Venue Policies

Reservations and Deposits

Reservations for Oaklea Mansion are accepted on a first-come, first-served basis only, with constraints upon availability, time and nature of rental.

There is a maximum advanced booking of three hundred and sixty-five (365) days from current date.
A signed rental agreement and rental deposit are required to reserve a date.
Event date is not confirmed until the Renter has received a copy of the signed rental Agreement and a receipt of deposits from Oaklea Mansion.
The balance of the rental fee is due sixty (60) days in advance of the rental date.
When booking a date within fifty-nine (59) days, the full amount of rental fee and damage deposit shall be due at the time of booking. If the remaining balance is not received at this time, the reservation shall be canceled and made available for lease.

Rental Rates and Fees

All rental time periods include 3-4 hours of set-up and clean up time. All pre-event hours need to be determined one week prior to your event to qualify for advance day prices. If the Renter goes over the allotted time, the Renter will be charged the hourly rate for that day or if more time is desired an additional fee will be applied and a discount is applied if prior notification is provided at least sever (7) days prior to the event.
Should there be damages to the property the renter(s) shall be invoiced for the additional charges, due within ten (10) days after receipt of notification. A card is to remain on file with Oaklea Mansion until 2 days post event for any additional charges.
In order to prepare for the Renter's event, the Oaklea Mansion staff needs all preparation time possible. Please do not interfere with the Oaklea Mansion staff by showing up early. The Renter's cooperation is critical and much appreciated.
If the renter wants to reserve the day before for set up, an additional fee will be assessed and charged based on the time needed for set up.

Rental prices include all of the following:

Use of the areas marked above including restrooms in the different locations described.
Max occupancy for the inside of Oaklea Mansion is 85 individuals at any given time. Outside the venue can accommodate more but we recommend a max of 125 people outside.
Furniture on the main floor of Oaklea Mansion (some items can be moved and others cannot due to size):
1. Dining Tables (6' and 8' Tables)
2. Conference Room and Table
3. Entry with Fireplace and Round Sitting Chair
4. Sitting Room Furniture (antique couch, antique rocking chair, 2 antique chairs, mantle, antique coffee table, corner table and lamp, organ)
5. Cocktail Area (antique table and table cloth near main Oaklea Mansion Rental Agreement 5
6. 1885 Piano (this piano cannot be moved, but can be closed and used as a table for display items, NO FOOD OR DRINKS ALLOWED ON THE PIANO, damage fee will apply if piano is found to have food or drinks on the top)

Included with the rental, 7 days before the event Oaklea Mansion must be notified of any of the following items that are needed for your event. They will be in a designated location for your use and must be cleaned and returned to the designated location to avoid additional charges:

7 60 in. Collapsible Round Tables
4 6 ft. Collapsible Rectangular Tables
4 Collapsible Cocktail Tables (these are great for presentation areas)
White table linens (must let Oaklea Mansion staff know of how many linens are needed and sizes 7 days prior to event, if no written notice is given there will be an additional fee for linen use)

Place settings and more available upon request. We recommend coming to the venue at least 14 days prior to your event to see the items available and so that the items can be inventoried for the renters use during the event.

Free parking in front of Oaklea Mansion, to the side of Oaklea Mansion, and at City Hall next door to Oaklea Mansion.

If a TV is desired, please let Oaklea Mansion staff know 7 days prior to your event. Oaklea Mansion has a few different options based on the need for the event.

If desired, renter may bring a projector and screen for set up during the event.

