ADDITIONAL SERVICES/POLICY:
DAY OF EVENT MANAGER INCLUDED:
An Astin Retreat Day Of Event Manager will be on site to assist you during your event, which is covered by your DAY GUEST USE FEE.
SECURITY INCLUDED:
A Security Person is included in your DAY GUEST USE FEE. An Astin Retreat security person will patrol the grounds during your event. In addition, the Pauma Valley Country Club also has Security Patrol cars on club grounds.
SECURITY IS TO ENSURE SAFETY:
Unlike some remote Airbnb’s where guests with an emergency are left without support, The Astin Retreat has set emergency procedures. These procedures are 1) to call to 911, 2) to call the club security patrol and if needed the club’s patrol will call the local sheriff. In a life or death situation (like a snake bite or heart attack) Life flight will be contacted and will land at the Club’s private airport and fly to Palomar Medical Center in Escondido. We are serious about taking safety precautions to heart for our guests. Please be aware, your Day Of Manager reserves the right to ask any guest who acts in an unruly manner or who refuses to follow our policies, to leave the premises. Security reserves the right to assist in the removal of any guest who does not leave when requested, including having Club’s security contact the Sheriff for assistance. Security is not present to police the event, but to ensure the Client, guests, staff and property are safe.
COVID PROTECTION:
An Astin Retreat housekeeping staff member is included in your DAY GUEST USE FEE. They will keep restrooms fresh and disinfected. As an added bonus, they will keep the kitchen tidy and will assist with any trash removal during and after the evening.
EQUIPMENT INCLUDED:
The Astin Retreat provides up to five tables, three belly-up tables and a limited supply of decor items for your use. All Astin items used will be inventoried at the beginning and end of each event. Should there be any missing items, replacement charges are the responsibility of the client. YOU WILL NEED TO RENTAL LINENS AND CHAIRS.
ADDITIONAL AMENITIES:
CAR-LESS VENUE:
There is ONLY PARKING FOR REGISTERED OVER NIGHT GUESTS. Since there is no parking on site for DAY USE guests, we offer a silver suburban which seats seven passengers with a driver. We also offer a sedan which seats four passengers with a driver and we offer a five passenger golf cart. There is a charge for this service.
ADDITIONAL ACCOMMODATIONS and AMENITIES:
The Pauma Valley Country Club has an additional 23 Casitas that can be booked for your guests if they wish to spend the night on site and avoid driving home. The Astin Retreat will reserve these for you (as a member, we must do this) and then it can be arranged for your guests to pay the Pauma Valley Country directly for these accommodations. Guests with reservations can enjoy, limited club privileges like tennis, pickle ball, bocci ball, mini putting green near the pool, the library, the business center, bicycle use, the fitness center and the club pool and jacuzzi.
RESTRICTIONS:
SMOKING RESTRICTIONS:
There is absolutely NO smoking inside any indoor spaces. Smoking is allowed only on the hard surfaces around the pool. Smoking needs to be in designated smoking areas only where smoking receptacles are provided. If any cigar or cigarette butts are found anywhere besides the provided receptacles, there will be an additional $250 charge for clean up.
PRIVACY:
All guests are restricted to use of The Astin Retreat grounds only. In order to insure privacy for both clients of The Astin Retreat and our neighbors, we must insist that our clients and all their guests do not leave the DeLorean Ranch House property to wander around the neighborhood except with prior permission and only in certain areas. Please respect our neighbors at all times. Please adhere to a speed limit of 25 MPH on all paved roads inside the Pauma Valley Country Club area and inside The Astin Retreat grounds stay under 10 MPH due to al the wildlife.
NOISE CONTROL:
Your site manager will monitor your sound decibel readings throughout the evening. This is to be respectful and to protect the peace and quiet of the neighbors who live in our tranquil valley. All readings need to remain below our approved levels.
CURFEW:
Music outside must end at dark. All approved music inside must end at 9:30pm. Spotify music may continue from Clients playlist as long as all exterior doors remain shut. All Day Use Guests must be off the premises and returned to their vehicles or accommodations by 10:00pm.
NO ONE may access the Pauma Valley Country Club gated grounds without being submitted on an approved guest list, in advance, to the security personel who manage the front security gated entrance into the club.
OPEN FLAME:
All candles need to be batterie operated with out a flame.
EVENT DECOR:
We pride ourselves on being GREEN, ORGANIC, SUSTAINABLE and a FRIEND to the ENVIRONMENT! Please help us maintain and protect nature. With this in mind, we do NOT allow; silly string, confetti, glitter, bird seed, rice, streamers, sparklers, smoke cannons or load noises of any kind. The Astin Retreat is an authentic and restored Weir Brothers Adobe Hacienda. To protect it we insist NOTHING is ever to be attached to the walls, floors, ceiling, trees, fences or surfaces of any kind with tape, nails, tacks, wires, staples, adhesive, paint, hooks or any other materials. If you need to attach anything, it MUST have prior written approval.
