BEST WESTERN LAKE LUCILLE
BANQUET/EVENT POLICIES
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Food and Beverage Regulations

• All Federal, State and Local laws with regard to Food and Beverage purchases and consumption are strictly adhered to. The Hotel reserves the right to exclusively provide and serve all food and beverage on Hotel premises; no food or beverage may be brought into any meeting/banquet room without the Hotel’s written consent. The Hotel reserves the right to charge all applicable service charges.
• Wedding Cakes will be subject to a $2.00 per person service charge, if served by our staff.
• Final Menu Selections must be received two (2) weeks prior to the scheduled function (independent of the 4-day attendance requirement).
• Entrée selection on all banquet menus is limited to two (2) choices unless special religious or dietary guidelines must be adhered to. Such exceptions must be arranged when the menu selection is decided and cannot exceed 3% of the guaranteed number.
• The Hotel may, at its option, require a minimum food or beverage revenue guarantee to reserve a function space and will be indicated as such on the Banquet Event Order (BEO).
• Entrée selections on our banquet menus are by no means the only items available. Alternate or special customized menus can be arranged to meet specific requests. Reservations for groups of 10 or less can be made in our public dining facilities, where entrée selection is ordered from the menu.
• Leftover or excess food is the property of the Hotel and will not be boxed or held for pick up in any way.

Attendance

• The Hotel’s proposal is based on the estimated attendance of the event. If the final, guaranteed attendance count is less than 75% of the original estimated attendance, the Hotel reserves the right to revise our proposal to include room rental fee, equipment fees and food/beverage pricing.
• A confirmed attendance must be specified four (4) business days prior to all functions. This will be considered a minimum guarantee and is not subject to reduction. Charges will be based on the guaranteed or actual attendance, whichever is greater. The 4-day guarantee is based on a 5-day work week. Therefore, a banquet scheduled for Monday needs to have the count in by Wednesday of the prior week. If the guaranteed count is not provided within the 4-day period, then your “estimated” count will become the guarantee. Requests for increasing the guarantee within the 4-day period are subject to Hotel Management approval and may incur additional charges.
• Banquet and/or meeting facilities are assigned by the Hotel to accommodate the expected attendance indicated at the time of confirmation. The Hotel reserves the right to substitute alternate space within the Hotel if it deems necessary, or if attendance numbers differ from the amount originally indicated.

Menu Prices and Applicable Charges

• All Food and Beverage catered functions are subject to a 17% service charge ($20.00 minimum service charge to apply). There is a minimum bartender charge of $35 for the first hour and $15 for each additional hour, unless bar sales exceed $300.00, in which case the hourly charges will be waived. Additional charges for outdoor alcohol service.

Unhosted or Cash Bar – Guests purchase their drinks individually. Hosted Bar – Guest drink charges are applied to the Group’s account (17% service charge will be applied to final tab).

• Room Set Up Fees may be applied to any type of function or event. Such charges will vary according to the size or nature of the set-up, and will be indicated on the Banquet Event Order. The Hotel has the option of charging additional fees if scheduled times are not followed.
• If you have a request that is vastly different from what was previously arranged, and involves additional time and labor from the Hotel staff, the group may incur additional charges.
• All prices are subject to change without notice unless both parties have signed a Function Agreement, in accordance with these Catering Policies, indicating the meal selection. Unless otherwise noted, prices are guaranteed for no longer than 60 days.

Billing/Payment

• Deposits are required on all private functions and are payable as follows: as much as 100% of anticipated revenues may be requested in advance of the scheduled function. A deposit of a minimum of fifty percent (50%) of anticipated total revenue is required in order to confirm a function as “definite”. Specific deposit requirements will be reviewed for each function and appropriate amounts indicated on the Function Agreement. Balance of payments for a banquet function is expected at the close of the event. The function representative is required to sign the bill at the close of the event; any discrepancies must be noted at that time. If the function representative does not request the final bill for signature and payment, it will be considered correct and no changes will be made.
• If acceptable credit arrangements have been established at least 30 days prior to the function, payment in full is required 10 days after receipt of the bill. Accounts remaining unpaid after 30 days will accrue an additional interest at the rate of 18% per annum.

