SUMMER TRAIL USE

Trail Use Rules and Guidelines

Welcome to the Arizona Nordic Village system! To ensure the safety and enjoyment of all users, and to protect the environment, please follow these rules and guidelines when using our trails. These rules are designed to promote responsible recreation and prevent damage to the trail system.

General Trail Use Rules

Trail Hours: Trails are open from 8am to 4pm unless otherwise posted. Nighttime use is not permitted unless you are an overnight guest. We lock our gates promptly at 4pm; please ensure you have enough time to return to your vehicle by 4pm. Check In: Please check in at the main Lodge so we can take down your information in case of an emergency. We do this to ensure the safety of visitors. If guests have not returned by 4pm, staff will sweep the trail system. If guests have not returned by 5pm, the Coconino County Sheriff in 
addition to Search and Rescue may be called.

Respect Trail Closures: Obey all posted signs and notices. Trails may be closed for maintenance, adverse weather conditions, or wildlife protection.

Stay on Designated Trails: Use only designated trails. Going off-trail can cause environmental damage and disrupt wildlife habitats.

No Motorized Vehicles: Motorized vehicles, including ATVs, motorcycles, snowmobiles and e-bikes, are not permitted on non-motorized trails.

Respect for Other Trail Users

1. Yielding Right of Way:
 

• Equestrians: Hikers must yield to horses. When approaching horses, step off the trail and remain calm.

• Cyclists: Cyclists should yield to both hikers and horseback riders, slowing down when approaching and passing.

• Passing Etiquette: When overtaking another trail user, announce your presence clearly, give a courteous warning, and pass at a safe distance.

2. Speed Limits: Cyclists must control their speed at all times and adjust according to trail conditions, visibility, and the density of other users.

3. Dogs on Leash: Dogs must be kept on a leash at all times. Clean up after your dog. Dispose of waste in proper bins.

Safety

1. Wear Appropriate Gear: Wear proper footwear, helmets (for biking or skiing), and clothing suitable for weather conditions. Reflective gear is encouraged for visibility, especially in low-light conditions.

2. Carry Adequate Water and Supplies: Be prepared for outdoor conditions. Carry water, snacks, a first aid kit, and a map or trail app to help navigate the area. Paper maps are available in the Lodge and a digital map is available on the Gaia and All Trails apps.

3. Respect Trail Conditions: Avoid using trails in wet, muddy, or snowy conditions to prevent trail damage. Check for trail conditions before heading out.

4. Stay in Control: Always maintain control of your equipment. Whether hiking, cycling, or skiing, maintain a pace that allows you to safely respond to changes in terrain or other users.

Environmental Stewardship

1. Leave No Trace: Pack out all trash, including food wrappers, tissues, and pet waste. Leave nature as you found it for others to enjoy.

2. No Littering: Littering is prohibited. Dispose of waste in proper trash receptacles or take it with you if bins are not available.

3. Respect Wildlife: Do not approach or feed wildlife. Keep a safe distance and avoid disturbing animals in their natural habitats.

4. Respect Vegetation: Stay on the trail and avoid trampling plants, flowers, or trees. Do not pick or collect flora or fauna along the trails.

Trail Maintenance

1. Report Trail Issues: If you notice hazards such as fallen trees, trail damage, or other safety concerns, report them to [organization name or trail association].

2. No Modifications: Do not alter or create new trails. Unauthorized trail building, including cutting new routes or features, is strictly prohibited.

Prohibited Activities

1. No Fires or Fireworks: Open fires and fireworks are not allowed on the trails. Use designated areas for campfire if permitted.

2. No Unpermitted Events: Commercial activities, events, or organized gatherings require prior permission from the trail manager.

