Hessenland Country Inn

Event Information Sheet

To assist in your event planning, Hessenland’s professional staff has put together an information sheet to ensure your special event is a success.

Complimentary Suite Accommodations
The wedding couple will receive a complimentary night of accommodation in the Coach House suite East (view the suite online) with 80 dinner guests or more and 65 dinner guests for the Garden Room (Coach House Suite West or Tower Suite- subject to availablity and couple request) Should additional cleaning above and beyond the normal requirements occur in the suite after the function then a cleaning surcharge of $85 / hour will be billed on the final invoice.

Confetti, Rice, Glitter, Wax and Additional Cleaning
We regret to inform you that confetti, rice, glitter, etc. is not allowed in or around the buildings. Use of confetti, rice, glitter, etc, additional cleaning above and beyond the normal requirements after the function or wax is spilled (caused by the wedding couple or their guests) on table clothes, chairs, carpet or any part of the Coach House and/or surrounding buildings, will result in a minimum $500 clean-up charge.

Deposit & Cancellation Policy
A non-refundable deposit of $1500.00 must be paid to guarantee the reserved date.  

Should the group/party named on the agreement form cancel the function at Hessenland Country Inn the deposit is forfeited.

Minimum Banquet Expenditure
Any function held on a Saturday during the period from May 1st to and including October 31st, Hessenland Country Inn requires a minimum banquet expenditure of $7000 for the Coach House and $4000 for the Garden Room, excluding any applicable taxes and gratuities.

Rental Fees: Coach House & Garden Room
Coach House $950.00
Garden Room $625.00
(Includes set-up, clean-up, table wares and linen and use of surrounding grounds and gazebos). Please note: should a wedding package be chosen then the room rental fee is included.

Al a carte ceremony set up (available with the hall booking only and if a package is not chosen)- Set up of white chairs, wedding registry table with white linen $2.75 per person (plus applicable taxes and gratuities) 

Room SetUp and Decoration
The room may be decorated the evening prior to the event, providing there is no function. Removal and moving of any permanent decoration located within the reception hall or surrounding buildings wall mounts, etc. in or around the buildings must be done by Hessenland Staff and will result in a labour charge of $75 / hour.

Payment
The pre-calculated cost of the function incurred at Hessenland less the deposit, must be paid in full 7 days prior to the function date by maximum 50% paid by credit card/debit (Visa or MasterCard or Debit) and the remaining amount by Certified check or Cash. Any costs incurred during the function in addition to the pre?calculated total must be paid within 24 hours after the function date. In the case of an outstanding payment, a monthly interest charge of 10% will be incurred.

Pets
Please be advised that no pets are allowed inside the buildings

Service Charges
PRICES ARE SUBJECT TO CHANGE. Guaranteed prices are given 60 days prior to the event. Prices do not include applicable taxes or gratuities as outlined below:

Starting July 2010 Harmonized Sales Tax will be in effect
• Food  13 %  H.S.T., 15% Gratuities
• Beverages 13% H.S.T., 15% Gratuities
• Décor Services 13% H.S.T., 15% Gratuities
• Should the scheduled time for the meal be delayed by more than 30 minutes without prior notification, a labour charge will be applied to the bill at a rate of $15 per hour per staff member.
• Gratuities are subject to 13% HST.

Socan Fee (Society of Composers, Authors and Music Publishers of Canada).
Hessenland Country Inn will automatically place a Socan fee of $31.21 (2004 fee) for functions without dancing and $63.31 with dancing. By law: In accordance with the Copyright Act, the Copyright board has certified & hereby Publishes the statement of royalties to be collected by SOCAN for the performance or communication by telecommunication, in Canada, of musical or dramatico-musical works in respect of Tarriff No 8 (Receptions, Conventions, Fashion Shows & Assemblies) I.E.Music provided by a Disc Jockey or Live Music (with or without dancing)

Storage Facilities
Due to the limited storage space please note:
• Should the Coach House or Garden Room be available the evening prior to your event, we are able to offer storage for wedding décor, favours and other items.  Otherwise, should your hall be booked the night before, please make arrangements with Liz for storage. 
• Cooler Space: We will be able to offer cooler space for your wedding cake and the flowers for the wedding party. Please ensure you make alternate arrangements for any other flowers to arrive the day of the wedding.

Lost and Found
Any items left behind by the wedding party and guests attending your function will be held for 5 days from the date of the function. Should these items be left unclaimed after the 5-day period, Hessenland Country Inn reserves the right to dispose of the items. Please note items left behind may be mailed back at the expense of the guest.

Wedding Guests Staying at Hessenland Country Inn
All guestrooms and public spaces are non smoking.  We ask that all guests staying at the Inn, register at the front desk. If any smoking or damage has ocurred in guestroom than a minimum charge of $250 will be applied to the guest account.

We kindly remind all of our guests to be mindful of other guests staying at the Inn. Please keep noise to a minimum in and around the buildings, especially guestrooms and after 10pm. Please note that any noise or disruption in guestrooms, or in and around the buildings will result in asking non registered guests to leave the premises or return to their registered guestrooms. We thank all of our guests in advance for their understanding and cooperation and wish them a fabulous time here at Hessenland County Inn.

Choice of Entrée
Hessenland Country Inn would be pleased to offer a choice of entrée for your dinner, please choose 2 entrée selections. To facilitate serving your guests efficiently and with minimal interruptions, we require a floor plan (provided by Hessenland) indicating per table how many of each entrée has been ordered. In addition to the floor plan we require that a symbol be placed at the guest’s seat to indicate what entrée they have ordered. Please note a surcharge of $2.75 per guest will be applied for this option.

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Hessenland Bar Policies

Please note that our bar servers/bartenders have all received smart serve training.  In order to facilitate a pleasurable and safe event the following are the house policies for our bar service:

Fireworks and Fire lanterns

We completely understand your need to individualize your wedding day and at times that would include Fireworks.  We kindly ask you that if this is something you would like to do, please email me and I will send you the informational guidelines.   

Japanese or Fire lanterns are not allowed due to the nature of these lanterns to fall into trees, flow into nearby farm fields and home yards.  We cannot allow this to happen on our grounds for safety, environmental and cleanliness of not only our property but our neighbours. Please also note that this has been an overwhelming request and concern from our neighbours (farms and non farms) and we ask that you respect this policy

Wedding Package Prices
Hessenland Country Inn offers our guests the selection of 4 distinct wedding packages; Deluxe (not avialable on Saturdays, Premier, Premier package with 2 hour host bar & Signature. These packages have been designed to assist in planning your very special wedding day. Each package builds on the preceding package with additional services. Deleting individual components from a package will not change the package price. Guests are not restricted to only selecting from our wedding packages; they are also able to select all services “a la carte”. We look forward to planning and working together with each wedding couple to create a truly memorable occasion.

Guestroom Policy
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A maximum of 10 guestrooms may be booked for 1 night only.  Additional rooms may be available should it be required however it is based on availability.  Should wedding guests book outside the group block then the 2 night minimum policy mayl be in effect. Rooms will be blocked until 8 weeks prior to wedding date, after this date, any rooms held without a guarantee (credit card or deposit) will be released from the block. 

Rooms will be blocked until 8 weeks prior to wedding date, after this date, any rooms held without a guarantee (credit card or deposit) will be released from the block.