Guidelines and Policies

It is your responsibility to inform all parties involved with your event of the following guidelines and policies.

Facilities

The renter must be 21 years of age or older. Renter shall use only the rented facilities, as detailed in the Statement of Account, for access to, use, and enjoyment thereof on the date(s) and time(s) and for the event specified.

Sleeping Rooms: Check-in time is 3:00 pm, and check-out time is 12:00 pm. Unless other arrangements are made, rooms must be vacated and all personal property must be removed from rooms by check-out time. There is a $75 late fee for check-out after 12:00 pm. Late check-out and early check-in must be requested during the week of the reservation and are subject to availability. All rooms not vacated by 3:00 pm will be charged for an additional night unless prior arrangements have been made with the office.

When leaving the rooms, the renter is responsible for turning off coffee makers, AC/Heat units, ceiling fans, and lights. Doors leading outside must be kept closed at all times. We are located in a rural setting, so we ask that you not prop open doors for any reason. This is to keep out unwanted visitors (i.e., mice, snakes, insects, and other “critters”). Under no circumstances shall room occupancy exceed stated occupancy. (No more than 2 people per bed, full/queen or king size.)

Meeting Rooms: The rental period for meeting rooms is from 8:00 am to 10:00 pm. Unless other arrangements are made, all people and personal property must be out of the meeting rooms by the end of rental period. When leaving the facility, the renter is responsible for turning off coffee makers, AC/Heat units, ceiling fans, and lights. Doors leading outside must be kept closed during and after your event. Please do not prop doors open for any reason. Room occupancy shall not exceed stated occupancy.

Maximum occupancy of meeting rooms
Chisholm Trail Meeting Room: 30
Bluebonnet Meeting Room: 45* is not a standalone meeting space; the rental period is attached to the lodge booking. Check-in is at 3 pm, and check-out is at noon.
Yellow Rose: 100 classroom / 125 lecture
Summers Mill Conference Center: 100 classroom / 150 lecture
Chapel in the Woods: 50

Reservations

Once a date has been agreed upon, a statement will be sent for signature. The renter has 14 days to pay a deposit and sign the statement of account. A 50% deposit is required for new groups, and a 25% deposit is required for recurring groups six months before their event.

Individual rentals are responsible for 50% cancellation fees if canceled 14 days prior and 100% if canceled within seven days before arrival.

All group booking deposits are to be paid as a whole, and the same for final payments. We no longer accept individual payments for any group booking. Individual bookings are for one suite or one house only. Three or more accommodations for the same group are considered a group booking.

*New groups may book up to one year in advance and recurring groups may book up to two years in advance.

Cancelation

SMRCC reserves the right to cancel the agreement at any time for any necessary reason, including emergencies, non-payment of fees, and violation of any policies. SMRCC will not be liable for any damages or inconvenience.

Cancellation fees will be charged if the Renter cancels the event, based on the following scale:
25% of total cancellation fees (deposit): 90-61 days until the event
50% of total cancellation fees (deposit): 60-31 days until the event
75% of the total cancellation fees (deposit): 30-8 days until the event
100% of the total cancellation fees (deposit): Within 7 days until the event

Individual rentals are responsible for 50% cancellation fees if canceled 14 days prior and 100% if canceled within seven days before arrival.

Decorations

Renter is solely responsible for any damage or marks made to the facilities by reason of the placing and/or removal of any decorations. Renter agrees not to staple, tape, tack, or nail decorations to the walls or ceilings. No glitter, water beads or gel beads are allowed. Only flameless candles are allowed. Please do not remove tables and chairs from the meeting rooms. Renter agrees that SMRCC shall have no liability or responsibility for any loss or damage to the decorations or any other personal property of Renter, Renter’s vendors, agents, guests or invitees brought onto the facilities. Renter hereby agrees to indemnify and hold SMRCC harmless for any and all claims for any such loss or damage.

Food Service

Catering: While SMRCC does not provide food service, we encourage you to contact our in-house caterer for all your food service needs. Please contact Willie with Mc3Catering at (254) 913-1795 or email mc3cateringtexas@gmail.com. If you decide to use an outside caterer of your choice, it is your responsibility to ensure the cleanliness of all food prep and serving areas, kitchen equipment, etc. after use by your caterer, as well as to ensure your caterer complies with our Kitchen Use Guidelines. Kitchen Use Guidelines: We offer these simple guidelines for help keep our kitchens clean.

  • There is a $250.00 service fee for the use of any outside catering company.

  • Please do not leave food unattended while cooking.

  • Please put all remaining food in trash bags and place closed bags in trash containers.

  • Please leave all cookware clean. Rinse food from dishes and utensils and place in the dishwasher.

  • Please put any used dishcloths or dish towels in the kitchen sink.

