Acadia Bay Inn

Event Reservations and Policies

(2020 Season)

This document includes detailed information regarding venue rental and must be reviewed in its entirety with Acadia Bay Inn staff prior to signing any contracts. 

 

When reserving the venue for events, there may be a requirement to reserve all of the guest rooms for lodging during the event. The inn may also be rented in it’s entirety independently from any event (i.e. “All-Inn”). In either case, requirements for renting the entire Inn are detailed herein.

 

Note that the booking party must identify a single point of contact to act as the sole agent in reserving and planning events with Acadia Bay Inn staff.

 

Included herein:

 

 I.    "All-Inn” Lodging Requirements

 

 II.   "Big Event" Event Venue Rental Requirements

 

 III.  "Small Event" Venue Rental Requirements

 

 IV.   Multiple Events

 

 V.    All-Inn and Event Policies

 

 VI.   Reservations, Deposits and Cancelations

 

 VII.  Fees, Rates and Disclaimers

 

 VIII. Contract

 

I. “All-Inn” Lodging Requirements

 

Large events and some small events require that all 7 guest rooms be reserved for a minimum of 3 consecutive nights during the scheduled event. The 3 nights are required to accommodate the time required for set-up and tear-down of venue rental items and equipment (i.e. tents, furniture, etc). As an example, if a large event is scheduled for a Saturday, the rental company will begin delivering items to the venue on the preceding Thursday. Setup will occur on the preceding Friday and tear-down will occur on the following Sunday. In this example, all rooms must be booked for all three of these nights (i.e. Thu, Fri and Sat).

 

If for any reason additional days are required for tent set-up and/or tear-down, additional lodging All-Inn dates will be required as well.

More than 3 consecutive nights may be booked if desired or as necessary to cover multiple day events.

 

There is a two night minimum for any All-Inn reservation that is not associated with an on-premise event.

 

Children under the age of 17 are permitted to stay at the inn only for those dates specified by the All-Inn contract.

 

The Inn can accommodate the lodging of up to a maximum of 16 individuals. Check with Acadia Bay Inn to determine rooms best suited for up to three individuals.

 

II. "Big Event" Venue Rental Requirements

 

This event type allows for a maximum of 80 people. This event type allows for a “weighted tent” of appropriate size to be erected on the ocean-front lawn. Staked tents are not allowed on the ocean side of the Inn.

This event type allows for tent assembly and venue set-up to begin by 10AM two days prior to the event. Tent and all event items must be totally disassembled with site cleared and cleaned no later than 1pm the day after the event. If the site is not completely cleared by 1pm, a fee of $150/hr will be applied. No exceptions.

Additional event occurrences (i.e. additional days) are considered separate events with separate event fees.

 

Porta-potties are required. The renting party must provide at least one unit for up to 40 people and at least two units for greater than 40 people (only registered guests staying overnight at the inn are allowed to use interior bathrooms).

 

All event items (e.g. tent, furniture, decor, porta-potties, etc) must be coordinated and purchased directly with the event rental company.

Outside catering must be approved by Acadia Bay Inn.

Limited use of Acadia Bay Inn kitchen facilities by outside caterers will incur an additional $100/hr fee and must be pre-approved by Acadia Bay Inn. There will be a $250 to $500 cleaning fee if the kitchen space is left in unacceptable condition.

 

All alcohol must be supplied by Acadia Bay Inn or the approved caterer. 

The booking party is required to provide proof of secured “Special Event Insurance” at least one month prior to the scheduled event. Contact your insurance agent to determine options. 

 

A separate All-Inn lodging rental contract must be signed with associated deposit at the time of event reservation. 

 

All Reservation, Cancelation and Event Policies herein must be observed.

 

Note: We suggest contacting Wallace Events (207-667-6000) to determine rental rates and availability for your various rental item needs. Dates and materials should be reserved as far in advance as possible. We are also happy to recommend caterers.

 

III. “Small Event” Venue Rental Requirements

 

This event type allows for a maximum of 20 people for up to 3 hours.

