Event Details and Deadlines

  • Menus and Event Details Deadline:
  • All menus and event details must be submitted 14 days prior to the first event.
  • Banquet Event Orders (BEOs):
  • Authorized BEOs are required two weeks prior to the event’s arrival.
  • If an authorized BEO is not received before the event, the last BEO will be considered as approved.
  • Meeting Room Reset:
  • Resetting meeting rooms within 72 hours of setup will incur a re-set charge.
  • The re-set charge varies based on the scope of the requested changes.
  • Event Contract and Fees:
  • Refer to your specific event contract for details on function spaces and associated fees.
  • Modifying contracted function space may result in additional fees.
FOOD & BEVERAGE, MEAL SELECTIONS & GUARANTEES

Catered Meals Deadline:

  • A firm count for catered meals must be provided 7 days before the event.
  • If not, the highest previous estimate may be considered final.

Late Increases:

  • Increases made after the deadlines will incur an extra 20% increase in menu prices, if accommodated.
  • The charged amount will be the guarantee number or the actual number served, whichever is greater.

Outside Food and Beverage:

  • No outside food and beverage are allowed in the banquet rooms, except for desserts from licensed bakeries.

Buffet Preparation:

  • Buffets will be prepared to serve 5% more than the guarantee number.

Plated Meals:

  • Limited to 2 entrees per event, plus a special dietary option.
  • Pricing for plated split entrée meals will be the highest price of the two selections.

Service Time:

  • All food items may be served or displayed for a maximum of 2 hours.

Leftover Food:

  • At the conclusion of the event, all leftover food is the property of the Inn at Spanish Head and cannot be removed from the premises.

Service Charge:

  • A service charge of 23% will be added to all charges (food, beverage, AV, dance floors, room rentals).

Changes and Dietary Needs:

  • Menus and prices are subject to change up to 60 days prior to the event date.
  • With advance notice, the kitchen can handle special dietary needs, and additional charges may apply.
BAR SERVICE

Alcohol Policy:

  • All alcohol must be purchased and served through the Inn at Spanish Head, following OLCC regulations.

Banquet Bars Minimums:

  • Full-service banquet bars require a minimum of $200 per bartender, per hour.
  • Beer and wine banquet bars require a minimum of $100 per bartender, per hour.


BANQUET EQUIPMENT, RENTALS AND SUBCONTRACTORS

Included in Room Rental:

  • Complimentary tables, chairs, house linens, china, flatware and glassware are included as part of your room rental, subject to availability.

Additional Rentals:

  • Plans for additional tables, staging, furniture, chairs, linens and place settings must be arranged through the Inn at Spanish Head.

Audio Visual Equipment:

  • Audio-visual equipment is available for rental, and early reservations are recommended to ensure availability.
  • If you provide your own equipment requiring technical assistance, the prevailing labor rate will be applied to the master account.

Subcontractors:

  • Clients must ensure subcontracted companies adhere to all policies and regulations of the Inn at Spanish Head.
  • Subcontractors are required to carry their own insurance.

Event Conclusion:

  • All decor, materials, and equipment must be removed immediately at the conclusion of your event, unless you have contracted or arranged for an extended tear-down time.