Booking

 

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Q.  How does a Prairie Creative Picnic work?  How do I book a picnic?

A.  Simply fill out our contact form or e-mail us with your choice of package, theme, preferred location and add-ons.  Be sure to include any extra details or custom requests.

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We will then send you a questionnaire within 24-48 hours to obtain more information to assist us with planning and customizing your picnic experience, followed by an invoice with the total cost of your picnic.  A 50% retainer payable by e-transfer is required to hold your preferred date/time, along with your credit card number.

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Upon receipt of the retainer, we will also hold your décor and food order.

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Watch for your booking confirmation in your e-mail once your initial payment is processed.

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The balance owing will be requested 7 days prior to your picnic (14-30 days for larger / custom events).  It must be paid at least 72 hours before your scheduled event.  The bond payment is also due at this time.

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We will touch base with you again on the day of your event. 

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We look after the set up and tear down of your picnic, including the pickup and delivery of any food and fresh floral add-ons.  Our team will arrive one to two hours prior to your event to set everything up.  All you need to do is show up on your picnic day with your guest(s) and enjoy!

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*** If we do not receive your retainer within 24 hours, your requested booking will no longer be guaranteed. ***

 

*** If we do not receive the balance within the requested timeframe, we will consider your event cancelled, unless you notify us otherwise. ***

 

Q.  What are your hours of operation?

A.  We are open from 5:30pm – 9:00pm on Fridays, 8:00am – 9:00pm on Saturdays and 1:00pm - 9:00pm on Sundays.  Although we are available to answer e-mail inquiries and accept bookings any day of the week, we are closed for regular business on Monday through Thursday.  That said, we *may* be able to make an exception and book an evening picnic on those days by special request only.  Additional fees may apply.

 

Q.  How far in advance do I need to book? 

A.  Picnics are scheduled on a first come, first served basis.  As there are only a limited number of prime booking days during the picnic season to enjoy the great outdoors (and there is only one of us!), you may wish to contact us sooner than later to avoid disappointment.  A minimum of 5 days’ notice will help ensure that we are properly prepared for your event if there is availability, although 4 weeks’ notice is recommended especially since we are only operating on weekends except by special request.

 

Q.  What is the maximum number of guests we can book for?

A.  We are currently set up to accept up to 8-10 guests maximum on average.  That said, please do not hesitate to inquire about booking for a larger group and we will do our best to accommodate your request in accordance with current Provincial health guidelines.  We have produced micro weddings for 20 as well.  *** A GUEST COUNT OVER SIX IS CONSIDERED AN EVENT; CUSTOM EVENT PRICING APPLIES. ***

 

Q.  Can I add on more guests later?

A.  Please add $35 for each additional person you wish to include at your picnic.

 

Q.  What if an additional guest shows up at my picnic that I didn’t pay for?

A.  That is absolutely fine if additional guests were to show up.  We don’t charge for them, but keep in mind that only those who have paid will receive a place setting with dinnerware, cutlery, drinkware and pillow seat.

 

Q.  Should I include my small children in the guest count and do you charge for them?

A.  It depends on how you think they will be comfortable.  We only charge for children if you would prefer that they have their own pillow seat, place setting and / or food.  In that case, you would include them in the guest count.  If you do not require a separate seat for them at the table or do not wish to order food for them, then it is fine to leave them out.  As always, please feel free to contact us with any questions or if you are unsure.

 

Q.  What if I wanted to add more time to my picnic?

A.  At the time of your booking, you can add on an additional 30 minutes for $35, or an additional hour for $50.  A last minute extension on the day of your event will be granted only if it won’t interfere with our other picnics scheduled that day, however, there is a rate increase to $45 per additional 30 minutes or $65 per additional hour.

 

Q.  Can I extend our picnic after hours?

A.  All of our picnics must be completed before sunset unless they take place on private property or a venue with sufficient lighting to allow for a safe takedown by our team, or special arrangements have been made in advance and indicated on your booking form.  Late night extensions will incur an additional fee of $130 per hour.  If there is no end time specified on your order, the picnic specialist will not be able to grant you an extension of your event.

