Terms of service

Picnics in the Forest — Terms & Conditions

Last Updated: August 2026

By booking an experience with Picnics in the Forest, the person making the reservation (“the Client”) acknowledges and agrees to the following Terms & Conditions on behalf of themselves and all guests included in their booking.

Picnics in the Forest operates on private, rural, forested property. These policies help protect our guests, our property, our animals, and our small business while allowing us to continue offering unique outdoor experiences.

1. Your Picnic Booking

Picnics in the Forest provides pre-arranged, hosted picnic experiences on private property.

Your reservation is for the specific experience, date, time, guest count, and inclusions selected or confirmed with Picnics in the Forest.

A standard picnic booking is not a rental of the gazebo, grounds, residence, forest, or property.

Guests may not use a picnic reservation for a different type of event, ceremony, commercial activity, or property use without prior approval.

2. Communication & Customization Forms

Email is the primary form of communication for Picnics in the Forest.

Please ensure the email address provided with your booking is correct and regularly check your inbox, including your junk/spam folder.

Important information may be sent by email, including:

  • Booking confirmations

  • Customization and menu forms

  • Payment information

  • Arrival and parking instructions

  • Weather updates

  • Changes affecting your reservation

Customization Forms

For bookings that include customization, décor selections, menu choices, or other booking-specific details, you will receive a customization form during the week of your picnic.

Customization forms are generally sent on Mondays and Thursdays, depending on the date of your booking.

Please wait for your customization form before sending individual menu, décor, or setup selections by email. Keeping these details together in the form helps ensure all of your choices are properly recorded for your booking.

Clients are responsible for completing their customization form by the deadline provided.

If a customization form is not completed by the requested deadline, Picnics in the Forest may need to make reasonable menu, décor, or setup selections on the Client's behalf based on the experience booked and the options available.

Phone Calls & Day-of Communication

Picnics in the Forest does not accept unscheduled phone calls as a standard form of client communication.

During your scheduled picnic, guests may contact their host by text using the number provided in their arrival instructions.

Please do not approach the private residence for assistance unless you have specifically been instructed to do so.

Clients are responsible for reading the information and instructions provided to them before their booking and communicating relevant information to their guests.

3. Picnics vs. Weddings & Private Events

Picnics in the Forest also offers separate micro-wedding and private event services for gatherings of up to 50 guests, with catering options available.

Weddings and private events are separate from our standard picnic experiences and have their own pricing, inclusions, catering options, booking requirements, and designated event spaces.

A standard picnic reservation may not be used in place of a:

  • Wedding or wedding ceremony

  • Reception

  • Elopement ceremony

  • Cultural or religious ceremony or ritual

  • Private venue rental

  • Workshop or class

  • Professional or commercial event

  • Other gathering requiring use of the property beyond the picnic experience booked

If you are planning a wedding, ceremony, ritual, reception, or other private event, please contact Picnics in the Forest before booking so we can determine the appropriate booking option.

Availability of wedding and private event services may vary due to season, weather, property conditions, or availability of designated event spaces.

4. Booking Times & Early Arrival

Your reservation provides access to your picnic area for the specific time period stated in your booking confirmation.

Your booking time includes any time that you, your guests, photographers, decorators, vendors, or other members of your party are accessing or using the picnic space or property in connection with your booking.

Please Do Not Arrive Early

Guests may not arrive before their scheduled booking time to access the picnic area, decorate, set up personal items, take photographs, prepare for an event, drop off supplies, or otherwise use the property unless additional time has been arranged in advance.

For example, if your bridal shower begins at 2:00 PM and you would like to arrive at 1:30 PM to add your own decorations, that additional time must be arranged and paid for in advance.

The same applies to photographers, decorators, vendors, family members, or anyone else attending early on behalf of your booking.

Early access requires the property and host to be available to accommodate your group and is therefore considered additional booking time.