 

If a Small Event is scheduled without an All-Inn contract, the available hours for the event are between 11am and 2pm for the reserved date.

 

If a Small Event is scheduled along with an All-Inn contract, the available hours for the event are any time between 8am and 10pm.

 

There is no requirement for rain tent rental nor Porta-Potties (interior bathrooms may be used).

 

Any additional items or catered food/beverage required for the event, and not provided by Acadia Bay Inn, must be discussed and approved prior to finalizing any contract.

 

All catering must be supplied by or approved by Acadia Bay Inn.

 

Limited use of Acadia Bay Inn kitchen facilities by outside caterers will incur an additional $100/hr fee and must be pre-approved by Acadia Bay Inn. There will be a $250 to $500 cleaning fee if the kitchen space is left in unacceptable condition.

 

All alcohol must be supplied by Acadia Bay Inn or the approved caterer.

 

If required, an All-Inn reservation deposit is due at the time of event reservation. 

 

All Reservation, Cancelation and Event Policies herein must be observed.

 

Note: We suggest contacting Wallace Events (207-667-6000) to determine rental rates and availability for your various rental item needs. Dates and materials should be reserved as far in advance as possible. We are also happy to recommend caterers.

IV. Multiple Events 

 

Separate events occurring on separate days will independently incur a venue rental fee and may require additional All-Inn contract dates to be reserved. For example, it the party wishes to hold a Rehearsal Dinner on a Friday night (using the tent), followed by the wedding/reception on the following Saturday, a separate and group-size-appropriate venue rental fee will be required.

V. All-Inn and Event Policies

 

Check-in: Check-in is between 3pm and 6pm. We cannot accept early check-ins. Anyone checking in after 6pm must contact Acadia Bay Inn to arrange for Inn access and room keys.

 

Check-out: Check out is by 11:00am. We are unable to allow late check-out times. Checking out of any guest room after 11:00am will incur a $100/hr late check-out fee.

 

Room rates: The 2020 room rates listed herein are for double occupancy and do not include the Maine State 9% lodging tax. We generally cannot accommodate more than two people per room, however some of the rooms can accommodate an additional twin bed. If there is a 3rd guest in a room, the fee is $100 per night plus lodging tax. Please contact Acadia Bay Inn while booking your reservation in order to understand restrictions and limitations regarding 3 people to a room and extra bed availability. We do not allow more than 3 people per suitable room.

 

No Smoking: Smoking/Vaping is strictly prohibited on the entire property (inside and outside). Anyone found smoking or otherwise depositing spent cigarette or cigar butts on the property will be charged a $350 cleaning fee.

 

Parking: Only guests of the Inn may park in the guest parking areas. Any other visitors must park off the property along Miramar Avenue. There is no parking on any field, lawn or non-gravel surface on the property.

 

Open Flames: No open flames of any type are permitted at any time either inside the Inn or outside on the grounds.

 

Decks and Porches: The Inn’s exterior decks and porches are not designed for large loads. To avoid incidents, some of the decks and porches may be unavailable depending on event requirements.

 

Alcohol: Acadia Bay Inn is fully licensed to sell beer, wine and liquor. Per Maine State Law, only alcoholic beverages provided by the Inn may be consumed in the common areas of the Inn. The common areas include the great room, dining room, all common hallways, stairways, landings, decks, porches and lawns. Guests may only consume their own alcohol in the privacy of their rented bedrooms and balconies.

 

Quiet Time: For any dates that do not fall under an All-Inn contract, all guests must observe quiet time between the hours of 10pm and 8am as a courtesy to all other guests staying at the Inn as well as neighboring properties.

 

Pets: Pets are not allowed.

 

Children: Children are allowed only during dates that fall within the contracted All-Inn period. For days that fall outside the contracted All-Inn period, children under the age of 17 are not allowed. Children (whether staying at the Inn or not) are allowed to attend events with appropriate adult supervision.

