Wedding Fees, Insurance & Contract

Note: for applications submitted before August 10, 2009, please refer to Pre-08/10/09 Weddings Fees.

Wedding Fees

The Rental Fee for using either Abbey Memorial Chapel or Abbey Interfaith Sanctuary is $600 for the general public and $510 (15% discount) for the MHC community: Faculty, Staff, Students, Alumnae and their immediate family, i.e., mother, father, daughter, son, sister or brother. The fee is non-refundable for any reason unless the College is required to cancel. If dates or times need to be adjusted, the College will make a good faith effort to accommodate the changes as scheduling permits. In addition to the rental fee, the “Person Responsible for Payment” listed on the application is required to make a $500 security deposit against which the College may deduct fees for time overages, parking fines, damages or extra cleaning fees, etc.

• The use of both the Abbey Memorial Chapel and the Abbey Interfaith Sanctuary
• 30 minutes before the start of the rehearsal
• One hour for the rehearsal
• One hour before the wedding
• One and one-half hours for the wedding and photography
• Services of the Chapel Sexton for both the rehearsal and the wedding

Should the Wedding Couple feel it necessary to make arrangements with the Chapel Sexton to meet for any additional time, it will be at his discretion and the College will charge the “Person Responsible for Payment” $100 for every hour or part thereof.

Only persons in good financial standing with Mount Holyoke College may rent the chapel for their wedding. Any outstanding charges with the College must be cleared in advance of the Rehearsal or the Wedding Party will not be permitted to hold the event and the deposit will be forfeited.

The person designated on the wedding application as “Person Responsible for Payment” will receive the bill for the rental fee and the security deposit within 40 days after the application has been accepted. This needs to be paid within 30 days after receipt.

The fee for your officiator is to be arranged between the officiator and the wedding couple

Insurance Requirement

The Wedding Couple will also receive a letter explaining the insurance requirement along with your contract. The contract needs to be read and signed by both members of the Wedding Couple and returned to the Office of Religious & Spiritual Life as soon as possible, but not less than 6 months before the rehearsal date.

Throughout the term of this Agreement, the Wedding Party will maintain in force Comprehensive General Liability including Property Damage insurance, with minimum limits of $1,000,000/$25,000. The Wedding Party must provide proof of insurance through the issuance of a certificate of insurance showing the above coverages and limits specified at least 30 days before the rehearsal date.

Contract

Two copies of the Wedding Contract will be sent to you by U.S. Mail 7-10 days after you receive an email acceptance of your application. Below is a copy of the contract for your information only, please do not print this out and send it to us.

Agreement for Use of Abbey Memorial Chapel for Weddings

Mount Holyoke College, South Hadley, MA

The Trustees of Mount Holyoke College, through the office of Religious and Spiritual Life (hereafter the College) agrees to permit [names of wedding couple] (hereafter the Wedding Party) to hold their wedding and wedding rehearsal at Abbey Chapel. The wedding rehearsal will be on [date], from [time] to [time]. The wedding will be on [date] from [time] to [time]. In consideration of being permitted to hold their wedding at the chapel, the Wedding Party, individually and collectively, agrees to the following terms and conditions.

This Agreement must be signed by both members of the Wedding Party and returned to the College via U.S. Mail as soon as possible but not less than 6 months prior to the rehearsal date (above). Your insurance certificate must be sent not less than 30 days prior to the rehearsal date (above). Failure to sign and return this Agreement or provide proof of insurance may result in the forfeiture of the Wedding Party's use of the chapel and the $500 fee.

Fee

Rental Fee for the general public
$600 + $500 security = $1,100.00

Rental Fee for MHC community as explained below
$510 + $500 security = $1,010.00
Members of the MHC community are limited to Faculty, Staff, Students, Alumnae or their immediate family, mother, father, sister, brother, daughter, son.