Additional time is $30 per hour, subject to availability and prior approval.

Please do not arrive early without confirmation that additional time has been added to your booking.

Late Arrivals

Your reservation begins and ends at the scheduled times regardless of when you arrive.

Arriving late does not extend your booking.

If additional time is available after your scheduled end time, it may be added at the discretion of Picnics in the Forest for an additional fee.

Guests are expected to leave the picnic area promptly at the end of their reservation so we have adequate time to clean, reset, and prepare for following bookings.

5. Guest Count

Your picnic is prepared according to the number of guests included in your reservation.

Additional guests must be approved by Picnics in the Forest before the booking and may require an additional guest fee.

Please do not arrive with additional guests who have not been included in your reservation.

Maximum capacities vary depending on the picnic location, setup, and experience booked.

6. Private Property & Guest Access

Picnics in the Forest operates on private residential property.

Your booking provides access only to the areas specifically designated for your experience.

Guests may access their assigned picnic area, designated pathways, guest parking areas, and washroom facilities as instructed.

A booking does not provide unrestricted access to the acreage, forest, residence, outbuildings, other picnic areas, fields, trails, or other private areas of the property.

Please follow all signs, pathways, parking directions, and arrival instructions.

Areas marked closed, restricted, flooded, unsafe, or otherwise unavailable must not be entered.

7. The Private Residence

The residence located on the property is a private home and is not part of your picnic experience.

Guests may not approach the residence, knock on the door, enter the residence, or drive directly to the residence unless specifically instructed to do so.

If you require assistance during your booking, please contact your host by text.

Washroom access will be provided according to the instructions given for your booking.

8. Parking & Vehicles

Guests must park only in designated guest parking areas and follow the arrival and parking instructions provided.

Please do not drive beyond designated parking areas, onto trails, toward picnic areas, or elsewhere on the acreage unless specifically instructed to do so.

Vehicles and personal belongings left on the property remain the responsibility of their owners.

9. Outdoor & Forest Environment

Picnics in the Forest is intentionally located within a natural, rural and forested environment.

Part of the experience is being outdoors among trees, plants, wildlife, and changing natural conditions.

Unlike an indoor event venue, natural conditions cannot be completely controlled, eliminated, or predicted.

Potential conditions and hazards may include, but are not limited to:

  • Uneven or changing terrain

  • Tree roots

  • Rocks

  • Holes and natural depressions

  • Dirt, gravel, and grass pathways

  • Mud

  • Standing water

  • Flooding

  • Wet or slippery surfaces

  • Snow and ice

  • Falling branches, limbs, or trees

  • Deadfall

  • Strong winds

  • Rain, hail, and thunderstorms

  • Extreme heat or cold

  • Smoke or wildfire conditions

  • Mosquitoes, ticks, wasps, bees, and other insects

  • Wildlife

  • Birds

  • Plants, pollen, and natural allergens

  • Sap, thorns, and vegetation

  • Fire and firepit hazards

  • Other naturally occurring outdoor conditions

Conditions can change quickly and may not always be visible or predictable.

Guests agree to exercise reasonable care, remain within designated guest areas and pathways, supervise children, follow host instructions, and dress appropriately for an outdoor forest environment.

By choosing to attend an outdoor experience, guests acknowledge and voluntarily accept the ordinary and inherent risks associated with spending time in a natural rural and forested setting.

10. Weather

Picnics in the Forest operates rain or shine whenever conditions remain reasonably safe.

Our gazebo experiences are covered and are designed to continue during ordinary rain and changing weather.

Rain, cooler temperatures, insects, mud, or other ordinary outdoor conditions do not automatically qualify a booking for cancellation or refund.