Cancellation Policy

Any Renter who cancels fourteen (14) or fewer days after making a reservation for an event shall be refunded all deposit fees in full.
Any Renter who cancels fifteen (15) or more days after booking an event date shall forfeit deposit fees.
Any Renter who cancels sixty (60) or fewer days prior to rental date shall forfeit all rental fees.
The Oaklea Mansion Representative may cancel this Agreement upon written notice to Renter in the event Renter or applicant has failed to provide any requested information or has provided false or misleading information contained herein or contained in the application and acknowledgement forms relating to said Agreement.
The Oaklea Mansion Representative may cancel this Agreement upon written notice to Renter in the event Renter defaults on its obligation of payment, or Renter fails to perform any term, condition, or covenant stated herein and, in the application, and acknowledgement forms made a part of this Agreement, or in the event any violation occurs of any provision, applicable law, ordinance, rule or regulation.
The Oaklea Mansion Representative reserves the right to cancel this Agreement in the event that Oaklea Mansion is needed for use as an emergency shelter. Renter shall vacate the premises pursuant to this section, when in the sole discretion of Oaklea Mansion Representative such action is necessary to use Oaklea Mansion as an emergency shelter, or to protect the public health, safety, or welfare, or to enforce the terms hereof; or in the event of a health emergency of other public calamity.

Damages Policy

All rentals require a debit or credit card to be on file before the renter(s) reservation will be confirmed.
The card shall be used by Oaklea Mansion to replace or pay for any property of Oaklea Mansion which is damaged or destroyed by Renter or any participants at the event sponsored by the Renter.

Should there be no damages to property and cleaned to agreed specifications within the allotted time the renter(s) will not be charged and all information association with the card on file will be removed.
Should damages be determined, the card will be charged for the damages or cleaning of Oaklea Mansion for any period of time necessary to determine the full extent of damages and Oaklea Mansion Rental Agreement 6 to make all repairs and/or secure replacements.
The Renter shall be invoiced for the additional charges, due within ten (10) days after receipt of notification.

The debit or credit card on file, will be charge to cover any excessive or unusual cleanup resulting from the rental.
The deposit may be retained in full if the Renter does not disclose that a band or DJ shall be hired for the event.

Alcohol Policy

If you choose to provide alcohol at your event you must abide by all TABC laws and guidelines.
b. If alcohol is served and it learned that TABC laws and guidelines were not followed the renter(s) will be fined $500, to be invoiced to the renter and paid within seven (7) days of the event.

Catering Services

Oaklea Mansion reserves the right to approve a Concessionaire for any event held on Oaklea Mansion's property. Renters of Oaklea Mansion shall not provide any concessions nor rent or lease any concession space or booth space to any other vendor on the property for the purpose of selling food or concession items on the property or in Oaklea Mansion without expressed written consent of Oaklea Mansion.

If Renter intends to provide food as part of an event at Oaklea Mansion, Renter shall immediately notify the Oaklea Mansion Representative of such fact and Renter shall be responsible for contacting the Northeast Texas Public Health District or successor regarding whether or not appropriate food service permits are required for the type of proposed activity. If food service permits are required, Renter shall obtain such permits from the Northeast Texas Public Health District. Permitting is not required for private events.

Catering shall only be provided by pre-approved Oaklea Mansion vendors. The Oaklea Mansion shall provide a list of all current pre-approved vendors upon request.

Food Trucks follow the same rules as catering, however, permitting is required for any event. Renter shall obtain such permits from the Northeast Texas Public Health District. Food truck placement must be approved by the Oaklea Mansion Representative.

Bar Tending and Alcohol Services

Renter agrees to not sell, nor suffer or permit the sale, of alcoholic beverages in or upon Oaklea Mansion unless the Renter has received written approval from an Oaklea Mansion Representative. Written approval from the Oaklea Mansion Representative may only be granted if Renter has ensured all required permits and licenses have been obtained through the appropriate authority, i.e.: Texas Alcoholic Beverage Commission.(TABC)
Written approval from the Oaklea Mansion Representative shall be required to authorize HostProvided alcohol.

Host-Provided alcohol is NOT BYOB; guests CAN NOT bring alcohol onto property.
Host-Provided alcohol is to be served, not sold, at private functions.
Renters serving Host-Provided alcohol MUST hire a TABC certified bartender and provide the Oaklea Mansion Representative with a copy of the bartender's current TABC bartender certificate prior to event.

