Luxury Picnic Booking Request/Contract
At Heartland Gatherings, we believe life's most meaningful moments deserve to be celebrated beautifully. Based in Omaha, Nebraska, we specialize in creating thoughtfully designed experiences that bring people together and turn ordinary gatherings into lasting memories.

Whether you're planning a romantic picnic, proposal, birthday celebration, bridal shower, girls' night out, corporate gathering, or something entirely unique, we are here to help bring your vision to life. From the first detail to the final touch, our goal is to create a seamless and memorable experience that allows you to relax, connect, and enjoy the moment.

We are so excited to create something beautiful with you!
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Email *
First Name *
Last Name *
Phone Number *
Luxury Picnic Package *
Please select the package you are interested in:

Note: sales tax will be applied at the time of booking. 
  • Midwest Moment - $150: 2 Guests | 1 Hour (note: this is a mini/express picnic)
  • Heartland Sweethearts - $200: 2 Guests | 2 Hours
  • Heartland Hangout - $300: up to 4 Guests | 2 Hours
  • Midwest Gathering - $425: up to 8 Guests | 2 Hours
  • Heartland Party - $600: up to 16 Guests | 3 Hours
  • Midwest Party - $800: up to 24 Guests | 3 Hours

Note: Luxury picnics with more than 16 guests require a private residence, reserved venue, or secured event location to ensure adequate space, accessibility, and the best possible guest experience.  

Note: All packages (with the exception of our Midwest Moment Mini package) have the option to add additional guests for $35/person or add additional time for $75/hour. 

All of our Luxury Packages include: 
  • Complete setup & cleanup
  • Beautifully curated setting with formal plates, glasses, & cutlery
  • Luxurious floor-height seating + tables, rugs, faux candle lighting, & decorative accents
Complimentary Comforts: 
  • Water
  • Deck of Cards + Games
  • Bug Spray + Sunscreen
  • Battery-Powered Fan
  • Bluetooth Speaker
  • Food Tents
  • Trashbag

Requested Date *
Please note, events scheduled Monday-Friday are only available starting at 5:30pm. 

We do accept bookings with less notice (subject to availability). Please note, bookings with less than three days notice will be subject to an additional $125 rush fee.
Requested Start Time *
Please note, events scheduled M-F are only available starting at 5:30pm.

Note: All packages (with the exception of our Midwest Moment Mini Package) have the option to add additional time for $75/hour. 

We do accept bookings with less notice (subject to availability). Please note, bookings with less than three days notice will be subject to an additional $125 rush fee.

Total # of Guests *
Note: All packages (with the exception of our Midwest Moment Mini Picnic package and our Heartland Sweethearts Luxury Picnic package) have the option to add additional guests for $35/additional guest. 

Please Note: Luxury picnics with more than 16 guests require a private residence, reserved venue, or secured event location to ensure adequate space, accessibility, and the best possible guest experience.  
Location *
Please Note: Luxury picnics with more than 16 guests require a private residence, reserved venue, or secured event location to ensure adequate space, accessibility, and the best possible guest experience.  
Location Details *
Please include the details for your requested location below.

Please Note: Luxury picnics with more than 16 guests require a private residence, reserved venue, or secured event location to ensure adequate space, accessibility, and the best possible guest experience.  
Is this luxury picnic a surprise?  *
We LOVE surprises and would be honored to help you pull this off! 
Are you celebrating a special occasion? *
Any special details we should know about? We would love to tailor your experience to any occasion! 
Food + Beverage Options (select all that apply) *
We proudly partner with Grapes + Gouda and Sweet Haven Desserts for our picnic dining services! Here are your options for food: 

1. You are welcome to bring your own food (we have food tents available to keep your food fresh!)
2. Order freshly delivered charcuterie & desserts from our partners.

Required
Luxury Picnic Add On's (select all that apply)
We have a variety of add-ons to spice up your picnic! Please select all that apply: 

LOVE Package - $50: 
Includes our marquee light-up LOVE sign on display, a fresh bouquet of red roses, and a box of gourmet chocolates to enjoy! Perfect for proposals & anniversaries!

Customized A-Frame Sign - $125
We are happy to customize our a-frame sandwich board sign to welcome you and your guest(s)! 

Content Creation - $25:
HLG will stay for up to 10 minutes to capture photos and short video clips of you and your group on your own device(s). Note: This package is FREE if you allow us to also capture footage of you and your group for the purpose of advertising on our HLG website, social media pages, and other marketing avenues within the same 10 minute time frame. 