  • All kitchen surfaces, including the sink, countertops, stovetop, microwave, and refrigerator, must be wiped off to rid them of spillage.

Cleaning

All paper, cups, plates, plastic silverware, foil, bottles, decorations, etc. must be bagged and placed in trash containers. All trash containers contain two liners. If additional trash liners are needed, please contact the office or on call if after hours. All tables and chairs must be clean of litter and wiped off to rid them of spilled food and drinks. All decorations, exhibits, props, etc. must be removed from the meeting rooms. Any litter or materials used outside the building must be cleaned up and disposed of properly.

Environment

More than one function may be scheduled at SMRCC at the same time as your event.

Noise - Music and general sound at all events must be reasonably compatible with the mixed use of the facility and adjacent property. Bands and DJs are allowed but must be set up inside facilities. SMRCC has outdoor recreation areas, the Roadrunner Fitness Center, and the Coca-Cola Game Room for our guests' enjoyment. Please be considerate of other guests when using these amenities. In consideration of all of our guests, please observe the quiet time curfew of 10 pm for all outdoor activities.

Smoking - Each enclosed building is smoke free. Smoking or tobacco use is limited to outside areas. Please use appropriate containers for the disposal of tobacco products.

Animals - Animals other than service animals are not allowed at Summers Mill. Service Animals must have current rabies vaccinations and must be potty trained. Please call the office to advise of any service animals on the property and where they will be staying. If an animal is found in your room or on the property that is not a service animal, you will be asked to leave, and any monies paid for your room will be forfeited. Additionally, you could lose the ability to rent in the future.

Supervision

Renter understands and agrees that SMRCC shall not supervise Renter’s use of facilities. The renter agrees that it will be the Renter’s sole responsibility to provide adult supervision for all children guests and for adults needing supervision. Renters are responsible for the character, acts, and conduct of all event vendors, agents, guests, or invitees. All intoxicants, drugs, controlled substances are strictly prohibited. Firearms must be concealed or secured in a vehicle at all times - no discharge of firearms except for approved events.

Alcohol

SMRCC does not provide or serve alcohol. Alcohol is permitted to be served, not sold. ALCOHOL MAY NOT BE CONSUMED OUTSIDE BUILDINGS, IN THE PARKING AREA, OR IN OUTDOOR RECREATION AREAS AT ANY TIME unless prior approval from SMRCC management. Persons serving alcohol at the facility must be at least 25 years of age or be a TABC certified bartender. No one under 21 years of age shall be served or allowed to consume alcohol at the facility. Renter or representative must remain in event location until the last person leaves your event. Renter is responsible for the character, acts and conduct of all event guests and attendees. SMRCC is not responsible for the actions of any person in your party or for any damages he or she may cause. SMRCC reserves the right to require a security agreement when alcohol is being served or consumed on the premises.

Liability & Indemnification

Renter will be responsible for any and all damages to the facilities and/or any property owned or leased by SMRCC caused by Renter or any vendor, agent, guest or invitee of Renter during the rental period. SMRCC shall not be liable for any loss, damage or injury of any kind or character to any person or property arising from the use of the facility or caused by any defect in any building, structure, equipment, furniture, or other property comprising the facility or otherwise owned or leased by SMRCC, or caused by or arising from any act or omission of Renter or any of Renter’s vendors, agents, guests and invitees. Renter, on Renter’s behalf and on behalf of Renter’s vendors, agents, guests, and invitees, waives all claims and demands against SMRCC for any such loss, damage, or injury, and Renter hereby agrees to indemnify and save SMRCC harmless from all liability for such loss, damage, or injury of Renter and/or other persons and/or property, and from all costs and expenses arising therefrom.

Renter will be required to pay for any damages by act of negligence, default or misuse. If SMRCC is required to file suit to collect any amount owed, SMRCC will be allowed to collect reasonable attorney’s fees.

SMRCC and Renter agree that all obligations pursuant to the agreement are expressly made performable at 7441 FM 1123, Belton, Bell County, Texas, and that venue for any legal proceeding arising out of the agreement is in a court of proper jurisdiction in Bell County, Texas. This agreement is governed by and shall be construed in accordance with the laws of the State of Texas. This agreement is binding on the parties hereto and their respective heirs, personal representatives, successors and assigns. This agreement is not assignable by Renter without the express written consent of SMRCC. This agreement constitutes the entire agreement of the parties and cannot be amended except by written instrument signed by the party to be bound or affected by such amendment.

All weddings must also agree to and sign the following addendums: Guidelines for Weddings & Receptions and Security Agreement.

I agree to comply with the above guidelines and policies. I also understand that it is my responsibility to inform all parties involved with my event of the above guidelines and policies.