STORAGE & DECOR:
Due to lack of storage space, all personal effects you bring with you; floral arrangements, lighting, rentals, cake stands, props, lounge furniture, lanterns, signs and or easels and all design accents and decorations must be taken down and taken away with you immediately following your event unless you have prior written approval to remove them at a later date.
REQUIREMENTS:
RELEASE OF LIABILITY:
The client must be responsible for all guests at all times and the clients understand and here by give release of all claims on The Astin Retreat and EH Astin Farm, LLC the parent company, their employees, their families and The Pauma Valley Country Club.
RELEASE OF LIABILITY AGREEMENT:
A signed Release of Liability agreement must be received 15 days prior to the event.
POLICIES:
We charge a Day Use Fee for any non-registered vacation rental guests.This fee is $50 per person per day. We need a typed guest list 15 days prior to your event. Your DAY USE Site Fee will be billed 15 days prior to the event. This guest count guarantee may not be reduced after this date. Additional guests may be added with approval and additional Day Use fees paid. This fee must be paid 10 days prior to the event or event may be canceled.
DEPOSIT:
A non-refundable deposit of $1000 is required when your Day Guests Agreement is signed. This agreement and contract will be sent to you with a credit card authorization form. The booking is not confirmed until both the deposit and signed agreement are executed by all parties. Your deposit will be applied to your contacted costs. All payments, once received, are non refundable.
DAMAGES OR EXTENSIVE CLEANING:
In addition to the Day Guests Agreement deposit we secure a cleaning deposit of $1000 which is required when the overnight reservations are made. This deposit will be refunded in full, so long as the facility is found to be in the same condition as it was prior to your stay. Any damage to the property will be the responsibility of the client. Any excessive clean-up will result in additional charges payable by the client. If there are any items missing, replacement charges are the responsibility of the client. Any excessive clean-up will result in additional charges payable by the client.
SALES TAXES AND SERVICE CHARGES:
The current sales tax and a service charge are additional cost vendors charge. The service charge is subject to state sales tax (CA Stay Bard of Equalization Regulation # 1603). Your additional guest fees and accommodation rentals are exempt from these costs.
RESERVATIONS:
Reservations are booked through Airbnb unless there are special circumstances. All reservations are on a first come first serve basis. The booking host must be responsible for all guest and sign and understand the release of all claims on The Astin Retreat.
SIXTEEN AND UP:
We love children, but due to the abundant wildlife, and for their safety, The Astin Retreat, has a minimum age requirement of sixteen and up.
PAPERWORK:
All paperwork should be turned in no later than 15 days prior to your event. This includes your timeline, your vendor list, your music list, your rehearsal time, your floor plan and your seating chart.
CANCELLATION OR POSTPONEMENT:
Deposits may be transferred to another date, based on availability as long as The Astin Retreat is given two months advance notice prior to the change. You will have one year from the date you cancel or postpone to use you deposit. If you choose not to postpone, but cancel your event, you will loose your non-refundable deposit. Cancellations made with in two months of your reservation will result in the forfeiture of all payments paid to date. We understand military deployments happen and there are illnesses and acts of God that can make it necessary to cancel or postpone. We highly encourage you to purchase Cancellation Insurance from a reliable company like WedSafe or one of your choosing.
PRICING:
All pricing is subject to change until date is booked. Once booked with The Astin Retreat, we honor the prices at the the time of booking. Should yo need to reschedule your date, you will be subject to pricing and policies in place at the time of rescheduling.
PAYMENTS:
A Payment of 50% is due six months prior to your event. A second installment of an additional 25% is due two months prior to your event. Final payments are due ten days prior to your arrival. Failure to meet this requirement can cause cancellation. We accept cash, checks, Pay Pal, Venmo, and credit cards. If you choose credit cards there is a 3% processing fee added. Once made all payments are non-refundable.
DAY OF USE:
Only registered overnight guests after 10:00pm are allowed on site at The Astin. All visiting day use guests need to have left before that time.
The Client is responsible for all damages incurred by themselves, any of their guests, day use visitors, independent contractors, vendors or other agents and service personal that are under the clients control.
Additional charges will be incurred in case of any loss or damage caused during contracted time and charged to the credit card on file.
DAY OF EVENT INSURANCE:
The Astin Retreat, requires a minimum coverage of $1,000,000 General Liability Insurance with a minimum coverage of $1,000,000 to cover any potential accidents or damages that may occur. The client is responsible to purchase this coverage either through their home owners insurance carrier of through a reputable carrier like Wedsafe. The sooner you set this policy up, the lower the cost.
The Client is responsible for all damages that may occur on or to the property. Proof of this policy must be shown, 15 days prior to the event and prior to final balance due.
The client assumes liability for all their guests and understands the Release of Liability, and agrees to release The Astin Retreat and the EH Astin Farm, LLC, the operating corporation from all claims on, their employees, their families and The Pauma Valley Country Club.