 

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Re-Scheduling & Cancellations

 

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Q.  Can I re-schedule my picnic if something comes up?

A.  Should you need to change the date due to reasons other than weather, we will gladly re-schedule without additional charge given 72 hours or more notice.

 

Q.  What happens if I need to cancel my reservation?  What is your cancellation policy?

A.  We understand that things come up.  While our picnics are non-refundable, we can change your reservation with a minimum of 72-hours notice if there is availability on our calendar.  Your 50% non-refundable retainer would then be moved to the new date.   After that, there is a 20% re-scheduling fee to move your reservation.

If you are unable to re-schedule due to special circumstances and wish to cancel your reservation completely, we will waive the 2nd (balance) payment if 7 or more days notice is given.  Unfortunately, no refunds will be offered for late cancellations.

 

Q.  What happens if there is bad weather or it is raining on the day of my picnic?

A.  Living in Manitoba means the weather can be unpredictable!  If we feel that it may affect your picnic, we will contact you in advance to discuss the options of moving locations or switching to a different date.  There is no charge to do so due to inclement weather.  If, however, you decide to chance it and proceed with your picnic anyway, once your picnic has commenced there will be no option to reschedule and no refund will be given.  At the time of booking, we recommend you have a backup location in mind such as indoors or a covered gazebo.  Our indoor set-ups look just as amazing!

 

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Payment Options & Fees

 

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Q.  What is your payment policy?  How do you accept payments?

A.  At this time, we only offer Interac e-Transfer (preferred) or PayPal as acceptable methods of contactless payment.  Upon finalizing the details of your booking, we will e-mail you an invoice.  Your preferred date and time will be held for 24 hours, at which time a 50% non-refundable deposit will be due.  Seven days prior to your event, a second invoice requesting payment of the remaining 50% will be sent to you.  Should your picnic not be paid in full at least 72 hours in advance and we have not heard from you, your event will be considered cancelled and no refunds will be given.

 

Q.  Do you offer payment options?

A.  Because we believe that all of our clients deserve to enjoy a luxury picnic experience regardless of their budget, Prairie Creative Luxury Picnics also offers an in-house payment plan.  Ask about it.

 

Q.  What is your damage policy if I spill or break something?

A.  We realize that accidents happen.  We do charge a damage deposit (bond payment) to cover such instances of damage, loss or theft.  Its value is dependent upon the package you choose, as well as any add-ons, but is a refundable fee.  Throughout the duration of your picnic, you are responsible for all of the picnic items, furnishings and décor, and they are to be returned in the same condition.  Please be sure to make us aware of any incidents at clean up, so that we can address them right away to avoid any item replacement costs wherever possible.  All damaged or broken items must be paid for, and you may be billed for dry cleaning costs if deemed required.  In that case, either all or part of your damage deposit becomes non-refundable.  Please allow us up to five business days to carefully inspect our items and refund you any monies if applicable.  If the damage or loss supersedes the deposit, you will further be charged with the full replacement cost of said item(s).  *For this reason, smoking of any kind of substance and red wine are not permitted on or near the property of Prairie Creative Luxury Picnics.

 

Q.  Do you charge a travel fee?

A.  We offer free delivery within 20km of the town of Anola, Manitoba.  Outside of that range, mileage is charged at $.61 per kilometer (return trip).

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Additional Fees

 

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Q.  Why am I seeing custom pricing and additional fees on my invoice?

A.  Keep in mind that all of our picnics have a starting price based on two (2) people on average.  In addition to travel / mileage fees, for events that require increased scale, guest count, size, design and / or time constraints, you may see additional fees including but not limited to additional labour, custom decor, outside vendor rentals, communicating and coordinating with outside vendors, and delivery / pickup.

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Food & Beverages

 

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Q.  Does the price include food and beverages?  What are your food options?

A.  All picnics come with a sweet treat only, with the option of adding on food from our suggested menu partners:  individual charcuterie boxes / cones or deluxe charcuterie graze board by Gray + Mae Charcuterie OR Amazing Graze Winnipeg, mini wraps, tea sandwiches and sushi rolls.  We also offer a choice of amazing desserts including cookies, cakes and pastries.  Your choice of flat and sparkling water, as well as soft drinks, are always provided cold in a galvanized ice bucket.  If you have a custom request or food allergies / intolerances, please let us know at the time of booking.