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Lodging

ANV operates under a special use permit granted by the USDA Forest Service, adhering to their rules and regulations. Additionally, ANV’s frontcountry yurts and cabins are managed in accordance with Airbnb's policies. The following actions may result in guests being asked to leave the property without a refund:

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• Verbally or physically mistreating staff or other guests

• Damaging property owned by the USFS or ANV

• Ignoring instructions from ANV staff or USFS personnel

• Disregarding USFS fire restrictions

• Using marijuana inside or outside the units

• Smoking of any kind inside the units

• Hosting unauthorized guests or events

• Creating excessive noise or disturbances after stated quiet hours

• Engaging in illegal activities on the property

• Trespassing or entering restricted areas

• Leaving trash or personal items behind

• Using the units for purposes other than their intended use (e.g., commercial activities)

• Vandalizing or tampering with safety equipment, including fire extinguishers and alarms

• Engaging in activities that violate local, state, or federal laws

In consideration for being permitted to use the yurts at Arizona Nordic Village (“ANV”), I acknowledge and agree to the following:

• I understand that the use of our accommodations and trails involves inherent risks, including, but not limited to:

  • Wilderness Travel: Unpredictable road and trail conditions, and travel in mountainous terrain with obstacles that may not be visible.

  • Altitude Considerations: The cabins/yurts are located at an elevation of about 8,000 feet. This elevation can lead to altitude sickness and other health complications, such as high-altitude pulmonary or cerebral edema. Guests with existing health conditions, particularly heart or respiratory issues, should consult a healthcare provider before visiting.

  • Outdoor Activities: Risks associated with hiking, biking, skiing, snowshoeing, and other activities in a wilderness environment.

  • Physical Strain: The physical demand of hiking or traveling at high elevation can cause exhaustion, dehydration, muscle strains, or cardiovascular stress, particularly for those not accustomed to strenuous activities.

  • Dehydration or Heat Exhaustion: The need to drink enough water at higher altitudes to prevent dehydration and/or heat exhaustion, particularly if engaging in physical activity like hiking or biking.

  • Limited Services: Use of remote cabins/yurts with no communication systems or running water. Our off-grid facility depends on solar power and other limited resources, which may not reliably support medical devices (such as C-PAP machines). Guests with medical equipment should bring their own reliable power sources or consider staying at another facility.

  • Limited Medical Facilities: Risk of delayed access to emergency medical care or a lack of facilities for immediate treatment if an injury occurs.

  • Inexperience or Lack of Preparedness: The risks associated with visitors who may not have sufficient knowledge, skills, or equipment for wilderness travel or staying in off-grid accommodations.

  • Lack of Facilities for Special Needs: The risk of inadequate facilities or accommodations for people with mobility issues or other special needs due to the remote and rustic nature of the venue.

  • Changing Weather: Rapidly changing weather conditions, potentially extreme temperature changes, and storms in mountainous terrain.

 

I understand that the cabins/yurts are located in a high elevation wilderness environment, requiring good physical conditioning and skills. By booking these units, I voluntarily assume all risks associated with staying at ANV, including potential injury, paralysis, or death.

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Weddings + Events

INTRODUCTION

This Venue Agreement ("Agreement") is entered into by and between Arizona Nordic Village ("ANV") and the undersigned party ("Responsible Party"). ANV agrees to provide their venue and specified services for the event as outlined in this document. Arizona Nordic Village is an outdoor venue and is not responsible for event cancellation. All rules and regulations are subject to change.

VENUE SPECIFICS AND RESPONSIBILITIES

REQUIRED EVENT INSURANCE
Event insurance is required for weddings and events and must provide a certificate of insurance, (COI), with limits of $1,000,000/occurrence - $2,000,000/aggregate The following as additional insureds: Peak Endeavors LLC dba Arizona Nordic Village & Babbitt Ranches LLC – PO Box 520, Flagstaff AZ 86002
Here is a site to some recommended insurance companies: https://www.theeventhelper.com/#z3ncpe

OUTDOOR VENUE NOTICE: ANV is an outdoor venue. The Responsible Party is advised to inform guests of appropriate attire and footwear for outdoor conditions.

GUEST SAFETY AND CONDUCT: The Responsible Party is responsible for the actions and safety of their guests. All participants must adhere to venue rules and regulations, which are subject to change.

FEDERAL, STATE, AND USFS LAWS AND REGULATIONS: ANV operates under a Special Use Permit from the United States Forest Service (USFS). All applicable federal, state, and USFS laws and regulations apply in addition to ANV policies.

