Catering Policies

Catering Policies

All reservations and arrangements are made upon, and subject to, the rules and regulations of the hotel, which are outlined below.

MENUS
Banquet menu selection, room requirements and all other arrangements should be made a minimum of two weeks prior to your function. We are happy to prepare special requests for your specific needs. All food and beverages must be purchased through the Voyageur Inn and Conference Center. No food or beverages may be brought into the banquet areas by the patron, the patron’s guests or invitees from the outside. All federal, state and local laws will be strictly adhered to with regard to the food or beverage purchase and consumption.

PRICES
Menu prices are subject to change and will be confirmed six months prior to the scheduled event date. All prices are subject to a 17% service charge. The total of all prices and services is subject to state tax, currently 5.5%. Groups requesting state tax exemption must submit a copy of their tax-exempt certificate three days prior to their scheduled function. Only payments made by the tax-exempt group are exempt from taxes.

GUARANTEES
A final guarantee for any catering function is required 72 hours prior to the function date. If attendance falls below the guaranteed number, the customer will be charged for the guaranteed count. Guarantees for Monday and Tuesday must be received by 12:00 noon the proceeding Friday. The Voyageur Inn and Conference Center will prepare for 5% over your guaranteed number for your group.

BEVERAGES
Wisconsin law prohibits the sale and/or service of alcoholic beverages to anyone under the age of 21 years. Private parties intending to have minors present when alcohol is served must notify local law enforcement authorities in advance of the event. No alcoholic beverages shall be brought into the banquet or meeting rooms unless supplied by the Voyageur Inn and Conference Center. Private bars may be closed earlier than originally requested, per management discretion.

PAYMENT
An advance deposit is required with a definite booking. All deposits are non-refundable. Management reserves the right to require a security deposit depending upon the size and nature of the function. Security deposit is refundable upon inspection of facility. Any damage to the property or facility will be deducted accordingly. A 50% payment is required the week prior to your function. Final payments for all services shall be made on the day prior to the function unless direct arrangements have been authorized prior to your event. Direct bill payments are due within ten days of billing date. Credit cards will not be accepted as payment of banquet functions.

CANCELLATIONS
Cancellations received less than 30 days prior to the scheduled function will result in a cancellation fee. Equal to the Anticipated function revenue as outlined on the function agreement.

MEETING & BANQUET ROOMS
All meeting room assignments are based on the anticipated number of guests. We reserve the right to change meeting room assignments should your projected attendance fall below the original estimate. Preferred locations will be honored whenever possible. All functions will be posted directing guests to the proper room. All functions with exhibitors must arrange for removal of all materials on the scheduled departure date unless otherwise authorized by our catering coordinator.

SHIPPING & RECEIVING
If it is necessary for you to ship materials to our hotel prior to your meeting, packages will be accepted two days prior to your function. Special arrangements must be made in advance for any shipments arriving more than two days prior to your function. Due to our limited storage areas, advance shipments received more than two days prior to your function date will be refused unless pre-approved. Storage fees will be set at that time. Return Shipping for all items will be your responsibility. Merchandise must be picked up within two days of the completion of the event.

SET-UP FEE
A set-up fee will be assessed to all groups using a meeting for a banquet room. The fee will be based on the number of people in attendance and the difficulty of the room set-up.

EQUIPMENT
All equipment needs should be prearranged with our sales office prior to your function. Please refer to the hotel’s A/V Rental Price List.

ENTERTAINMENT
Functions that have live music, DJ, etc. must arrange to have entertainment stop at 12:00 midnight. Management reserves the right to control the volume of any band, DJ, etc. If necessary, entertainers will be asked, only once, to lower the volume, noncompliance will necessitate appropriate action.

DECORATING
To avoid damage to wallpaper or paint, the affixing of anything to the wall, floor or ceiling of rooms is not permitted. Use of certain decorations (I.E. candles, potpourri, etc.) requires management approval.

LIABILITY
Groups agree to be responsible for any damages done to the premises or equipment by members, guests, invitees or outside groups contracted by the organization during the period of time they are on hotel property. Any damages will be charged accordingly. The Voyageur Inn and Conference Center cannot assume responsibility for damage or loss of any merchandise or articles left in the hotel prior to, during or following your function. Security arrangements should be made for all items unattended for any time.

SECURITY
If, in the sole judgment of the hotel, security is required to maintain order due to the size and nature of your function, the Hotel will provide security personnel at your expense. The hotel shall have final approval on any and all security personnel to be utilized during your event.