Guest Number Guarantees

A guarantee of the number of people attending each food function is required by 12 noon, seven (7) working days prior to the function, after which the count may be increased only. Should this guarantee not be received by the deadline, the original count booked in the contract will be considered your guarantee, and you will be charged accordingly. In the event the actual attendance exceeds the guarantee, you will be charged for the actual attendance. The responsibility for providing the guarantee lies solely with the engager.

Tax and Gratuity

Please add 20% taxable service charge and 8.25% sales tax to all food and non-alcoholic beverages. Add 20% taxable service charge to alcoholic beverages. Meeting room rental fees incur a 6% tax.

Tax Exemptions

Groups that qualify for tax exemption status must submit a valid Texas State Sales and Usage Tax Exemption Certificate and/or a Texas State Occupancy Tax-Exempt Certificate to the Hotel at least two (2) weeks in advance of the function. All certificates are verified through the State of Texas Comptroller’s Office. Any educational institutes outside the State of Texas that are considered tax exempt in their State are not considered tax exempt in the State of Texas.

Function Specifications

In order to assist you in planning a challenge-free event, we request that your final specifications for room set-up, menus, audio-visual equipment and schedule of event be communicated to us no later than three weeks prior to the week in which your function occurs. Additionally, we require all banquet event orders to be signed and returned to your catering manager. Please note: Function rooms are held only between the hours indicated on the client’s final contract.

Surcharges

1) Bar setups require a $175 fee as well as an attendant and/or bartender at a surcharge of $35.00 each per hour of service and an additional 2 hours for set-up and clean-up.
3) Extensive set-up may require additional labor fees.

Deposits and Payments

A deposit is required for all events to consider them confirmed and definite. Payment is due for all social functions seven (7) days in advance, to consider them confirmed and definite. Deposits are non-refundable. Payment of the remainder is due in advance unless credit has been established to the satisfaction of The Sanford House. Certain types of events booked for certain dates, may require full payment at the time of the booking, at the discretion of The Sanford House. Approved direct billings are due in full within 30 days of receipt.

Safety and Security

The Hotel does not accept responsibility for the damage or loss of any articles left in the Hotel prior to or following a meeting and/or banquet. Arrangements may be made in advance for security of exhibits, merchandise or display items, through the Hotel. The Hotel reserves the right to require security guards for any function, at the client’s expense.

Event Room Assignments

Event Rooms are assigned on the basis of expected attendance, and are subject to change pending the final guarantee.

Food and Beverage

The Catering Department is happy to suggest additional menus, theme parties, wine selections, and more to suit your special needs. The Hotel does not permit any food items or alcoholic beverages to be brought into the banquet rooms from outside sources with the exception of wedding cakes. The Hotel is the sole licensed agent for the sale and service of alcoholic beverages under the authority of the Texas Alcoholic Beverage Commission; and, all laws and restrictions pertaining to the above are enforced.

Meeting Room Rental

Meeting room rental has been calculated based on sleeping room pick-up and/or planned food and beverage functions. Should these arrangements change, resulting in a decrease of expected revenue of 25% or more, meeting room rental fees will increase accordingly and be added to your master account.

Cancellation Fee

Should it become necessary to cancel your event, a cancellation fee will be assessed. The fee is based on the estimated value of the event and the amount of advance notice given. The fee is specified on the contract. Payment is due within (30) days of receipt of the invoice.

Liability

The Sanford House assumes no responsibility for losses, damages and claims arising out of injury, damage or loss of it’s or any exhibitors’ displays, equipment or other property brought upon or sent to the premises of the Hotel and shall indemnify the Hotel, it’s agents, and employees from any and all such losses, damages and claims.

Disclosure of Service Charges

When the services or products of an outside vendor are engaged and the resulting charges are added to the client’s master account, The Sanford House reserves the right to mark up such services and products a minimum of 15% to cover handling and administrative expenses.

Parking

For your convenience, The Sanford House offers Valet Parking. Fees may be charged for certain events requiring parking with a charge of up to $10 per car.