1. Upon selecting and booking the appropriate room for your function, a $400.00 room deposit is required to secure your reservation. This deposit is non-refundable.
2. One to two months prior to the function, or at the time of menu confirmation, which must be finalized no less than one month prior to the date, the following are required:
$500.00 food deposit, non-refundable
Confirmation of menu
Confirmation of service and room layout
Estimate of guests attending
Final estimate calculated
3. At the time of final confirmation, no less than fourteen (14) days prior to the event, 75% of the remaining balance of the final estimate is required. At this point, the final guest count is also required. This is the number upon which all amounts and bills will be based. In the event that the actual attendance is below the confirmed guest count, you will be billed for the larger number. In the event that the actual attendance is higher than the confirmed guest count, you will be billed for the higher number. You will have up to four days before your event to change your numbers within five guests.
4. The final invoice will be billed to you immediately following the event, and the balance owing is due no more than thirty (30) days following the event date. The final invoice will include, if applicable, any meals which exceeded the estimate, any bar charges accumulated over the event, including wine service during the meal, and other charges not accounted for on the estimated invoice. Any deposits and discounts owed to you will appear on the final invoice as deductions from the amount owing. In the event that there are no outstanding payments, the company will issue a cheque for deposits and discounts owing to you seven (7) days after the event.
5. In the event that the function is cancelled up to 30 days before the event date, all payments and deposits received are non-refundable. There will also be a cancellation fee of 20% of the total balance of the final estimate, due within 14 days of the cancellation.
6. If deposits have been collected, they will be put towards any damage resulting from your event. If deposits have not been collected, or do not sufficiently cover the cost of the damages, you, the undersigned party will be held financially responsible.
The following additional policies are in place to help ensure that you and all of your guests enjoy their time at our club.
Confetti is not permitted anywhere on the Stratford Country Club premises, including on any tables.
All candles must be contained and the wicks must not be more than 2 inches from the top of the holder.
Potpourri is only allowed in the bathrooms, as it may interrupt with the flavours of the food.
As well, scented candles and soap are only permitted if they are “food” flavours (vanilla, coconut, berry etc.). Over-powering floral scents can make some guests feel nauseous and can again interrupt with the flavours of the food.
Sparklers are not allowed inside or outside of the Country Club.
The only outside food allowed is a Wedding Cake, as we do not provide them.
No outside alcohol is permitted.
Parents or guests 19 years of age and over, at no time, are allowed to purchase alcohol for under-aged children, relatives or friends.
Even with a parent’s consent, it is still illegal for us to serve alcohol to under-aged drinkers.
Identification will be checked for any guests who appear under the legal drinking age.
Centre pieces containing dirt (such as a potted flower or tree) are not a good idea should they get spilled onto the table or in someone’s food
All DJ’s or Bands must be set-up before the reception begins.
Bubbles are only permitted outside. In the past they have resulted in a slippery dance floor that led to an injured guest.
The Stratford Country Club is not wheelchair accessible.
The Stratford Country Club is a non-smoking facility.
For additional information about our wedding packages and the Dining Room on the Green, contact Jessie Whigham, Banquet Sales & Services Manager, via email or call 519.271.4212 x 231.
