The White House Hotel

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1 The following policies are designed to assist you (the Customer ) in the planning of your event and provide the guidelines for The White House Hotel (the Hotel ). The Director of Event Operations will work with you to provide additional details and answer any questions you may have. 1. Reservation and Deposit To reserve a specific date for your function, a Reservation Fee/Deposit is required. The Reservation Fee/Deposit will be applied to the final total charges for your function. A Reservation Fee/Deposit of 30% is due at the time Customer and Hotel enter and sign an event contract (the Event Contract ) and is non-refundable, but may be transferred to a comparable event provided that all conditions regarding termination of the Event Contract are met by Customer and all cancellation fees, if any, are paid to Hotel. If any Reservation Fee or other required advance payment is not received when due, catering space and/or overnight guest rooms will be released; an additional 35% of event total charge is due 60 days prior to the date of event and the remaining balance is due no later than 30 days prior to event date. Please include the group name and the arrival and departure dates with the payment to ensure proper crediting. Guest rooming list must be provided thirty (30) days prior to your event and are guaranteed for payment by the Customer if all rooms are not transferred into an attending guest s name or released by mutual agreement of the parties prior to the event. Reservations must be made using your group name to qualify and guest must also provide their own credit card to transfer the room off the master account at the time of booking. Subject to availability, rooms may be reserved for up to two days prior and/or two days after your room block dates with the same discount, if applicable, to the current rack rate for those additional night stays added. All room rates are based on either a single or double occupancy and any additional person staying in a room is subject to a $15 per person, per night fee. 2. Guarantee Please notify the Director of Event Operations thirty (30) days prior to your function with the guaranteed number of guests you expect to attend. This will be considered the guaranteed amount for which you will be charged (plus any assessed room rental charges) even if fewer guests attend. We will be prepared to serve 5% over the guarantee. If your total count served 1

2 exceeds the guarantee, you will be charged for each additional guest. If no guarantee is received by the Director of Event Operations, we will assume the guarantee to be the original figure given to us when planning the event. If the guarantee count is below the original estimate, room rental charges will be assessed. 3. Food and Beverage Except for wedding and groom cakes, The White House Hotel must provide all food and beverages. No Food or Beverage of any kind will be permitted to be brought into or taken from the event space by any guest, any other persons or invitees. All food & beverage charges are subject to change due to market conditions. Firm prices will be guaranteed ninety days prior to the function upon request. The White House Hotel cannot allow leftover food to be brought home by the guests; it is a violation of the Health Code for leftover banquet food to be removed from the event facilities by guests. 4. Cake cutting charge For weddings and other events, arrangement may be made to bring cake into The White House Hotel. Any cake brought into the hotel must be approved prior to the start of the event and is subject to a cake cutting fee of $1.25 per person. The hotel will provide plates and utensils. 5. Alcoholic Beverages The White House Hotel, as an alcoholic beverage licensee, is bound by all local and state regulations governing the sale, service and consumption of alcoholic beverages on its premises. By State Law, no alcoholic or non-alcoholic beverages may be brought into the hotel for a banquet function. On all functions where a bartender is requested, a charge per bartender will be implemented Customer acknowledges that the service of alcohol is subject to the Hotel s rules and regulations and that Hotel may at any time, in its sole discretion, suspend or terminate the service of alcohol to any individual or to a function. If alcohol service is suspended or terminated for any reason, the Hotel will not be liable for any actual, consequential, incidental, special or other damages of any kind whatsoever. Customer agrees to cooperate fully with the Hotel s efforts to comply with and enforce all such applicable rules, regulations and codes. 2

3 6. Menu Selections All menu selections are considered fixed thirty (30) days in advance of the function. Although we provide specific menus for events, we are willing to discuss alternate choices. Please talk with the Director of Event Operations regarding any alternate menu requests. 7. Banquet Room Schedules All events are contracted for specific beginning and end times. The location of your events is available for the agreed-upon times only. The function space may be scheduled for other events prior to and/or following your event. Additional charges for each hour may apply to events that exceed the agreed-upon end time. 8. Coat check The Director of Event Operations can arrange for a hosted coat check at a charge of $75 per coat check attendant providing one (1) attendant for every one hundred fifty (150) guests. Coat check attendants are recommended for groups larger than fifty (50) in Winter season. 9. Decorations Decorations or display items may not be attached to any stationary wall, floor, window or ceiling with nails, staples, tape or any other substance in order to prevent damage to the fine fixtures and furnishings. All decoration supplied by the event organizer must meet with the approval of the local fire department codes. At no time will signs, banners, displays, solicitations or sales be allowed without prior written consent of hotel management. No confetti, dance dust, rice, smoke or any other similar items are allowed inside the premises. Smoke or fog machines are not permitted Additional clean up fees of $100 per hour will be charged if confetti, dance dust, silly string, glitter, rice or bubbles are used inside The White House Hotel or if the room requires excessive cleaning beyond The White House Hotel standard practices 3

4 10. Audio Video Equipment If audio-video equipment is required, arrangements are to be made through the Director of Event Operations. If any such equipment is provided by the Hotel, then operation of such equipment is limited to Hotel employees or contractors and a separate fee will be charged for such operation. Special electrical, telephone or internet needs are be arranged through our Director of Event Operations. Charges will be based on labor involved, equipment required and energy consumed. 11. Entertainment The White House Hotel management reserves the right to control the quality, style, and volume of any entertainment, florists, bakeries, etc. booked by clients. All service providers, including bands, disc jockeys, florists, bakeries, etc., will be required to use the service entrance for all setup. All set-up work must be confirmed and approved by The White House Hotel Management. Stages are not allowed to be brought into the Hotel without prior approval. A liability insurance waiver is required. 12. Non-Smoking Facility The White House Hotel is a smoke-free facility. A $250 fine is assessed for smoking on the premises and per guest room. 13. Security The hotel shall not assume any liability for the damage or loss of any merchandise left in the hotel prior to or following the scheduled event. Arrangements may be made for security of exhibits, merchandise or articles set up for display prior to the planned event. It is important to note that The White House Hotel cannot store materials beyond the last day of the event. 4

