The Hermitage Inn Restaurant
7134 Main Street, Clifton, Virginia 20124
Restaurant Telephone 703.266.1623 Facsimile 703.968.0259
Website: hermitageinnrestaurant.com
Updated and
Effective for all Events Booked After March 21, 2003
General Information
& Confirmation for Private
Functions
Billing / Minimum Guarantees
AT THE TIME OF BOOKING, A NON-REFUNDABLE DEPOSIT of $1000.00 will be required to retain the Main Dining Room and Conservatory. Along with this signed document, this deposit will confirm your reservation and will be applied to the final bill on the day of the event. (For small event the deposit will be adjusted for the number of guest)
SEVEN DAYS PRIOR TO YOUR FUNCTION, a minimum guarantee of the exact number of guests attending your function will be required. This will be considered a "final count" for which you will be billed.
ON THE DAY OF YOUR EVENT, THE
FINAL BALANCE must be paid at the end of the function. This may be paid
with a credit card, a certified check or cash. Personal checks will not be
accepted for final payment.
Cancellations
Cancellations must be received in writing
by the Hermitage Inn at least thirty days prior to the event. If the event is
canceled less than thirty days prior, 50% of the total estimated food, beverage
& tax, as calculated by The Hermitage Inn on the Banquet Event Order, will be
required and must be remitted in full within fourteen days of canceling.
Menu Selections
It is recommended that you schedule an
appointment with the Event Manager 6 to 12 weeks prior to your function to
discuss menu selections and the logistics of your event. We will need the
breakdown of your guest entrée selections. Final Menu Selections
are required at least FOURTEEN (14) days prior to the date of your function. No
changes will be accepted after this point. (Menu selections are continually
updated and subject to change from time to time.)
Pricing
Our best efforts will be made to control
prices. However, due to circumstances beyond our control, including seasonal
changes and normal fluctuations in prices of fresh produce, meat, fish and
poultry, pricing is subject to change without prior notice.
Alcoholic Beverages
The Hermitage Inn Restaurant is regulated
by the Virginia State Liquor Commission. We are responsible for regulating the
consumption of alcoholic beverages. None may be brought into The Hermitage Inn
for any function. UNDER NO CIRCUMSTANCES will The Hermitage Inn
allow persons under the age of 21 years to consume alcoholic beverages. The
Hermitage Inn reserves the right to refuse to serve alcoholic beverages, in
accordance with Virginia law.
Seating Capacities
The following areas are available for dining and for private functions. It is the sole right of the Hermitage Inn to utilize unreserved space as needed for regular public dining or private functions. The following lists seating capacities. Space is reserved for private functions based on estimated attendance provided by the client. Should estimated attendance increase or decrease significantly, the Hermitage Inn reserves the right to adjust the reservation as deemed appropriate by management.
Banquet Space: Required Minimum -Maximum Seating Capacity
"The Hennesy Room"..........................................................................................40-90 Persons Sit Down Dinner
40-90 Persons Cocktail Reception
"Hunt Room" ......................................................................................................20-40 Persons Sit Down Dinner
20-50 Persons Cocktail Reception
"Presidential Suite"............................................................................................. 10-20 Persons Sit Down Dinner
"Main Dining Room" ......................................................................................55 - 106 Persons Sit Down Dinner
55-120 Persons Cocktail Reception
"Conservatory"...................................................................................................40 -70 Persons Sit Down Dinner
40 - 100 Persons Cocktail Reception
"Main Dining/Conservatory...........................................................................80 - 150 Persons Sit Down Dinner
80 - 175 Persons Cocktail Reception
Minimum Requirements
In order to book a private event at The
Hermitage Inn, total food & beverage expenditure must meet or exceed the minimum
requirements specified by The Hermitage Inn. Gratuity, Sales Tax and Rental Fees
are not considered in the minimum requirement. Furthermore, a minimum number of
guests is required to book each room. A detailed schedule which specifies
minimums required is available through the Event Manager.
Daytime Events
Events occurring between 11 am and 4:30 p.m. , generally require a lower minimum and special discounts may apply.
Allotted Time for Events
The Hermitage Inn allows four and a half hours for your function, from start to finish. Set up and breakdown is taken care of by the restaurant and included in the banquet price.
Wedding Ceremonies
Effective for events booked after January
15 2003, Wedding Ceremonies are no longer permitted at the Hermitage Inn.
Use of the Conservatory
The Hermitage Inn is constructing a
Victorian style conservatory which will enclose the existing patio area. This
area will be available to rent for private events. A separate rental fee for the
conservatory will apply.
Place Cards and Table Numbers
If you are planning a seated dinner with a choice of entrees, you will need to provide place cards indicating the guest's name, table number (if applicable), and in the top right corner a letter representing their entree preference.
If you assign tables: Place cards will be set out in alphabetical order on a small table for your guests to pick up and carry with them to their table. You MUST organize your place cards in alphabetical order and provide a seating chart for our staff. You MUST provide your own table numbers, if needed.
If you assign seats: Place cards
will be set at the designated place settings. You MUST organize your place cards
by table and in the order that they will be placed on the tables. You MUST
provide a seating chart. You MUST provide your own table numbers, if needed.
Wedding & Specialty Cakes
Clients may provide their own wedding &
specialty cakes, which our staff will cut and serve for you at no additional
charge. Please arrange for your cakes to be delivered approximately one hour
prior to the start of your function. The Hermitage Inn is not responsible for
setting up your cake and does not have space available to refrigerate your cake.
No other food may be brought into the restaurant.
Music & Entertainment / Dancing
Dee Jays, live music and entertainment
are allowed to perform for special functions at The Hermitage Inn with prior
approval from Management. Your entertainment should complete their set up at
least 30 minutes prior to the start of your function. Music must be kept at a
reasonable level. Dancing is allowed with prior approval.
Linens
Standard table linens are available in
champagne, white, burgundy and hunter green at no additional charge. Specialty
linens including florals, stripes, sheer overlays, lace, damasks, etc, are
available to personalize and upgrade your reception at an additional charge.
Parking
Ample Free Parking is available to your
guests.
Children
Because there are many areas in the
restaurant which could be a potential hazard to children, we recommend that you
limit the number of children invited to your event. Children attending a
function at The Hermitage Inn must be strictly supervised at all times.
As a general rule, a maximum of 10% of your group may consist of children 13 and
under.
I have read and understand the
information provided above and agree to adhere to the policies of The Hermitage
Inn. I understand that space has been reserved for my function based on the
information I have provided and that the Hermitage Inn reserves the right to
move my function to a more appropriate space, should attendance increase or
decrease significantly. I understand that the Hermitage Inn reserves the right
to change policy and pricing without prior notice.
Client Name(s):
Event Date:
____________________________ Event Time(s): __________ to ___________
Estimated No. of Guests:__________________________
Banquet Space Reserved: ___________________________________________________
*To Book this Space, a Minimum of _____ Adult Guests is Required and the Minimum Food and Beverage Expenditure Required is $____________.
Rental Fee:____________________ for_____________________ Hours
Deposit: (NOT REFUNDABLE UNDER ANY CIRCUMSTANCE)__$_______________
_____ __________ ____________________________________________
Client Signature & Date
Client Mailing Address :
_____________________________________________________
_____________________________________________________
Client Phone Number(s):
(____________)
________________________________________ Home
(____________)
________________________________________ Work
(____________)
________________________________________ Cell
e-mail:___________________________________________________