Host-Provided events are limited to:

wedding receptions
family reunions/parties
company parties or similar events
fundraisers
or other pre-approved Host-Provided event

The renter shall be responsible for ensuring that only the Host- Provider is allowed to bring alcohol to Oaklea Mansion prior to the event

No alcohol may be served to minors.
Alcohol service for all events must conclude thirty (30) minutes prior to the end of scheduled event regardless of prepaid overtime.

Oaklea Mansion, and/or Security, reserves the right to end alcohol service and/or the event at any time, for any reason, if Oaklea Mansion staff, and/or Security determines that behavior and/or alcohol consumption threatens the safety of event goers and/or Oaklea Mansion.

Liability

Renter agrees to indemnify, hold harmless and defend Oaklea Mansion, the City of Winnsboro, agents and employees from and against all liability for any and all claims, liens, suits, demands, and/or actions for damages, injuries to persons (including death), property damage (including loss of use), and expenses, including court costs and attorney's fees and other reasonable costs, occasioned by the renter's occupancy or use of the premises and/or activities conducted in connection with or incidental to this lease and arising out of or resulting from the intentional acts or negligence of renter, its officers, agents or employees, including all such causes of action based on common, constitutional, or statuary law, or based upon the negligent or intentional acts or omissions of Renter, its officers, agents, employees, or visitors.

Renter further agrees that it shall at all times exercise reasonable precautions for the safety of its officers, agents, employees, customers, and visitors, as well as their property, while in or on the premises. it is expressly understood and agreed that Oaklea Mansion shall not be liable or responsible for the negligence of Renter, its agents, servants, employees, customers, and visitors provided, however, that nothing herein shall be construed to create a duty owed by Renter to third persons where no such duty exists by law.
Further, Oaklea Mansion assumes no responsibility or liability for harm, injury, or any damaging events which are directly or indirectly attributable to premises defects which may now exist, or which may hereafter arise upon the premises, any and all such defects being expressly waived by Renter.
Provision shall apply to any and all claims, suits, demands, and/or actions based upon or arising from any such premise defects or conditions, including but not limited to any such claim asserted by or on behalf of Renter or any of its members, agents, employees, customers, or visitors.
It is further agreed with respect to the above indemnity, that Oaklea Mansion and Renter shall provide the other prompt and timely notice of any event covered which is any way directly or indirectly, contingently or otherwise, affects or might affect the Renter or Oaklea Mansion, and Oaklea Mansion shall have the right to compromise and defend the same to the extent of its own interests. Provided, however, that nothing in this lease shall be construed as obligating the Renter to indemnify Oaklea Mansion of any negligence or actions of Oaklea Mansion, its agents, servants or employees, or third parties over whom renter has no right of control.

Law Compliance

Renter shall comply with all laws, including but not limited to:

the Federal government;
the State of Texas;
all ordinances of the City of Winnsboro;
all rules and regulations of the Police and Fire Department of Winnsboro, Texas;
all rules and regulations of the staff/Security of Oaklea Mansion that have authority over the premises.
If Police (other than those acting as Security) are called, guests shall be required to leave, and NO deposit shall be returned.

Permits, Licenses and Taxes

Renter shall obtain and pay for all necessary permits, licenses, and taxes used in connection with events held here within.

Renter shall not permit anything to be done on the premises during the period of this Agreement in violation of any such laws, ordinances, rules or regulations.
If any violation occurs, Renter must immediately cease and/or correct such violation or choose to vacate the premises.

