Phone: 843 236-1000

General Information & Policies and Procedures for Wedding Functions

Choosing Your Menus:

You should choose your menu selections at least six weeks prior to your scheduled function to ensure the availability of all chosen items. Our menu selections are merely suggestions and our Sales & Catering Managers and Executive Chef are always available to assist you in creating menus to meet your specific tastes or themes. On Buffets only the quoted price reflects 1 ½ pounds (total) food per person. Any amount of food required above the guaranteed number will be charged the same price per person even if we have to substitute an item. Therefore there may be times when an item runs out due to complete consumption of allotted amounts. On banquet buffets only children 10 & under are half price. Children 3 & under are free. Menu choices will also determine table set up.

Catering Service Contract:

Your Agreement for Catering Service should be signed and returned immediately to confirm your arrangements as definite. Although a guarantee is not necessary at this time, your set figures must reflect accuracy in order to assure proper function space allocation. If figures increase or decrease significantly the Sales & Catering staff should be notified immediately. All printed catering menu prices are subject to change without notice. However, all signed contract pricing will be honored. All catered banquets include standard linens, standard centerpiece and standard place settings based on time and location of banquet. If the meeting/catering contract is not signed and returned to the Sales & Catering Department by the date on the contract, then the banquet space will be released and all deposits and payment up to that date are forfeited. If the 50% payment is not made by the date listed on the contract, then the space held will be released and all deposits and payments made up to that date are forfeited. If the Rooms Contract is not signed and returned to the Sales & Catering Department by the date listed on the contract, then the rooms will not be held.

Function Space Assignment, Room Rental, Music and Set-up fees:

All functions will be set up according to the signed contract. The Hotel will assign function space based on your tentative contract agenda. Established agenda times are to be strictly adhered to as the Hotel may have function space commitments prior to or following your function. The hotel reserves the right to change the room or rooms assigned to your group if the number of guests should change, or if deemed necessary by the Hotel. All requests to have music or musical instruments in a meeting/banquet room must be approved prior to arrival by the sales department. Room rental and/or set-up fees are set by the Sales & Catering department based on catered food contracted, set-up required and length of function. Flat room rental is $200 + tax per room per day. Set-up fees for all catered functions range from $200 – $1,200 and is at the discretion of the sales department depending on the number of attendees and the amount of set-up required. A MINIMUM set-up fee will apply for each catered event. Any changes to the standard hotel set up (or set up specified in the signed contract) after 72 hours prior to the function will result in an additional service fee at the discretion of the Food and Beverage Manager and/or the Sales Department. Any changes requested after the meeting room has been set will be subject to a labor fee of $50.00 per hour, per laborer.

Guarantees and Food and Beverage Attrition:

The guaranteed attendance must be provided by the date listed on the contract. This number is not subject to reduction. The Hotel will be prepared to honor 5% over the guarantee for food preparation and banquet set up. This means if you guarantee 100 people for your event the kitchen and banquet staff will prepare for 105 people. Any additional people added after the cutoff date on the contract of your function will NOT be accepted. If our staff is able to accommodate any additional people (child or adult) less after the cutoff, it will be at the cost of the adult package price + 20%. Charges will be based upon the guarantee OR the actual number served whichever is greater. In Compliance with city and state health and alcohol regulations, DHEC, food and beverage must be consumed in reserved event space. We do not allow any “TO- GO” options (except for the bride & groom). All banquet meals require a minimum number of guests. Should the guaranteed number of attendees confirmed be less than 80% of the originally contracted count, the difference between 80% of the originally contracted count and the actual attendance multiplied by the pricing detailed in the banquet “Summary of Contract Charges” section of the agreement must be paid, plus applicable service charges & taxes current at the time of the event.

Cancellation Policy:

Cancellations cause a loss of revenue to the Hotel since the function space or accommodations may have been leased/rented to another client. If a cancellation becomes necessary, the following policy will apply.

0-90 days………….100% of estimated revenue will be charged, which includes the deposit and any partial payments received.

Over 91+ days no cancellation charge, however the deposit is non-refundable.

Deposits:

For accommodations, first nights room and tax are required either through the guarantee on a valid credit card or by sending a cashier’s check or money order within one month of making the reservation. For any function, a $500 non-refundable deposit is required to secure banquet/meeting/restaurant space. The amount of space held with the deposit is based on your original expected attendance at the time the deposit is made &/or the contract is signed. Client is required to pay for 80% of original estimated attendance when the deposit is made. Absolutely no Exceptions. The deposit will NOT be applied towards your final payment. However, the deposit will be refunded following completion of all events and at the discretion of the Sales & Catering Department.

