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Terms and Conditions2019-01-11T14:36:03+00:00

Terms and Conditions

Agreement
Meadow Brook Inn and the above named Client, in consideration of the payment made and to be made by
the Client and the promises undertaken by Meadow Brook Inn, do hereby agree that Meadow Brook Inn will
provide to the Client its services and a portion of its premises for the purpose of enabling Client to host the
function described on cover page of the Agreement.

Function Selection
Client shall complete all menu and other selections no later than sixty (60) days prior to the function date, at
which time the final estimated price may be determined. Client will work with Meadow Brook Inn’s Special
Events Manager to complete the Function Selection Sheet (BEO ) which is incorporated in and deemed part
of this Agreement. Once executed by Client, the Function Sheet shall be deemed to reflect the final choices
of Client, upon which Meadow Brook Inn shall rely on in preparing for the function. Changes in the function
selection may be made at any time after the Client’s execution of the Function Selection Sheet, but no later
than fifteen (15) days prior to the function date. Thereafter, changes may be made only with the approval of
Meadow Brook Inn’s Special Events Manager and the total function cost will be amended accordingly. When
more than one entrée is selected, Client is required to guarantee the number of each entrée and provide a
means of identifying which guest receives which entrée. In the event that unexpected guests attend Client’s
event, Meadow Brook Inn will make every attempt to serve the same menu items selected for the event,
however, this cannot be guaranteed. Client agrees to pay for additional unexpected guests at the end of the
event.

Special Menus
Any food allergies or dietary restrictions must be communicated to Meadow Brook Inn at least fourteen (14)
days prior to the event and must be noted on client’s seating chart.

Guest Guarantee
A final guaranteed guest count shall be furnished 14 days prior to the event and cannot be reduced after this
time. This represents the number of dinners for which you will be billed. If your attendance exceeds the
guarantee, billing will be for the actual number of guests in attendance. Meadow Brook Inn will be prepared
to serve 3% over your guaranteed figure. Increases in attendance are accepted up to 3 days prior to your
event. A 100-guest minimum is required for a Saturday evening event.

Function Cost
Total function cost will be determined when Client makes all final selections and final head count and entrée
counts are provided. A 20% taxable service fee, 7% State Sales Tax and 1% Meal and Beverage Tax will be
added to the Client’s total bill. Sales Tax will not be applied if an organization is considered non-profit and is
able to provide Meadow Brook Inn with a tax exemption certificate for the said organization. Menu prices are
published periodically and are subject to change. While every attempt is made to insure that the price for
food and beverage items remains constant, the volatility of markets makes it impossible to guarantee pricing
beyond 30 days. Prices are subject to change.

Deposit and Payment
All reservations are tentative until a contract is executed and a deposit is paid. A deposit of $1000.00 is
required at the time of booking. Six months prior to your event, an additional $2,000.00 is due. All deposits
paid will be deducted from the Client’s final invoice. All deposits are non-refundable and non-transferable.
Payment of remaining balance is due seven days in advance of the function and is based on the final
guarantee. All payments must be made in the form of certified bank check, money order or cash. Final
payments made with a credit card will incur a 6% surcharge. Any additional charges incurred during the event
that are not covered by the invoice will be due and payable on the day of the function. No function will take
place unless Client’s final invoice is paid seven days prior to Client’s event.

Availability
Meadow Brook Inn’s ballroom is available seven days a week at the following times:
Daytime Wedding with On-Site Ceremony: 10:30am-4:00pm.
Daytime Wedding without On-Site Ceremony: 11:00am-4:00pm
During daytime events, bands and disc jockeys must finish playing at 3:45pm.
Evening Wedding with On-Site Ceremony: 5:30pm-11:00pm
Evening Wedding without On-Site Ceremony: 6:00pm-11:00pm
During evening events, bands and disc jockeys must finish playing (5) minutes prior to contracted end time unless client
contracts additional time.

Ceremony
On site ceremony duration is 30 minutes and includes outdoor chair set-up and breakdown, outdoor bar set-up and a
thirty-minute rehearsal prior to event date. A two-hour notice must be given to move ceremony inside due to inclement
weather. Ceremony fee is $500.00.

Site Fee
Site fee for Saturday event is $1500, which includes chairs, tables, flatware, glassware, china and an event coordinator
for the duration of your event. Site fee for Sunday – Friday (non-holiday) is $1200.

Overtime
Function duration is 5 hours (includes one hour for cocktails and 4 hours for reception).
$500.00 per hour fee is applied after the contracted 5-hour duration.

