Group or Commercial Use of Preserves
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 Katie Neal at firstname.lastname@example.org or 207-721-1121.
Our Johnson Field Preserve on Bailey Island can be rented for weddings and private events. 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 infrastructure bigger than 15’x15’ for an event/activity on an HHLT preserve or trail.
• Smaller groups that wish to use Johnson Field Preserve are not required to complete this application but are encouraged to do so to avoid conflicting uses.
• 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 clammers 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 to right to deny group or commercial use applications based on the suitability of the preserve 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 note 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. Harpswell Heritage Land Trust will not schedule two groups at the same time.
3. Groups must comply with the 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 in designated areas.
6. Users are responsible for ensuring that tents and porta potties and other infrastructure are removed after the event.
7. Use of the boathouse at Johnson Field includes access to electricity. The boathouse must be locked after use. Users are expected to pick up a key to the Johnson Field boathouse within the week leading up to the event and return that key within a week after the event.
8. 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 on any building.
9. Music volume must be kept to a reasonable level.
10. All events must terminate no later than 10:00 p.m.
11. 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.
12. 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 at 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.
13. The following are not allowed:
a. Confetti, rice, or similar materials
b. Open fires. However, other types of fires, such as grills and BBQ pits, are permitted by prior permission.
Rental Fees, Security Deposits, and Liability Insurance
Johnson Field Preserve: The rental fee for private group use of Johnson Field Preserve is $250 per calendar day including use of the boathouse, $150 per calendar day not including the use of the boathouse, and $500 for an entire weekend with use of the boathouse (Friday 12 p.m. through Monday 9 a.m.). Porta potties can be installed Thursday through Tuesday. Users who wish to store equipment in the boathouse or set up tents or other infrastructure on the day before the event must rent the preserve for multiple days or the entire weekend.
Any group renting the preserve must submit a $350 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.
Half of the rental fee, along with a completed application and signed Agreement for Use, will secure the reservation of the preserve for your requested date and time. The full rental fee, security deposit, signed agreement, 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.
Private Group Use of Other Preserves and Trails: The rental fee for private group use on other HHLT preserves and trails is $50 per calendar day. The fee must be paid before the event begins and should be accompanied by a signed agreement for use and certificate of liability insurance naming HHLT as an additional insured. If alcohol will be served, the certificate of liability insurance must specify that it includes liquor liability.
Commercial Use: The rental fee for commercial use of HHLT preserves and trails is based on a sliding scale of $25-100 per calendar day, with a request that the business pays what they can to support HHLT. The fee must be paid before the event begins and should be accompanied by a signed agreement for use and certificate of liability insurance naming HHLT as an additional insured. If alcohol will be served, the certificate of liability insurance must specify that it includes liquor liability.
Liability Insurance: A Certificate of Liability Insurance naming the Harpswell Heritage Land Trust as an insured party is required for all group and commercial uses, and any other use at 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.