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. Client will work with Meadow Brook Inn's Special Events Manager to complete the Function Selection Sheet 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.

Special Menus
Any food allergies or dietary restrictions must be communicated to Meadow Brook Inn ten at least (14) days prior to the event.

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.

Function Cost
Total function cost will be determined when Client makes all final selections and provides final head count. Menu prices are published periodically and are subject to change. A 20% service charge, 7% State Sales Tax and 1% Meal and Beverage Tax will be added to the Client's 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 issued by the State of Rhode Island for the said organization. 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 $500.00 is required at the time of booking. Deposits are non-refundable and non-transferable. Payment of remaining balance is due 7 days in advance of the function and is based on the final guarantee. All payments may be made in the form of certified check, money order or cash. All deposits are applied towards Client's final bill. Any additional charges incurred during the event that are not covered by the estimate will be due and payable on the day of the function.

Room Fee
Room fee for Ballroom functions is $300.00. For functions with 40 guests or less taking place in the Meadow Brook Room, the room fee is $175.00.

Overtime
Function duration is 5 hours.
$500.00 per hour fee is applied after the contracted 5 hour duration.

Food and Beverage
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 wrapped cookies) and is not allowed to be removed from the premises. In accordance with Rhode Island State Law, alcoholic beverages may not be brought in or removed from the premises. 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. Proper identification is required by all guests, including the bridal party.
Cash bar set-up fee is $75.00.

Function Termination
In the event that this agreement is cancelled by the client, 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.
Meadow Brook Inn is not liable for the failure to complete this contract due to strikes, accidents, 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.

Vendors
We will be happy to recommend vendors for your floral, décor and entertainment needs. Meadow Brook Inn reserves the right to approve all vendors prior to the event. A list of vendors should be submitted to Meadow Brook Inn for review and approval prior to the date of the event. All outside entertainment services (DJ, Band, Photographer, Videographer, Florist etc.) must submit a certificate of insurance to Meadow Brook Inn one month prior to the function date. 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 agents that access to Meadow Brook Inn shall be through service entrances.

Decorations
You may provide your own decorations or florals. All decorations must comply with local fire laws. Please do not affix decorations or signs to the walls, doors, fixtures or ceilings with materials other than those approved by Meadow Brook Inn. The use of confetti is prohibited; if confetti is used in any capacity, a $150 clean up fee must be paid prior to the completion of the function.

Miscellaneous Fees
Outdoor Cocktail Hour set up fee is $250.00.

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.

 

---