Fresh Seasonal Bouquet - $35: 
Custom seasonal floral bouquet to take home.


Any known dietary restrictions or food allergies within your group? *
If there are any dietary restrictions or food allergies, please outline them in detail below. If none, write none in this box. *
Letterboard Customization *
We would love to customize our letterboard for you! Is there anything special we can add to welcome you and your guests? (Examples: "Happy Anniversary, Name!", "Happy Birthday, Name!", "I love you, Name!"). 
Preferred Picnic Theme *

We want your picnic to feel like you. Whether you’ve been dreaming of something straight off your Pinterest board or you just know the vibe you’re going for, we’re here to bring it to life! Tell us your favorite colors, the mood you’re envisioning, or all the little details you’ve imagined - we’re all ears!

Got a Pinterest board? Drop the link! We'd love to see it.

Not quite sure yet? No worries - we’ve got plenty of ideas to spark your imagination:
  •   🌿 Garden Chic
  • 🤍 Neutral + Earthy
  • 💎 Boho Jewel Tones
  • 🎀 Pretty in Pink
  • 📚 Whimsical Book Club
  • 🕷️ Spooky Halloween Vibes
  • 🍂 Autumn Inspired
  • 🌵 Desert Disco
  • 🌊 Coastal Charm
  • 💚 Green & Gingham
  • 🌸 Moody Garden  

Let us know what speaks to you!

Here are some examples of previous picnic setups: 

Examples of some of our most popular themes! ^
Examples of some of our most popular themes! ^
Any questions/comments for us?
Disclaimer
Please note, you must agree to all of our policies outlined on our website and below in order to book an experience/event with Heartland Gatherings. Thank you for your understanding.
Booking Information
After you have submitted this request, we will reach out to you to confirm your date and event within 72 hours. A 50% retainer is required to secure your booking. Until the retainer is made, this time slot will remain available for anyone to book. Your remaining balance will then be due 72 hours in advance of your event. Retainers are non-refundable. Sales tax will be applied at the time of booking.

We recommend booking at least 2 weeks in advance if possible.

We do accept bookings with less notice, however, please note that your preferred date and time may not be available. Please note, bookings with less than three days notice will be subject to an additional $125 rush fee.

If you are interested in booking an event that is not featured on our website, please do not hesitate to contact us! We would be happy to start talking details with you and to create a custom quote that meets your needs. Please email us at heartlandgatherings@gmail.com for more information.

Payments
After you have submitted this request, we will reach out to you to confirm your date and event within 72 hours. A 50% retainer is required to secure your booking. Until the retainer is made, this time slot will remain available for anyone to book. Your remaining balance will then be due 72 hours in advance of your event.

Retainers are non-refundable.

In the event of a reschedule, you have 20 days to reschedule your reservation date. If you do not reschedule within this period, we will refund the remaining balance of your payment, excluding the non-refundable retainer. Reservation dates and balances can neither be transferred nor redeemed for credit.

Sales tax will be applied at the time of booking.

Cancellations/Rescheduling
Retainers are non-refundable. We do not offer any refunds for our events or services but we can reschedule your reservation date (subject to availability) one time without penalty up to 48 hours in advance of your picnic and/or event. Any further rescheduling will be subject to a $75 rescheduling fee.

Please note, once your event is set up, we cannot cancel or reschedule. No refunds will be issued.

In the event of a reschedule, you have 20 days to reschedule your reservation date. If you do not reschedule within this period, we will refund the remaining balance of your payment, excluding the non-refundable retainer. Reservation dates and balances can neither be transferred nor redeemed for credit.


Inclement Weather:

(Our Inclement Weather conditions are defined as any severe or harsh weather condition that makes it unsafe or impractical to travel, commute, or work outdoors, rain/snow, or outside temperature conditions below 40 degrees)

If mother nature decides to rain on your parade (pun intended), we do have a few options!

1. You are welcome to move your picnic inside at a location of your choosing (mileage charge applies for events outside of the Omaha-metro area).

2. Reschedule due to Inclement Weather: Although we do not offer refunds, we would be happy to offer a one-time rescheduling of your reservation date due to Inclement Weather (subject to availability).

Please note, any further rescheduling will be subject to a $75 rescheduling fee.

