPW&BCINC reserves the right to terminate this contract immediately.
Cancellations by Renter. Renter confirms and acknowledges that the deposit and all payments are non-refundable and non-transferable. Cancellations made at least 240 days before the event may result in a 50% refund payments made towards the event including the deposit at the discretion of CIPW&BCINC.
Cancellation by Venue. If CIPW&BCINC is prevented or delayed from performing any of its obligations under this Agreement due to unforeseen circumstances (e.g., natural disaster, venue closure), CIPW&BCINC shall take reasonable steps to minimize or eliminate the effect of the closure on the Renter. CIPW&BCINC shall exercise efforts to resume the event. Once the unforeseen circumstance has passed, CIPW&BCINC and Renter agree to use its best efforts to resume the event with its obligations under this Agreement.
Force Majeure. The venue shall not be held liable for failure to perform due to circumstances beyond its control, such as natural disasters, government regulations, or other unforeseen events.
Payment Total. Payment Total consists of the venue flat fee corresponding with the selected date and per person fees along with any other selected charges identified in this agreement or written and agreed hereafter by CIPW&BCINC. and Renter. Food and beverage prices are subject to change.
Flat Fees.
Diamond Package. In Season and Off Season Monday-Friday rate $3,900; In Season Friday and Sunday rate $5,900; Off Season Friday and Sunday rate $4,900; In Season Saturday rate $7,900; Off Season Saturday rate $5,900.
Emerald Package. In Season and Off Season Monday-Friday rate $3,400; In Season Friday and Sunday rate $4,400; Off Season Friday and Sunday rate $3,400; In Season Saturday rate $6,400; Off Season Saturday rate $4,400.
Per Person Fees. Adults 21yrs and older = $80 per person (Includes buffet style meal and Basic Bar Service). Guests 9-20 yrs old = $60 per person (Includes buffet style meal with soft drinks). Guests 2-8 yrs old = $25 per person (Includes chicken tenders and soft drinks). Food and beverage prices are subject to change.
Venue Overtime. Additional unplanned and/or un-contracted services day of wedding extension of time, extended bar service time, etc. are considered overtime and will be billed with prior notification and consent at the prorated rate of $500 per hour. Any unplanned extensions shall be paid for immediately at the time the extension occurs.
Payment Methods. Acceptable payment methods in U.S. funds include: check, money order, cashier's check, credit card/debit card (which can only be paid online through our website), or cash.
eChecks are not an acceptable form of payment.
Checks may be mailed to the venue addressed to
Chapel in the Pines
15165 Quigley Rd.
Sycamore, IL 60178
Online Payments. Payments can be made online through our website, which will be made through our payment processor PayPal. A modest convenience fee of 3% will be added to all online payments to cover the processing charges imposed on us by credit card companies. By signing this agreement you agree that any convenience fee is considered to increase the Payment Total due under the agreement.
Gratuity. Gratuity is not included in the package. Gratuity is appreciated and optional. Most venues charge 10-15% in addition to venue fees.
Venue Responsibilities
CIPW&BCINC will provide the following services:
Buildings: Bridal Cottage, Chapel, Reception Hall. CITPW&BCINC will provide clean, heated/air conditioned, and well serviced spaces in the buildings. For the Diamond Package, the bridal suite and chapel are available 90 minutes before the ceremony starts unless written permission by CIPW&BCINC is otherwise secured. For the Emerald Package, the bridal suite and chapel are available 60 minutes before the ceremony starts unless written permission by CIPW&BCINC is otherwise secured. Reception hall available at no later than 10 AM on the day of the wedding.
Event Coordinator. Venue coordinator to assist with event planning and on-site coordination during the event.
Officiant. A professional Wedding Officiant is included in all of our ceremony packages. Renter may bring in own officiant if preferred. Our officiants offer a religious or non-denomination script available upon your choosing.
Ceremony Music. Ceremony music is included for your chapel or gazebo wedding. Renter is welcome to choose from the music list we have on our website or bring in Renter’s own music following the instructions on our website. If Renter decides to bring in own music, CITPW&BCINC. is not responsible if a problem occurs with the music.
Chairs. CITPW&BCINC. will set up chairs for the indoor or outdoor ceremony. The indoor chapel area includes the white chair covers and champagne chair bows. No decoration is included in the outdoor space. White folding chairs provided.
Rehearsal Time. Usually the evening before the wedding; can be scheduled for another time. CITPW&BCINC. allots 60 to 90 minutes for your rehearsal. Rehearsal time allotted depends on the number of people participating in the wedding ceremony. If Renter arrives late to the wedding rehearsal, CITPW&BCINC. is not responsible for rescheduling or offering additional time.