Insurance

During the term of this Agreement, Renter, being named as certificate holder, shall procure and maintain insurance coverage with a company authorized to do business in the State of Texas to the satisfaction of the Oaklea Mansion Representative. Insurance required by this Agreement for Oaklea Mansion shall be primary and not contributing with any other insurance available to Oaklea Mansion;

Renter further agrees with respect to the following; Oaklea Mansion shall:
Be named as certificate holder, as its interest may appear.
Be provided with 30 days advance notice, in writing, of cancellation or material change

The Renter agrees the insurance requirements herein as well as Oaklea Mansion's review or acknowledgement, is not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the Renter under this Agreement.
At least thirty (30) days prior to the commencement of the rental agreement, Renter shall provide Oaklea Mansion with evidence of the following coverages: a minimum amount of $1,000,000 general coverage per occurrence; $50,000 damage to Oaklea Mansion; $5,000 medical expenses, and liquor liability coverage if Renter is serving Host-Provided alcohol.
Appropriate Certificates of Insurance evidencing such coverage shall be provided to the Oaklea Mansion Representative prior to any commencement of Renter's operations.
In the event a policy or certificate is not provided; the event shall be canceled without refund of deposit or rental.

Oaklea Mansion Property

Oaklea Mansion is a non-smoking building and grounds, including the use of electronic cigarettes. If smoking is found to have occurred on Oaklea Mansion's grounds, Oaklea Mansion shall fine the renter(s) up to $500 per occurrence. Smoking is allowed on city property, which begins on the sidewalk closest to Main St. and next door at City Hall. Specifically, Smoking is not allowed inside
the main house, or in the Oaklea Mansion parking lot, inside the white picket fence, or front circle drive.
No animals unless licensed service animals; proof required. Emotional support animals are not classified as a service animal.
Various table and chair layouts are available and must be agreed upon between the Renter and Oaklea Mansion 30 days prior to the event. Otherwise, no tables will be provided for the event (dining room tables will remain in the dining room).
In the event that Renter needs additional furnishings, such property shall be provided or rented at the Renter's expense. Oaklea Mansion is not in any manner, responsible for any property personally leased by the Renter. If these items are to be delivered to Oaklea Mansion, renter must coordinate those times
with the Representative.

The Renter is responsible for returning all tables and chairs to their original location at the end of event.
The Renter is responsible for all damage to Oaklea Mansion's property during the time of the Renter's usage.
Renter agrees to leave Oaklea Mansion in as good or better condition than which it existed prior to Renter's usage.
No materials, decorative or otherwise, shall be nailed, tacked, taped, screwed or in any way physically attached to any part of Oaklea Mansion without special permission from Representative.

The use of fog or bubble machines, lanterns, heat-producing equipment, or other smoke- emitting materials or devices is not allowed.
The use of glitter, confetti, hay, or rice is not permitted. The use of birdseed is allowed outside of Oaklea Mansion only.
Candles are allowed only if they are in a container that ensures wax will not spill or placed in such a manner where wax cannot spill.
Sparklers are permitted outside of Oaklea Mansion as long as there is a bucket of water or sand available to extinguish them properly. Do not throw away if they are still hot.
Oaklea Mansion is not responsible for any broken or missing decorative items brought by the Renter.
If it is found that renter or guests attending renter's event have pulled any plants from the Oaklea Mansion yard renter will be charged the cost of replacing the plant that was removed.
Renter will maintain the grounds as found. Keeping none fish food items out of the Koi Pond and maintaining the sanctity of the dove house and doves. If it is found that any of the animals on Oaklea Mansion property have been mistreated in any way a fine will be charged in an amount comparable to the violation.

Clean Up

All Renters shall leave Oaklea Mansion in the same condition as arriving by placing all litter in designated trash receptacles, removing all decorations, personal items, etc.
All trash must be taken out to the trash cans designated by the Representative.
Renters are responsible for cleaning up any and all areas which, as a result of use, require more than normal clean up, i.e. bathrooms and lobby.
Any litter in Oaklea Mansion parking lot deposited by Renter or guests attending the Renter's event must be disposed of in an approved manner.
An additional fee shall be assessed to the Renter for any clean-up which is in excess of normal facility use. The excessive clean up fee will be invoiced to the renter and must be paid within 7 days to avoid late fees. A statement of all damage and cleaning fees will be retained to the renter.
Oaklea Mansion reserves the right after the rental to remove from the building all personal property remaining and to store or dispose of such property. Oaklea Mansion does not allow storage of items on the premises. Oaklea Mansion is not liable in any way to the Renter for this action, which includes but is not limited to theft, damage, fire, etc.
Within 24 hours a walk through will be done of the premises and all damages and cleaning fees will be remitted to the renter and an invoice will be sent for any damages and the card on file will be charged by the end of the next business day.