 

Q.  Can I bring my own food?

A.  Yes, you are more than welcome to bring your own food!  However, we do not provide any boards, platters or other decorative items for the food you bring in to your event, unless requested in advance.

 

Q.  Do you offer vegan or gluten-free options also?

A.  Of course!  We have charcuterie and desserts that are vegan and / or gluten free, as our food partners can accommodate any dietary request. 

 

Q.  Is alcohol allowed at my picnic?

A.  Please note that alcohol is not permitted at public places such as parks and beaches, and if you wish to consume gifted alcoholic beverages at your picnic, you do so at your discretion and at your own risk.  Prairie Creative Luxury Picnics will not be held liable and assumes no responsibility for clients and their guests who get ticketed for alcohol-related offences.  If your picnic is at a private residence and alcohol will be present or requested, proof that the event host is over the legal drinking age of 18 years is required.

 

Q.  Can I keep leftover food, balloons and fresh flowers I ordered?

A.  Definitely!  Add-ons such as food, balloons and fresh florals are yours to keep and take home with you.  We provide take-out containers for your leftovers if you ordered food from us; items such as vases, serveware and balloon stands are the property of Prairie Creative Luxury Picnics and must remain on site.

 

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Location

 

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Q.  How do I select a location?

A.  Manitoba has an abundance of beautiful public parks and beaches offering ample opportunities to savour your picnic within picturesque settings.  Alternatively, you may choose the privacy of your own backyard, home, lake house or other special place.  We can certainly provide suggestions in the RM of Springfield, city of Winnipeg and surrounding communities as well, and even offer our small acreage in Anola as a location option.  It’s just a short drive east of the city, and features a pergola and amazing views of the stars at night.  However, because things are always changing with respect to COVID rules and regulations, we do have to investigate each location thoroughly to ensure it is doable.  And while we will try our best to accommodate your request, we may not be able to get our equipment to your desired area.  Extra fees may be added especially when dealing with rough, sandy or sloping terrain.  We ask that all locations be within 75 feet from vehicle access, have ground-level parking and that we can legally unload.  Permits may be required to access some locations, which also incurs a further charge.  If travelling to our rural property for your picnic, you may be eligible for a credit to put towards food or other add-ons.

 

Q.  Do we require a permit or park reservation?

A.  That all depends upon your choice of location, the number of people at your party and a few other factors.  We can certainly help with the process of obtaining one.

 

Q.  Can we leave whenever we want if our picnic is at a public place?

A.  Yes, you may leave earlier than your arranged time, but please notify Prairie Creative Luxury Picnics via text message or phone call since you are responsible for all of the picnic items until a Prairie Creative team member is able to return and pack up.  We generally require 45 minutes notice, and kindly ask that you do not leave our equipment unattended.  Any damage or loss to any of the equipment rentals will incur additional charges on your part.

 

Q.  Will there be washrooms available during our picnic?

A.  Prairie Creative Luxury Picnics is not responsible for any bathroom closures in public spaces especially due to COVID-19.

 

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Set-Up & Clean-Up

 

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Q.  Does Prairie Creative stay during our picnic?

A.  No, we leave right after you arrive and are settled, and return at the end of your reservation to pack and clean up.  That said, we are available by phone or text if you need to reach us for any reason.  Numbers will be provided in your confirmation e-mail at the time of booking.

 

Q.  Do I need to clean up after my picnic?

A.  No, please don’t!  We are a full service company; our team handles all of the set up, tear down and clean up so you can thoroughly enjoy your luxury picnic experience from start to finish.