Personalized Brick. One customized brick to be added to the brick pathway onsite. Our bricks take 3 months to order. CITPW&BCINC. tries to have the bricks completed before the wedding day. We cannot guarantee the brick will be ready or in the path by the wedding day.
Use of Grounds for Engagement Photos. Up to two hours use of our grounds during an agreed upon date and time between Renter and CITPW&BCINC. Photographer not included.
Rental equipment. Tables, chairs, dishes, linens, glassware, and silverware are included. Real, quality dishes will be used for dinner/brunch service. Quality glass and plasticware will be used at the bar. Quality disposable dishes will be available for dessert and any appetizers.
Linens. Linens for table cloths, napkins and chair covers will be offered in a choice of white or black. The spandex chair sashes are available in a variety of colors.
Starting 2026, the taffeta bow chair sashes are available for an additional $2 per chair.
Paved, Lighted Parking. The parking lot features spaces for cars. Additional parking is available in the two circles on the property. The parking lot will be lit to ensure guest safety.
Fire Pit. A fire pit is available weather permitting. CITPW&BCINC. staff will light the fire pit after sunset. CITPW&BCINC. may turn off the fire pit if guests become rowdy, if children are unsupervised, or at any other discretion of CITPW&BCINC.
Staffing. Number of staff for event setup, event management, and cleanup.
Catering. CIPW&BCINC will provide staffing to manage the buffet line/serve the meal, clear tables, and assist guests as needed through the meal service. Must use our in-house Catering for meals (currently Catering by Diann, Sycamore, IL).
Bar Service. One or two bartenders are included. The number of bartenders varies based on the final guest count. Bar service offerings are listed in this contract under the Alcohol and Catering section.
Monitors and Projector. Will be available to the Renter to use throughout the reception. Either a slideshow the Renter puts together can be played from a flash drive that Renter drops photos into a file folder or the monitors will present “Congratulations” and Renter names.
Decor. CIPW&BCINC will provide tables, chairs, choice of black or white linens for the chair covers, table cloths, and napkins. Other linens such as chair sash in choice of taffeta/bows (at additional charge) or spandex (included) will be offered in a variety of colors of the Renter’s choosing.
Centerpieces including the three tiered vases, black battery powered lanterns, mason jars, fairy lights, battery operated tea lights, tea light votives, battery operated floating candles, mirror plates, wood cookies, and a variety of table numbers will be offered to the Renter. Renter may bring in own décor subject to restrictions listed elsewhere in this agreement.
Venue Setup. Event staff will set up the tables, chairs, lines, and above listed and venue included centerpieces based on agreed upon arrangement and color.
Venue Cleanup. Event staff will facilitate event cleanup including but not limited to, tables, chairs, linens, glassware, trash, and venue provided centerpieces. Venue staff are available to assist the cleanup of personal decor and personal property.
Renter Responsibilities
Personal Property.
All Renter are responsible for clearing all personal items out of the bridal cottage, chapel, reception hall, and off of the grounds.
All Renters are responsible for the contents and location of the card box and other gifts.
Reception Hall Decorating. All Renters agree and confirm that:
Decorating prior to 10:00 AM on the day of the event requires prior approval by CIPW&BCINC.
Seating arrangement. Renter is responsible for creating a seating arrangement that includes all guests.
Do preparation work for decorations when possible prior to arrival, such as cutting flower stems, creating centerpiece arrangements, etc.
No decorations, signs, banners, lights, or other materials may be placed on the walls, light fixtures, or ceilings.
Fasteners and bindings. No tape, tacks, nails, or other fasteners and/or adhesives may be used on the walls, ceilings, or woodwork of the banquet hall.
No glitter, confetti, rice, birdseed or other celebratory materials are to be used inside or outside any buildings; (Renter agrees to pay CIPW&BCINC an additional $500 fee if this is found to have occurred – this is in addition to any cleanup fees charged).
Free Standing Displays. Table decorations, balloons, and “free-standing” displays are permitted as long as they are weighed down sufficiently and will not cause damage.
Candles. Battery operated candles are permitted. Real candles with a flame are not permitted.
The scope of decorating, the method, and entry time to the reception hall and ceremony site for decorating, must be approved by an authorized representative of CIPW&BCINC.
3. Removal of Decorations. Renter will remove all decorations by or before the Ending Time of their use of the Facility for the Event. Decorations remaining in the CIPW&BCINC facility past the Ending Time will be removed and discarded by CIPW&BCINC. Prior written permission from CIPW&BCINC must be granted for later pickup and removal of decorations and other personal property.
