Weddings at The Lord Elgin

• Competitive room rental rates apply for the banquet room(s) which will range depending on the room selected, the amount of food and beverage served and the time of year.
• The banquet room rental includes the set up and use of our banquet tables, chairs, table linens, china and glass

• The Lord Elgin Hotel offers dance floor rental for the Pearson ballroom. The rental fee is $500+ HST and include set up and teardown.

• Classic white table linens are included. Chair covers and additional linens can be outsourced.
• Should you wish to have our team set up the chair covers for you, an additional service fee will apply.

• Complimentary use of a podium and wired microphone are available for your use. Additional audio visual equipment can be arranged through our in-house AV company, Encore.

• The banquet room will be booked for you from 8am until 1am.
• For the consideration and comfort of all our guests, we ask that any music ends by 1am.
• You and your vendors may access the room at 8 AM to decorate and set up.

• You may only use masking tape to secure your decorations on the walls.
• No art work already present in the room may be modified and or removed.
• Fire regulations require that all candles be enclosed at all times.
• Prior to purchasing or ordering any decoration, please contact your Lord Elgin representative to ensure that the decorations are acceptable.

• Should any damage to the facility occur the Client will be held responsible for all costs for the replacement of, cleaning of, and or refurbishment of items damaged.
• In the case that we receive noise complaints after 11pm, we will ask your party to reduce the sound level of the music. Compensation charges to other guests of the hotel as a result of unacknowledged noise complaints will be charged to the offending registered guests account.

• A variety of hors d’oeuvres selection, passed and stationary
• Both plated and buffet options are available
• A wide range of option for the late snack
• The flexibility to customize your menu directly with our Executive Chef based on your preferences and budget

• You have the choice of:
  • a cash bar: A “cash” bar implies that your guests will pay for their own beverages.
  • a host bar : A “host” bar or “open” bar implies that you will pay the clients beverages.
  • a blend of the two:
    • Drink Tickets
    • Subsidized beverages may be arranged. This mean you pay a portion of the cost for a beverage so that your guests receive a lower price during a “cash” bar.
• Our bar includes:
  • Imported and Domestic Beer
  • Classic bar rail: vodka, gin, rum, scotch, whisky
  • House red and white wine
  • Juice, soft drinks and sparkling water

• We can also customize our bar selection following your preferences:
  • Offering a signature drink reflective of your tastes and wedding theme
  • Including special brand of liquor, wine or beer
  • Upgrading to a premium host bar with premium liquor, beer and/or wine

• There is no cost to have a bar as long as a minimum spend of $400.00 is reached. In the case that total bar sales are below the minimum spend, a bartending fee will apply.

• Timing of last call is at the banquet manager on duty’s discretion. Due to our liquor license, last call must be no later than 1am.

• You may select wine from Forty One’s extensive wine list which features selections from across the globe. Our wines list is designed to fit all tastes and budgets.
• Should you wish to bring in your own wine to be served during the dinner, you have the option of doing so under the following conditions:
  • A corkage fee of $20.00 per 750ml bottle of wine will apply
  • You must obtain a special occasion permit from the L.C.B.O and provide it to the Lord Elgin two weeks prior to your wedding day. The permit will be posted in the function room during the time the wine is consumed.
  • Should you choose to bring in your own wine, the bar will be closed during the duration of the time the wine is being served and consumed. The Lord Elgin license and client permit are never to operate simultaneously.
  • The decision to bring your own wine must be approved by the Catering Manager prior to obtaining the liquor license to determine if your event space and the circumstances of your event are eligible.

• You are welcome to bring in your own Wedding Cake in which case a cake cutting fee of $3.00 per person will apply. This fee will include cutting and serving the cake.
• In most cases, should you wish to bring in cupcakes, no fee will apply.

• Once the contract has been signed for wedding reception dinners of 50 people or more, the bride and groom will be invited for a complimentary menu tasting. Should additional guests wish to join, additional fees will apply.

• When you first book, we will ask you for an estimate number of guests. This will allow us to determine the best function room to suit all of your needs, wants and expectations. The food and beverage may also be selected at this time or at a later date.
• A final menu must be pre-selected one month prior to your wedding day.
• Two weeks prior to the event day we require the most accurate estimate of guaranteed attendance for the food and beverage, and a minimum of 72 business hours for the final guaranteed attendance.

• All food and beverage must be provided through our onsite caterers with the exception of your wedding cake.
• For all other vendors, you are welcome to source from our recommended supplier list, or to find your own provider.

• The following complementary equipment and services are available upon request: a podium with wired lectern microphone, power cords, power bars, easel, and coat racks.
• The following equipment and services are available for a fee: in-room spa services, delivery of welcome packages to guestrooms, dancefloor rental, chair cover rental and set up, etc…

*All equipment and services are offered based upon availability and must be arranged prior to arrival.

• Once we have discussed your requirements and you have verbally confirmed your event, we will block the banquet room(s) and guestrooms on a temporary basis. We will prepare and send you a Sales and Catering contract, which we will ask you to review, sign and return before the stated release date.
• This will outline your contact information as well as the dates, times and number of guests expected for your event and the allocated function rooms and room rentals. This document will also outline general terms and conditions, cancellation policy and billing options.
• Closer to the date of your event, once all of your exact arrangements are known, a Banquet Event Order will be created and provided to you with all of your function details and you will be asked to sign and return this documents to confirm the arrangements.

• In the unlikely event that you must cancel your wedding, a cancellation fee will apply which is equal to:
  • Up to 90 days prior to your event: 25% of Food & Beverage functions
  • 89 days to 30 days prior to event: 50% of F & B functions and 100% of banquet room rental
  • 29 days and less prior to event: 100% of F & B functions and banquet room rental

• Yes, a non-refundable deposit of $1000.00 is required to secure the venue.
• One month prior to your wedding date, we will ask for a 75% deposit of the total estimated amount.
• Should you prefer to pay in monthly installments, this can be arranged.
• The final balance will be due upon departure.