Special Event Planning Guide

Planning your special event can be a fun experience when you work with our knowledgeable staff. For your convenience, we prepared this Special Event Planning Guide to help you through the planning process. If you have questions, just ask! We are here to assist you.

General Guidelines for Private Functions

The Club is delighted to host you and your guests. We are proud of our facility, excellent cuisine, and our staff of professionals who will do their best to make your event successful.

The Board of Directors of the Club has established the following guidelines for private functions held at the Club. These guidelines will not only ensure that your private function is more enjoyable but will make the experience of other members and their guests enjoyable as well.

Member-Sponsored Events: A written note to the General Manager granting sponsorship on behalf of your guest is required. When sponsoring a function, a member assumes full responsibility for the conduct of guests, compliance with Club rules, and any debt incurred by the function. All Special Events will be charged to the Member’s account for any and all charges pertaining to the event. Special account arrangements may be made with the General Manager’s approval.

Decorations:  Decorations are important to create ambiance and setting just the right mood for your guests. The General Manager and assistants can make arrangements for your floral needs or work with a designer of your choice. We ask that all decorations be confined to the room reserved for your function. All decorations must be limited to tabletop or freestanding displays that do not require attachment to the walls or furniture. Additionally, the Club is not responsible for parts of cake displays.  All decorations and cakes should be delivered the day of your function and removed upon departure. The Club will not assume any responsibility for any loss or damage to any merchandise or articles left at the Club prior to, during, or following any function.  No leftover food or beverage may be removed from the clubhouse (with exception of wedding cakes).

Menu Selections and Pricing:  All arrangements for food and beverage must be made through the Club. A special party menu is required for all Special Events. A minimum of twenty-five (25) people is required for buffet service. A party of 25 and under is allowed to order from the menu. Split menu (choice of two entrees) may be selected by a maximum of 40 people. Multiple choice entrée selections are based on management approval. The host will be responsible for distinguishing guest’s choices.  All State and local laws governing the sale and consumption of alcoholic beverages will be strictly enforced. All prices are subject to change without notice. In accordance with State of Texas Health Department regulations, Special Events food cannot be removed after a function. Suggested menus for a variety of functions are found within this brochure. We are happy to adjust any menus to meet your individual needs and desires. A Service Charge of 18% and 6.25% Sales Tax will be added to all Food and Beverage charges. If your group is tax exempt, a copy of the tax-exempt form must be faxed or mailed in advance of the engagement.

Rooms: To ensure that your function is indeed “private”, Club rules require that all activities be confined to your reserved room(s). All private function rooms scheduled during the day must conclude by 5pm. Evening functions may begin at 6pm and must conclude by the scheduled closing time of the Club. The Club reserves the right to reassign your room if the guarantee drops below or increases beyond the capacity of the room reserved. As a reminder, the Lounge Bar is for Club Members and their guests use only. If you desire a private bar or cocktail service this can be arranged for you.

Accommodations:

** Seating varies according to table arrangements

Fees: Facility Fees are not charged for Member events.

Facility Fee for Non-Member – Member Sponsored Events:

Wasson Room                 Non-Member $50.00

Rivier Room                    Non-Member $100.00

Venetian Room               Non-Member $100.00       

The Pool side Patio         Non-Member $50.00 plus $25.00 per hour for lifeguard

Back Patio                       Non-Member $50.00         

The Ballroom                   Non-Member $350.00

Dance Floor                     $150.00

Whole Club                      $500.00 

Member-sponsored gatherings must pay the facility fee at the time of booking the Club, as a non-refundable deposit.

Guarantees: Final guarantee of expected attendance is due 48 hours prior to the scheduled function and 72 hours in advance for function held on Sundays or Tuesdays. If a guarantee count is not received, your last count received will be considered the final count.

YOU WILL BE CHARGED FOR THAT COUNT.

Cancellation Policy:

Room                    No Charge     50%           75%         100%

Ballroom                 90 days          60 days      30 days     Less than 30 days

Rivier Room          60 days          30 days      15 days     Less than 15 days

Venetian Room      30 days         15 days         7 days     Less than 7 days

Price of room rental!

All charges subject to General Manager’s discretion.