4. Cleanup. There is no charge for cleanup of the facility if, in the sole opinion of CIPW&BCINC, the property is left in a condition where extraordinary measures are necessary to restore the property to the condition that it was prior to the event. Renter agrees and acknowledges that in the event that CIPW&BCINC reasonably determines that cleanup of the facility will require extraordinary measures as a result of Renter’s use of the facility, Renter shall pay additional cleaning fees to CIPW&BCINC, as set forth below. The determination of how best to clean the Facility, as well as the staffing and time required for such cleaning, shall be determined by CIPW&BCINC, in their sole discretion.
Renter confirms and agrees that if CIPW&BCINC chooses to clean the facility itself, Renter will pay to CIPW&BCINC a cleaning fee in the amount of $50 per hour, per person. The determination of the number of persons required to clean the facility is subject to the sole discretion of CIPW&BCINC.
Renter confirms and agrees that if CIPW&BCINC chooses to hire an outside contractor and/or cleaning service for the cleanup, Renter(s) will reimburse CIPW&BCINC for the cost of such contractor and/or cleaning service within seven (7) days of CIPW&BCINC’s presentation to Renter of an invoice for such services.
5. Ceremony Site Decorating.
Decorating prior to the arrival time on the grounds on the day of the event requires prior approval by CIPW&BCINC.
Do preparation work for decorations when possible prior to arrival, such as cutting flower stems, creating altar arrangements, etc.
No decorations, signs, banners, lights, or other materials may be placed on the walls, light fixtures, or ceilings.
Fasteners and bindings. No tape, tacks, nails, or other fasteners and/or adhesives may be used on the walls, ceilings, or woodwork of the chapel (Renter agrees to pay CIPW&BCINC an additional $500 fee if this is found to have occurred this is in addition to any cleanup fees charged).
Materials such as chair/pew bows may hang from or be tied to the chairs/pews.
For a gazebo wedding, Renter may decorate the gazebo with flowers, drapery, and strings. All gazebo decor must be approved by CIPW&BCINC.
Shepherds hooks. Shepherds hooks are permitted in the grass as long as they do not leave noticeable holes.
No glitter, confetti, rice, birdseed or other celebratory materials are to be used inside or outside any buildings. (Renter agrees to pay CIPW&BCINC an additional $500 fee if this is found to have occurred; this fee is in addition to any cleanup fees charged).
Celebratory materials. Celebratory materials such as bubbles are permitted outside.
Free Standing Displays. Table decorations, balloons, and “free-standing” displays are permitted as long as they are weighed down sufficiently and will not cause damage.
Candles. Real candles are permitted on the altar of the chapel or gazebo with prior approval from CIPW&BCINC. CIPW&BCINC also provides a set of candelabras for an additional fee available to use as decor for a chapel ceremony.
The scope of decorating, the method, entry time to the reception hall and ceremony site for decorating, must be approved by an authorized representative of CIPW&BCINC.
Lawn Games. Lawn games may be played outside in designated areas. All game areas must be kept to a reasonable area and 10 feet from the parking lot and 100 feet away from Quigley Road. All lawn games and lawn game materials must be pre approved by CITP&BCINC staff.
6. Head Count.
The Renter must provide an estimated head count upon reservation and at the planning session, approximately two (2) months before the event. Final head count is due seven (7) days before the scheduled event. The Renter must provide the number of guests. Renter will take every reasonable measure to ensure accuracy and report this information to CITPW&BCINC in good faith.
7. Appropriate Conduct & Children. Renter expressly agrees to take best efforts to provide venue and venue staff with safe and appropriate working conditions. In the event of circumstances deemed by either venue or a bystander that present a threat or implied threat of injury or harm to venue, vendor staff, guest, or equipment the venue or its owner can at venue’s sole discretion deem the event unsafe and could, if necessary, cancel the scheduled event or remove the troubled individual from the premises to prevent harm or injury to anyone present or those who are serving the venues guests.
If a significant threat is a concern of any nature prior to the execution of this agreement please let us know so we can discuss and address the matter appropriately.
Children under the age of 18 must be monitored by a responsible adult at all times while on CITPW&BCINC. property.
Guests and children are not to climb on the furniture or other decor on CITP property.
8. Dogs. Dogs are allowed on the grounds as long as they remain on a leash, are cleaned up after, and they are not allowed in any CITPW&BCINC. buildings. If an animal enters a building, they are subject to the cleaning fees listed earlier in this contract.
9. Outside Vendors. If the Renter uses any outside vendors (e.g. photographer, florist, DJ, etc.) these vendors must be approved by the venue and follow the venue’s policies. Renter must inform the venue of their vendor selection and provide vendor contact information at least 60 days prior to the event.
