2011 Banquet Policy
Room Fees & Deposits

Dye Room   Max. 16 person occupancy 
Room Rental: $30.00 w/food, $150.00 w/o food. 
Waived if: $250.00 food minimum is reached at Lunch.
Waived if: $350.00 food minimum is reached at Dinner.
                                                                                    
Back Nine      Max. 60 person occupancy  Deposit - $300   
Room Rental $200.00 w/food, $300.00 w/o food, up to 4 hours, add $100 each additional hour         
- Deposit refunded for a luncheon banquet/meeting at a minimum of $350.00 food and beverage.
- Deposit refunded for an evening banquet/meeting at a minimum of $700.00 food and beverage.

Dining Room       Max 175 person occupancy     Deposit - $1000
Room Rental: $800.00 w/food, $1000.00 w/o food, up to 4 hours, add $100 each additional hour       
- Deposit refunded for a luncheon banquet/meeting at a minimum of $1500.00 food and beverage.
- Deposit refunded for an evening banquet/meeting at a minimum of $3000.00 food and beverage.
 
Whole Club Rental   (Requires Board Approval) Max 250 person Occupancy
$3,000.00 w/food, up to 5 hours, add $300 each additional hour, not available w/o food
- Deposit – $2000 Minimum to rent: 200 people
- Depoist refunded for an evening banquet at a minimum of $7000.00 food and beverage.

*Without food applies to seminars and business meetings. Not applicable for parties and receptions.

Banquet Policies

Deposit & Payments
* HTGC requires a deposit for all scheduled functions.  Deposits must be paid by check and will then go toward the balance of the final bill if minimum spending is met.  The deposit is applicable to any charges incurred by the individual or group hosting the function.  The Club will retain the deposit if the function is cancelled less than 60 days prior to the scheduled event, or if there are any damages to Club property.
* One-half (1/2) of anticipated balance must be paid within 2 months prior to event.  Balance to be paid the evening of the event when final check is presented, unless prior arrangements are made with Banquet Manager.

Use Periods
* Set-up of the room will be allowed no earlier than 4 hours prior to event unless special arrangements have been made prior to event.
* Beginning and ending times for function rooms may be required because of the Club’s schedule of events.  All events are scheduled for maximum 4 hours.  An additional fee of $100.00 per hour will be charged after the 4 hour period.
* HTGC requests that nothing be posted, nailed, taped or otherwise attached to walls, floors or other parts of the building or furniture.  Items attached to ceilings and walls must have the expressed approval of HTCG Management prior to event.

Equipment
* Microphone, screen, tables and chairs are considered a normal part of setup.  Groups must supply their own audio-visual equipment.  Special services such as special linens, candles, candle holders, mirrors, etc. are available with applicable fees.

Cancellation Polices
* Any guaranteed function that is cancelled less than 60 days prior to the date of the event will be subject to forfeiture of all setup charges and deposits.

Loss, Theft & Damage
* HTGC cannot assume responsibility for damage or loss of merchandise or articles left in the Club prior to or following the event.  Articles,  such as decorations, must be removed at the completion of the function.
* In the event that you or your guests damage HTGC property, you will be held fully responsible for all replacement costs and repair charges as determined by Club Management.
* The Person/Company booking the event will assume responsibility for any damages that may occur during a function.

Menus
* The Club will provide all food and beverages for all functions.
* Set menus (one predetermined menu for all guests attending a function) are required for luncheon and dinner reservations of 15 or more.  The menu is limited to one choice, with the exception of buffets, dietary restrictions or where religious beliefs demand.
* Menus must be completed with the Banquet manager at least ten (10) days in advance of the event.  HTGC reserves the right to select a menu if the person or group hosting the function fails to make the menu arrangements prior to the deadline.  No menus will be changed within five (5) days in advance of the function.
* Food remaining after everyone is served cannot be taken home.

 Bar Service
* The Club will provide all food and beverages for all functions.
* In compliance with Indiana law, no one under the age of 21 will be served an alcoholic beverage.  HTGC reserves the right to require proper identification and to refuse service if there is a question concerning the age of a member or guest.
* Anyone bringing alcoholic beverages on the Club property will be asked to leave.
* HTGC staff reserves the right to halt the service of alcoholic beverages to any person or to an entire banquet.                    

Entertainment
* Entertainment will be provided by the Host of the function.  The name and phone number of the entertainer will be given to the Banquet Manager of HTGC, that they may be contacted as necessary for their set- up requirements.
 
Reservations / Guarantees
* A guarantee for the exact attendance must be made 1 week (7 days) prior to the event.
* Additional number of people attending over the guaranteed number of people will result in being charged one and one-half (1-1/2) times the price of the per person charge.
* Guarantees are not subject to reduction after the guarantee is received.  The charges will be based on the guarantee or the actual number of guests attending the event whichever is greater.
* If no guarantee is received by the deadline the group will be billed according to the maximum of the expected count given.
* Prices will be based on the final count given to management.

 Prices, Charges & Billing
* Menu prices cannot be guaranteed more than 30 days in advance of the event and are also subject to market fluctuations.  All food and beverages are subject to a 9 percent Indiana Sales Tax and a 21 percent service charge.
* Tax and service charges are calculated on food and beverages only.
* An individual statement will be given for each function.  Charges not paid in full within 30 days are subject to a $50.00 late fee.
* There is a $.75 per person charge for HTGC staff to cut and serve any cake brought into the Club.
* A room fee will be charged on all functions and will be based on the room required for the function. Harbour Trees reserves the right to move the function to a larger or smaller available room based on the final count given to management.

Dress Code
The Harbour Trees Golf Club dress code is as follows:
* Proper attire is required in the Club House at all times.  The dress code is applicable to everyone twelve (12) years and older.
* Proper attire for men consists of shirts with collars, crew neck shirts, tailored walking shorts or slacks.
* For ladies, proper attire consists of tops with collars or rounded neckline and tailored shorts, slacks or skirts.
* Cut–off shorts or jeans, ragged or torn garments, jogging–style shorts, sweats, short–shorts, undershirts and tank tops are not allowed for men or women. 
* Furthermore, blue jeans are never allowed in the Main Dining Room.

Tax Exempt
* The state requires that Harbour Trees Golf Club have a copy of your State Tax Exemption Certificate on file prior to the date of the event to receive tax exempt status.

For Your Function…

Thank you for considering Harbour Trees Golf Club for your function.  Please review the enclosed information and menus and contact our Banquet Manager to finalize your banquet details.
 
WE ARE HAPPY TO CUSTOMEIZE MENUS FOR ANY OCCATIONS!
 
WE WILL PROVIDE:
- Standard setup and clean up
- China, glass & silverware
- Standard linen
- Standard centerpiece
- Cake table - Gift Table
- Cake knife & Flutes for toasting if desired
- ALL Food and Beverages (except wedding cake)

YOU MAY PROVIDE:
- Printed napkins
- Cake knife & service utensils
- Special effects (balloons, floral arrangements & entertainment)
- Cake – delivery and set up

WE CAN ASSIST YOU WITH:
- Additional labor for special setups (billed at an hourly rate)
- Entertainment recommendations
- Special equipment rental
- Audio equipment rental
- Specialty Ice Carvings
- Linen – special colors
- Centerpieces, candles, etc.
- Specialty desserts
(Above items are billed to you at an additional cost)