POLICIES

2015 Policies

MINIMUM SPENDING AMOUNTS

January & February:
The Club requires a minimum spending of $7500 for any function held on Saturdays and long weekend Sundays. On Fridays and Sundays a $5000 minimum spending requirement must be met.

March:
The Club requires a minimum spending of $10,000 for any function held on Saturdays and long weekend Sundays. On Fridays and Sundays a $5000 minimum spending requirement must be met.

May, June and September:
The Club requires a minimum spending of $17,500 for any functions held on a Saturday or long weekend Sunday. Functions held on Fridays and Sundays require a minimum spending of $13,500.

July and August:
The Club requires a minimum spending of $20,000 for any functions held on a Saturday or long weekend Sunday. Functions held on Fridays and Sundays require a minimum spending of $16,000.

April, October, November and December:
The Club requires a minimum spending of $13,500 for any function held on a Saturday or long weekend Sunday. On Fridays and Sundays in April, October and November a $7500 minimum spending requirement must be met. Fridays and Sundays in December a $10,000 spending requirement must be met.

Minimum spending amounts are exclusive of taxes and service charge.

 

BOOKING DEPOSIT

A $2500.00, non-refundable, non-transferable deposit is required at time of booking in order to secure the date and room(s). The deposit will be regarded as a down payment towards the total cost of the event. This deposit can be paid via cheque to Swaneset Bay Resort or you are welcome to arrange a time with the catering department to come in and pay via debit or credit card.

 

CONTRACT

A signed contract with a valid credit card number is required in order to secure the booking.

 

CANCELLATIONS

In the event of a cancellation, Swaneset Bay Resort will retain the deposit in full. All cancellations must be made in writing 180 days prior to the confirmed date. Cancellations within 180 days of the event will be charged 50% of the contracted minimum spending. Cancellations within 60 days of the event will be charged 100% of the contracted minimum spending.

 

GUARANTEES

The Club must receive a guarantee regarding the exact number of guests expected at least ten days prior to the function. The Club will calculate the total cost based upon this guarantee and the undersigned will be responsible for 100% of this cost. If a guarantee is not received, the estimated number of guests as shown above will be considered the guarantee. For estimate purposes for host bars, beverage charges are based on four drinks per person. We can accommodate up to a 5% increase of guests over the guaranteed number at an added cost. The guaranteed number is not subject to reduction.

 

PAYMENT

Four months (120 days) prior to the event date 50% of the contracted minimum spending amount is due. Please note this amount is excluding the booking deposit. Ten (10) days prior to the event date, full payment of the estimated cost of the event is due. These payments must be made by cheque to Swaneset Bay Resort or you are welcome to arrange a time with the catering department to come in and pay via debit or credit card.

For all events, any outstanding charges following the event will be processed to the above credit card. Compound interest at a rate of 2% per month (24.867% per annum) will be applied to any unpaid balance, calculated from your event date forward. In the event of an "overpayment", the Club will issue a refund cheque within its current billing cycle.

 

PRICES

All prices are stated exclusive of taxes and service charge. Prices are subject to change without notice. Prices subject to applicable provincial tax (GST/PST) and 15% service charge.

 

LIQUOR LAWS

The liquor regulations as set out by the Province of BC prohibit service of alcohol after 12 midnight. The host agrees to indemnify the Club for any claims arising out of negligent or wilful acts by the host or any of its guests. The host is responsible for the conduct of guests and damages caused with intent incurred to the property, equipment or employees of Swaneset Bay Resort. The Club reserves the right to discontinue service to all guests. The host shall remain liable for all amounts owed to the Club and shall have no right to obtain a refund of any deposits paid to the Club. Children are permitted in designated function areas only and must remain under adult supervision at all times.

Cash and Host bars must exceed $400.00 in revenue to waive a $25.00 per hour (minimum 4 hour) charge. Statutory holiday $35.00 per hour.

Swaneset reserves the right to offer a cash bar at any evening function.

 

FOOD AND BEVERAGE

No food of any kind, except Wedding Cake, may be brought on to the premises. The Club must provide all food and beverage including any alcoholic beverages. Corkage events are respectfully declined. Wine or liquor bottles as guest favours are not permitted.

A service charge of $1.50 per guest will be charge for the optional service of cutting/ plating of specialty cakes. Specialty cakes are the only food item permitted to be taken off the premises by the client. Substitution of wedding cakes for desserts included in our menus is not permitted.

Swaneset does not offer food tastings for buffet menus. Swaneset will offer a complimentary food tasting for 2 guests for plated menus. The food tasting includes 2 appetizers/salads, 2 entrées, and 2 desserts. For plated meal, Swaneset can provide a pre-selected, entrée option for guests for an additional $5.00 per person, per entrée option.

 

ADDITIONAL TERMS & CONDITIONS

There will be a $50.00 charge added to the master wedding account in the event that the bridal room key is not returned to the Banquet Manager or Reception desk at the end of the event.

All guests must depart the banquet room at or before the function "Guest End Time" stated above. Any function closing after its scheduled end time will be subject to an additional $300 per hour labour charge (plus applicable taxes) for any hour or fraction of an hour. All vendors must depart the Clubhouse by 1:30am to avoid the $300 per hour labour charge.

Performance Fees - Swaneset is obligated to charge the following tariffs to your event:

SOCAN - Tariff #8 - $ 29.56 without dancing, $ 59.17 with dancing plus tax. http://www.socan.ca/licensees/faq-licensing

ReSound Fee Tariff No. 5 - $ 13.30 without dancing, $ 26.63 with dancing plus tax. http://www.resound.ca/en/resources/faq.htm

The Club assumes no responsibility for the damage or loss of any articles left on the Club's premises prior to, during, or following a function. Any items left behind will be held at Swaneset for pick up for up to 7 days after the event.

Swaneset Bay reserves the right to hold more than one function on the property at any given time.

A floor plan outlining the setup of the ballroom is required 7 days prior to the event. A service charge will apply if any changes are made to the floor plan within 48 hours of the event. If table overlays are being supplied, they must be at Swaneset 48 hours prior to the start of the function.

A representative of Swaneset Bay shall make the final decision regarding the location of the ceremony based on weather if your ceremony is anticipated for outdoor.

All suppliers, DJ's and bands are kindly asked to provide their own carts/dollies to move their equipment.

The Catering Department must be consulted prior to the set up of any displays, etc. The use of nails, staples, glue or any like materials are not permitted on any walls, doors blinds, or ceilings of any function room. The host shall be responsible for any damage or loss to the property of Swaneset Bay.

Firework displays of any sort must be discussed and approved by your Catering Events coordinator 30 days prior to your wedding date in order for Swaneset to make the appropriate arrangements for this event to take place on or in our property. The use of smoke or fog machines is not permitted.

The use of chiavari chairs are not permitted.

The use of confetti or rice is not permitted inside the clubhouse or on the grounds. The use of lose petals is not permitted. Swaneset does not allow helium balloons in the clubhouse.