FIRE DANGER AND CLOSURE: In case of Stage 3 forest closure due to fire danger, ANV will seek a special permit unless an active fire threat prevents this action. The USFS has ultimate authority over closures or cancellations.

ELECTRICITY AND LIGHTING: ANV is an off-grid venue with limited electricity. Event lighting is provided in designated areas, including the reception space and lodge. Power access is available near these locations. The ceremony site (“Meadow”) does not have electrical infrastructure.

OFF-GRID AREA - MEADOW: If power is required in the Meadow, the Responsible Party must provide their own generator at their own expense or rent a portable gas generator from ANV. ANV is not responsible for supplying or coordinating generators. Generator rentals may be available through ANV for an additional fee; staff will handle placement and fueling.

CANCELLATION POLICY
This Cancellation and Partial Refund Policy (“Policy”) is part of the Venue Agreement (“Agreement”) between Arizona Nordic Village (“ANV”) and the Responsible Party. It outlines the terms and financial obligations associated with event cancellation.

Cancellation Timeline:

• 90+ days prior to event: The Responsible Party may cancel without additional penalty; however, the 20% deposit will be retained.

• 89 days or less: The following cancellation fees apply:Should the Responsible Party wish to cancel the event, the following policy applies based on the notice period provided to ANV prior to the scheduled event date:

Late Cancellation & Refund Eligibility:
60 to 89 Days Notice: ANV will refund up to 75% of the total contracted amount

30 to 59 Days Notice: ANV will refund up to 50% of the total contracted amount

8 to 29 Days Notice: ANV will refund up to 25% of the total contracted amount
0 to 7 Days Notice: ANV will refund between 0% and 10% of the total contracted amount, at ANV's discretion.

Financial Obligations Upon Cancellation:

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• If the balance has not been paid in full at the time of cancellation, the Responsible Party remains responsible for paying the non-refundable portion based on the applicable notice period.

• If the balance has been paid in full, ANV will refund any amount exceeding the non-refundable portion for that same period. Definition of “Total”: “Total” cost listed in the “Total Cost & Payments” section above, inclusive of applicable taxes. Notification of Cancellation: All cancellations must be submitted in writing. The official cancellation date is when ANV receives and acknowledges the notice. Policy Amendments: Changes to this Policy must be made in writing and signed by both ANV and the Responsible Party.

PAYMENT POLICIES
NON-REFUNDABLE DEPOSIT
A 20% non-refundable deposit is required to secure the event date. The non-refundable deposit will be applied to the total venue charges. The deposit is not transferable to future years.

PAYMENT DUE DATE
All final payments are due no later than 90 days prior to the scheduled event date to ensure proper planning and allocation of resources.

LATE PAYMENT CANCELLATION
Arizona Nordic Village reserves the right to cancel the event if final payment is not received by 60 days prior to the event date, unless a payment plan has been agreed to in writing. If payment is not received and no prior arrangement has been made, ANV will make multiple attempts to contact the Responsible Party using the information on file. If those attempts are unsuccessful, ANV will issue a written notice of cancellation (via email, text, or letter). If no response is received within 7 days of that notice, the contract will be voided, the event date released, and the deposit forfeited. In this case, the Responsible Party remains financially responsible for up 
to 50% of the total contract amount, in accordance with the Cancellation Policy. By signing this Agreement, the Responsible Party authorizes ANV to charge the card on file for any outstanding balance required to meet this amount.

LATE PAYMENT FEES
Late fees will be applied to any outstanding balance not paid by the due date:

• 1-15 Days Late: 2% of the outstanding balance will be added to the amount due.

• 16-30 Days Late: 5% of the outstanding balance.

• 31-45 Days Late: 10% of the outstanding balance (contract may be subject to cancellation)

• 46+ Days Late: 15% of the outstanding balance (contract subject to cancellation + legal action may be taken).

EXCEPTIONS
Any exceptions must be approved by ANV management and confirmed in writing. Consideration may be given for unforeseen circumstances at ANV’s discretion.

PAYMENT CARD ON FILE
In the event that additional charges are incurred due to damage of property, time overage, late cancellation, or other circumstances, the provided credit card information will act as a security deposit and be charged accordingly following notice to the renter.

