Are you looking for a scenic location for a wedding or special event? Johnson Field Preserve is a great option on beautiful Bailey Island. Please download, complete, and return the rental agreement found below. Questions? Scroll down to read our FAQs. You can ask any additional questions and check availability by reaching out to us at info@hhltmaine.org or 207-721-1121. Looking to rent a different HHLT preserve? Click here.

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Who needs to fill out this application?

• Private groups of 30 or more individuals that wish to hold an event/activity at Johnson Field Preserve.
• Private groups of any size that wish to install a porta potty or any infrastructure larger than 15’x15’ for an event/activity at Johnson Field Preserve.
• Commercial entities or individuals that wish to use Johnson Field Preserve 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.
• NOTE: 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.

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. The maximum number of guests is 100.
4. Groups must comply with all posted rules of use at the preserve or trail and protect the natural and cultural values of the preserve.
5. All rubbish and recycling must be removed upon termination of the event.
6. All users must park only in designated areas.
7. Users are responsible for ensuring that tents, porta potties and other infrastructure are removed after the event.
8. 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 boathouse within the 48 hours before the event and return the key within 48 hours after the event.
9. 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.
10. Music volume must be kept to a reasonable level. Please be respectful of neighbors.
11. All events must terminate no later than 10:00pm.
12. 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.
13. 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 services such as bartending, catering, etc. proof of insurance is required: either the contractor’s own insurance or your Certificate of Liability Insurance that covers the contractor.
14. 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.
15. 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
    4. Smoking of any kind – this is a non-smoking property

Rental Fees, Security Deposits, and Liability Insurance

The rental fee for group use of Johnson Field Preserve is as follows:

• $400 per calendar day not including use of the boathouse
• $500 per calendar day including use of the boathouse
• $1000 for an entire weekend with use of the boathouse (Friday 12pm through Monday 9am)

 Security Deposit: Any group renting the preserve must submit a $500 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.

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Frequently Asked Questions About Renting Johnson Field Preserve

Q: How soon should I expect to hear from you after I inquire about renting Johnson Field Preserve?
A: We have a small staff team working on a lot of projects! Please be patient with us and we’ll get back to you as soon as we are able. We will answer inquiries in the order in which we receive them.

Q: How do I check to see if my preferred date is available?
A: Please email us at info@hhltmaine.org or call our office at 207-721-1121 and we can let you know if your date is available.

Q: How can I reserve a date for my event?
A: 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.

Q: Is there a maximum number of event attendees allowed?
A: We allow up to 100 guests.

Q: What are the rental fees and what is included?
A: The rental fee for group use of Johnson Field Preserve is as follows:

• $400 per calendar day not including use of the boathouse
• $500 per calendar day including use of the boathouse
• $1000 for an entire weekend with use of the boathouse (Friday 12pm through Monday 9am)

Security Deposit: Any group renting the preserve must submit a $500 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.

Q: What do my rental fees support?
A: As a mission focused conservation organization, your rental fees support all areas of our work in Harpswell. HHLT’s mission is to preserve and protect Harpswell’s natural resources, cultural heritage, and access to the outdoors now and forever through conservation, stewardship, and education.

Q: What is your cancellation policy?
A: The rental fee deposit will be returned if HHLT is notified of a cancellation 60 days before the event.

Q: What are some reasons a security deposit would not be returned?
A: We will withhold your security deposit if there is trash left behind, damage to the preserve or boathouse, or there are other breaches to the rental agreement.

Q: What is your weather contingency plan?
A: Johnson Field is a rain or shine location with no onsite indoor alternatives. You are welcome to rent a tent if you are concerned about shelter from weather.

Q: Are fireworks, bonfires or confetti allowed?
A: The following are not allowed:

• Confetti, rice or similar materials
• Open fires whether for recreation or cooking. However, other types of contained fires such as grills and BBQ pits, are permitted with prior permission.
• Fireworks or sparklers of any kind
• Smoking of any kind – this is a non-smoking property

Balloons and other inflatable decorations are discouraged. If used, they must not be released into the air as they are dangerous to birds and other wildlife.

Q: Is there a bathroom at the preserve?
A: We maintain a porta potty at the preserve from June-September. If your event will have more than 50 attendees, we strongly recommend renting an additional unit. The existing porta potty is cleaned and serviced twice a week. That said, we cannot guarantee the condition of the unit for your event.

Q: Do you have a list of required vendors for us to use?
A: No, you are welcome to use any vendors you like, but please refer to the rental agreement for our requirements on insurance and sharing vendor contact information with us.

Q: Can I visit the preserve prior to my event?
A: Yes! Our preserve is open to the public and you are welcome to visit to better understand the size and layout of the space.

Q: Will the preserve be closed to the public during my event?
A: No, use of the property during a rental is not exclusive and the preserve will remain open to the public. Our visitors are generally respectful of private events.