Best Western Inn on the Bay Terms and Conditions
FIRST PAYMENT: An initial payment of $10 per person or full room rental charge whichever is more is required to confirm all bookings. Minimum payment of $500 is required to confirm all bookings.
Once direct billing has been approved all payments will be due upon receipt. After thirty days the account will be considered past due. Please allow 21 days for all direct billing to be arranged.
If direct billing hasn’t been arranged 100% of the invoice must be paid prior to the event. Events held with a credit card will have the credit card charged for 100% of the events guaranteed numbers up to 84 hours prior to the event. Private functions example: Weddings, Birthday Parties, and Christmas Dinners, require the following payments:
If your event has a host bar we will estimate the bar at 4 drinks per person times the cost of the drinks including tax and gratuity. A credit card is also required to pay for the bar if you go over the estimated number of drinks. We will refund your credit card if you do not use the number of estimated drinks. Payments can be made by certified cheque, cash or credit card.
FOOD AND BEVERAGE: Menu prices do not include 15% Gratuity and applicable taxes. Prices are based per person unless otherwise stated. Prices agreed on a signed Banquet Event Order are binding. All menu prices will be confirmed 6 months prior to the event.
FOOD PREPARATION: Will be 2 % above the guarantee.
FOOD: All food items must be prepared by the Best Western Inn on the Bay. For health and safety purposes the hotel does not allow any food to be brought in, or taken from the banquet facilities.
ALCOHOL: The Liquor Control Board of Ontario governs all functions. The hotel reserves the right to refuse any sale of alcoholic beverages at any time to anyone.
CANCELLATION AND ATTRITION: The Best Western Inn on the Bay has reserved facilities and services as outlined in the contract. Should the client cancel this agreement, the client will forfeit their deposit and pay the Best Western Inn on the Bay as follows:
The Best Western Inn on the Bay will allow a 20% reduction in the total expected guests 30 days prior to the event. Should the expected numbers be reduced by more than the 20%, a charge of 50% of the estimated difference of the food and beverage cost will apply.
SHIPPING AND RECEIVING: All shipments sent to the hotel will only be received if they contain the following information: Ship to:
Best Western Inn on the Bay, 1800-2nd Avenue East, Owen Sound, Ontario, N4K 5Z1 C/O: Date of Conference, Conference Name
The hotel will not receive items prior to 48 hours in advance of the start of any function. The hotel will not assume any responsibility for the damage or loss of any merchandise or articles left in the hotel before, during or after your function, unless prior arrangements have been made. All items must be removed immediately following the event.
Deliveries will not be accepted between 11:30am – 1:00pm
EXHIBITOR INFORMATION: Electrical hook up can be arranged with the Best Western Inn on the Bay but must be submitted no later than 7 days in advance of the event. Wireless Internet access is provided by the Best Western Inn on the Bay at no additional charge.
GENERAL: Clients agree to be responsible and compensate the Best Western Inn on the Bay for any damages to conference room(s) as outlined on the banquet event order or other hotel property as a result from any participants attending your event.
Additional charges may apply for excessive cleanup as a result of clients, guests, ̨florists, decorators or other outside agencies involved with your event. Unfortunately rice, confetti, metallic confetti / sprinkles or Bazooka streamer shooters are prohibited from entering banquet rooms. All decorations must be approved through the sales office. A $250.00 clean-up fee will be charged if any prohibited decorations have been used.
Conference rooms are assigned according to the expected number of guests. The Best Western Inn on the Bay reserves the right to re-assign your conference space based on your guaranteed numbers.