The fee is non-refundable for any reason unless the College is required to cancel. If dates or times need to be adjusted, the College will make a good faith effort to accommodate the changes as scheduling permits. The Wedding Party is required to make a $500 security deposit against which the College may deduct time overages, parking fines, damages or extra cleaning fees. Both the rental fee and the security deposit fee are payable upon receipt of our invoice.

Only persons in good financial standing with Mount Holyoke College may use the Chapel for their wedding. Any outstanding charges with the College must be cleared in advance of the Rehearsal or the Wedding Party will not be permitted to hold the event and the deposit will be forfeited.

Rehearsal

The Wedding Party has one hour for their Rehearsal, commencing at the time stated above. The College will ensure that the Chapel is open and the Sexton will be available a half hour before the rehearsal starts. Your must attend the rehearsal, so please make sure that she/he is available for the date and time you have chosen for your rehearsal. If the rehearsal runs more than one hour, the College will charge the Wedding Party an additional $100 for every hour or part thereof. If another event is scheduled immediately following the scheduled time, the Wedding Party agrees to leave at the time listed above. Should the Wedding Couple feel it necessary to make arrangements with the Chapel Sexton to meet for any additional time, it will be at his discretion and the College will charge the “Person Responsible for Payment” $100 for every hour or part thereof.

Those attending the Rehearsal must be limited to members of the wedding party, the officiator, readers, and parents of the bride and groom and musicians (if any). The purpose of the Rehearsal is to plan the setup of the altar, where the bridal party will stand, where the parents of the bride and groom will sit, when and how the procession will take place. Please note that your officiator has to be present at the rehearsal, there are no exceptions to this so please make sure that she/he is available on the date and time you set up for your rehearsal. It is strongly suggested that any musician(s) attend the rehearsal so they also know where they will be seated, when they should start to perform, etc.

All arrangements agreed upon at the Rehearsal with the Sexton or other College staff cannot be changed on the day of the wedding.

Wedding

The College will ensure that the Chapel will be open one hour before the wedding time noted above and that the Sexton will be available during this time. The flowers for the wedding must be delivered during this time period; the flowers may not be delivered earlier. The Wedding Party has 1½ hours for the wedding and for any photographs to be taken inside the Chapel or in the Chapel Garden alongside the Chapel. The Wedding Party must remove all floral arrangements, decorations and any personal items immediately at the end of the wedding. If the wedding runs more than 1½ hours, the College will charge the Wedding Party an additional $100 for every hour or part thereof. If another event is scheduled immediately following the scheduled time, the Wedding Party agrees to leave at the time listed above.

Use of the Facilities

If the Wedding Party wishes to have pictures taken anywhere else on campus other than the Chapel or Chapel Garden, reservations must be made with the Event Services Department, at 538-2333. The insurance requirement, liability agreement and other elements of this agreement extend to any other use of campus property.

Absolutely No Vehicles, including limousines, floral delivery trucks or any personal vehicles may drive or park on the sidewalk leading up to the Chapel doors for any reason whatsoever. The limousine may stop at the side walk and let the wedding party out and then proceed to a parking space across the street from the chapel until it is time to pull up to the sidewalk to pick up the bride and groom. Floral delivery trucks may stop at the sidewalk long enough to deliver the flowers. Any vehicles that are driven onto the walkways may be ticketed by Public Safety and the Wedding Party agrees to pay all fines.

Guest Parking is located across the street from the main gate (Rt. 116, Newton Street). Guests may park in any “Faculty/Staff” parking space. When that lot is full, they may park on campus in any “Faculty/Staff” parking space. Parking is not permitted in any other space. The Wedding Party is responsible for communicating College parking policy to all of their guests.

The Wedding Party may provide bottled water for wedding party participants only. Water bottles must be removed from the chapel and properly disposed of.

No furnishings or ornaments in the Chapel or Interfaith Sanctuary may be covered or moved. Any special ritual needs for the various traditions should be discussed with the officiator and cleared through the Chapel Sexton, Rob Masse, 413-536-6277.