5 If additional security personnel are required for the event, the security personnel shall be supplied by the hotel and the cost shall be the responsibility of the Customer. 14. Shipping and Handling If it is necessary for you to ship materials to the hotel, each item should be clearly marked with the following: event name and name of meeting planners, date of event and name of hotel contact. Boxed packages and display materials will be accepted no earlier than three days prior to your scheduled event. The event host is responsible for return shipping of all materials. Please advise your hotel contact of any special arrangements or requirements concerning your materials. In addition, a labor charge will be assessed if the Hotel s assistance is required in unloading boxes or moving items to storage areas. The Hotel should be advised of any items over 100 pounds that will be displayed in any function room. 15. Advertisements All advertisements using the name or image (photos or videos) of The White House Hotel must be approved in writing in advance of any publication. No prices or services advertised are the responsibility of The White House Hotel unless approved in advance. Handbills, flyers, or any other promotional materials are not allowed outside of the banquet room without prior written permission. 16. Payments As noted above, a Reservation Fee is required to reserve specific dates. Final payment of the remaining balance will be due no later than thirty (30) days prior to the event date. The final payment amount is based on the estimated event charges, less the Reservation Fee and any other advance payments received. For all events hosting a consumption bar, estimated charges will include an estimated consumption bar charge. The Hotel reserves the right to charge/credit the credit card on file for any difference between estimated charges and actual charges Cashier's check, business check, certified check, cash, Visa, MasterCard, Discover or American Express are acceptable forms of payment. For deposit or payment by credit card 5

6 please complete and return the enclosed authorization form with a copy of the front and back of the credit card and government issued identification. 17. Cancellation Policy Cancellations received will be subject to a cancellation penalty as follow: 180 days or more prior to the function date 25% of contracted total days or more to the function date 50% of contracted total days prior to the function date 75% of contracted total Less than 90 days prior to the function date 100% of contracted total If an event date is changed with more than ninety (90) days notice, the Reservation Fee will be transferred to the new date with no penalty. 18. Force Majeure If for reasons beyond our control (including but not limited to labor strikes, accidents, government restrictions or regulation of travel, weather, or any other acts of God), the Hotel is unable to perform its obligations, then non-performance is excused with no liability other than the return of the Reservation Fee and any other advance payments. In no event shall The White House Hotel be liable for consequential damages for any reason whatsoever. In the event of a hurricane hitting the direct area, putting us completely out of business at the time of your event ultimately forcing us to have to cancel your event, you will be completely refunded. In the case we are still open, or are able to reopen prior to your event, and are able to clean and return the Hotel and the grounds to the same level as before the storm, making it possible for you to have your event take place, your Reservation Fee and any other advance payment will not be refunded. 6

7 19. Applicable Service Fees and Taxes All goods and services including service, food, beverage, room rental, audio-visual and any other miscellaneous banquet charges are subject to 18% service charge and current Mississippi State tax. All hotel rooms are subject to current hotel tax. Groups requesting tax exemption must submit a tax-exempt certificate thirty (30) days prior to the function date or the tax will be applied and will not be refunded. The Customer agrees that by signing the banquet agreement for services, food, beverage, room rental, audio-visual, all other miscellaneous banquet charges, applicable tax, service charges, and/or guest rooms, you are acknowledging the fact that there is no dispute over such charges and the Customer is fully responsible for payment of the total amount due. Any discrepancies in counts or charges should be identified at the time of signing banquet event order and or contract agreement. In the event the group vacates the premises prior to signing the banquet check, all charges will be considered accurate. 20. Indemnity Customer agrees to indemnify and hold hotel harmless for all injuries, losses or damages caused by the negligence or wrongful acts of customer or customers guests, agents or third party vendors hired by or retained by customers. Customer further agrees to indemnify and hold Hotel harmless for any injuries, losses or damages, including attorney s fees and expenses arriving out of or resulting from event unless such injuries, losses or damages result from hotel s negligence. 21. Breach If customer breaches this agreement, customer agrees to be responsible for all attorney s fees and expenses incurred by hotel in enforcing the provisions of this agreement. - Remainder of Page Intentionally Blank; Signature Page Follows - 7

8 ACKNOWLEDGED AND AGREED: SIGNATURE DATE PRINT NAME CONTACT # ADDRESS CITY ST ZIP SUN MON TUES WED THUR FRI SAT DATE # OF ROOMS + BASE RATE ROOM TYPE/DESCRIPTION QUANITY $ 1 QUEEN BED (8) $10 1 KING BED (19) $20 1 KING BED WATER VIEW (11) (1 A.D.A.) $30 1 KING BED WATER FRONT (6) $40 2 QUEEN BEDS WATER FRONT (9) (3 are A.D.A.) $50 1 KING SUITE (3) $75 1 KING SUITE WATER FRONT (12) $2,500 PRIVATE BRIDAL FLOOR, 8 ROOMS (4 KB, 2 KBWF, 1KBWV, HNMN SUITE) 2 NIGHT MIN. MIDWEEK W/E HOLIDAY BALLROOM $750 $1,000 $1,500 W/ROOF TOP TERRACE $1,750 $2,500 $3,250 FRONT LAWN $750 $1,000 $1,500 POOL DECK (after hours) $500 $800 $1,000 FUNCTION NAME FUNCTION DATE (S) & TIMES *for multiple combinations above, additional fees may incur 8

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