An A.W. Tillinghast Design

Policies & Procedures

Room Rental

Room rental rates apply to all non-member sponsored functions.  Room rental fees are waived for all active members in good standing.  For Ceremony and Reception Packages members receive $200 off the listed price. 

Contract & Deposits

A contract must be signed and returned to confirm the event.  All deposits are required for Friday & Saturday night events, golf tournaments and non-member events.  Deposits are non-refundable as well as non-transferable and will be quoted at the time of booking.  The deposit will be applied to the balance of the bill. 

Food & Beverage Minimums

There is a food and beverage minimum for all rooms including member and non-member sponsored events, which is exclusive of the 7.375% sales tax, 9.875% liquor tax and a taxable 20% service charge.  If you do not reach the minimum in food and beverage you will be charged the difference as an additional room rental.

Billing & Payment

All non-member events will be given an estimate for full pre-payment 10 days prior to the scheduled event.  Any additional payment will be required the week following the event.  Overpayment will be refunded through the Accounting Department the week following the event.  Personal checks, Visa/MasterCard, American Express, cash or cashiers check will be accepted as payment, but will not guarantee confirmation until funds clear RGCC’s bank account.

Cancellations

All cancellations must be received in writing and all fees vary depending upon the contract.  Any cancellations within 7 days are subject to the full estimated cost of the event for all member and non-member events. 

Sales Tax & Service Charge

All menu and liquor prices in this packet are subject to a taxable 20% service charge.  Both the menu prices in this packet and all service charges are subject to the 7.375% sales tax and 9.875% liquor tax.

Guarantees

Three business days prior to your event, contact the catering office by NOONwith a guaranteed number of guests that will be attending.  This is the minimum number of guests you will be charged for your event.  The actual number served over the guarantee will be billed.  If no guarantee is submitted, we will consider the last number given to the catering office to be the guarantee.  **Rochester Golf & Country Club reserves the right to substitute an alternate room should the projected attendance fall below the original estimate. **

Food & Beverage Regulations

All State and Federal laws concerning the service of food and liquor, fire code and all other government regulations bind RGCC.  All food and beverage (with the exception of a specialty cake or dessert from a licensed provider) must be provided by RGCC and served by RGCC associates.  All food and beverage provided is to be consumed during the function and may not be removed from the property. 

Smoking Policy

There is absolutely NO SMOKING allowed inside the Clubhouse.  Areas outside have been designated as smoking areas.  Smoking areas must be kept in an appropriate manner to avoid losing smoking privileges.  The client is responsible for informing their guests of the smoking policy. 

Vacate & Last Call Time

Last call at the bar is at 11:45 pm.  The bar and entertainment must end at 12:00 am.  Guests must begin to leave at this time.  The Clubhouse closes at 1:00 am and all guests and vendors must vacate the premises by this time.  This is to allow sufficient time for guests to make arrangements when vacating the premises.

Patron Responsibility & Damage Charges

All clients and their guests agree to abide by all RGCC club rules and regulations as stated in the club handbook.  The contracted client is responsible for the conduct of and the damage caused by guests.  This includes ensuring the guests arrive and depart at the agreed time and payment for damages and other unforeseen occurrences.  RGCC reserves the right to charge an appropriate damage or cleaning charge if the condition of the room after the event deems it necessary.  Confetti, rice, beads and glitter are not allowed.

Ballroom Entrance, Facility Access & Photography

Please indicate to your guests that they need to enter at the far west Banquet Entrance.  The main clubhouse area, bar, and locker rooms are for members and accompanied guests only.  Non-members are restricted to the banquet areas only.  Photographs must be limited to the ballroom side of the clubhouse.  Outside photographs are restricted to the ballroom balcony and immediate surroundings.

Event Set-up & Tear Down

You are responsible for all set-up of room decorations for weddings and other events, e.g., table centerpieces, table favors, place cards, etc.  Any decorations, centerpieces, candles or mirrors need to be removed and taken with at the conclusion of the event unless special arrangements are made through the catering office.  RGCC also reserves the right to assess an additional set-up fee of up to $25.00 for set-up requirements not made at least a minimum of 24 hours prior to the event date.

