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Banquet Guidelines & Policies
Reservations
To reserve a room, please contact the Banquet Office as early as the date is selected. The Banquet Office can provide you with suggested menus and tentative pricing at the time the date is booked.
The Banquet Facilities at The Club are available for member and non-member sponsored events.
Menu:
The Club requires a firm menu and estimate of attendance at least two weeks prior to the event.
When using a private room, it is best to serve the same meal to all of your guests. If it is necessary to offer your guests a choice of entrees, several rules apply. First, a maximum of three entrees may be selected. The charges for the meal will be based upon the higher priced entrée. Secondly, other portions of the meal must remain the same for each person, i.e. salad, vegetable, starch, and dessert. Also, if a split menu is selected, the host must provide the counts of each entrée one week prior to the event. Finally, the host must also provide color-coded place cards, or reasonable facsimile, to enable our servers to properly match the entrée to the guest.
All food, beverage and service must be provided by The Club. Excess food or beverages may not be taken from the Club by the host or guests of any event. Wedding and specialty cakes are an exception to this policy. Food preparation and seating will be based upon the guaranteed number of guests.
Audio Visual Equipment
The Club has a limited inventory of audio-visual equipment. Equipment reservation is subject to availability. If you know that you will be using audio-visual equipment when your reservation is made, please inform the Banquet Office. In some cases, adding audio-visual equipment may change the room size needed to ensure the comfort of your guests.
Rental fees are as follows:
Large Screen TV (45”) with VCR/DVD $100.00
Overhead Projector & Screen 45.00
35mm Slide Projector & Screen 35.00
Laser Pointer 30.00
Flip Chart with Pad 30.00
Easel N/C
Lectern & Microphone N/C
LCD Projector $300.00
Rentals and Decorations
If your function requires special linen, flowers or audio-visual equipment, the Banquet Office will be pleased to handle the arrangements for you. The Club can provide your function with votive candles and mirrors at no additional charge.
Personal Property
Storage space in the Club is very limited. We are, therefore, unable to store equipment or supplies belonging to, or rented by, the host of an event. Arrangements must be made to remove rental or personal items from the premises following the event.
While The Club maintains a safe environment, we cannot assume responsibility for lost or damaged personal property prior to, during, or following your function.
Guarantee
A final guarantee is required three business days prior to the event. Your final bill will reflect your guarantee or actual attendance, whichever is greater. In the event your actual number of guests exceeds your guaranteed number, we will do our best to accommodate everyone. However, the menu for additional guests may be somewhat different than the original.
Pricing and Gratuity
All food and beverage prices quoted are subject to change. Firm prices will be given 90 days prior to the event. A service charge will be added to all food and beverage items.
Small Groups
To provide personalized service to your group, additional staffing may be required. A minimum service charge of 15% will apply.
Set-Up
All room arrangements and moving of furniture is to be done by Club Staff. Nothing may be hung from the walls or ceiling with tape, staples, nails or by any other means. If you have items that need to be displayed, please contact the Banquet Office for assistance.
Cash Bars / Host Bars
The charge for setting up a bar, whether it is a cash bar or host bar, is $25.00 per hour for bartending.
Contact Person
To ensure that all information is communicated properly, we ask that one individual be the designated contact person for menu planning, room arrangements, decorations and guaranteed number.
Proper Attire
Appropriate attire for The Club includes casual attire (slacks for ladies and collared shirts for gentlemen). Coats and ties may be required for special functions.
Cancellation
We understand that under extreme circumstances, a cancellation may be necessary. Due to the many possible variables, each of these situations will be discussed on an individual basis, and certain charges may apply.
Room /Food Minimum Charges
In an effort to accommodate our guests in the appropriate sized room based upon the nature and size of your event, The Club maintains a suggested special event minimum guideline to ensure the proper fit. The following minimum spending requirements are based upon total food sales not including facility usage fee, gratuity and tax. Room minimum guidelines are as follows:
| Ballroom |
$1,000.00 |
| Main Dining Room (MDR) |
500.00 |
| Private Dining Room (PDR) |
300.00 |
| Lounge |
300.00 |
| Balcony |
300.00 |
| Terrace |
200.00 |
| Ballroom, MDR, PDR |
3,000.00 |
For more information, please call Derrick Shelley, Director of Food and Beverage at 423.652.1700, ext. 7.
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