Are you part of a group or business that is looking to use a trail or preserve? We ask that private groups of 30 or more that would like to host an event on an HHLT preserve or trail fill out our Group/Commercial Use Application. Please download, fill out, and return the form below. You can ask questions and check availability by reaching out to us at info@hhltmaine.org or 207-721-1121.

Click here to download
an application

Our Johnson Field Preserve on Bailey Island can be rented for weddings and private events, but requires a separate application. For more information, click here.

Who needs to fill out this application?

• Private groups of 30 or more individuals that wish to hold an event/activity on an HHLT preserve or trail.
• Private groups of any size that wish to install a porta potty or any infrastructure larger than 15’x15’ for an event/activity on an HHLT preserve or trail.
• Commercial entities or individuals that wish to use an HHLT preserve or trail for a purpose that makes money (e.g. filming an ad, holding a class where a fee is charged). Fishermen and marine harvesters do not need to seek advance permission and don’t need to fill out this form.

Terms of Agreement for Group/Commercial Use of HHLT Preserves

HHLT reserves the right to deny group or commercial use applications based on the suitability of the preserve or trail for the activity/event, potential for conflict with other users, availability of parking, impact on the preserve’s conservation values, and consistency with HHLT’s values.

Please READ carefully and adhere to the following requirements:

1. Groups must comply with all applicable laws and regulations.
2. Use of the property is not exclusive, meaning that the public is still welcome to use the property during the event or activity. No signs can be posted claiming exclusive use of the preserve or parking areas. HHLT will not schedule two groups at the same time.
3. Groups must comply with all posted rules of use at the preserve or trail and protect the natural and cultural values of the preserve.
4. All rubbish and recycling must be removed upon termination of the event.
5. All users must park only in designated areas.
6. Users are responsible for ensuring that tents, porta potties and other infrastructure are removed after the event.
7. No permanent physical changes can be made to buildings, signs, or other infrastructure. This means no staples, screws, tacks or other fasteners can be used.
8. Music volume must be kept to a reasonable level. Please be respectful of neighbors.
9. All events must terminate no later than 10:00pm.
10. The applicant agrees that any alcohol use will be guided by maturity, restraint, and regard for the well being of others. The applicant acknowledges that if alcohol is served or consumed, the applicant will take full responsibility and assumes all liability for its use.
11. A Certificate of Liability Insurance naming the Harpswell Heritage Land Trust as an insured party is required for private group use of 30 or more people and any other use in which alcohol will be served or consumed. Commonly, a homeowner’s or company’s liability policy can be expanded to cover an event at little or no cost. If you plan to use a contractor for event services, proof of insurance is required: either the contractor’s own insurance or your Certificate of Liability Insurance that covers the contractor.
12. If you are contracting with a third party to provide any infrastructure (porta potty, tent, chairs, etc.), you must provide HHLT with contact information and date and time of installation. We ask that tents and Porta potties be installed no more than 3 days prior to the event date and removed within 3 days following the event date.
13. The following are not allowed:
    1. Confetti, rice or similar materials
    2. Open fires whether for recreation or cooking. However, other types of contained fires such as grills and BBQ pits, are permitted with prior permission.
    3. Fireworks or sparklers of any kind

Rental Fees, Security Deposits, and Liability Insurance

Group Use: The rental fee for group use on HHLT preserves and trails (except Johnson Field Preserve) is $50 per calendar day.

Commercial Use: The rental fee for commercial use of HHLT preserves and trails (except Johnson Field Preserve) is based on a sliding scale of $50-200 per calendar day, with a request that the business pays what they can to support HHLT. 

Security Deposit: Any group renting a preserve must submit a $50 refundable security deposit and certificate of insurance naming HHLT as an additional insured. If alcohol will be served, the certificate of liability insurance must specify that it includes liquor liability. 

Fee Schedule & Cancellation Policy:

• Half of the rental fee, a completed application and signed Agreement for Group/Commercial Use is required to secure the reservation of the preserve for your requested date and time.
• The full rental fee, security deposit, and certificate of liability insurance are due 30 days before the event.
• The security deposit will be returned upon satisfactory inspection of the preserve after use.
• The rental fee deposit will be returned if HHLT is notified of a cancellation 60 days before the event.
• Payments should be made to Harpswell Heritage Land Trust or HHLT. Payment can be made by check or if paying by credit card, please call our office or request a payment link to be sent to you via email.

 Liability Insurance: A Certificate of Liability Insurance (Limit of Liability amount should be $1,000,000) naming the Harpswell Heritage Land Trust as an insured party is required for all group and commercial uses, and any other use in which alcohol will be served or consumed. Commonly, a homeowner’s or company’s liability policy can be expanded to cover an event at little or no cost.