Outdoor Ceremony Policy

All ceremonies will take place outdoors.  If the weather is a concern a decision to have the ceremony indoors must be made 24 hours in advance.  For ceremonies less than 140 people, the ceremony may be held indoors in the Cricket Club room.  For ceremonies more than 140 people, the ceremony may take place in the ballroom, on the dance floor, with guests being seated at the tables where they will dine for the reception. 

Alcohol Consumption Policy

As the host, you are accountable for the behavior of your guests.  Please help our staff enforce responsible drinking behavior.  Any expenses incurred enforcing this policy will be added to your bill.

1. No liquor will knowingly be sold to or consumed on Club premises by any person under the legal drinking age. Valid picture identification cards will be requested of any and all persons who appear to be under age.
2. No liquor will knowingly be sold to or consumed on Club premises by any person who, in the opinion of appropriate club staff, is or appears to be intoxicated.
3. In an effort to control alcohol consumption, the staff may proceed as follows when a problem is developing:

• Ask the individual(s) to slow down or stop drinking
• Ask for cooperation from others in the party
• Ask problem individual to leave
• Cease serving a particular group
• Close the bar
• Halt the party
• Call the police

We reserve the right to refuse service to anyone.  These procedures are followed to assure everyone has a safe & enjoyable visit at the Club.

Vendors

It is important for all vendors to contact the catering office regarding set-up time, location, etc.  RGCC reserves the right to control the volume and content of your entertainment.

Coat Attendant

There will be a $75.00 charge for each coatroom attendant for the first four hours.  Each additional hour will have a $25.00 charge per hour.  **RGCC cannot be responsible for lost or stolen articles. **

Menus & Pricing

You may serve up to two entrées as well as a vegetarian option and a children’s meal option for your event.  If you would like to offer your guests more options, you may, but a $1 per person charge will be added to each option.  If you prefer, the catering office may design a special menu.  All prices are subject to change, based on market conditions and incur a 7.375% sales tax, 9.875% alcohol tax and a taxable 20% service charge.  All prices in the menu are priced as per person unless otherwise stated.

Menu Tastings

A food tasting may be pre-arranged through the catering office at the banquet menu price at least one week in advance.  A menu tasting can be scheduled Tuesday through Friday from 1:30pm – 4:30pm.    

Cake Policy

Any licensed bakery may provide your cake for your event.  There will be a charge of  $1.00 per person for cake cutting, plating, service and clean-up.

RGCC has a direct bill with The Buttercream Collection for Wedding & Special Occasion Cakes.  If you use Buttercream, you will be billed by RGCC for the cake.  Please ask for the price per person which includes the cake cutting and serving by RGCC.  You are responsible for making an appointment at Buttercream for a tasting, making your cake selection and scheduling delivery. 

Bartender Charges

A bartender fee of $25.00 per hour will be assessed for all functions requesting a bartender.  This fee will be waived with a minimum of $250.00 per bar spent in liquor sales (not including tax and service charge).

Table Linen & Skirting

Champagne colored tablecloths and a variety of colored linen napkins may be available at no charge.  RGCC will provide champagne or black colored skirting for all events. 

Lost & Found

Rochester Golf & Country Club will not be responsible for loss of personal property, materials, or personal belongings left unattended and/or unsecured.  Items left behind from the event will be disposed of the next day unless prior arrangements have been made.

Audio Visual Equipment

LCD Projector	$100.00
Baby Grand Piano	$100.00
Dance Floor	$75.00
Screen & AV Cart	$15.00
Lavaliere or Cordless Microphone	$50.00
Television (20” Color)	$25.00
VCR or DVD Player Speaker Phone	$25.00 $20.00
Podium	$15.00
Overhead Projector	$20.00
Flip Chart & Markers	$20.00
Easel	$5.00
Mirrors	$1.00 each
Votives (maximum of 3 per table)	$0.50 each
House Centerpieces	$2.50
Fax Machine	$0.50 per use
Copies	$0.10 per copy

 

**Other audio visual equipment available upon request.  All audiovisual equipment is subject to a 7.375% Minnesota sales tax. **

 

Rochester Golf & Country Club
3100 Country Club Road SW | P. O. Box 6877
Rochester MN 55902
Phone: 507.282.2708

© 2010 Rochester Golf & Country Club. All Rights Reserved.