Function Services and Information

Function Services and Information

General Information

All food items must be prepared by the hotel. Menus, audio visual, phone, internet arrangements, meeting requirements and all details pertaining to your event must be finalized with your catering representative no later than 30 days prior to your event. At this time, an advanced payment of 50% of the estimated cost of the event is due. In addition, we would be more than happy to discuss alternative recommendations.

Audio Visual Services

Our audio visual specialist will be happy to assist you with any audio visual requirements you may have. A brochure with rental prices will be provided upon request. Please specify if phone or internet requirements are needed at least two weeks prior to a scheduled event.

Beverages

The hotel holds a liquor license granted by the liquor commission, and is held responsible for complying with its regulations. To ensure the proper regulations of our licensed premises, no alcoholic beverages may be brought into the hotel function space. All beverages will be dispensed by hotel servers and bartenders. The hotel will receive, handle and dispense donated beverage items for an additional corkage fee.

Coat Check (optional)

Coat check attendants will be provided at a charge of $75.00 each for the first four hours. Please refer to the hotel liability section in regard to responsibility or loss of articles.

Electrical Requirements

All electrical service requests must be clearly stated and received by the catering department at least two weeks prior to event. Appropriate charges will be assessed.

Guarantees

A guaranteed number of attendees is due by noon three business days prior to your function.  If no guarantee is provided, the expected attendance at the time of the contract signing becomes the guarantee. The guarantee is the minimum number for which you will be charged. The hotel will be prepared to serve 6% over your guaranteed count. Should your actual attendance exceed your guarantee, you will be charged for the actual number of attendees. The final guarantee must be at least 80% of the contracted number. If the count falls below this percentage, you will be charged the difference. Final payment is due with your guarantee.

Hotel Liability

The hotel reserves the right to inspect and control all private functions. The customer agrees to be responsible for any damage done to the hotel. The hotel will not assume responsibility for damage to or loss of any articles and merchandise brought into the hotel. With advance notice, we can assist in arranging for security officers for an additional fee.

Pads and Pens

Complimentary pads and pens, pitchers of water and hard candies will be provided for all conference and classroom style sets. Executive meeting accessories are available; please contact your catering professional.

Payment

An initial deposit of $500.00 will be required along with your signed contract to confirm your space. Fifty percent of contracted amount is due thirty days prior to your event, with payment in full at time of guarantee. Should your actual charges exceed the pre-paid amount, final payment is due at the conclusion of the event. Arrangements for direct billing or credit card payment may be arranged, if specified at the time of booking. Approval and authorization must be finalized no later than thirty days prior to the event.

Room Assignment

Function rooms are assigned according to the anticipated number of guests. The hotel reserves the right to reassign function space in order to best accommodate our guests.

Service Charge

A 22% service charge applies to all food, beverage, audio visual and room rental charges. Service charges and taxes will be posted respectively and are subject to change. All prices are quoted exclusively of service charge and tax charge. For tax exempt groups, a copy of your state tax exempt form must be received 30 days prior to your event.

Shipping and Receiving

The hotel will receive materials no sooner than three business days prior to the function. Any vendors, suppliers, or participants who are shipping materials to the hotel will be charged a handling and storage fee. Each item should be clearly marked with the following :

    Name of organization

    Onsite contact 

    Name of organization and meeting planner 

    Date of function

    Name of your hotel sales contact

    Number of boxes in shipment

A charge of $5.00 per box and $85.00 per pallet will be posted to your account. Packages that arrive prior to three business days before the event will be assessed an additional handling charge.

Signage and Decoration

Signage must be professionally created, approved and displayed by the sales manager.

Smoking Policy

This hotel is a smoke free environment.

Smoking is permitted only in designated areas.

Surcharge

Plated and buffet meal functions under 30 guests are subject to a $50.00 labor charge.