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Banquet Policies

Deposits, Payments & Cancellations

Deposits are determined by our sales staff. A deposit is required to hold the date of the function. There will also be a second deposit required at the time you give your final head count. This deposit will be the total amount of all contracted items known prior to your function. The balance of your bill will be due the evening of your event. All functions will be invoiced on one bill. Only one payment will be accepted for any one event. It is the responsibility of the organizer to obtain all monies from individuals prior to the event. We accept cash, all major credit cards and bank certified checks or money orders. We will accept personal checks for deposits prior to your event. Personal checks will not be accepted on the day of your function for the balance of your bill. There will be a $100.00 fee applied for all bounced checks.

Clients may cancel the confirmed arrangements no later than 12 months prior to the date of the event for a refund of deposits. After that date, the deposit is nonrefundable. If you cancel 7 days or less from your function date, you will be responsible for the full payment of all items as they were contracted. There are no refunds for weather related cancellations. In the event of weather issues, you may reschedule your party to another available date.

Guarantees & Notification of Numbers

Final guest counts are due 14 days prior to the event. If the actual number of guests exceeds the final count, the host or hostess will be charged for the final attendance number. There are no refunds for number reductions or no-shows after the final guest count has been given. Absolutely no changes may be made to any parts of your function 72 hours prior to the event commencing.

Alcohol Policy

All alcoholic beverages served or consumed on the property must be supplied by the Inn. This applies to all guests before, during and after the event. Any alcohol not supplied by the Inn will be confiscated in accordance with Maryland State law. No alcohol may be consumed by any persons less than 21 years of age at the facility. If anyone is caught purchasing alcohol for an individual that is underage they will both be asked to leave the property. A responsible adult must supervise all minors. Old South Mountain Inn and its staff reserve the right to refuse service to anyone.

Cleaning & Damages

Throwing of rice, birdseed, confetti, rose petals or the scattering of any other celebratory material is strictly prohibited. Bubbles are not permitted to be used inside the building; however, please feel free to use them outside the building. We do not allow the use of sparklers on the property. Your guests are strictly prohibited from decorating the bride/grooms vehicle with any property belonging to the Inn. This is to include toilet paper found in our restrooms. In addition, if someone cleans off a vehicle that has been decorated, the materials need to be properly disposed of. There may not be any decorating materials left in the parking lot of Old South Mountain Inn. The event planner will be charged a minimum of $250.00 for clean-up of the property if excessive cleaning is needed or if any damages occur as a result of your function. Also, if any of the above listed items were used inside or outside the building the clean-up/damage fee will be applied. Additional fees will be assessed as necessary based on the depth of cleaning needed.

Gratuity and Sales Tax

All food and beverage are subject to gratuity and Maryland State taxes. These include 6 % sales tax on food, 9% sales tax on alcohol and 18% gratuity. Maryland State law requires that all groups of 11 or more be charged a 6% tax on the gratuity.

Room Rental Hours

Rental of the rooms are for a 4 hour time period. Fees for the rooms will be determined by the sales staff depending on the room or rooms you require. This fee will include all set up and clean-up of your event as well as the usage of all linens, china, glassware and flatware. Event times may not be lengthened during the event. If you exceed the 4 hour period an additional fee will be required. All time extensions must be authorized prior to your function. If the event does not last the duration of the time scheduled, no refunds will be given. You may arrive no sooner than 1 hour prior to your event. If there is a circumstance that you feel would merit arriving more than 1 hour prior to your event, please discuss this beforehand. Please understand that when you have a time scheduled, the room will not be ready until this time. Please have all outside vendors for your party contact us directly for an appropriate time to arrive. We ask that all guests arrive no sooner than the scheduled time. Our staff works promptly and efficiently to see that all details of your function are attended to and ready by your scheduled time. Additional people on the premises can hinder the staff and ultimately the timing of your function.  Garden Room private usage requires a minimum of 65 adult guests.  Civil War Room or Gourmet Room private usage requires a minimum of 25 adult guests.  These areas could also be available for usage on a non private basis.

Seated Entrée Requirements

It is the responsibility of the event planner to obtain guests selections for entrees when the RSVP is made. When the final head count is given 14 days prior, we will need to know how many of each entrée you will need for your guests. This is the count which will be used by the Chef for ordering and preparing the food. Once you have given this count, it cannot be reduced. Also it will be the responsibility of the event planner to provide place seating cards that denote the entrée selection for each guest.This helps alleviate the guests changing their minds once they arrive or for those that just forgot what they have ordered. Suggestions for these cards would be specific colored ribbon, colored flowers, stickers, hole punches or different colored place seating cards for each of the entrees that you selected. These are simply suggestions; however, please inform your banquet coordinator which method you have selected for your place seating cards.

Centerpieces & Decorations

You may provide your own centerpieces; however, no open flames are allowed. An open flame is a flame that is not covered or enclosed by a container of some sort. Candles are permitted as long as the flame is surrounded by some vessel and are unscented. We do not allow the usage of any kind of confetti, rice, birdseed or rose petals inside or outside of the facility.

Miscellaneous

No food or beverage may be brought into the facility with exception of a wedding cake.  There is a $1.00 per person cutting/serving fee that will be added to your bill.  Absolutely no other food or beverage may be brought to your event or on the property.  If you have special needs for food or beverage please contact us and we will do our best to accommodate your needs and requests.

Disclaimer: Prices are subject to change and availability of all menu items not guaranteed.