Room Rentals & Food Minimums
2013 & 2015 Reader's Choice Award - Best Banquet Facility
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Room & Food Minimums
Room Rental is the cost to rent the venue and includes the set up and break down of tables and chairs, the use of standard linens, plates, flatware, glassware and necessary attendants. The Ceremony Setup fee is applied to the ceremony site only. If you are a member here at Rock Barn Country Club & Spa then the room rental is waived and only the set-up fee (which is half of the room rental) will apply. The headcounts listed below are recommended guest counts for each room. To contact us with questions, please fill out our Request Event Information form
or Contact our Food , Beverage & Events Director, Flame Deal @ office 828-459-3616 | Cell 646-520-5525 or email Events@rockbarn.com
Deposit & Payment
Full payment of the estimated master amount for the event is required five (5) business days prior to the event date. A non-refundable deposit of the room will be required in order for us reserve a date & venue for your event. $1000 deposit for the BlueRidge Ballroom and $500 for Half of the ballroom. Any payments made by credit card a 3% credit card processing fee will be immediately applied. Reservations are not confirmed until the deposit and signed Rental Agreement have been received by our Catering Director, Flame Deal.
A minimum expenditure of $4,500 on food is required to reserve the entire BlueRidge ballroom for all Saturday events unless otherwise approved by Events Director. Any amount not meeting this requirement, or any stated minimum food expenditure, will be applied to the bill as an additional charge. Minimum Food expenditures for all other events are listed in the chart on the previous page. Minimum food requirement is required for each room and space reserved, unless otherwise approved by the Events Director. No outside food and beverage is allowed on premise.
Food and Beverage prices are subject to change. A rental agreement may be signed no more than 90 days and no less than 30 days prior to any event to guarantee food and beverage pricing. Cancellations may be made no less than two months prior to a scheduled event and are subject to cancellation fees of up to 75%. For cancellations less than two week prior to the scheduled event 100% payment will be required based on the signed agreement. No food or beverage may be brought into Rock Barn Country Club & Spa with the exception of wedding and other specialty cakes.
Staffing Charges and Taxes
All food and beverage prices are subject to 22% Staffing Service Charge plus applicable sales tax. These are in addition to, and not included in, the prices agreed upon. Gratuity is not included in all Banquet Event Orders and is optional and discretional upon client satisfaction on service.
Use of Facility
The event is scheduled only for the time period indicated on the Rental Agreement. Times stated will be strictly enforced. Any extension to the time is subject to approval by the Events Director. An overtime fee of $250 will be assessed for each additional hour.
Damage or Loss of Property and Storage
Charges for damages to Rock Barn Golf & Spa property caused by an attendee of any event will be the responsibility of the Host. These charges will be incurred at the actual repair or replacement costs. Rock Barn Country and Spa is not liable for damage to or loss of any items before, during or following an event. The Host assumes the risk for all personal property brought onto the premises, including, without limitation, any packages delivered prior to the event, motor vehicles and property left inside vehicles and coats or any other personal belongs checked at the door for all guests and invitees of said function. Rock Barn Country Club & Spa is not liable for any loss, theft or damage to any property of the Host or Host’s guests for any reason, regardless of any negligence on the part of Rock Barn Golf & Spa. Rock Barn Country Club & Spa reserves the right to charge a cleaning fee of up to $500 for an inordinate amount of trash or debris left in any area of the venue & property due to the negligence of the host or guests. Clients are not expected to break down and remove all decorations at the conclusion of their event, however, the client must make arrangements for all equipment to vacate the property by no more than three (3) business days following the event. After three business days, Rock Barn Country Club & Spa cannot be held responsible for storage.
In order to provide proper service, a guaranteed number of guests must be communicated to Rock Barn Country Club and Spa no less than 72 hours prior to the event. This guaranteed guest count will be used for billing purposes. In the event that a guaranteed number of guests is not communicated, the initial estimated number of guests may be used for billing, set-up, and preparation purposes. You will be billed, If any additional guests arrive on day of your event.
Policies on Alcohol Service
Alcoholic beverages shall not be served to, or consumed on the premises by any person under the age of 21 years. Identification cards may be requested of any person who appears to be under the legal age necessary to acquire alcoholic beverages. No alcoholic beverages shall be served to anyone (member, dependent or guest) who appears to be intoxicated. Members shall not reprimand or abuse the staff under circumstances where the staff’s judgment indicates that service of alcohol to an individual must cease. The member/host shares the responsibility of his/her guest, including under age guests. Alcoholic beverage prices are subject to change.
Arrangements for floral and other decorations must be made by the client. Access to the facilities prior to your event is based on availability and will be scheduled with the Events Coordinator no later than 10 days prior to any event. Rock Barn Country Club & Spa reserves the right to approve any decoration, signage or equipment of the like, prior to usage at any function. Altering or defacing Rock Barn Country Club & Spa property or structures in any way is strictly prohibited.
Available colors for overlay table linens and napkins are White, Ivory, Black, Hunter Green & Burgundy. All underlay table linens are white.