Picnics in the Forest may postpone, relocate, modify, reschedule, or cancel an experience when conditions are considered unsafe or unsuitable, including:

  • Severe thunderstorms

  • Dangerous winds

  • Extreme temperatures

  • Heavy snowfall or snowstorms

  • Flooding

  • Wildfire conditions

  • Fire bans

  • Unsafe trees or branches

  • Unsafe road or property conditions

  • Other circumstances beyond our reasonable control

Safety decisions are made at the discretion of Picnics in the Forest.

11. Food Provided by Picnics in the Forest

Food is included only when specifically selected or stated as part of your booking.

Menus and individual items may vary slightly depending on availability, season, and supplier availability.

Reasonable substitutions may occasionally be necessary.

Food provided as part of a picnic is intended to be consumed during the scheduled booking unless otherwise arranged.

12. Bringing Your Own Food & Drinks

Some picnic experiences allow guests to bring their own food and non-alcoholic beverages.

When bringing your own food, you are responsible for the food you bring, its safe transportation and storage, serving it to your guests, and cleaning up after it.

Guests bringing outside food are responsible for cleaning up and removing or properly disposing of:

  • Leftover food

  • Food containers

  • Packaging

  • Takeout containers

  • Cups and bottles

  • Serving supplies

  • Food-related garbage

  • Any other items brought with their food or beverages

Please leave the picnic area reasonably clean at the end of your reservation.

No Kitchen Access

Guests do not have access to our kitchen.

Picnics in the Forest does not provide kitchen access for guests to:

  • Prepare food

  • Cook food

  • Heat or reheat food

  • Refrigerate food

  • Freeze food

  • Store food

  • Wash dishes

  • Assemble food

  • Plate outside food

Please plan accordingly when bringing your own food.

Outside Beverages

If you bring your own beverages, you are responsible for bringing everything required to open, prepare, serve, or consume them.

Picnics in the Forest does not provide bottle openers, corkscrews, beverage openers, specialty glassware, ice, coolers, or other beverage accessories unless they are specifically included or arranged as part of your booking.

13. Allergies & Dietary Requirements

Please disclose allergies and dietary requirements when completing your menu/customization form or as otherwise requested.

We take food allergies seriously and will make reasonable efforts to accommodate dietary requirements when we have agreed that they can be accommodated.

However, our kitchen and food preparation spaces are not gluten-free, nut-free, or allergen-free facilities.

Our kitchen and preparation spaces are cleaned and sanitized as part of our normal food preparation practices, but ingredients containing gluten, nuts, dairy, eggs, and other common allergens may be stored or prepared in the same environment.

We therefore cannot guarantee that cross-contact or cross-contamination will not occur.

Guests with severe or life-threatening allergies should contact Picnics in the Forest before booking food service so we can discuss whether their needs can safely be accommodated.

14. Alcohol

Picnics in the Forest does not sell or serve alcohol as part of our standard picnic experiences.

Where guests are permitted to bring their own alcohol, they are responsible for purchasing, transporting, opening, serving, consuming, and removing it in accordance with applicable laws and any requirements communicated by Picnics in the Forest.

Guests choosing to consume alcohol are responsible for:

  • Drinking responsibly

  • Monitoring their own consumption

  • Ensuring they are legally permitted to consume alcohol

  • Their own behaviour, choices, and conduct

  • Ensuring minors do not consume alcohol

  • Arranging safe transportation home

  • Ensuring no person drives while impaired

Do not drink and drive.

Guests who choose to consume alcohol do so at their own risk and accept responsibility for their own decisions, actions, conduct, and alcohol consumption, subject to applicable law.

Picnics in the Forest does not monitor individual alcohol consumption and is not responsible for providing transportation.

We reserve the right to intervene, contact emergency services where appropriate, or end a booking if alcohol consumption results in dangerous, destructive, threatening, unlawful, or excessively disruptive behaviour.

Nothing in these Terms & Conditions is intended to exclude or limit liability where doing so is prohibited by applicable law.

15. Smoking, Vaping & Cannabis

Smoking and vaping are not permitted inside gazebos or picnic setups.