Fog machines. The use of fog machines is prohibited inside the reception hall and chapel spaces.
10. Damage and Costs. Renter agrees to exercise all due care in caring for and preserving the property of the venue. Renter shall remain responsible and liable for all loss or damage to venue and its contents owned by venue up to and including actual replacement value for each missing or damaged item per current cost. Such costs shall be paid to CITPW&BCINC upon demand for payment of the same.
Alcohol and Catering
Alcohol may be present during the event only if catered by Pub 64, Sycamore, IL.
No alcohol may be brought onto any part of CIPW&BCINC premises (including but not limited to its parking lots, gardens, chapel and/or Gazebo) other than by Pub 64. Any individual found with unauthorized alcohol will be immediately directed to leave.
All alcohol consumption shall be restricted to the interior of the CIPW&BCINC facility banquet hall, CIPW&BCINC patio adjacent to the hall, and CIPW&BCINC grounds on a case by case basis. Alcohol is not permitted in the chapel or the bridal cottage. No beverages, including non-alcoholic beverages whatsoever are allowed on the dance floor.
The serving of alcohol is prohibited after 10:30 p.m., unless written approval is secured by CIPW&BCINC at minimum seven (7) days prior to the event. Alcohol is prohibited after 4.75 hours from beginning serving time, unless prior arrangements are made.
Alcohol may be served only to individuals not otherwise prohibited from the consumption of alcohol and of legal drinking age in Illinois and must be able to provide valid identification. The service of shots and drinks with double the alcohol is not permitted.
Pub 64 reserves the right to refuse anyone service and to terminate the bar at any time if it is in the best interest of Pub 64 and CIPW&BCINC
Pub 64 includes: full liability insurance to serve alcohol; required city, county and state permits; liquor license; set up and clean-up of bar area; bar staff; supplying of all necessary bar products including: cups, straws, napkins, garnishes, etc.
Basic Bar Service is included in the standard per person fee. Basic Bar service includes bottled Miller Lite and Bud Lite Beer, wine: Chardonnay, Reisling, Merlot, and Cabernet Sauvignon, both Black Cherry White Claw and Mango White Claw Seltzers, and soft drinks: Coke, Diet Coke, Sprite, lemonade, orange juice, pineapple juice, cranberry juice and tonic.
2. Catering.
Must use our in-house Catering for meals, Catering by Diann, Sycamore, IL.
Buffet style brunch or dinner is included in the Diamond Package under the per person fee.
Dinner. Renter will have a choice of two entrees, one pasta, two sides and chocolate or vanilla cupcake one per guest. Salad and rolls with butter are served with dinner.
Brunch. Renter will have the choice of two breakfast entree items, one lunch entree item, a breakfast meat, and a starch and chocolate or vanilla cupcake, one per guest. A fruit salad will be served with brunch.
Appetizers/Desserts. Renter may provide their own appetizers and/or desserts with permission from CIPW&BCINC. CIPW&BCINC includes quality disposable plates, utensils, napkins, and cups.
Food prep room. Renter(s) agree and confirm that CIPW&BCINC does not have a kitchen, but instead only has a food prep room. Renter shall not permit, directly or indirectly, or perform any cooking in the food prep room or otherwise on CIPW&BCINC property.
Restrictions
Decor.
No decorations, signs, banners, lights, or other materials may be placed on the walls, light fixtures, or ceilings.
Fasteners and bindings. No tape, tacks, nails, or other fasteners and/or adhesives may be used on the walls, ceilings, or woodwork of the banquet hall.
No glitter, confetti, rice, birdseed or other celebratory materials are to be used inside or outside any buildings.
Children’s Materials. Crayons, coloring pages, card games, bingo games, and other paper games are permitted for children. Legos, balls, toys with small pieces, markers, paints, and stickers are not permitted as gifts or favors.
Candles. Real candles with a flame are not permitted.
The scope of decorating, the method, and entry time to the reception hall and ceremony site for decorating, must be approved by an authorized representative of CIPW&BCINC.
Bubble Machines. The use of bubble machines is prohibited in inside spaces on CIPW&BCINC property.
All Renter provided decor for the ceremony and reception space must be approved in advance by CIPW&BCINC.
2. Wedding Favors and Candy Tables.
Restricted foods. Restricted foods include: chewing gum provided by the couple, popcorn, marshmallows, and s’mores.
3. Smoking. Smoking is allowed in the designated smoking areas. Smoking is not permitted inside any building or structure, nor within 20’ of any building entrance door on CIPW&BCINC premises.
