Banquet Contract Terms
Estimates
All pricing is considered an estimate until the final invoice is signed and a deposit is given. Menu prices will not be guaranteed more than sixty days in advance.
Guest Counts
A guaranteed final guest count must be received 7 days prior to your scheduled event date. If attendance falls below the guaranteed number of guests after the 7day deadline, the client will be charged for the final guaranteed guest count. In the event the guest attendance exceeds the guaranteed final count, the client will be charged for any additional attendees which Gray Plantation can accommodate. In the event you have fewer guests attend, the client is still responsible for the total event cost on the final invoice.
Facility
All private events are charged a 10% fee of the total for cleaning of
the premises or replacement of any items under regular usage. All private events are limited to a four hour maximum. A $250.00 per hour (two hour minimum) fee will be charged to the final invoice for every hour over the stated maximum (from time event scheduled start). All private events, regardless of start time, will conclude at 11:30 PM, allowing 30 minutes for cleanup and exit. The building will close promptly at midnight. Photography shoots must be scheduled and coordinated with both Club Management and the Pro Shop. Only persons holding events at Gray Plantation are allowed to take photographs on our premises. Private security will be provided by Gray Plantation for any event that uses both the Evergreen Room and the Cypress Grill at a charge of $300.00. Valet Service is available by request.
Payment
Estimates are prepared after the Banquet Event Order has been completed. Estimates are
based on expected attendance. In the event you have fewer guests attend an event than
expected, the client is still responsible for the total event cost on the final invoice. A valid
credit card is needed to secure all events even if a client is planning on paying by check or cash. $500 deposit is required to hold date agreed upon; $250.00 is non-refundable and
$250.00 is refundable if event is cancelled at least 30 days prior to the event. In the event that the client fails to pay the sum due hereunder, client agrees to pay interest of 1.5% per month of any outstanding balances, all costs of collection and reasonable attorney fees.
Decor and Set Up
Any items rented or decorations brought in are to be picked up immediately after the event. Arrangements must be made with Food and Beverage Manager or Event Coordinator for delivery & pick up times. Any items left behind are not the responsibility of Gray Plantation or its employees. All decorations and room setup information must be approved by the Event Coordinator at least 14 days prior to private event. Wedding coordinator, florist, or person in charge of decorations or setup of private event must coordinate times for delivery and pick up for any items brought in from outside vendors with the Gray Plantation Event Coordinator in advance. Charge for Gray Plantation dance floor is $1.00 per square foot plus tax and gratuity. No confetti or birdseed is allowed at Gray Plantation, only real flower petals thrown outside or bubbles after wedding receptions
Floor Plan must be approved 14 days from event.
Liquor Policy
In order to protect the safety of your guests and others, Gray Plantation reserves the right to deny service of alcoholic beverages to anyone. We may also, at our discretion, cease alcohol service entirely if it is deemed appropriate. Gray Plantation will not serve "shots " as part of any event. Bartenders will issue a last call no less than 30 minutes prior to the scheduled end time of the event
The host(s) of all privately contracted events will be held responsible for their guest's behavior.
Food and Beverage
All catered food and beverage must be consumed on the premises during the event time. We recommend that you consult with your sales representative prior to the printing and mailing of invitations to ensure accuracy. All food and beverage prices are subject to change and availability. Gray Plantation cannot be responsible for services over 5% of the guarantee. If Gray Plantation does not receive an adjusted guest count, the guest count on the signed contract will be the guarantee number and used for set-up, food preparation and billing. No outside food or beverage will be allowed, with the exceptions of the following: Decorated Cakes, Candy for Children’s Tables. Kegs are no longer sold at Gray Plantation. Champagne Fountains and Chocolate Fountains are STRONGLY discouraged, and will be subject to an additional setup and cleaning fee of $250.00 each. We are not responsible for a third-party’s malfunctioning equipment.
Personal Property
Gray Plantation is not responsible for lost, stolen, broken or forgotten articles. Any personal property should be removed from the premises at the end of the function, please advice staff if you need assistance. If you wish to have Gray Plantation secure and be responsible for any centerpieces, vases, decoration or décor items at the conclusion of your event, arrangements must be made in advance. If Gray Plantation is contracted to secure personal items at the conclusion of the event, an additional charge will be incurred based on the quantity of items and total value. Items not picked up within 30 days will be charged a storage fee of 20% of the original charge per week. Please speak to your sales representative for details.
Guest Conduct
Clients are responsible for the protection of all buildings, equipment and furnishings both during preparations and during the reception. Damage or loss will be billed to the client. The on-site contact of the wedding reception is responsible for the conduct of all attendees.
Performance
Gray Plantation shall not be responsible for failure to perform due to strikes, fire, snow, and flood, order of any government authority, interruption or failure of power services, breakdown of equipment, any and all venue failures or other causes beyond the control of Gray Plantation.
Please call or email for questions or comments. (337) 562-1206 ext 3