ACKNOWLEDGEMENT
By signing this Agreement, the Responsible Party acknowledges and agrees to these payment terms and conditions.

OVERNIGHT ACCOMMODATIONS
Guests utilizing on-site cabins, yurts, or RV campsites must follow all venue guidelines, including applicable USDA Forest Service fire safety regulations (www.fs.usda.gov/visit/know-before-you-go/fire). Guest will be required to leave a card on file with a check in attendant which may be charged for any damages to ANV items or units at the discretion of Venue/General Manager.

INCLUDED & RENTED ITEMS
The Responsible Party is responsible for the return of used items and will bear costs for damage, loss, or unauthorized use.

OBLIGATIONS OF THE RESPONSIBLE PARTY
Under this Agreement, Arizona Nordic Village (“ANV”) agrees to provide the venue and selected amenities as outlined above. The Responsible Party is responsible for coordinating and providing the following elements necessary for the event:

1. Event Planning & Coordination: The Responsible Party (or their coordinator) must create and communicate a complete event plan including: guest/vendor communications, timeline, setup, ceremony, reception, and cleanup.

2. Food & Drink Services: ANV does not provide kitchen facilities, staff, or services. All catering and beverage services must be arranged independently.

3. Entertainment: All music and entertainment services must be selected, coordinated, and managed by the Responsible Party.

4. Decorative Arrangements: The Responsible Party is responsible for all décor design, setup, and removal in accordance with venue guidelines and approved spaces.

5. Guest Accommodations: The Responsible Party is responsible for communicating lodging options and coordinating guest transportation as needed. Safe and reliable transportation must be arranged for guests not staying on site.

6. Layout Details: A detailed layout for ceremony and reception spaces, including placement of tables, chairs, and rentals, must be provided to ANV in advance.

7. Clean up: The Responsible Party is responsible for the removal of all personal items, décor, food, and beverages not provided by ANV prior to departure. The Responsible Party agrees to comply with all applicable laws, regulations, and ANV policies.

Failure to meet these requirements may result in additional fees or loss of venue use as outlined in this Agreement.

EVENT COORDINATION
ANV does not provide event planning or coordination services at any stage, including day-of coordination. The Responsible Party is strongly encouraged to hire a professional wedding coordinator to manage event logistics, timeline execution, and vendor coordination. If a coordinator is not retained, the Responsible Party assumes full responsibility for overseeing all event details. ANV staff are not responsible for any aspect of the event beyond venue operations.

MANDATORY PRE-WEDDING WALKTHROUGH
A pre-wedding walkthrough is required to ensure alignment on event details and logistics. This must be scheduled and completed prior to the wedding date, typically about two weeks in advance, with reasonable flexibility as needed. Before this appointment the Responsible Party must provide a final guest count, event timeline, and detailed layout plan, along with any other necessary event details. Failure to complete the walkthrough or provide required information may impact the execution of the event.

DAY OF WEDDING ARRIVAL AND SETUP
The Responsible Party and vendors may begin setup at 12:00 PM (or the otherwise agreed upon contracted start time listed in the contract). Early access is not permitted. Setup is allowed on the event day only.

DEPARTURE AND CLEANUP
All events must conclude and the venue must be vacated by 8:00 PM, unless an extended time has been approved in writing and paid in advance. The Responsible Party is responsible for removing all décor, personal items, and event materials prior to departure. Failure to follow these guidelines may result in additional fees.

Trash: All trash must be placed in designated receptacles. Trash may not be left on tables, the ground, or elsewhere on the property. ANV staff will handle disposal from receptacles.

Lost & Found: Items left behind may be retrieved within 7 days. After that time, items may be donated unless prior arrangements are made. Shipping costs are the responsibility of the Responsible Party.

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ALCOHOL CONSUMPTION RISK AND AGREEMENT

Arizona Nordic Village (“ANV”) operates under a Special Use Permit within the Coconino National Forest, and all applicable USFS, state, and federal laws apply. Alcohol is permitted on site; however, the Responsible Party acknowledges and agrees to the following:

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• Health & Safety Risks: Alcohol may impair judgment, coordination, and reaction time. At high elevation (~8,000 ft), effects may be intensified, increasing the risk of dehydration and other health concerns.