 

Q.  If we are running late, will you wait for us?

A.  We understand that unexpected delays happen, and that is why we allow a 10-minute grace period if you are running late, as well as extend your picnic an extra 10 minutes to allow for a stress-free pack-up period when you are preparing to leave.  Please be aware that if we have not heard from you within 30 minutes, we will have to pack up your picnic and leave and no monies will be refunded.  We arrange for multiple picnics a day in various locations, and cannot have our other events affected.  If we are able to stay and wait for you, your picnic will still end at the original scheduled time.  And if you wish to purchase a same-day extension and we are able to accommodate you, it will be an additional $45 per 30 minutes or $65 per hour.  *Extensions will not be allowed for picnics that are bound under the terms of a picnic site rental agreement, as they are pre-booked in specific time slots.

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Frontline Worker Discount

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We want to give back during these challenging times.  As a special thank you for your selfless dedication and service, verified medical professionals, first responders, nurses, military members, grocery store workers, teachers and postal workers can enjoy an exclusive 10% off discount all / part of their order (at the discretion of Prairie Creative Luxury Picnics).  Must provide a valid work ID, business card or paystub upon booking (scan and send in via e-mail) as proof of type of employment.  *This offer is subject to change without notice and cannot be combined with any other offer or promotion.​​

 

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Covid-19 Protocols

 

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Q.  How do you protect against COVID-19?

A.  First and foremost, the health, comfort and safety of our community remains Prairie Creative Luxury Picnic’s top priority, while still aiming to enhance al fresco dining through our bespoke picnic experiences and fulfill our mission of service excellence.

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As we continue to accept bookings for couples and small family (same household / social bubble) gatherings at this time, please be assured that we are adhering to the current public health orders as set out by Health Canada and the Province of Manitoba.  We have implemented the following protocols so you can safely enjoy the level of luxury you’ve come to expect with our services:

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• We are providing online payment and contact-free service to limit the contact we have with our clients.  Our staff will keep physically distanced, leave right after you are settled in and return once your picnic reservation comes to an end to pack and clean up.  You are then free to leave to get on with enjoying the rest of your day or evening.

• If you (or anyone in your household) have travelled outside Canada within the last 14 days, are feeling unwell in any way, living with someone in your household who has Covid-19 or showing symptoms of Covid-19, been in close contact with a confirmed or suspected case in the last 14 days, or are currently required to isolate or be in quarantine, please refrain from booking with us.  The same rule applies to our staff; they must refrain from coming to work.

• A sanitizing station with disinfecting wipes and hand sanitizer is available with your set-up for you to use upon your arrival, departure and throughout your picnic.

• We will setup your picnic at least 12-20 feet from other park goers.  You and your guests must always maintain a 2-metre separation from anyone else at the public location if applicable.  No more than six guests will be seated at a table.

• Our staff will all be wearing face masks and gloves during set-up, tear-down and clean-up of your picnic.  Gloves are changed after every interaction and before handling any tabletop accessories and food.

• We kindly ask that you and your guests arrive at your picnic wearing a mask, and do not remove it until after your picnic specialist has left.

• Special attention to sanitization is given.  All common-touch surfaces such as tables and rentals are frequently cleaned and sanitized, including prior to our clients’ arrival.

• All serveware, dishes, glassware, utensils, napkins, pillows, blankets, rugs and other items are thoroughly washed and disinfected before and after each picnic event, and are safe for use.

• For the time being, we will not be permitting any indoor picnics.  We are committed to doing our part to further minimize the risk by holding all events outdoors where there is ample air circulation.  There will be no penalty for changing locations (ie. porch or gazebo) or dates due to inclement weather.

• A cleaning / sanitizing log will be kept. 

• As always, if you have any questions about what we’re doing to reduce the risk of transmission and stay safe, please do not hesitate to contact us.

 

 

Gift Certificates

 

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Q.  Do you have gift certificates?

A.  Yes, we sure do!  Simply contact us by e-mail, phone or through our website contact page to request a gift certificate in any denomination.  Gift certificates are valid for a period of one year, and are not redeemable for cash.

 

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Still have questions, concerns or just want to say hello? 

Drop us a line at:  prairiecreativepicnics@gmail.com.  We’d love to hear from you!

And don’t forget to follow Prairie Creative Luxury Picnics on social media for news, updates and to share YOUR favourite picnic memories with #prairiecreativeluxurypicnics.  #comepicnicwithus!

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