Cannabis smoking is not permitted within picnic areas.

Because Picnics in the Forest is located in a forested environment, additional restrictions may apply during dry conditions or periods of elevated fire risk.

Guests must comply with all applicable laws, fire restrictions, and instructions provided by Picnics in the Forest.

16. Cakes, Flowers & Specialty Orders

Custom cakes, baked goods, fresh flowers, specialty foods, rentals, and other third-party items may require advance ordering.

Once a custom item has been ordered or purchased for your booking, its cost may be non-refundable even if your picnic is later cancelled.

Minor variations in colours, flowers, food presentation, decoration, or other handmade/custom elements are normal and are not grounds for a refund.

17. Décor & Guest Decorations

Each Picnics in the Forest experience is individually styled.

Photographs represent the general style and atmosphere of our experiences. Exact furniture, linens, cushions, blankets, dishes, florals, candles, and decorative items may vary according to season, availability, weather, guest count, and the experience booked.

Guests wishing to bring their own decorations must let us know beforehand when installation or additional setup time is required.

Guests may not permanently attach, nail, screw, staple, glue, or otherwise affix items to gazebos, trees, furniture, structures, or other property without permission.

Glitter, confetti, or other difficult-to-remove or environmentally harmful materials may be prohibited.

If you need to arrive before your scheduled booking time to decorate, additional time must be arranged and paid for in advance.

18. Candles & Open Flames

Candles are frequently used as part of the décor at Picnics in the Forest.

If a candle has not been lit by Picnics in the Forest, guests may not light it themselves.

There may be a safety, weather, fire-risk, décor, or operational reason that a candle has intentionally been left unlit. Some candles may also be intended solely for decoration.

Guests may not:

  • Light unlit candles

  • Relight candles that have gone out

  • Move lit candles

  • Introduce additional candles

  • Light incense

  • Use torches or burners

  • Create another open flame

without prior approval from Picnics in the Forest.

Picnics in the Forest may use flameless candles or leave candles unlit whenever conditions require it.

19. Firepit Use

Firepit access is available only when included with or approved for your booking.

Fire availability is subject to:

  • Weather

  • Wind

  • Fire bans and advisories

  • Seasonal conditions

  • Property conditions

  • Host discretion

Guests may not start fires elsewhere on the property.

Only approved materials may be placed or burned in the firepit.

Ceremonial materials, herbs, incense, paper, objects, offerings, accelerants, or other substances may not be burned without prior approval.

Children must be closely supervised around all fires.

Picnics in the Forest may extinguish or prohibit a fire at any time if conditions become unsafe.

20. Photography & Professional Photographers

Personal photography during your picnic is welcome.

Professional photographers are also welcome when they are attending to photograph your booked experience; however, they must follow the same property access, safety, arrival, and booking-time rules as all other guests and approved vendors.

Photographer Arrival Time

A photographer's time on the property must fall within your reserved booking period unless additional time has been arranged and paid for beforehand.

For example, if your picnic begins at 4:00 PM, your photographer may not arrive at 3:30 PM to photograph the setup, property, or guests unless early access has been arranged.

This applies even if the Client has not yet arrived.

The photographer is accessing private property and the host must be available to accommodate that access. Therefore, early photographer access is considered additional booking time.

Photographer Guidelines

Photographers must:

  • Park in designated guest parking

  • Follow all arrival instructions

  • Remain within designated guest and photography areas

  • Respect all private and restricted areas

  • Remain off closed or flooded trails

  • Not enter fields, outbuildings, or other areas without permission

  • Not approach or photograph the private residence without permission

  • Not move furniture, tables, décor, candles, florals, or other setup elements without permission

  • Not attach equipment, décor, or props to trees or structures without permission

  • Ensure tripods, lighting, bags, and other equipment do not block pathways or create hazards

  • Follow all property, fire, wildlife, and safety instructions

  • Leave the property by the Client's scheduled end time unless additional time has been purchased

Drone use requires prior permission.