Cancellations

• If you cancel or terminate the food and beverage functions outlined in this agreement for any reason other than a force majeure event (defined below) less than 45 days prior to the date booked, your group will be liable for an amount equal to room fees plus 50% of expected food and beverage revenue, as Liquidated Damages and not as a penalty. The estimated revenue lost will be based on the minimum catering prices in effect at the time of the function, multiplied by the number of attendees you reserved for, which amount is referred to as the “Liquidated Damages”. All space from cancelled food and beverage functions will be released to use for sale to other parties. The applicable amount of Liquidated Damages, plus any applicable taxes thereon, is due within 10 days after the date of your notice of cancellation. Any amounts of Liquidated Damages and applicable taxes that are not paid within 10 days of that date will bear interest at a rate equal to the lesser of (a) 18% per annum; or (b) the maximum rate allowed under applicable law from the date until paid in full. All amounts paid in advance or deposited with us under this agreement shall be retained by us and applied first to the Liquidated Damages and then to any other costs or expenses incurred by us as a result of such cancellation, termination or breach of this Agreement.
• The function may be cancelled by either party without penalty or liability on written notice to the other party or an oral notice to an on-site representative of your group if any Act of God, court or governmental action or regulation, disaster, strike, labor strife, civil disorder, criminal activity, casualty, regulation, or other event beyond our reasonable control makes it unreasonably dangerous, illegal, or impossible to provide our facilities for the function or to hold the function at the Hotel (a “force majeure” event). Except for a force majeure event, this agreement shall not be cancelled or terminated by either party except for a breach of the agreement’s terms by the other party.
• If we breach this Agreement by failing to provide the function space or function meals contracted for any reason other than a force majeure event, you will be entitled to recover your actual damages that are a result of such breach, subject to mitigation as required by law and provided your maximum recover shall not exceed the amount you actually pay to us under this agreement. Further, in no event are we liable for any indirect, special, consequential or incidental damages of any kind.

Liability

• Please be advised that neither your group nor any of its guests is permitted to use any meeting space or other part of the hotel for any activity that is illegal or prohibited under any applicable law, rule or regulation. You will be liable for any damage to the Hotel caused by any of your officers, agents, outside contractors, or guests. Further, you agree to indemnify, defend and hold harmless us, our management company and our respective employees from and against any losses, liabilities, claims or damages that result from the negligence or intentional misconduct of your group or any of its officers, employees, outside contractors, guests or agents related in any way to your group’s activities at the Hotel except to the extent that any such loss, liability, claim or damage is the result of the negligence or intentional misconduct of the Hotel’s employees or agents. Please note also that we will only be liable for loss or damage to samples, displays, property or personal effects brought to the Hotel by you or any of your guests to the extent so provided under local innkeeper’s laws.
• The Best Western Lake Lucille Inn reserves the right to inspect and control all private or group functions to insure compliance with all Federal, State and Local laws.
• Due to the size or nature of a function, the Hotel may require the services of a reputable/or licensed security agency, which must be reviewed and approved by the Hotel in advance. Payments for such services will be the sole responsibility of the group or customer hosting the function.
• All displays, exhibits, banners, decorations, signs or other such similar items must conform to City Fire Ordinances and will not be attached in any manner to walls, doors or structures of any part of the building. Placement of such items on Hotel property must be reviewed in advance and applicable service charges will be quoted. Any damages to Hotel premises from such items will incur additional charges. (Please refer to Decorating/Room Set Policies for specific restrictions.)
• It is also understood that the premises will be left in a neat and orderly condition, free of debris or display refuse, no later than the date and time indicated on the Banquet Event Order. Based on time and labor, a group will incur additional charges for removal of group’s materials by the Hotel staff at the close of any event. If excessive cleaning is required after a function, additional cleaning charges will be added.

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