Banquets / Meeting

Introduction

Welcome to the Hidden Valley Country Club. We thank you for considering our facility
for your next special event, and we look forward to serving you. If you have any
questions about this menu, please feel free to call us. It is our pleasure to ensure that your
special occasion is memorable and extraordinary!
Sincerely,
Patrick Casey
Clubhouse Manager
540-389-8146

Banquet Function Prospectus

Eligibility
Functions held at HVCC must be sponsored by a member or reciprocal Country Club. To
obtain sponsorship, please contact the sales manager.
Policies for Reservations, Arrangements, Deposits, and Cancellations
Saturday parties at the HVCC ballroom may be held during one of two time slots: 7:00am
– 3:00pm or 5:00pm-midnight. A deposit is required for any Saturday booking. Rooms
will not be held without a deposit. The deposit will be fully refunded for cancellations
made 180 days in advance for Saturday bookings. Cancellations made after this cutoff
date will result in deposit forfeiture. All Saturday reservations in the ballroom require a
room rental fee of $500, and this fee does not apply toward spending minimums. The
spending minimum for a Saturday reservation in the ballroom is $20.00 per person (100
person minimum). All deposits over and above the room fee will be applied directly
toward the total amount due for the party that is booked. Upon the reservation of your
date, 25% of the projected balance will be due as a deposit. Ninety days prior to your
event, another 25% of the projected balance will be due. Seventy-two hours prior to the
event, the remaining 50% balance is due for your event. Any additional costs related to
the event will be due on the date of the event.
Room Rentals
Room rentals are typically assessed if your party does not include appropriate food and
beverage service for the time and date of your reservation based on the room you are
requesting. Room rentals will be designated by the Clubhouse Manager. Dinner parties
that include food purchases of at least $15.95 per person Tues-Thurs, and at least $19.95
per person Fri and Sun, typically will not be assessed a room charge. Please consult the
sales office for more information.
Room Assignments
Party rooms are scheduled/reserved based on expected attendance. If there is a significant
change in this number, we reserve the right to assign a room more appropriate for your
party. Please follow the agreed time schedule for your party, for others may be utilizing
the same room following your function.
Menu Pricing
The prices in this menu will be honored up to three months prior to your event. HVCC
cannot be responsible for catastrophic changes in market conditions that would require
price adjustments after that time.
Other Policies
• No food or beverage (alcoholic or otherwise) shall be brought into HVCC. The
exception to this policy would be any ceremonial cake. No food or beverage
(alcoholic or otherwise) is to be taken from HVCC. Food takeout may be arranged
prior to the event through the clubhouse management staff.
• If any liquor/wine bottle is found on the property not purchased through the club,
the host will be billed for the value of the bottle (see page 21 for details)
• Damaged or stolen HVCC property will be the responsibility of the host/hostess,
and the responsible person(s) will be billed accordingly.
• Birdseed, rice, paper petals or confetti cannot be thrown. We suggest bubbles.
Decorative confetti cannot be used on the tables. Sparklers may not be used on
HVCC property.
• No signage or other displays may be affixed to walls in any rooms.
• Clubhouse hours are 7:00a.m. to 12:00 midnight. Events longer than 12:00
midnight will need management approval and will be subject to additional costs.
• HVCC has the right to verify the legal age of anyone being served alcohol and
also has the right to refuse service to anyone appearing to be intoxicated.
Party Agenda
Please consider the following arrangements when planning your special occasion:
• Tentative number to attend the event.
• Plan the menu selection at least three weeks prior to the event. Wedding
receptions should be three months prior to the event so that invitations can reflect
menu selections.
• All prices are subject to 20% service charge and 9% sales tax.
• Note the type of bar service desired as well as starting/ending times.
• Provide all room arrangements (head table, linen colors, seating, specifications,
decorations, floral arrangements, displays, etc.
• Equipment necessary for the party (podium, microphone, piano, and screen are
provided at no additional charges).
• Entertainment setup times, space requirements, and equipment needed.
• Name and contact information for persons responsible for the event.