Member Banquet & Catering Guidelines Thank you for choosing Shady Canyon Golf Club as the location to host your event. We are eager to help you plan your special day and have developed the following guidelines to assist you. Room & Site Fees The Club has a food and/or per person minimum for all private events. Below are our guidelines for your review. In all cases, the higher amount of the two will apply. Room Capacity& Use Room Usage Fee* Time of Day Boardroom Sycamore Room & Patio Talon Room Event Lawn, Sycamore Room & Patio 24 or Less 80~Dining 150~Reception 180~Dining 250~Reception 300 or Less $100.00 $100.00 $100.00 $1,000.00 $2,500.00 $1,000.00 Poolside 20 or Less $100.00 Food Minimum $120.00 $300.00 $600.00 $480.00 $960.00 $2,000.00 $1,500.00 $3,000.00 $9,000.00 $2,600.00 $4,000.00 $9,000.00 Inquire Per Person Minimum $12.00 $12.00 $20.00 $40.00 $60.00 $20.00 $60.00 Inquire * Room fee may increase depending on the amount of set-up events in the Talon Room must end by 10:00A.M., unless approved by the Clubhouse Manager Pool Guest fee of $7.50 per person will apply $200.00 during the month of December $1,000.00 Ceremony Fee Room Restrictions In order to respect all members, guests of any private function are restricted to the room(s) and area(s) specifically reserved for their function and may not walk throughout the Club s facilities. Page 1 of 5
Menus You will be given a catering packet which offers a wide variety of menu selections. All food and beverage consumed on club property must be purchased from the club. You may, however, provide your own cake from a licensed bakery. A $3.00 per person dessert service fee will apply. The menu and all details must be finalized at least fourteen (14) days prior to the event. A 20% service charge and 8% sales tax will be added to all food and beverage charges. Generally, we recommend having a set menu for your event. Here are some additional options available for you depending on the size of your event: Guest Count Menu option 1-14 Full Dining Room Menu 15-24 Please note that additional fees will apply if you request more than one entrée selection. 25 + Please note that additional fees will apply if you request more than one entrée selection. (1) Entrée selection from the Dining Room Menu Or (2) Entrée selections from the Dining Room Menu with $5.00 additional fee. Server will take orders tableside. (1) Entrée selection from the Banquet Menu Or (2) Entrée selections from the Banquet Menu with $5.00 additional fee. Entrée selections must be submitted, along with your final guest count five (5) business days prior to the event. Member must provide place cards with menu designation at each place setting. Guaranteed Number of Attendees The guaranteed number of guests must be communicated to the Catering Department no less than three (3) business days (Monday through Friday) prior to the event. It is the Member s responsibility to inform the Catering Department of the guarantee. If a number is not provided, the estimate given will become the Member s guarantee. A 5% allowance in food preparation will be given on all events with 40 or more guests. Final charges will be based on the guaranteed number of guests or the total number served, whichever is greater. Alcoholic Beverages As a licensee of the State Alcoholic Beverage Control Authority, the Club will supply all alcohol for your event. A member may provide their own wine, in which case a $20.00 per bottle corkage fee will apply. The Club cannot serve anyone under the age of 21 or anyone who is intoxicated. Labor Charges For all bars ordered, beverage sales must reach at least $300.00 or a bartender fee of $90.00 will apply. Functions extending past five (5) hours will be charged an overtime fee of $200 per hour. Page 2 of 5
Wedding Ceremony and Reception Wedding ceremonies may take place on the Event Lawn, Talon Patio or on the Sycamore Patio between 2:00PM and 5:00 PM. For ceremonies, the Talon Patio and Event Lawn can occupy a maximum of two hundred and fifty (250) guests. Our Ceremony fee is $1,000.00 (Sponsored ceremony $1,500.00). Rehearsal dinners are also permitted for non-members when sponsored by a member. All weddings and receptions are required to have a Club approved Wedding Coordinator at least two months prior to the event. Your wedding coordinator must be present on the day of the event. The throwing or use of: rice, birdseed, flower petals or similar substances at the reception is not permitted. There will be a $1,000.00 clean-up charge added to the bill for any offense. Decorations The Club does not assume any responsibility whatsoever for decorations. All displays, exhibits and decorations must conform to the fire and safety codes. The Club does not permit anything to be affixed to the walls, ceiling, furniture, or fixtures unless approved by the Club. All decorating and removal must be done during regular Club hours. All removal must be completed immediately following the end of the event, and is the responsibility of the Member. Any damages to the Club will be added to the final bill. Music Music must be appropriate to the occasion and kept at a reasonable sound level during the function. Shady Canyon Golf Club will determine what constitutes a reasonable sound level of music. Management will instruct the musicians or disc jockey to adjust the sound level if they feel it is not at a sensible level. Music is permitted outdoors until 10:00PM. Dress Code All guests must abide by the Shady Canyon dress code. No