Banquet Facilities & Policies
The Windsong Resort offers the following banquet and/or meeting facilities to suit your needs.
The Havana Club: Ideally situated on the lobby level of the hotel, the Havana Club offers an open-air or air- conditioned option for intimate gatherings or meetings and is easily accessible for your guests. Gentle breezes from Grace Bay, and graceful palm trees provide an unforgettable tropical ambiance for your event -- for business or pleasure. This space is used for entertainment in the evenings and has a small stage with associated lighting.
Oceanview Room: Offering views to the turquoise splendor of Grace Bay makes this banquet room an ideal setting for weddings, business meetings or special gatherings. The 800 square feet of versatile space is air-conditioned and can be partitioned into two distinct conference rooms with separate entryways for breakaway meeting sessions when needed.
Beachside: Steps from the Windsong pool deck, the pristine white sandy dune along Grace Bay beach is an excellent choice for weddings, meeting breaks and dining. Our staff is experienced in providing service in this unique setting.
BANQUET AND MEETING FACILITY
The following information is provided to assist you in planning your special event and to clarify our Deposit and Payment Policies, as well as our Banquet House Rules.
DEPOSIT AND PAYMENT POLICIES
Deposits: An initial non refundable $300 deposit is required at the time you book your function in order for us to “hold” the banquet space for you. We cannot overstate the importance of securing your space as soon as possible especially during the seasonal months and historically popular wedding periods. When possible, we recommend reserving your space at least 4 - 6 months prior to your banquet date. A refundable deposit in the amount of 50% of the estimated cost of the event (less the initial deposit) is due 60 days prior to the event date. A refundable deposit for the balance of the estimated cost of the event is due 30 days prior to the event date.
Deposit Refunds: In the event that your function must be cancelled, a written notice must be presented to the Events Manager or General Manager. Listed below are our refund guidelines. Cancellation Date Refund Amount: 59-46 days prior to event--75 percent refund (less the initial deposit); 45-30 days prior to event--50 percent refund; less than 30 days prior to the event--no refund.
Menu Deadline: To assist us in planning our food purchases appropriately we must receive your written final menu selection 30 days prior to your event. If you are aware that some of your guests have food intolerance issues please let us know with the final menu selection so we can plan together on how to address this matter to your satisfaction. We request that all menu selections (starter, entrée, and dessert) be the same for all guests in attendance. We will be happy to offer split entrees for a minimum of 20 guests (limited to two entrees). A de nite count of each entree is due (21) days prior to event. The client must provide entrée cards or tickets for their guests that signify the guest’s choice of entrée. In addition to the choice of two entrees, a Vegetarian option is always available regardless of group size.
Food and Beverage Control: The hotel does not allow any food or beverage to be brought on property at any time with the exception of specialty wines or liquors and cakes and in that instance, the hotel will assess a $20.00 corkage fee per bottle of wine, $ 40.00 corkage fee for liquor and $5.00 per person cake cutting fee. All food and beverage must be consumed at the venue and take out boxes will not be prepared. All food and beverage prices are subject to change with market fluctuations; therefore, menu prices may also be affected. Published prices are subject to change until the time a contract has been signed.
Beverage Service: The Windsong Resort maintains a license to permit the consumption of alcoholic beverages within our resort and can provide the appropriate setup and service for
your hosted or non-hosted bar. If a specialty wine or liquor is brought in, a corkage fee will apply.
Linens: The Windsong Resort will provide you with white tablecloths and white napkins. If you desire a different colour, we can provide quotes from local rental companies.
Confirmation: All final guaranteed attendance counts are due to the catering of office (21) days prior to your event. This number will be considered a “guarantee” and is NOT subject to reduction. You will be charged for the guarantee or the actual number of guests, whichever is larger. In the event that the final guaranteed attendance count is not received by our event manager, the expected attendance count (as stated in the contract or correspondence) or actual number of guests, whichever is higher, will be utilized and billed as the guaranteed count. However, we will provide for 5 percent above your guaranteed number as unexpected guests, unfortunately, arrive the day of the function. An attendance count will be performed during the function and a revised billing will be created. Should your attendance fall below the stated minimum guest count, an additional setup charge of $7.00++ pp, for the attendance number shy of the minimum, will be included in the final bill.
Decorations: Generally, use of the function room is restricted to the date and time of your scheduled event. Decorating can be done prior to your function by contacting our Events Department to schedule an appropriate time. As a general rule, the Windsong Resort does not allow materials of any kind to be adhered to the walls or doors of any banquet room via tape, pins, tacks, etc. If a special condition exists, any such activity must be approved in advance in writing by the events manager or general manager. The hotel does not allow confetti, glitter, and/or similar items to be used in the function space. Any damages that are incurred will be charged to the client’s account for appropriate cleaning and replacement fees.
Banquet Event Order: After reviewing the details of your banquet you will be asked to sign the Banquet/ Meeting Event Order acknowledging your acceptance of the agreement. At this time, a “ final” bill will be generated and will include the deposit requests. Payments can be made via credit card, wire or cash.
Menu Tasting: Menu tastings are available on a limited basis (weddings, bar/bat mitzvahs, holiday parties, restaurant buyouts) of 20 guests or more with a signed contract. Scheduling for a tasting event requires a 2 week notice and is limited to 2 persons. A fee of $50 pp will apply.
Audio Visual Requests: The Windsong Resort stocks audio visual supplies such as microphones, podium, projectors, televisions, etc. These items are available for rent as described in the Audio Visual Rental Section.
Entertainment: You may contract your own entertainment for your function.
Security & Enjoyment: In the best interest of the Windsong Resort, the management may use their sole judgment and discretion and take any of the following actions:
a) Terminate bar service.
b) Stop or reduce the volume of music and/or entertainment.
c) Stop a function entirely before its scheduled closing time.
d) Require the employment of security. Further, you agree to compensate the Windsong Resort for any associated cost or liability to any third party that may arise if the Hotel elects to exercise any of its rights as listed in this paragraph. We do not allow any non-hotel items to be stored in our function facilities over night. Further, the Windsong Resort does not assume responsibility for damage or loss of any merchandise or equipment left in our banquet facilities prior to; during; or following your function.
Breakfast and Lunch -- one server per 20 guests Dinner -- one server per 15 guests Hosted bars -- one bartender per 50 guests Cash bars -- one bartender and one cashier per 60 guests Room rental may apply, please verify with the event manager prior to nal agreement. All food and beverage prices are subject to an 18% service charge and sales tax (currently 11%) unless the price is stated as inclusive. Requests for additional staff will be provided at the rate of $25 per hour for servers, $35 per hour for bartenders, and $50 per hour for a chef — all with a four hour minimum.
In-Suite Staff: Requests for staff to work an in-suite function will be provided at the same rates and standards as shown in Service Standards
For inquiries call 800-WINDSONG (946-3766) or contact [email protected]