A picnic booking does not provide a photographer with unrestricted access to the acreage.

Standalone & Commercial Photography

A picnic reservation may not be purchased primarily for:

  • Commercial photography

  • Brand photography

  • Product photography

  • Styled shoots

  • Content-production sessions

  • Photography mini sessions

  • Multiple photography clients

  • Advertising or promotional shoots

without prior approval.

These uses may require separate location or commercial photography arrangements and fees.

21. Outside Vendors & Service Providers

Outside vendors and service providers may not operate on the property without prior approval.

This includes, but is not limited to:

  • Officiants

  • Ceremony leaders

  • Photographers and videographers

  • Musicians

  • Performers

  • Caterers

  • Decorators

  • Event planners

  • Instructors

  • Entertainment providers

  • Other paid service providers

Approved outside vendors are subject to the same arrival, parking, access, property, safety, and departure rules as guests.

Time spent on the property by an outside vendor before or after the Client's scheduled booking may require additional paid booking time.

22. Children

Parents and guardians are responsible for supervising children at all times.

Picnics in the Forest contains forested areas, uneven terrain, fire features, décor, furniture, wildlife, plants, insects, and other natural or property features that may require additional supervision.

Children may not wander the property unattended.

23. Pets & Animals

Outside pets are not permitted unless specifically approved in advance or required as a service animal in accordance with applicable law.

A dog lives on the property.

Please contact us beforehand regarding accessibility considerations involving a service animal so appropriate arrangements can be made.

24. Personal Belongings

Guests are responsible for their personal belongings while on the property.

Please check your picnic area carefully before leaving.

Picnics in the Forest is not responsible for lost, forgotten, stolen, weather-damaged, or otherwise damaged personal belongings except to the extent liability cannot legally be excluded.

25. Damage, Garbage & Excessive Cleaning

Guests are expected to treat the property, forest, furniture, décor, dishes, linens, equipment, and other items with care.

The person making the reservation may be responsible for reasonable costs associated with:

  • Damaged property

  • Broken or missing items

  • Damage caused by guests or outside vendors

  • Excessive mess

  • Excessive garbage

  • Stains or damage beyond normal use

  • Cleanup required because outside food, beverages, decorations, or other guest-supplied items were not properly cleaned up

Please notify Picnics in the Forest immediately if something is accidentally damaged.

26. Behaviour & Safety

Picnics in the Forest is private property, and we want it to remain a peaceful and safe environment for our guests, neighbours, animals, and staff.

We reserve the right to refuse entry or end a booking when behaviour is:

  • Dangerous

  • Threatening

  • Harassing or abusive

  • Destructive

  • Excessively disruptive

  • Unlawful

  • In violation of these Terms & Conditions

  • Creating an unreasonable risk to people, animals, property, or the surrounding environment

Guests asked to leave due to serious safety or conduct concerns may not be entitled to a refund.

27. Host Access

Picnics in the Forest remains responsible for and retains access to the property throughout every booking.

A picnic reservation does not grant exclusive possession or control of the acreage.

The host may access picnic areas when reasonably necessary for guest assistance, food service, safety, maintenance, emergencies, property management, or other operational purposes.

28. Cancellations & Refunds

Standard Picnic Bookings

One week or more before your reservation:
Cancellations are eligible for a full refund.

Less than one week before your reservation:
An $80 cancellation fee may apply.

Within 48 hours of your reservation:
Bookings may be subject to a larger cancellation fee or may become non-refundable due to food purchases, preparation, staffing, décor, and other costs already incurred.

Special Dates

Valentine's Day, Mother's Day, statutory holidays, seasonal events, and other designated special dates may have separate cancellation requirements.

For designated special dates:

  • One week or more before the reservation: eligible for a full refund

  • Less than one week: an $80 cancellation fee may apply

  • Within 72 hours: the booking may become non-refundable

Any custom products or third-party items already purchased for a booking may remain non-refundable regardless of when the booking itself is cancelled.