• Guest Responsibility: The Responsible Party is responsible for monitoring alcohol consumption and ensuring all guests behave safely and respectfully.

• Transportation: Driving under the influence is illegal and unsafe. The Responsible Party must arrange appropriate transportation (designated drivers or shuttles) for guests. ANV is not liable for any alcohol-related incidents.

• Legal Compliance: The Responsible Party must ensure compliance with all applicable alcohol laws, including preventing underage drinking and over-consumption.

• Alcohol Sales: Alcohol may not be sold on site without proper licensing and insurance. Any vendor selling alcohol must have valid documentation present at the event. The Responsible Party assumes all risks associated with alcohol consumption and agrees to take reasonable precautions to ensure the safety of all attendees. The Responsible Party further agrees to release and hold harmless Arizona Nordic Village, Peak Endeavors LLC, Babbitt Ranches LLC, and their staff and affiliates from any injury, damage, or loss related to alcohol use.

CONCLUSION OF AGREEMENT

By signing this Venue Agreement (“Agreement”), the Responsible Party acknowledges and agrees to all terms, conditions, responsibilities, and policies outlined by Arizona Nordic Village (“ANV”). This Agreement represents the full understanding between ANV and the Responsible Party and supersedes all prior discussions or agreements, whether written or verbal.

Failure to comply with this Agreement or any ANV rules and guidelines may result in additional fees, loss of venue use, or other penalties as determined by ANV. This Agreement becomes binding upon signature and remains in effect through the completion of the event and fulfillment of all financial obligations. Any modifications must be made in writing and signed by both parties. ANV agrees to provide the venue and services as outlined in this Agreement in accordance with applicable regulations and permits.

EVENT AGREEMENT

This Agreement is entered into by Arizona Nordic Village ("ANV") and the party(s) named herein ("Event Organizer" or "Event Director") to provide the location and services described herein for the event detailed in this document ("Event"). This Agreement governs all events at ANV. Depending on event size and use of the trail system, one or both of the following addenda may also apply and are incorporated by reference:

• Large Event, Race & Festival Addendum — required for any event exceeding 125 guests/attendees

• Trail Use Addendum — required for any event using the ANV trail system Where an addendum applies, its terms supplement this Agreement. If a term in an addendum conflicts with this Agreement, the addendum controls for that event.

LIABILITY AND RESPONSIBILITY
ANV shall not be held liable for any cancellation of the Event due to circumstances beyond its control. As the Event will take place outdoors, the Event Organizer is responsible for informing all attendees about appropriate attire and footwear. The Event Organizer shall bear full responsibility for the actions and safety of all attendees. Event insurance is required. ANV is located at approximately 8,000 feet elevation. The Event Organizer is responsible for communicating altitude-related risks, including dehydration and altitude sickness, to all attendees and vendors. The Event is subject to change based on the regulations and requirements set forth by ANV, which operates under a special use permit issued by the United States Forest Service (USFS). In the event of a forest closure or the imposition of Stage 3 fire restrictions, ANV will endeavor to obtain necessary permissions to proceed with the Event, subject to USFS's final decision. There is no guarantee that events can be held during a forest closure or Stage 3 fire restriction. The Event Organizer has a duty to protect from damage the land, property, and other interests of the United States associated with the use and occupancy authorized by the Special Use Permit under which ANV operates. Damage includes but is not limited to destruction of or damage to NFS lands covered by this permit, fire suppression costs, and destruction of or damage to government-owned improvements covered by this permit.

EVENT INSURANCE REQUIREMENTS
Event insurance is required:
The Event Organizer must provide a certificate of insurance (COI) 30 days prior to the event.

Failure to provide proof of insurance will result in contract termination. Below are the insurance requirements:
Limits: $1,000,000/occurrence - $2,000,000/aggregate
Additional insureds:

• Peak Endeavors LLC dba Arizona Nordic Village

• Babbitt Ranches LLC – PO Box 520, Flagstaff AZ 86002

Vendor Insurance:
All third-party vendors (medical, timing, aid stations, sound/production, food, rentals, etc.) must carry a minimum of $1,000,000 liability insurance naming the same additional insureds listed above. All vendor COIs are due 14 days prior to the Event.

