Clarion Resort Fontainebleau Hotel
Policies & Procedures For Event Planners

Menu Selections
Menus should be submitted to the Catering Manager at least two months prior to your event: otherwise, items selected cannot be guaranteed.  Our pre-printed menu selections are offered merely as suggestions.  Your Catering Manager would be happy to plan a menu to your specific taste and desire.

Pricing
All prices are subject to change based on market prices.

Liquor Restrictions
By Maryland law, all alcoholic beverages consumed on the hotel premises must be purchased from the Clarion Resort Fontainebleau Hotel; therefore, no liquor can be brought into the hotel.  Consumption of alcoholic beverages by persons under the age of twenty-one (21) is prohibited in the state of Maryland.  Also, the operation of a vehicle while under the influence of alcohol is unlawful in our state.  Compliance with the noted and related laws of Maryland is your responsibility and that of your guests. 

Security
Individuals planning a function agree to be responsible for any damages incurred to the hotel or its premises during the period of the function.  The Clarion Resort Fontainebleau Hotel will not assume nor shall it be liable for damage to or loss of any merchandise or articles left in the hotel or about the hotel premises prior to, during, or after the function.

Credit Information
Full payment at the conclusion of your event is required, unless your organization made credit arrangements in advance with our Accounting Department.

Tax and Service Charge
A 20% Service Charge and a 6% Maryland State Sales tax plus 1/2% local tax will be added to all food and beverage functions.  Subject to change without notice.  There will be a $3.00 per person surcharge on buffets for 50 people or less.

Tax Exemption
We will require a copy of your Maryland State Tax Exempt Certificate in order to waive the Maryland State Tax.  Please remit with your signed Banquet Event Order(s).

Cancellation
Please see cancellation clause on the Banquet Event Order(s) or per the Letter of Agreement.

Function Space
Function rooms are assigned according to the number of persons expected to attend and may be changed by the Hotel if attendance or other circumstances arise.  Any change in requirements could result in additional room rental charges.

Portable Risers/Staging
Portable Risers/Staging are suitable for sitting or walking.  Dancing and other active movement is prohibited.

Coat Room Attendant Fees
A charge of $50.00 for the first 2 hours and $25.00 for each additional hour or any portion thereof will be charged per attendant.

Catered Event Tickets
Please advise your Catering Manager if tickets are to be collected at your event.  It will be the responsibility of the Hotel to provide and make arrangements for the collection of tickets.

Carry Out Food
Carry out on food from our banquet events is prohibited.

Decorations, Floral Arrangements, Show, Stage, Music, and Entertainment Requirements
Please discuss with your Catering Manager these and any other requirements.  Hotel policy does not permit smoke, bubbles, fog machines, sparklers, or dry ice at any event.  Any candles must be contained in glass.  Nails, bracing wires, tacks, staples, paint, glue or tape are prohibited from being attached to walls, floors , or ceiling.  Glitter and confetti are not permitted.  No decorations are allowed to be used in or over the pool areas.

Life Guards
We require groups that use the swimming pools to have a certified lifeguard supplied by the Hotel.  Charges per hour will be quoted at time of contract arrangements.

Outside Vendors
All vendors (band, dj, conference taping, etc), must provide their own sound system and equipment and cannot connect through the Hotel sound system.  All vendors must present their certificate of liability insurance.

Microphones and Audio Requirements
Please ask your Catering Manager for our list of audiovisual equipment.

Guarantee Policy
Attendance is to be guaranteed five business days in advance on all events.  Our banquet staff will have seating available for 5% over the guarantee.  Should your attendance exceed your guarantee, you will be charged for the actual number of attendees.  Should your attendance be below your guarantee, you will be charged for the number of people you guaranteed.  We will require your Vegetarian meal count when we receive your attendance guarantee.  Should you have more vegetarians at your event than you guaranteed, you will be charged for the additional vegetarians over and above your guaranteed attendance.  The Hotel will provide meal cards for the vegetarians.

Private Party Policy
A 50% deposit is required one month prior to your event.  The estimated balance due is required ten days prior to your event.  Any additional charges will be due in full prior to departure.

Guest Room Deliveries
Should in-house guest room deliveries be requested, you will be charged $2.00 per room.  Five business days advance notice is required for this service.

Shipping Instructions For Groups
Please notify your Catering/Convention Services Manager if your group will be sending any materials to the Hotel so that we may assist you in expediting the handling of your packages.

Motorcoach Baggage Handling
There is a one-time fee of $4.00 per person round trip for group baggage handling.  This service must be arranged in advance and the fees will be added to your Master Account charges.