Banquet Policies

Banquets are generally considered to be at least 20 persons.  Less than this amount can be handled as a reservation while our dining facilities are open and our regular menu and Dinner Specials will be offered.  It is always best to call for reservations to make sure we have seating available. All reservations and agreements are made upon, and are subject to, the rules and regulations of the Inn and the following conditions:

Food & Beverage

All food and beverage items must be supplied and prepared by the Inn. No food is to be removed from the property, due to the Inn’s insurance regulations.

Beverage

The Highland Inn, as a licensee, is responsible for the administration of the sale and service of alcoholic beverages in accordance with the Alcoholic Beverage Commission of Virginia. It is the policy, therefore, that any alcoholic beverages purchased in the Inn cannot be taken from the property once purchased at the Inn, or taken from the licensed banquet area to any other location in the Inn. The Inn can make arrangements for you to provide your own alcoholic beverages for a corkage fee. The Inn cannot serve your function any alcoholic beverages if you are providing your own.

Service & Set-Up Charges

Function rooms are assigned according to the anticipated number of guests. If there are fluctuations in the number of attendants, the Inn reserved the right to reassign the function room. The standard room rental will be waived for a function that exceeds $250 in food and beverage sales for a day-time function, and $450 for an evening function. A room rental equal to the difference between the food and beverage charges and the minimum charge will be assessed to reach the $250 or $450 minimum. A twenty percent (20%) service charge is added to all food and beverage charges in addition to state sales tax (5%). If there should be last minute changes to room set-up, lower than expected guarantee counts, or function time extends later than agreed, the Inn reserves the right to assess appropriate charges.

Menus

Our menus represent many of the most popular items requested; but if you prefer, our staff will be pleased to tailor a menu for your specific needs and quote specific prices. To ensure that your menu selections can be made available, please submit them no later than three weeks prior to your function. Prices will not be guaranteed more than 90 DAYS in advance of the function without a signed contract. With entrée meal functions, it is preferred ONE entrée be selected for the entire group. When this is not possible, the maximum number of entrée choices is two and an exact count must be provided. This does not include a vegetarian choice if one is needed. Dinner buffet meals will not be served for less than 30 people.

Decorations/Entertainment

Standard table linens and centerpieces are provided at no charge for your function. Specialty linens and fresh flowers can be arranged for a fee with a two-week advance notice. Any items to be put on function room/lobby walls or any directional signs must be approved in advance by the Inn. Entertainment permitted upon approval of the management.

Guarantees

It is Inn policy that our staff be notified five (5) business days (weekends excluded) prior to your function (by 11:00a.m.) of the guaranteed number of guest attending each event. If our staff is not notified within the time frame specified, the number of guest indicated on the Banquet Event Order will become the guaranteed number, and the client will be charged accordingly. The Inn will be prepared to serve 5% over the guarantee, given appropriate time allowances. Should your estimated amount of revenue decrease by 20% or more, a room rental charge will apply.

Cancellation

To avoid a cancellation penalty, the Inn will require an advanced cancellation notice of 90 days for groups of 60 or more people. Smaller groups will be required to inform the Inn of the cancellation at least 30 days prior to the function. Any cancellation notice not meeting these requirements will be charged 50% of the estimated food & beverage charges contracted.

Deposit & Payment

The Inn requires a security deposit or valid major credit card to secure your function date and space as confirmed. The amount of the deposit varies based upon contracted space and services and will be determined at the time of booking. Any balance is due in full on the day of the function. These payments can be paid by check, cash, or major credit card.

Liability & Damage

The Inn reserves the right to inspect and control all private functions. The client shall indemnify, defend and hold the Inn harmless from and against all claims, actions, damages, liability, and expense to persons or property that may occur as a result of the client’s use of the Inn’s facilities, provided that such claims, actions, damages, liability and expenses arise out of or a result from the actions, inaction’s, omissions or negligence of the client or its agents, representatives or guests. The client will be held responsible for any damages to the building, equipment, decorations, or fixtures belonging to the Inn lost or damaged during the affair due to the activities of its guests. Any property damage will be billed to the client at replacement cost. The Inn will not assume any responsibility for the damage and loss of any merchandise or articles left in the Inn prior to or following the party. Guests agree to be responsible for any damage done to the premises during the period of time that are under your control of any independent contractor hired by you.

The client will acknowledge these Policies and Conditions when they sign our Banquet Event Order.