Food – Beverage – Bar Service
Due to insurance and health code regulations, all food and beverage must be provided by Meadow Brook Inn with the
exception of wedding cake and wedding favors. Outside caterers are not permitted. All food and beverage items
prepared by Meadow Brook Inn and not consumed during the Client’s event remain the property of Meadow Brook Inn
and may not be removed from venue after a function. In accordance with Rhode Island State Law, alcoholic
beverages may not be brought on or removed from the premises by Client, vendors or guests of the
Client. A Board of Health Licensed Baker must prepare wedding cakes. Both cash and open bar options are
available. Open bar is calculated on a consumption basis and Client will settle bar tab at the end of the event.
Meadow Brook Inn reserves the right to refuse alcohol service to anyone at any time. We reserve the right to
discontinue bar service for any reason. Bar service ends one half hour before contracted end time of event. All guests,
including the bridal party, require proper identification. No alcohol may be purchased and/or served to any guest under
the age of 21. Meadow Brook Inn practices responsible alcohol service and will refuse service to any guest or patron
deemed to be intoxicated. Bartender Fee is $75/bartender.

Function Termination
In the event that the client cancels this agreement, the client agrees that Meadow Brook Inn shall be entitled to retain
the entire deposit(s) as partial compensation for the loss of business sustained by Meadow Brook Inn. Cancellation
requests must be made in writing.ete this contract due to strikes, accidents, and interruption in
utilities, adverse weather or other causes beyond its control. Meadow Brook Inn reserves the right to cancel
engagements due to these circumstances. Meadow Brook Inn also reserves the right to terminate this agreement prior
to the function date if Clients fails to make payments when due or if Client fails to meet deadlines imposed by
this Agreement. If Meadow Brook Inn terminates the function, the termination and compensation provisions previously
set forth shall apply.

Decorations
All decorations must comply with local and state fire codes. Please do not affix decorations or signs to the walls, doors,
fixtures or ceilings with materials other than those approved by Meadow Brook Inn. No nails, tacks, tape or adhesives
may be used. The use of confetti is prohibited; if confetti is used in any capacity a $150.00 clean up fee must be paid
prior to the completion of the function. Only fresh flower petals may be used during the ceremony. Artificial petals are
not permitted and if used, the Client will incur a $150 clean up fee that must be paid prior to the completion of the
function.

Vendors
Client is responsible for ensuring that all contracted vendors and performers act in accordance with all local and State
laws, regulations and ordinances as well as Meadow Brook Inn’s rules and policies.
No less than six months prior to event date, the Client is required to submit a list of all vendors for Meadow Brook Inn’s
approval prior to client contracting said vendors. If a vendor is not approved by Meadow Brook Inn, the client is
responsible for submitting an alternate vendor for Meadow Brook Inn’s approval.
All outside vendors are required to submit a certificate of insurance to Meadow Brook Inn one month
prior to the function date. If certificate of insurance is not received prior to event, vendor will not be
permitted to perform/provide services on Meadow Brook Inn property. We reserve the right to limit the
volume of musical entertainment. Entertainment enhancing machinery must be approved prior to the event.
Pyrotechnics of any kind are strictly prohibited. Any third party vendors hired or otherwise utilized by the
Client shall be deemed agents of the Client and not Meadow Brook Inn. Meadow Brook Inn will not be liable for any
claims of any nature made by such agents, and Client shall indemnify and hold Meadow Brook Inn harmless from the
claims of any such agents.
Client shall instruct all vendors that access to Meadow Brook Inn is available two hours prior to event start time and
vendor access shall be through service entrances. All vendors must vacate the property within one hour after the
conclusion of the event. Florists are responsible for placing arrangements in appropriate locations. All floral
equipment/décor must be removed at the conclusion of event.

Miscellaneous Fees/Package Upgrade Options
• Bride’s Changing Room- Fee is $300 and mimosas, soft drinks, bottled water, a cheese & cracker and an
attendant are provided. Arrival time for Bride’s Changing Room is 1.5 hours prior to start time of the event.
Bride’s Changing Room is available prior to event only and will be locked and inaccessible for the duration of
the event due to insurance carrier regulations. All personal belongings must be removed prior to the ceremony.
• Chairs Covers – $3 per chair
• Table Runners – $8 each
• Non-Alcoholic events will incur an additional fee.
• Late fees will be assessed if second deposit and final payment are submitted after designated due date.

Theft or Damage
Client shall be liable to Meadow Brook Inn for theft or damage to Meadow Brook Inn property caused by any guests or
agents of Client.
Meadow Brook Inn shall not be liable to Client for the theft or damage to any personal property of Client or Client’s
guests, except as may be directly attributable to the negligence of Meadow Brook Inn.

Indemnification by Client
Client agrees to indemnify Meadow Brook Inn and to hold Meadow Brook Inn harmless from and against any claims,
demands, liabilities or damages made or suffered by any guest or agents of Client or any employees of Meadow Brook
Inn, if the same are caused by any action or omission of Client or any guest or agent of client.