Floral decorations are restricted to the chancel, pews and tables in the vestibule. Any bows or flowers must be attached to the pews by a bracket available through most florists. The florist may enter the chapel one hour before the wedding start time to decorate and or deliver the flowers. Any damage to the pews or any other part of the chapel will be charged to the wedding party.

Aisle runners are prohibited and will be removed.

No rice, confetti, flower petals, or birdseed, etc. shall be thrown in or around the chapel or anywhere on campus. The Wedding Party will be charged for the cost of cleaning up any rice, confetti, flower petals, or birdseed, etc. but not less than $100.

The College will only provide altar candles normally used in Abbey Chapel. The wedding party must provide any additional candles. Aisle candles, free-standing or attached to pew holders, are prohibited and will be removed at the expense of the Wedding Party. Placement and quantity of candles are subject to the approval of the Sexton.

Smoking or alcohol use is prohibited anywhere in the Chapel building or the Chapel Garden. If alcohol is brought into the Chapel, the Sexton will call the MHC Public Safety Officer to remove it.

General Terms and Conditions

Assignment
The Wedding Party may not assign this Agreement without the prior written consent of the College.

Cancellation
The College reserves the right to cancel this agreement at any time and for any reason or no reason. If the College cancels, the Fee and any security deposit will be returned, without interest. The College shall have no other liability for any costs, fees or expenses to the Wedding Party for such cancellation. The College will make a reasonable effort to provide as much advance notice in the event of a cancellation and to offer alternate dates and/or times to accommodate the Wedding Party.

Choice of Laws / Jurisdiction
The laws of the Commonwealth of Massachusetts shall govern the validity, construction and effect of this Agreement. All lawsuits arising out of this agreement, wherever derived, shall be resolved in Hampshire County in the Commonwealth of Massachusetts.

Entire Agreement
This Agreement constitutes the entire agreement and there are no oral or other representations regarding the subject of this Agreement that are binding on either party. All changes to this Agreement must by in writing, signed by both parties. It is understood and agreed that e-mail correspondence shall not constitute “a writing” to this agreement unless expressly included herein.

Emergency Notification
If there is an emergency on campus, the College will use reasonable efforts through the department of Public Safety and/or other staff to notify the Wedding Party of the emergency and to instruct the Wedding Party and their guests on safety protocol. If there is an emergency and instructions on safety protocol is delivered to the Wedding Party, it is the responsibility of the Wedding Party and their guests to follow the instructions given.

Indemnification / Release / Hold Harmless
To the fullest extent permitted by Law, the Wedding Party, each as individuals and collectively, will defend, indemnify and hold harmless the Trustees of Mount Holyoke College, including its current and former trustees, officers, directors, employees, volunteers, agents, and assigns from and against claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of, or from the use of the chapel or any other part of the College's campus or property, and for the acts or omissions of its employees, independent contractors, volunteers, participants, guests or any third party for whom it is responsible, regardless of whether or not such claim, damage, loss or expense is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge or reduce other rights or obligations of indemnity that would otherwise exist in the absence of this agreement.

Insurance
Throughout the term of this Agreement, the Wedding Party will maintain in force Comprehensive General Liability including Property Damage insurance, with minimum limits of $1,000,000/$25,000. The Wedding Party must provide proof of insurance through the issuance of a certificate of insurance showing the above coverages and limits specified.

In addition, the Wedding Party is required to add the Institution to its General Liability insurance policies with the following wording:

Mount Holyoke College, including its current and former trustees, officers, directors, employees, volunteer workers, agents, and assigns, is added to this policy as additional insured."

This insurance requirement shall not be construed as limiting in any way the extent to which Other Parties may be held responsible for the payment of damages to any persons resulting from its operations or the activities of any person or persons for whom it is liable.

Severability
The terms of this Agreement are severable such that if any term or provision is declared by a court of competent jurisdiction to be illegal, void, or unenforceable, the remainder of the provisions shall continue to be valid and enforceable

Signed by authorized signatory: Gladys G. Moore