 

Unregistered Guests: Any unregistered friends or family visiting with registered guests of the Inn must also comply with all policies. UNREGISTERED GUESTS MAY NOT BRING ALCOHOL ONTO THE PREMISES AT ANY TIME. There will be no impromptu or otherwise unscheduled parties at the Inn. Any such activity will be immediately disbanded. Unregistered guests must leave the property no later than 10pm. Unregistered guests are also excluded from using the Inn’s bathroom facilities unless special arrangements are made. Furthermore, unregistered guests attending all events types shall have limited access to the Inn’s interior, limited only to the common areas of the Inn. There will be no exceptions to this policy. 

 

Unruly Behavior and/or Intoxication: Acadia Bay Inn has zero tolerance for any behavior that becomes unruly, threatening or disruptive at the inn. Any such behavior will be swiftly dealt with including contacting the authorities, ejection from the property and forfeiting of any/all remaining lodging and/or event charges.

 

VI. Reservations, Deposits and Cancelations

 

“All-Inn” reservations must be a minimum of two consecutive nights (but may be three or more nights depending on circumstances). This includes daily breakfast, chambermaid service, free wifi and free parking for all registered guests. 

 

“All-Inn” reservations require a 50% deposit (i.e. 50% of the total lodging cost including 9% ME State lodging tax).

 

“Event” reservations require a 50% deposit of the event venue rental fee along with 50% of any other associated fees (e.g. ABI kitchen facility usage).

 

There is a 48 hour grace period starting at the time the “All Inn” and “Event” contract is signed. Within this time, the party can cancel the event for any reason with only a 5% refund processing fee. 

 

If a cancelation occurs 60 or more days prior to check-in, 50% of the “All-Inn” and “Event” deposits will be refunded.

 

If a cancelation occurs between 30 and 59 days prior to check-in, the “All-Inn” and “Event” deposits will not be refunded.

 

If a cancelation occurs 29 or fewer days prior to check-in, the original booking party will be responsible for the entire reservation amount and event fee.

 

 

Once all rooms are completely checked-in, the original “All-Inn” deposit will be refunded (less the 5% refund processing fee). If one or more rooms remain unoccupied during the event for any reason, those room charges will be deducted from the original deposit. 

 

Date changes are considered the same as a cancelation and are processed in the same manner as stated above. We strongly recommend travel insurance or equivalent to help offset cancelation fees should a cancelation or date change occur.

 

 

VII. Fees, Rates and Disclaimers (2019 season)

 

"Big Event" Venue Rental Fee: $2000.00

 

"Small Event" Venue Rental Fee: $  800.00

 

 

All-Inn Room Rates (single or double occupancy):

 

Juniper: $299/night

 

Jasmine: $299/night

 

Wisteria:   $279/night 

 

Sea Rose $279/night

 

Teaberry:  $239/night 

 

Bayberry:  $239/night

 

Lilac: $209/night

 

(note: some rooms can accommodate a third person. The charge per-room per-night for a third person is an additional $109 including lodging tax)

 

 

Disclaimers:

Information Privacy: Your payment and personal information is always safe. Our Secure Sockets Layer (SSL) software is the industry standard and encrypts all of your personal information, including credit card number, name, and address, so that it cannot be read over the internet.

Property Loss and/or Damage: Acadia Bay Inn will hold any guests (registered or unregistered) liable for any and all damage or loss of property including loss of business resulting from any other form of property loss or damage.

 

VIII. Contract

 

Event Name (e.g. “Smith Wedding”): __________________________ 

 

All-Inn Dates _____________________  

 

Event Dates  _____________________

 

Event Type  (Large / Small /Other) ____________________________ 

 

Event Fee _______________________________________________

 

Event Deposit Amount  _____________________________________ 

 

All-Inn Deposit Amount  ____________________________________

 

Total Deposit Amount (All-Inn + Event):  _______________________

 

5% Refund Processing Fee _________________________________

 

The reserving party has read and agrees with all terms as described in 

“Acadia Bay Inn Event Reservations and Policies (2020)”:

 

Reserving Client Name (please print):  __________________________

 

Signature / Date  __________________________ / ________________

 

Phone / Email ___________________________ /__________________

 

Deposits received (Acadia Bay Inn signature and date): _____________

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207-422-0127