Booking Policy 

Effective Date: July 11, 2025
Thank you for considering The Barn at Willow Spring for your special day. Please review the following booking policy to understand the process, payment terms, and responsibilities involved in securing and using our venue. 

 

1. Booking Procedure 

  • All event bookings are made on a first-come, first-served basis. 

  • To secure a date, clients must: 

  • Complete and sign the Venue Rental Agreement. 

  • Submit a non-refundable deposit (see Section 2). 

  • Receive a written confirmation from The Barn at Willow Spring. 

 

2. Deposit & Payment Schedule 

  • A non-refundable deposit of 30% is required at the time of booking to secure your event date. 

  • The remaining balance is due no later than 30 days before the event date. 

  • A security/damage deposit of $500 may also be required and will be refunded within 3 days after the event, pending inspection of the venue. 

  • Accepted forms of payment: credit card, debit card, check, cash. 

 

3. Pricing & Packages 

  • All pricing is outlined in our Event Packages brochure or proposal. 

  • Custom packages may be available and will be quoted separately. 

  • Rates are subject to change until a booking is confirmed with a signed agreement and deposit. 

 

4. Cancellation & Refund Policy 

  • Client-Initiated Cancellations: 

  • Cancellations made 90+ days before the event will forfeit the deposit but receive a refund of other payments. 

  • Cancellations made less than 30 days before the event may be subject to a partial or full loss of payment. 

  • Venue-Initiated Cancellations: 

  • If cancellation is necessary due to circumstances beyond our control (e.g., natural disaster, safety issues), a full refund will be provided. 

  • The Barn at Willow Spring will not be liable for any further costs incurred by the client. 

 

5. Change of Date 

  • Requests to reschedule an event are subject to availability and must be made in writing. 

  • A rescheduling fee may apply, and new dates are not guaranteed until confirmed in writing by The Barn at Willow Spring. 

 

6. Use of Venue 

  • The rental period includes setup, event time, and cleanup from 10 AM Friday to 10 AM Sunday. 

  • Overtime will be charged at $100 per hour and is subject to availability. 

  • Clients are responsible for ensuring all guests, vendors, and participants comply with venue rules and timelines. 

 

7. Vendor Policies 

  • Clients may use approved outside vendors or choose from our preferred vendor list. 

  • All vendors must carry appropriate licenses and insurance, and be approved in advance by The Barn at Willow Spring. 

 

8. Insurance 

  • Clients may be required to obtain event liability insurance with The Barn at Willow Spring listed as an additional insured party. 

  • Insurance documentation must be submitted at least 30 days before the event date. 

 

9. Force Majeure 

The Barn at Willow Spring is not responsible for failure to fulfill obligations due to causes beyond its control, including but not limited to acts of God, government restrictions, disasters, pandemics, or other emergencies. 

 

10. Contact Information 

For booking inquiries, policy questions, or to request a tour, please contact us: 

The Barn At Willow Spring
willowspringbarn@gmail.com
540-705-6917
www.willowspringbarn.com
5421 Triple Z Drive Dayton VA 22821