If you have any questions, concerns, or custom requests please do not hesitate to reach out to us at heartlandgatherings@gmail.com.
Alcohol Policy
At this time we do not offer alcoholic beverages. If you choose to drink alcohol at your event, Heartland Gatherings is not liable for any actions of picnic/event guests. You must refer to all local, state, and federal regulations when choosing to drink alcohol at your event. If you choose to bring alcohol, please drink responsibly! Thank you for your understanding!
Social Media Policy
Please note, we take photos/videos of all of our event settings to be shared on our social media pages. If your event is a surprise, we will refrain from sharing your event set up on our pages until after your event has happened. If your event is a surprise or a proposal, we will coordinate with you on when we can post these images on our channels so we do not accidentally give away any big news or surprises!

We would love to connect with you on social media! You can follow us on all the major platforms at @heartlandgatherings - please feel free to tag us in your posts and to use our hashtags: #heartlandgatherings #hlgpicnics

If you would like to be featured on our pages, shoot us a DM or email us at heartlandgatherings@gmail.com.
Damages
Please note, any damages to our property that occur throughout the length of your event are subject to a damage fee. This fee will be calculated based on the items damaged.

Please note, no smoking will be allowed in or near any of our items, equipment, or setups.

Please refrain from lighting any of our candles during your event as this is a fire hazard.

You are responsible for staying with your event and/or Luxury Picnic at all times. If you need to leave for any reason before the arranged end time of your event, please contact us immediately and we will promptly arrive to clean up and pack up your event.

By booking with us, you agree to pay for all damages to our products caused by any negligent, reckless, or willful actions by you or your group.
Liability Release
Please note, Heartland Gatherings (including its owners) cannot be held accountable or liable for any injuries or accidents that may occur during your event. By booking with us, you agree and recognize that there are certain inherent risks associated with the event/experience you are planning and you agree that you assume full responsibility for personal injury to yourself and your party and further release and discharge Heartland Gatherings for any injury, loss or damage arising out of you or your group's use of or presence at the event/experience whether caused by the fault of you, your group, Heartland Gatherings, or any other third parties.

Indemnification: You agree to indemnify and defend Heartland Gatherings against all claims, causes of action, damages, judgements, costs or expenses, including attorney fees and other litigation costs, which may in any way arise from you or your group's use of our inventory, property, experience, consumption of food/drink, and/or event.


What happens next?
Once you have submitted this form, we will contact you to schedule your date and to confirm your retainer.

On the day of, we will have everything set up and ready for your arrival at your chosen time and location. We will stay with your picnic until you arrive to ensure that no one else decides to help themselves (because let's be real, who wouldn't want to snatch a beautiful experience like this?!). Once you arrive, we will leave you to enjoy. We will arrive at our arranged time to clean and pack up everything for you - leaving you completely free to carry on with your day and the beautiful memories you have created!
Do you agree to all of our policies & information outlined in this form? *
By typing your name below and selecting "Yes" to the question above, you agree to all of our policies and information outlined in this form. *
Additional reminder for our Inclement Weather Policy
Inclement Weather:

(Our Inclement Weather conditions are defined as any severe or harsh weather condition that makes it unsafe or impractical to travel, commute, or work outdoors, rain/snow, or outside temperature conditions below 40 degrees)

If mother nature decides to rain on your parade (pun intended), we do have a few options!

1. You are welcome to move your picnic inside at a location of your choosing (mileage charge applies for events outside of the Omaha-metro area).

2. Reschedule due to Inclement Weather: Although we do not offer refunds, we would be happy to offer a one-time rescheduling of your reservation date due to Inclement Weather (subject to availability).

Please note, any further rescheduling will be subject to a $75 rescheduling fee.


What is your preferred backup plan for inclement weather?  *
Reminder: In the event of a reschedule, you have 20 days to reschedule your reservation date. If you do not reschedule within this period, we will refund the remaining balance of your payment, excluding the non-refundable retainer. Reservation dates and balances can neither be transferred nor redeemed for credit.

Where did you hear about us? *
Required
If someone referred you to us, please list who referred you below:
May we add you to our email mailing list? *
Nothing crazy or overwhelming, we promise! We hate spam emails just like everyone else on the planet. We send out emails from time to time with my special offerings and promotions like client appreciation specials, upcoming themed/holiday mini sessions, etc. By selecting 'Yes' below, you will be one of the first to know when these specials go live :)
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