VENDORS, ALCOHOL, & SALES
Vendor Information: Event Director(s) must provide all vendor information 30 days prior to the event.
Sales Tax: Arizona Nordic Village will be responsible for sales tax and fees on income collected for this event if it is deemed due by appropriate authorities.
Alcohol Policy: The sale of alcohol (liquor, beer and wine) is not allowed in the permit area unless the vendor explicitly holds a valid State liquor license to do so. In the case where a State liquor license is provided, the vendor is responsible to adhere to their licensed agreement and is directly responsible for overseeing responsible drinking of any and all patrons. Any issues due to alcohol consumption will be the liability of the vendor or Event Organizer, and in no way the responsibility of the Arizona Nordic Village establishment or its employees.
Gambling: Gambling and gambling machines and devices are prohibited on NFS lands, regardless of whether they are lawful under state or local law.

Signage: Approved commercial signage appropriate to special or competitive events may be displayed for a period no longer than 21 days at ANV.

FIRE RESTRICTION RULES AND REGULATIONS
Always Prohibited: Fireworks, smoking outside of designated areas, campfires outside of designated fire rings.

During a Stage 1 Fire restriction:
Prohibited: open flames (i.e. candles) in outdoor spaces, fireworks, sparklers, smoking outside of designated areas, fires outside of designated fire pits.

During a Stage 2 Fire restriction: Stage 1 restrictions apply plus additional restrictions below. Also prohibited: wood/charcoal/coal/briquette fueled fires/stoves, smoking outside of enclosed vehicles (all ashes or embers from smoking must also remain inside an enclosed vehicle), operating internal combustion engines outside of designated roadways (may affect some vendors), chainsaw 
operation, welding, and possession or use of motorized vehicles off established roads, motorized trails, or parking areas.

During a Stage 3 Fire restriction:
EVENTS ARE NOT A GUARANTEED DURING STAGE 3 RESTRICTIONS. During Stage 3 Fire restrictions areas of the National Forest are closed to the public. Arizona Nordic Village may request an exemption but this is not a guarantee. If a Stage 3 exemption is approved the following will be enforced:
No campfires, no smoking, no use of wood stoves inside any of the yurts or cabins, no open flames allowed except for approved gas or propane cooking devices in the cindered parking area, no overnight camping, no backcountry camping or travel, and no events that utilize the trail system and those that are not constrained to the front country event area. Additional restrictions may be imposed upon the event and all guests so as to reduce the risk of wildfire.

ALCOHOL CONSUMPTION RISKS AND AGREEMENTS
I understand that Arizona Nordic Village (ANV) operates under a special permit on the Coconino National Forest - all USFS rules and regulations apply. While alcohol is permitted on ANV property, I acknowledge and agree to the following risks and responsibilities:

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• Impaired Judgment and Physical Coordination: Alcohol consumption can impair judgment, reaction times, and coordination, which may lead to accidents, injuries, or unsafe behavior.

• Altitude Effects: At 8,000 feet above sea level, alcohol affects the body differently, potentially increasing the risk of dehydration, altitude sickness, and other health complications.

• Monitoring Alcohol Consumption: I am responsible for ensuring my guests drink responsibly.

• Driving Under the Influence: I acknowledge that drinking and driving is illegal and unsafe. It is my responsibility to arrange for designated drivers or shuttles for myself and my guests. ANV will not be held liable for any alcohol-related incidents, including accidents or legal issues.

• Behavioral Risks: Alcohol may lead to disruptive or aggressive behavior. I am responsible for the conduct of my guests regarding alcohol consumption.

• Legal Compliance: The Event Organizer is fully responsible for ensuring that all guests comply with state and federal alcohol laws, including not permitting underage drinking and preventing over-consumption.