29. Changes to Reservations

Requests to change your:

  • Date

  • Time

  • Guest count

  • Menu

  • Theme

  • Picnic level

  • Add-ons

  • Setup preferences

are subject to availability and are not guaranteed.

Additional charges may apply.

Once food, flowers, cakes, rentals, décor, or other customized items have been ordered or purchased, those costs may be non-refundable.

30. Assumption of Risk

Picnics in the Forest takes reasonable steps to maintain its guest areas and provide a safe and enjoyable experience.

However, the nature of an outdoor forest experience means that not every risk can be predicted, controlled, or eliminated.

By entering the property and participating in a Picnics in the Forest experience, guests acknowledge the ordinary and inherent risks associated with rural and forest environments and voluntarily choose to participate despite those risks.

These risks may include those arising from:

  • Terrain and natural surfaces

  • Trees, branches, and deadfall

  • Weather and rapidly changing conditions

  • Wildlife and insects

  • Vegetation

  • Fire and smoke

  • Water, mud, snow, and ice

  • Outdoor furniture and structures

  • Other natural or reasonably foreseeable outdoor conditions

Guests are responsible for exercising reasonable care, following instructions, remaining within permitted areas, supervising children, and making decisions appropriate to their own abilities and circumstances.

Nothing in these Terms & Conditions is intended to waive, exclude, or limit any right or liability where doing so is prohibited by applicable law.

31. Circumstances Beyond Our Control

Circumstances outside our reasonable control may occasionally affect an experience.

These may include:

  • Severe weather

  • Flooding

  • Wildfire

  • Fire bans

  • Unsafe trees

  • Utility outages

  • Property damage

  • Unsafe road conditions

  • Government restrictions

  • Emergencies

  • Illness

  • Other unexpected circumstances

When necessary, Picnics in the Forest may modify, relocate, postpone, reschedule, or cancel a booking.

If Picnics in the Forest must cancel an experience entirely, we will work with the Client regarding an appropriate rescheduling or refund option based on the circumstances.

32. Client Responsibility

The person making the reservation is responsible for:

  • Providing accurate booking information

  • Reading communications and instructions sent by Picnics in the Forest

  • Completing required customization forms by the requested deadline

  • Communicating applicable rules to their guests

  • Ensuring guests and approved outside vendors follow these Terms & Conditions

  • Following arrival and parking instructions

  • Providing allergy and dietary information by requested deadlines

  • Supervising children

  • Using alcohol responsibly if permitted

  • Arranging safe transportation after consuming alcohol

  • Respecting private and restricted areas

  • Cleaning up outside food, beverages, decorations, and associated garbage

  • Ensuring guests, vendors, and photographers do not arrive before the reserved booking time without prior approval

  • Leaving the property at the scheduled end of the booking

The Client is responsible for ensuring their guests understand the rules relevant to their visit.

33. Right to Refuse, Modify or End a Booking

Picnics in the Forest reserves the right to decline, modify, or end a booking that:

  • Is incompatible with the experience purchased

  • Materially differs from what was disclosed when booking

  • Exceeds the capacity or intended use of the property

  • Violates these Terms & Conditions

  • Creates a safety concern

  • Involves unauthorized commercial activity

  • Involves unauthorized property use

  • Places guests, staff, animals, or property at unreasonable risk

If you are unsure whether your planned gathering fits within one of our picnic experiences, please contact us before booking.

34. Agreement to Terms

By completing a booking with Picnics in the Forest, you confirm that you have read, understood, and agreed to these Terms & Conditions.

The person making the reservation is responsible for ensuring that their guests and any approved outside vendors are aware of and follow the rules applicable to their visit.

Thank you for helping us keep Picnics in the Forest a safe, peaceful, respectful, and magical place to gather.