Frequently Asked Questions

Frequently Asked Questions

What kind of deposit do you require?

50% of the banquet room rental is due to confirm your date and is non-refundable. Acceptable forms of payment include credit/debit card (VISA, MasterCard, Discover, and AMEX), check or cash.

Is there a service fee on top of the bill?

Yes, there is a 22% service fee which is added to food, beverage, and alcohol totals.

What does the service fee go to?

The service fee goes “to the house” and pays for things like set-up, breakdown, cleanup, manned stations, etc. It is not gratuity.

Should we pay gratuity?

Gratuity is not required but it is suggested.

What is the tax?

7%

What is the fee or payment schedule?

First, a 50% deposit of the banquet room rental is due upon signing the contract. Second, a 50% of the total estimated revenue is due 30 days prior to the event date. Final payment is due 1 week prior to the event date along with the final guest count. Lastly, host bar payment is processed 1-5 days after event. Credit card authorization is required for host bars and payment is processed after the event.

When is final payment due?

1 week prior to your event date.

Are there any cleaning fees, overtime charges, or insurance fees?

Brookstown Inn reserves the right to charge a damage/cleaning fee, if necessary, after an event. The guest and client must exit per the agreed upon time. The Brookstown Inn has a $1,000,000 liability insurance policy. Security may also be required at the expense of the client.

What is the cancellation policy? (For All Functions)

From Signing to 1 year out …………………………………………………………………………………….. 25 % of estimated total revenue
1 year to 6 months prior to function…………………………………………………………………………50% of estimated total revenue
6 months to 90 days prior to function……………………………………………………………………… 75% of estimated total revenue
90 days prior to event date …………….100% of contracted revenue or banquet event order revenue, whichever is greater

How many hours does the rental fee include, and is there an overtime fee if I stay longer?

The rental fee covers 12 hours from 11 am until 11 pm. If you would like to come in earlier, there is an additional fee of $150 per hour. All events must end by 11 pm in courtesy to our hotel guests. Some exceptions may apply.

How many weddings will be booked on my special day?

Just your wedding!

Do you provide wedding coordinating services?

We do not provide wedding coordinating services. We highly recommend hiring a coordinator, and we are happy to recommend wedding coordinators.

Who will be our point person prior to the day of our wedding?

Your sales representative.

Who will be our point person on the day of our wedding?

Your sales representative along with the Food and Beverage Director.

Can we use an outside caterer?

No. We require you to utilize our in-house catering services.

Can we do a food tasting before we finalize our menu selection? Does it cost extra?

Yes, we do provide a complimentary tasting for 4 guests before you finalize your menu selection. It is complimentary.

Can you accommodate special diets?

Yes, we can accommodate special diets, which we would need to know in advance of the event date.

Do you allow alcohol?

Yes, we do allow alcohol, but it must be purchased and served by the Historic Brookstown Inn.

Do you allow us to bring in our own alcohol?

No, we do not allow outside alcohol.

Are there additional fees for bar staff?

There is a bartender fee of $75 for the first hour and $25 for each additional hour (4 hours max). We recommend one bartender per 75 guests.

What is included in venue rental?

Tables, linens, chairs (ceremony and banquet), plates, silverware, china, and glassware are provided. If you require specialty rentals, we are happy to help.

Do you allow outside desserts?

Yes, we allow outside desserts including wedding cakes. Brookstown Inn is happy to provide cake-cutting services, plates, forks, napkins, and serving utensils for the dessert or wedding cake.

Must I use vendors of your choosing?

We have a list of recommended vendors, but we do not require you to select from this list. We ask that you provide us with names and contact information of the vendors you are working with so we may assist with making day of arrangements, especially for vendors whom have never been to our venue.

How early can vendors get in to setup?

11 am  the day of your event.

At what time will my guests and vendors have to leave the facility?

Guests must exit by 10 pm. Immediate family, close friends, and vendors assisting with tear down must exit by 11 pm.

Can we have a DJ or band and dancing?

Yes, we ask that DJs and bands provide their own sound equipment. We have multiple outlets in the venue to accommodate DJ and band equipment. We have a built-in dancefloor in the Ballroom.

Who is responsible for setting up and tearing down décor, and when?

Decoration is set by the client and/or vendors any time after 11 am. Decoration must be removed from the facility at the conclusion of your event.

Are there decoration limitations and do you allow candles?

The Brookstown Inn does not provide decorating services. This includes setting up or breaking down decorations. The Brookstown Inn is not responsible for failure of setting up decorations. The Brookstown Inn does not provide unloading or loading services of any decorations or items for events. No taping or pinning anything to the walls, 3M command strips may be used. No confetti, birdseed, glitter, or rice may be used on the property. All candles must be votive’s or on appropriate plate and covered with hurricane glass. All Decorations and personal items must be removed at the conclusion of your event. If decorations, flowers, etc are not removed by the end of the night there will be an extra charge. The hotel cannot accept responsibility for any items or personal property left behind.

Do you have an inventory of décor (lighting, candle holders, vases, etc.) we can borrow from?

We do not have an inventory of décor. All décor is provided by the client.

How many people can sit at one table?

8 people can sit at one table (60” round).

Is there a secure area to store the wedding gifts?

We do not provide a secure area to store your wedding gifts. We require you to handle the gifts directly and we
recommend storing them in your guest room or car.