Cigars nor cigar bars are not permitted on CIPW&BCINC premises.
4. Vendors.
Fog machines. The use of fog machines is prohibited inside all CIPW&BCINC buildings.
Noise. Renter confirms and acknowledges that any authorized representative of CIPW&BCINC shall have absolute discretion to lower the volume of music, speakers, microphones, or any other means by which sound is produced during the event as CIPW&BCINC, in its judgment, may deem necessary to maintain appropriate noise levels.
5. Sparklers and Fireworks.
Sparklers. Are allowed for a supervised sparkler send off with approval from CIPW&BCINC staff 30 days prior to the event (this approval may be revoked at any time by CIPW&BCINC staff.
Parents and guardians must supervise children with sparklers.
CIPW&BCINC is not responsible for accidents or injuries related to sparklers.
Fireworks. Fireworks are prohibited on CIPW&BCINC property. No explosives may be used on site.
Pyrotechnics. Pyrotechnics are prohibited on CIPW&BCINC property.
Rules of Facility Rental
Renter is responsible for ensuring total compliance with all terms of this Agreement; CIPW&BCINC reserves the right at any time before or after execution of this agreement to implement and enforce any new rule or procedure to be followed by Renter which Renter must immediately comply with upon being made aware of such new rule or procedure to be followed.
Capacity. The maximum capacity for the Banquet Hall is 150 persons, in banquet hall seating arrangement.
Music. Music must cease by 11:15 PM, unless written approval is secured by CIPW&BCINC to continue Music. Renter confirms and acknowledges that any authorized representative of CIPW&BCINC shall have absolute discretion to lower the volume of music, audio speakers, microphones, and/or any other means by which sound is produced during the Event as CIPW&BCINC, in its judgment, may deem necessary to maintain appropriate noise levels.
Venue Time. Renter has use of CIPW&BCINC premises during allotted time, 8.5 hours unless prior arrangements are made with Chapel in the Pines staff. Venue time can be added for an additional fee of $500 per hour. Venue time can be reduced for a discount. Reducing venue time must be written and agreed upon hereafter by CIPW&BCINC and Renter at least 7 days prior to the event date.
Police. If the police are called to CIPW&BCINC premises as the result of any misconduct, noise or other behavior of the Guests, Renter(s), and/or Renter’s, contractors or other representatives, the Event will end immediately and the Renter(s), and Renter’s guests, contractors or other representatives, shall depart the CIPW&BCINC premises immediately. Renter shall remain responsible for all fees due and owing for the event, irrespective of any early termination occasioned by this paragraph. CIPW&BCINC will not refund any monies paid by Renter.
Theft. CIPW&BCINC is not responsible for lost or stolen items.
Promotional Media. Renter(s) agree to let us use media from your event for promotional purposes with the understanding that you will not profit from them in any way. Renter(s) grant CIPW&BCINC an irrevocable license to utilize any such recorded media for said promotional purposes of CIPW&BCINC.
Indemnity. The Renter(s) agree to indemnify, defend and hold harmless CIPW&BCINC staff and affiliates from any damages, injuries, death, loss, or damage which may occur to Renter, guests or trespassers through activities conducted during the event. Renter is responsible for any damages to the venue caused by the event.
Renter will indemnify, defend and hold harmless CIPW&BCINC, Donna Petersen, Howard Petersen, and/or Jeffrey Petersen, and any CIPW&BCINC employees or volunteers from any and all claims, actions, damages, liabilities, and expenses, including attorney’s fees and other professional fees, in connection with the loss of life, personal injury and/or damage to property arising from or out of any occurrence in, upon or within premises.
Governing Law
This agreement is governed by the laws of the state of Illinois and any disputes will be resolved in the courts of DeKalb County, Illinois.
Further, by signing this contract, the renter agrees to indemnify and hold harmless CIPW&BCINC any and all liability resulting from the Renter’s use of the Leased Premises, including damage or liability caused by the Renter, their guest, agents and employees. Renter shall pay all costs, expenses and attorney’s fees that may be incurred by CIPW&BCINC in enforcing the terms in this agreement.
Amendments. Any amendments to this agreement must be made in writing and signed by both parties.
Entire Agreement. This contract constitutes the entire agreement between the parties and supersedes all prior agreements.
Renter(s) shall observe and comply with all terms of this Agreement. CIPW&BCINC shall not be responsible to Renter(s) for the nonperformance of any term or provision of this Agreement by any other person. CIPW&BCINC facilities and premises are to be used with great care and respect. By signing this agreement, Renter(s) agree to all of the terms listed above.