Guest Number Guarantees

A guarantee of the number of people attending each food function is required thirty (30) 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 a 20% taxable service charge and 8% sales tax to all food and non-alcoholic beverages. Add 20% taxable service charge and 8.25% sales tax to all alcoholic beverages. Event servers are charged at $25 per hour of service and the additional time for set-up and clean-up. The number of servers for your event will be determined by the Event Coordinator.

Surcharges

Bar set-ups on the Grand Courtyard require a $500 fee which includes set up, breakdown, service, and security. Depending on the number of guests you are expecting, multiple bar set-ups may be needed for your event. For the Renoir Room or Renoir Patio, the bar in the Renoir Room requires a $200 set up fee, and a bartender will be booked at $35 per hour. The Event Coordinator will determine the number of bar set ups and bartenders needed for your event. Extensive set-up may require additional labor fees.

Cancellation Fee

Should it become necessary to cancel your event, notice of cancellation will need to be made in writing to The Sanford House. If cancellation occurs within 30 days of the event, the Client is responsible for 100% payment of the contracted food and beverage rates, grounds fees, package fees, room rental fees, and other rentals that have been contracted by The Sanford House on behalf of the Client. The Reservation Deposit, the Advance Payment, and any other payments made by the Client in advance of the event are non-refundable.

Parking

The parking lot adjacent to the Manor House is reserved for overnight guests. The Sanford House has a large parking lot adjacent to the spa for guests to use during any booked event.

Deposits and Payments

A deposit is required for all events to consider them confirmed and definite. To reserve a date for either event space, a contract must be signed with an average deposit of $2,000 for the Courtyard and $1,000 for the Renoir Room. 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 Sanford House 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 Sanford House 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 Sanford House 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.

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.