Recurrent Renters

An individual or organization may book a series of recurrent events for a period of time not to exceed six (6) months. Any such bookings may be extended, upon request, at the discretion of Oaklea Mansion.
Fees by recurrent Renters are payable on a monthly basis, on or before the first day of the month for which the recurrent will take place.
The Renter shall have a card on file at all times for use in case of any damages to the property.
Renter may choose to cancel recurrent rental of Oaklea Mansion by providing the Oaklea Mansion Representative with a thirty (30) day written notice including the final rental date of the facility.
In the event of scheduling conflicts, the Oaklea Mansion's activities and functions shall take priority. Oaklea Mansion shall notify any recurrent Renter with a thirty (30) day notice should a scheduling conflict occur and shall fully refund any and all fees paid for said rental.
Recurrent Renter further agrees and understands that it may not sublet any portion of the premises.
All rules and regulations listed in this agreement are applicable to the Renter's event, depending on the type of recurrent event taking place.

Non-Conforming Events

Events not conforming to accepted community standards and norms shall not be permitted for use of Oaklea Mansion.
Any event that has been scheduled due to untrue or misleading information provided at the time of reservation shall be cancelled without a refund.
Oaklea Mansion reserves the right at all times to control the activities of any and all employees of the Renter, and the right to remove from the premises any and all persons in violation of its Rules and Regulations. In the event of the exercise of this authority, the Renter waives any and all claims for damage against Oaklea Mansion, the City of Winnsboro and its officers and employees.

Consultation and Planning Services

Although staff members of Oaklea Mansion do not operate as event coordinators on the day of the event, a representative shall be on site or on call during the event to assist with any facility related issues.

Modification of Fees and Charges

All fees & charges for Oaklea Mansion's rental are determined by Oaklea Mansion and are subject to change from time to time without notification. If an agreement has already been executed by the Renter and an Oaklea Mansion Representative, this event will be excluded from such rate increases.

Broadcasting

Oaklea Mansion reserves all rights and privileges for out-going broadcasts, including but not limited to television, radio and streaming originating from Oaklea Mansion during the term of this agreement.

Should Oaklea Mansion grant such a privilege, it has the right to require advance payment of any estimated related cost and may also require payment for said privilege in addition to rental fee.S
The grant of such a privilege must be in writing and obtained from Oaklea Mansion in advance of broadcast date.

Public Use/Non-profits

Use of Oaklea Mansion for Public Use Events is available at a discounted rate to offer inexpensive gathering space for community groups and nonprofit organizations.
Public Use Events are defined as events intended for the sole purpose of the public's benefit. (See Texas Government Code for further information.) Events must be open to the general public, free of charge, and provide a public benefit. Such events may include, but is not limited to: public seminars, workshops and/or training opportunities; public meetings and forums; political forums and gatherings, which do not involve the generation or solicitation of donations or campaign proceeds; community drives and/or campaigns.

The discounted rate for Public Use Events is based on the general public receiving an equal benefit of public space use.
The event must be of use to the community and advertised as being open to the public.
To qualify as a public event, the event must be open to the general public and evidence of a community announcement (i.e.: an advertisement in one or more local newspapers, social media post on a community social media outlet, etc.).
The sale, service or consumption of alcohol for Public Use Events is prohibited unless provided written consent from the Oaklea Mansion Representative.
Non-profits can receive reduced pricing Sunday through Friday for ticketed fundraisers if the event is promoted to the public to attend. If the non-profit wishes to have the event on a Saturday, private event pricing will apply.