EVENT POLICIES

Dear Member Host,

The Village Club is pleased that you are considering our beautiful Club for your entertaining and business needs. We welcome you, knowing that you and your guests will have a truly memorable experience.

Our Clubhouse is a unique, gracious and comfortable venue in which to entertain. We have many distinctive rooms that may be used to accommodate the type of gathering you are planning. Our outdoor garden and grounds are lovely as well and may also be utilized for events.

The Marketing Manager will guide you through the planning stages of your event and will gladly assist you with the smallest of details to ensure an outstanding experience for you and your guests. We have an excellent banquet menu, but if you wish, our Executive Chef will work with you to create an individually custom designed menu. Our professional staff is ready to attend to your needs and those of your guests in order to provide you with the highest quality of service.

We know that you will enjoy our hospitality. Sincerely,

The Village Club Board of Directors

Deposit

A deposit of $2500 is required for all club-exclusive events. A deposit of $250 is required for all non- exclusive events. Deposits should be sent with the signed contract no later than the due date indicated. Deposits are required by check made payable to The Village Club. They cannot be billed through a member’s house account. The deposit will be applied to the balance of the event.

Payment

All charges for the event, including valet, room rentals and linens, will be billed to the member’s house account. Food and beverage charges will apply towards your food and beverage minimum.

Tax Exemption

In order to qualify for tax-exempt status, The Village Club must receive your tax-exempt number on company letterhead before the event date.

 

Cancellations

If an event is cancelled more than 180 days prior 100% of the deposit will be returned.

If the event is cancelled less than 180 days prior The Village Club will retain 100% of the deposit.

The Village Club may, for specific reasons or under extraordinary circumstances, cancel a reservation. The Club’s only obligation is to refund such sums as have been paid. The Village Club is not liable for expenses incurred by an organization or an individual in preparation for an event at the Club, or one subsequently cancelled by the Club.

Staffing

The Village Club will staff all events with one server per 20 guests when possible. If additional staffing is requested that is beyond normal staffing guidelines, there will be a $15 charge per hour per additional server.

All requests for specific personnel at an event will be honored when possible.

Menus / Guest Count

All menus must be confirmed no less than two weeks prior to the event.

Final guaranteed counts are due five business days prior to the event. The Village Club reserves the right to move the event to another room or change the event from “exclusive” to “non-exclusive” should the count dictate a smaller room. It is the host’s responsibility to provide The Village Club with the final count, or the original number on the signed contract will be considered final. The host will be charged the actual number of guests in attendance, should that number be greater than the guaranteed count.

The Village Club prepares quantities of food based upon the guaranteed number of guests.
All private parties of 15 or fewer guests are able to order from The Village Club’s a la carte menu. Parties of 16 or more will need to pre-order from our banquet menu. In order to offer prompt service to our other members, there are no exceptions to this policy.

Multiple entrée choices of no more than two menu selections may be ordered from the banquet menu. The Club requires the correct quantity of each menu choice five business days prior to the event. The host will provide place cards for each guest indicating the entrée selection.

Dietary substitutions are available if requested prior to the event. If arrangements for dietary substitutions are not made in advance, The Village Club will make every effort to accommodate the request. However, the substitution will not be included in the original guarantee and will be charged accordingly.

 

Pricing

A 20% gratuity and 6% sales tax will be applied to all food and beverage. Pricing in the banquet menu does not include tax and gratuity.

Food and beverage prices are subject to change based on current market conditions. The Village Club reserves the right to change or discontinue wine selections.

*Any buffet or station requiring an attendant will be charged a $75 fee per attendant. Buffet stations will only be set out for a maximum of 2 hours.

*All buffet prices are based on 25 people or more. Should your guaranteed count fall below 25 people, a $2 per person fee will apply.

*Entrée choices should be limited to two selections. An additional charge of $2.00 per person will apply should a third entrée be offered (this does not include vegetarian options).

*Parties providing their own specialty cake or cupcakes will be charged $1.95 per person serving fee. No other desserts may be brought in from an outside vendor.