I voluntarily assume all risks associated with alcohol consumption during the event and agree to take necessary precautions to ensure my safety and the safety of others. I further agree to hold Arizona Nordic Village, Peak Endeavors LLC, Babbitt Ranches LLC, its staff, agents, and partners, harmless from any injury, damage, or loss resulting from alcohol consumption.

EVENT MANAGEMENT & EXPECTATIONS
ANV DOES NOT provide any event coordination, planning, logistics support, catering, bar, decoration or other vendor services. We also do not provide any ticketing/box-office services, gate/parking attendants, sanitation, or medical services . The Event Director(s) are responsible for coordinating all event related vendors, services, and planning details.

The Event Organizer is responsible for arranging and providing:

• Vendors and coordination services

• Food and beverage (no kitchen facilities are available)

• Decorations

• Trash and sanitation services

• Parking attendance, if required

• Medical services, if required

• Guest management and all guest communications regarding venue rules, guidelines, and expectations

 

Planning due dates:

• Full event schedule:     30 days before the event

• Vendor Information:     30 days before the event

• Event Organizer COI:        30 days before the event

• Vendor COI's:        14 days before the event

• Timeline & Layout:      14 days before the event

• Final guest count:          14 days before the event

• Sanitation & Medical Plan:      14 days before the event

The Event must be operated in compliance with all applicable ANV policies and all local, state, and federal regulations, including those pertaining to health and safety. Events must abide by all USFS regulations. Non-compliance will result in immediate termination of this Agreement and cancellation of the Event.

VEHICLES & PARKING
All Event Director vehicles, guest vehicles, and vendor vehicles must remain in the designated parking lot area. No vehicles are permitted on trails or off established roads and parking areas. If access beyond the parking lot is required for any reason, it must be communicated to and authorized by ANV staff in advance. A $500 fee will be charged per unauthorized vehicle that enters the trail system. No trailers are permitted unless camping in dispersed sites. No overnight camping is permitted in the parking lot or in any undesignated area on or around ANV trails and property.

SOUND & NOISE
A 10:00 PM noise ordinance applies to all events. All amplified sound and music must be turned down by 10:00 PM. Amplified sound placement and direction are subject to ANV approval given the surrounding forest and neighboring recreation use. Sound check windows, if needed, must be pre-approved and scheduled with ANV staff.

SANITATION, TRASH, & FACILITIES
The operation and maintenance of all sanitation, food service, and water-supply methods, systems, and facilities shall comply with applicable standards set by state and local health departments The Arizona Nordic Village does not provide trash services. It is the sole responsibility of the Event Organizer to provide or hire a trash service. We do provide trash bins and liners for your use. Trash must be emptied into our dumpster in the parking lot and the lid must remain closed. Failure to provide proper trash service will result in an automatic cleaning fee of $500 which will be charged to the card on file. A restroom trailer or porta-johns are required for events with over 150 attendees.

DAY OF EVENT: ARRIVAL, DEPARTURE, AND CLEANUP

Arrival: Setup may begin no earlier than the agreed-upon arrival time listed in this contract. The contracted hours include setup and cleanup time — please plan accordingly.

Departure: The Event area must be restored to its original condition by the end time listed in this contract. All vendors, guests, hosts, personal items, décor, event materials, and vehicles must be off the property by that time. This includes cleaning and clearing all spaces used, proper disposal of all trash, and removal of all personal items.

Cleaning Fee: Failure to restore the Event area will result in a $500 cleaning fee charged to the card on file.

Overstay Fee: The end time listed in this contract is a hard stop. If guests, vendors, personal items, or vehicles remain on the property more than 15 minutes past that time, a $300 charge will be applied to the card on file for every 30 minutes, or portion of, until the property is cleared. This charge is separate from the cleaning fee above.

Lost & Found: Items left behind may be retrieved within 7 days. After that time, items may be donated unless prior arrangements are made. Shipping costs are the responsibility of the Event Organizer.

PAYMENT TERMS
Deposit: A 20% non-refundable deposit is required to secure the Event date. The deposit is applied to total venue charges and is not transferable to a different year should the Event Organizer wish to postpone.

Final Payment: Full payment is due no later than 60 days prior to the Event.