The Astin Retreat is not responsible for acts of God or Nature on the property during or subsequent to any event or time on the property.
The Astin Retreat is not responsible during your stay or during any event or subsequent to your stay or event, for any lost items in any parts of the premises or property. Please assign a guest to help keep track of your items.
DURATION OF EVENTS:
The Astin Retreat allows DAY OF gatherings with more than our maximum three night registered guests of eight, to run up to maximum of five hours. With prior-written approval earlier events, giving you a longer timeline, may be organized.
EVENT HOURS:
Events are five hours in duration. Bar service and music must conclude by 9:30pm. All guests must vacate the premises by 10pm. Longer events, may be approved to begin earlier, at a rate of $500 per each additional hour. Penalty late fees will be charged if these hours are not adhered to at the rate of $1000 per hour.
TIMELINES:
A typical timeline begins with Guests arriving at 4:30pm. Ceremony at 5pm. Cocktail Reception immediately after. Dinner Reception at 6:00pm or 6:30pm. Dinner from 6:00pm to 8:00pm. At dark, all music output must stop. Music with dancing and dessert is allowed inside. Music must conclude by 9:30pm so that day guests can collect their things, say goodbyes and catch the provided transportation back to their cars or accommodations. Additional hours may be approved for an additional fee of $500 per hour. The Astin Retreat can not allow later hours as DAY GUESTS must be off site and not on club streets after 10:00pm. But with prior-written approval earlier events can be organized. Vendors must be cleaned up and cleared out by 11:00pm with no exception.
All DAY GUESTS entering the club grounds must enter through the front security gate. Their names must be on a pre-submitted guest list by The Astin Retreat for them to be allowed to enter. They should be prepared to show ID’s. ( I removed Covid)
No DAY GUESTS are allowed to park at The Astin Retreat for events as parking is limited.
DISCLAIMERS:
FORCE MAJEURE:
The Astin Retreat, is not responsible for acts of nature on the property during or subsequent to any booking.
The Astin Retreat is located in a nature preserve. We reserve the right to limit the number of guests allowed on our property. We do not allow amplified music or loud events of any kind. We allow only one group a week. We prefer small intimate events. We hope and encourage Green events here and sustainable practices are encouraged. Farm to Table organic events are our favorite.
INCLEMENT WEATHER: We advise all clients to have a “Rain Plan” with an optional add on tent option should a risk of rain occur.
REHEARSALS: A one hour rehearsal is allowed anytime during your minimum three day stay. If an additional day is requested in advance of our stay, there may be an additional facility charge of $250 per hour.
ENGAGEMENT PORTRAIT SESSIONS AND PROPOSALS: Please refer to our Film and Photography agreement and policies for information.
ALL POLICIES & PRICING ARE SUBJECT TO CHANGE!
Please visit our the approved vendor section of our website for your vendor selection.
CATERING:
We have an array of catering options, from food trucks, a private chef and the Pauma Valley Club catering.
BAR:
No alcohol can be served during an event except by a licensed and insured bar caterer. We have two approved bar caterers; The Pauma Valley Catering or Barworks Catering. No alcohol of any kind can be brought on to the property for serving or use during your event. If alcohol is being served by anyone other than the licensed bar caterer during your event the event will be immediately shut down and you will forfeit all of your refundable deposit.
The Astin Retreat and/or the Bar Caterer reserves the right to close the bar at any time and / or refuse service to anyone who may be, in the sole view of the bar company and / or The Astin Retreat, intoxicated, unruly, belligerent, disruptive, without proper ID or who is under 21 years of age. The bar will close at 9:30pm at the latest.
RENTALS:
Abbey Party Rentals in Temecula is the approved rental company. They are the only rental company allowed on property without written advance approval. All rentals will need to be delivered either the day before the event or the morning of your event, per your instructions. The Client must provide a floor plan to the rental company who will set up all your needs to your specifications. Your event manager will oversee the set up for you on your event day.
LOUNGE:
Lounge Appeal and Pow Wow accent decor, are also approved for your lounge furniture rental needs.
PHOTOGRAPHY & VIDEO:
The Astin Retreat offers you a selection of San Diego’s finest Photography and Video vendors, please visit our website to view their work.
MUSIC, LIGHTING & A/V:
Music and Production also has a diverse selection for DJ, Live Music, Lighting, A/V options, photo booths and more…
TRANSPORTATION & PARKING:
Since there is no parking on site for guests, we offer a silver suburban which seats seven passengers with a driver. We also offer a sedan which seats four passengers with a driver and we offer a five passenger golf cart.
NEAR BY ACCOMMODATIONS:
Nearby Hotels and Lodging:
Harrah’s Rincon Hotel and Casino
Pala Hotel and Casino
Welks Resort San Diego
Pechanga Resort and Casino
Castle Creek Inn Resort and Spa