*Outdoor ceremonies with exclusive use of the Terrace for wedding ceremony and cocktail reception are $500 for members and $800 for non-members. All indoor and outdoor wedding ceremonies held at The Village Club require chair rental. The Village Club will arrange for the rental of chairs. Rental fees will be based on the type of chairs plus a $2 per chair set up fee. White wooden ceremony chairs with comfort pad are $7.00 per chair inclusive of the chair set up fee. *There is no room rental for a “Member” event where the food and beverage minimum is met. A room rental fee will be billed for the difference in the actual charges (before tax and gratuity) and required minimum.

ADDITIONAL CHARGES AND RENTAL FEES 
Room rental fees will apply to “Member-sponsored” events and is based on the rooms used. The Terrace rental fee will apply to both Member hosted and sponsored events. Food and Beverage Minimum applies to both Member hosted and sponsored events. Member events not meeting the food and beverage minimum will be charged the difference in room rental fees.
 

 

VALET SERVICES
$2.00 per person based on the final guest count (plus discretionary tip)

ATTENDANT FEE
Cash Bar Attendant $75.00 per attendant
Coat Room Attendant $45.00 (plus discretionary tip)
Chef Attendant $75.00 per attendant

EQUIPMENT RENTAL
LCD Projector $50
TV/VCR/DVD $50
Piano $50 (tuning fee)
Screen $25
Podium with Microphone $25
Riser $40.00 per section
Ceremony Chair $2.00 per chair 

Raffles or Games of Chance

 Raffles or games of chance require:
1. a Michigan charitable gaming license and a copy provided thereon to TVC Management and
2. they only occur in the room the event is held. This is in accordance with Michigan State Law MCL 432.107a. 

 

Coat Room

The ladies coatroom is located on the second level in the Powder Room. The men’s coatroom is located on the first level near the front desk. Both rooms are unattended. There are also coatrooms located on the upper and lower floors near the west entrance. If a coat room attendant is requested, a $45.00 fee per attendant will be billed to the members account (or to sponsored event).

Food & Beverage Liability

The Village Club strictly adheres to the Michigan State Liquor Control Commission’s laws and regulations. No one under the age of 21 will be served alcohol from our facility. Any guest providing a minor with alcohol will be asked to leave the premises and any guest that appears to be underage will be asked for identification.
Further, The Village Club reserves the right to refuse alcohol service to any guest showing signs of intoxication. In accordance with our liquor license, All food (with the exception of celebration cakes and cupcakes) and beverage items must be purchased through the club. Guests, by law, are not permitted to provide their own alcohol. The Village Club does not serve shots.  Removing food and beverage items from the club is prohibited with the exception of take out orders unless special prior arrangements with the Catering Director or General Manager are made.

Decorations / Entertainment

The Village Club would be happy to assist you with services that would enhance your special event such as: flowers, linens, props, entertainment, decorations, audiovisual, photographers, etc. You may arrange for your own outside services; however, The Village Club is not responsible for any damaged, broken or missing items. All entertainment is to be approved by The Village Club management. All deliveries and set up times must be arranged with the Catering Director.

All decorations including, but not limited to, flowers, vases, centerpieces, cake stands, etc. must be removed immediately following the event. The Village Club will not store any items after the event. The affixing of anything to The Village Club walls, floors, furnishings or ceilings with nails, tape, staples or any other substances is strictly prohibited.

The use of glitter, confetti or rice is prohibited.
                                                                                 
 

Dress Code

The manner of dress shall be governed by good taste and in keeping with the character of the Club. Business casual attire is appropriate. Tasteful denim is also appropriate. Jogging suits, cargo pants and printed tee shirts are not acceptable. During the late spring, summer and early fall months, country club golf attire is permitted. Exceptions may be made for special occasions.   

Publicity

There will be no media coverage allowed for any event held at The Village Club without prior consent of the General Manager.

Miscellaneous

The Village Club is a non-smoking facility. Outdoor smoking is only allowed at the west side entrance.

For the enjoyment of all Club members, all cell phones and other electronic devices must be in “silent” or “vibrate” mode while on the Club property. Texting, emailing and reading are permitted in all areas of the Club provided such use does not impact other members’ Club experience. Voice calls are not permitted in the public areas of the Club.

By signing this contract, I give my permission to use any pictures taken or made on behalf of The Village Club. I agree that The Village Club has complete ownership of such pictures, including the entire copyright, and may use them for any purpose consistent with The Village Club mission. These uses include, but are not limited to, marketing, reprints, reproductions, publications, advertisements, and any promotional materials in any medium now known or later developed, including the Internet.