Late Payment Cancellation: If full payment is not received 60 days prior to the Event, the contract will be considered terminated and the deposit forfeited, unless prior arrangements have been made and agreed to in writing. In such cases, the Event Organizer is immediately responsible for paying 50% of the total contracted amount if that amount has not already been paid.

Late Payment Fees:
These fees will act to cover administrative costs associated with late payments:

• 1–30 days late: 5% of the total outstanding balance added upon final payment

• 31–60 days late: 10% of the total outstanding balance added upon final payment

CANCELLATION
If you need to cancel your event, the following refund schedule applies based on the notice provided:

• 90+ days notice: Full refund, minus the 20% non-refundable deposit.

• 60-89 days notice: 75% refund of the total contracted amount.

• 30-59 days notice: 50% refund of the total contracted amount.

• 8-29 days notice: 25% refund of the total contracted amount.

• 0-7 days notice: No refund, or up to 10% refund, depending on circumstances.

"Total contracted amount" means the agreed-upon price in this contract, inclusive of applicable taxes. If payments made to date are less than the non-refundable portion for the applicable notice period, the Event Organizer owes the difference, due immediately upon cancellation.

The 20% deposit is always non-refundable and is non-transferable to a different year. All cancellations must be submitted in writing. The official cancellation date is the date ANV receives and acknowledges the notice.

Cancellation Caused by the Event Organizer. If the Event is cancelled, restricted, or shut down by any agency because the Event Organizer failed to obtain a required permit, provide required insurance, meet a submission deadline, or comply with any requirement of this Agreement or an applicable addendum, no refund is owed, and the Event Organizer remains responsible for the full contracted amount.

CARD ON FILE
A credit card on file is required. In the event that additional charges are incurred due to property damage, time overage, cleaning, late cancellation, unauthorized vehicle access, or other circumstances described in this Agreement or any applicable addendum, the card on file will act as a security deposit and be charged accordingly.

CONCLUSION OF AGREEMENT

By executing this Venue Agreement, the undersigned Event Organizer affirms their understanding and acceptance of the terms, conditions, responsibilities, and policies set forth herein. This Agreement, together with any applicable addendum, encapsulates the full understanding between ANV and the Event Organizer and supersedes all prior discussions, agreements, or understandings, whether written or oral.

The Event Organizer accepts that failure to comply with any aspect of this Agreement or any other ANV rule or guideline may result in additional fees, forfeiture of rights to use the venue, or other penalties as deemed appropriate by ANV.

This Agreement is binding upon signature and remains in effect until completion of the Event and fulfillment of all associated financial obligations. Any amendments must be made in writing and signed by both parties.

ANV commits to providing the agreed-upon location and services in compliance with all relevant regulations and permits.

Lost + Found

Arizona Nordic Village Lost and Found Policy:

1. Holding Period:
Items left behind by guests will be held in our Lost and Found for up to one week from the date they were found. After this period, items may be donated, disposed of, or otherwise handled at Arizona Nordic Village's discretion.

2. Item Tagging:
Each lost item will be tagged with a note indicating the location where it was found and the date it was found. This helps us to track items and verify ownership.

3. Claiming an Item:
To retrieve a lost item, guests must provide a detailed description of the item to help verify ownership. Simply identifying the general type of item may not be sufficient. Descriptions should include key features such as color, size, brand, or any distinguishing marks.

4. Shipping of Items:
If a guest requests that their item be shipped, they will receive an invoice for the shipping cost. The guest must pay the invoice no later than one week from receiving it in order for the item to be shipped.

5. Responsibility for Shipping Payment:
It is the guest's responsibility to pay the shipping invoice in full. Failure to pay the invoice within the specified time frame will result in the item being considered abandoned and forfeited to Arizona Nordic Village.

6. Lost and Found Limitations:
Arizona Nordic Village is not responsible for any lost or stolen items. We make every effort to return lost items, but we cannot guarantee the return of every item.

7. Unclaimed Items:
Any unclaimed items that remain in Lost and Found after one week may be disposed of, donated to charity, or repurposed at Arizona Nordic Village's discretion.

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Remember: Safety, respect, and environmental stewardship are key to preserving these
trails for everyone. Thank you for doing your part!