shorts, cut-offs, sandals (flip flops) or other nonappropriate attire are permitted. Denim jeans must be tasteful and in good condition. Men must wear collared shirts. Guests may be asked to change if their attire does not conform to the Shady Canyon dress code. It is the responsibility of the member to advise all guests of the Club s policy. Tipping The Club has a no-tipping policy that is strictly enforced. A 20% service charge will be automatically added to your bill. Valet The Club offers valet parking service Wednesday through Sunday (lunch and dinner). The fee for this service is $3.00 per person and will be added to your final bill. The Club requires valet parking for all events beginning after 11:00AM on any day. The Club is not responsible for any damage, theft, or lost keys. All keys left at the end of an event are turned in to the receptionist or the Manager on duty. The Club contracts with an outside service for valet services. Rentals Rentals of china, stemware, silverware, chairs, tables, linens, lighting/audio visual equipment, tenting and other equipment required for events must be arranged through the Club. If a Member arranges any rentals outside the Club [such as decorations, and floral equipment] delivery and pick up must be coordinated with the Catering Department and paid directly by the member. All outside vendors must adhere to the club s vendor policies. All rentals arranged by the club will be billed to the Member s account no later than the following month after the date of the event. Please keep in mind that the Club has limited storage. Events exceeding 140 persons will require additional chair and table rentals. Page 3 of 5
Coat Check You may arrange for a coat check attendant through the Catering Department. The fee is $90.00 per attendant. Floral The Club has an in-house florist to assist you with your individual needs. We also offer a referral list with additional florists. Security The Club, at its discretion, may require security personnel for your function. The cost of such services will be charged to the Member. The Club neither accepts nor assumes any liability for theft or any other type of loss of personal property occurring prior to, during, or after the function. Member Sponsored Events Sponsored events are permitted on a limited basis. The sponsoring member accepts full responsibility for all aspects of the event and adherence to Club policies including: conduct, attire, damage and payment. The sponsoring member is required to attend the event in its entirety. In addition, sponsored events of one-hundred (100) guests or more will require a deposit. Price Increases Prices quoted in the Catering Guidelines are current as of the date of the quote, and are subject to change. Prices will be guaranteed fourteen (14) days prior to the function. Payment All charges will be made to the Member s account. Non-Members payment to the Club may be made check or credit card and credited to the sponsoring Member s account. If any charges remain unpaid, the balance will become the responsibility of the Member. You may also pay by credit card. A 3% convenience fee will be added for all credit card payments. Cancellation Policy In the event of a cancellation, the Member must inform the Catering Department in writing immediately. If the space is re-booked with an equal or greater value of your canceled event, the fee will be refunded. The cancellation fees are listed below: For all events, (excluding December events), the following cancellation fees will apply: 0-14 days 100% of the Member s estimated food & beverage sales and site fee 15-90 days 50% of the Member s estimated food & beverage sales and site fee 91-180 days Site fee only For December events the following cancellation fees will apply: 0-14 days 100% of the Member s estimated food & beverage sales and site fee After September 1 50% of the Member s estimated food & beverage sales and site fee After August 1 Site fee only Page 4 of 5
Damaged or Lost Property The Club will not assume any responsibility for damage or loss to any property or articles left at the Club. Non-Performance If for any reason beyond its control, including but not limited to strike, labor dispute, accident, acts of God, fire, flood or other emergency conditions, the Club is unable to perform its obligations under this agreement, such nonperformance is excused and the Club may terminate this agreement without further liability of any nature, upon return of the Member s deposit. In no event shall the Club be liable for consequential damages of any nature for any reason whatsoever. Liability The Member shall be responsible for any damages (including property damages and/or personal injuries) suffered or incurred by the Club or any employee or staff member of the Club caused by the Member or any guest of or outside contractor hired by Member. The Member agrees to indemnify and hold harmless the Club, the management of the Club, all entities affiliated therewith and their officers, directors and employees (the Indemnities ) from all actions, costs, claims, losses, expenses and/or damages, including reasonable attorney s fees, arising out of or resulting from the Member s use of the service and facilities of the Club unless the same are due to the gross negligence or willful misconduct of the Indemnities or any one or more of them. This Agreement contains all of the understandings between the Club and the Member, and may be modified only in writing by the Club. Page 5 of 5