Outside Vendors:

The Hotel cannot assume any responsibility for what is provided by outside vendors (this includes event planners/coordinators). Appropriate labor charges will apply for all requests to assist outside vendors and their products. (I.e. chair covers, linens, centerpieces etc.) Please see our Food and Beverage Manager and/or Sales Department for details. Wedding planner/coordinator must be active in preparation of the banquet contract, have a copy of the contract, and is responsible to communicate all Bridal Requests to the Sales & Catering Department. All Special Requests must be included in the banquet contract in order to be honored. Clarion Hotel is not responsible for any information not communicated to the hotel via the Planner/Coordinator. Event Planner/Coordinator MUST be present during set up of function. Any outside vendor is not considered an employee of the hotel. He/she is not allowed access “behind the scenes” w/out permission from a F&B Supervisor &/or Sales Office Team Member. He/She is not permitted to instruct hotel staff. Any “necessary” amendments to set up agreements will be issued in writing to a F&B Supervisor or Sales Office Team member a minimum of 24 hours prior to the function.

Payment:

Payment in FULL is due no later than the than the date listed on the signed contract for all scheduled functions. A 50% payment, based on estimated figures is no later than the date listed on the contract. All payments (excluding the $500 deposit) will be applied towards the final payment. If all money is not received and arrangements have not been made for payment by the date on your signed contract, your function will be cancelled and no deposits/payments will be reimbursed. NO EXCEPTIONS.

Audio/Visual and other rental Needs:

With proper notice we can supply you with your required Audio/Visual and rental needs for your function. Please check with our Catering or Sales Manager for equipment needs, availability and pricing.

Tax and Gratuity:

All food and beverage are subject to a 20% service charge. Food and beverage, gratuity, room rental and audiovisual equipment are subject to sales tax. South Carolina state sales tax for room rental and audiovisual equipment is currently 8%. South Carolina state sales tax for food & beverage and gratuity is 10.5%. South Carolina state sales tax will be added to the total cost of the function, including the service charge. If SC increases their sales tax all contracts including signed contracts are subject to the increase.

Loss or Damages:

The Hotel cannot be held responsible for damages or loss of any merchandise or articles left or sent to the Hotel prior to, during or following and banquet or meeting. Special security arrangements may be made with proper advance notice. As a patron, you are responsible for any damages done to the premises by any of your attendees.

Special Services:

Our Catering staff will be delighted to assist you with any other needs you may have for your function. You are not limited to our Catering Menu and can request a meeting with our Chef and Food and Beverage Director to discuss any special cuisines and food arrangements you may have.

All food and beverage must be purchased through the Hotel, unless permission was granted by catering department. We reserve the right to charge a minimum fee of $200 per offense if outside food sources are brought into our banquet rooms, as they are rented solely for the Hotel Catering department.

Outside Functions:

All outside areas are considered public areas and are an amenity to our guests. The Hotel cannot close these public areas for a specific function. When an outside function is booked the Hotel will make every effort to communicate that the area is being used for a special event but the Hotel cannot guarantee that guests will not venture into these areas during any specific function. For example: if the outside pool area is booked for a catered BBQ we cannot guarantee that other guests from the hotel will not be using the pool area and by no means will our staff ask anyone using this area to leave. Due to inclement weather, the Hotel will provide the client with information based upon the predictions by the National Weather Service. “Inclement Weather” can be wind, rain, extreme temperatures or a 40% forecast of rain. The Hotel and client will make the joint decision regarding the location of this function a minimum of three hours prior to the event start time. Should the decision be delayed or changed, necessitating the resort’s setting both indoor and outdoor space; a labor fee of $10 per guest service charge will be made according to party size and complexity of set up.

Alternative Accommodations:

The Hotel reserves the right to accommodate the group, or any part thereof, in another hotel of equivalent or better standing as determined in the reasonable judgment of the Hotel for the duration of the group’s stay or any part thereof at no charge to the agent regardless of the price of alternative accommodations.

The Hotel shall not be liable for nonperformance of this contract when such nonperformance is attributed to labor trouble, disputes, or strikes; accidents; government regulations of or restriction upon travel or transportation; non availability of food, beverages, or supplies; riots; natural emergencies, acts of Nature, and any other causes which are beyond the reasonable control of the Hotel’s performance. In such an event, the hotel shall not be liable to the customer for any damages whether actual or consequential which may result from such nonperformance.

Please sign and date that you have read and understand the above terms. Please return with signed catering and/or sleep room contracts or these contracts will not be considered valid until this document is signed and returned.

I____________________________have read the following information on this day_____________________________________________.

Click here to download a copy of our Wedding Packages in .PDF format.

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About Clarion Hotel in Myrtle Beach

Located directly overlooking the Intracoastal Waterway, the Clarion Hotel® in Myrtle Beach is your home to access water sports, numerous top-notch golf courses and the vast stretch of beaches called the Grand Strand.

This Myrtle Beach, SC hotel is just minutes from Myrtle Beach International Airport and the Myrtle Beach Convention Center.

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