faq’s

How do I book my picnic with Island Gatherings?

  • Please complete the booking form under “BOOK YOUR PICNIC” with your event information. We will check availability, confirm your requests and then be able to provide a more accurate quote.

  • We require a 50% non-refundable booking deposit to secure your event date. The remaining balance of payment is due 72 hours prior to your event date.

  • We may have multiple inquiries for your requested event date, so please understand that your event date is not secured unless a deposit has been received and we have payment confirmation. A confirmation email will be sent after deposit has been received.

  • We will hold your requested booking date for 48 hours after the invoice has been sent, if a deposit is not received within 48 hours, the date will be released and become available

When and how do I pay?

  • All payments are due as detailed in the Island Gatherings invoice to the Client.

  • Payments should be made as requested to Island Gatherings by Venmo. Other forms of payment may be an option, please discuss with us.

  • Bookings will not be confirmed or secured without a deposit. Failure to pay an invoice may result in cancellation of a booking.

How do I select a location?

  • Nothing influences a picnic more than the location. From beach-side to garden view, locale is the most important variable of any picnic experience. Remember, all picnic spots are not created equal and finding the right one can make or break your picnic experience. Think about accessibility and regulations when choosing your location.

  • We have lots of North Fork Vineyard partners, Palmer, Bedell, Sannino, Pindar, Corey Creek Tap Room, Osprey Dominion.

  • Locations in the Hamptons are very tricky because of permits and such. You can not only have a rental property contract but you must be able to provide a valid drivers license that proves residency in the town. It is the responsibility of the picnic guest to secure any necessary permits.

  • We have several locations that we can suggest for your picnic.

How far in advance do I need to book my picnic?

  • We book fast so we highly recommend booking sooner than later.

  • We ask for at least 7 to 10 days’ notice to get your picnic prepared, however, early booking is recommended to secure your desired date and time.

  • Depending on availability, we may be able to accommodate last-minute booking.

Where are you located?

  • We are based out of the South Shore town of Bellport. We are happy to travel to accommodate your picnic experience but locations outside of 20 minute travel may incur additional fees. Please be sure to include specific location requests on the booking form.

What if I need to cancel?

  • We do not offer a refund, but we can change your reservation if notified within 72 hours of the original event date. If not, it may result in the loss of the 50% non-refundable deposit

  • If you need to cancel your booking, we will apply your original 50% non-refundable deposit towards a rescheduled event if it is within 6 months of the original event date. The canceled event must be equal or higher value when rescheduling.

  • If the Client does not show up to the Event, the option to reschedule will not be provided and payment will not be refunded.

Can I secure my event date without all the details finalized? 

  • Yes! Our invoice can be modified up to 1 week prior to the event so all details will need to be finalized by that time.

  • If there are possible adjustments to the invoice, please do not complete or pay in full until all details are finalized (make a deposit only).

What if the weather forecast predicts rain or bad weather conditions?

  • In the event of poor weather conditions, Island Gatherings will not assemble items outdoors. The Client has up to 48 hours prior to the Event to decide if they would like to proceed with alternate arrangements at an indoor or covered location or to reschedule the event date.

  • We will do our best to monitor the weather forecast and contact our clients prior to the event but it will ultimately be your responsibility to monitor and take action accordingly.

  • You will have 6 months to rebook with a credit towards the same picnic setup.

How many guests can you accommodate?

  • We can currently accommodate up to 24 guests.

    What about the food?

  • We can handle the arrangement of food for your event but it is not required. See Add On menu for an assortment of platters available through Island Gatherings.

  • If the client prefers, they may bring their own food for the event. We are not able to provide equipment or set up for personal food as our caterer provides those set ups.

Do you provide alcohol?

  • Due to restrictions and licensing, we cannot sell or provide alcohol. It is the responsibility of the Client to check the alcohol laws of any venue or public space being used for your event. It is always important to follow the rules of the location and to be responsible and respectful.

  • Island Gatherings takes no responsibility for any alcohol consumption or penalties occurred. We are not liable for the disregard of those rules.

What about loss or damage to rental items?

  • All rental items supplied to the Client are property of Island Gatherings unless otherwise stated in a signed invoice.

  • Any loss or damage to the equipment will be charged accordingly.

  • Damage to or loss of rental items within the period of booking as detailed in the invoice will be reported by the Client to Island Gatherings immediately.

  • If rental items are lost, the Client must pay to Island Gatherings the current replacement cost of the rental items.

  • If the rental items are damaged, the Client must pay for all repairs.