FAQ
Can I tentatively hold a room without a deposit?
A tentative home may be placed on a room without a signed contract or deposit, however the space is not guaranteed unless a deposit is received. If a second party wishes to book the room, you will be notified and given 48 hours to secure your booking with a deposit.
How much is a deposit an when is it due?
A non-refundable deposit of $500 is required at the time of booking along with a valid credit card to keep on file. A non-refundable deposit officially secures the date and space. Further deposits may be required up to 6 months prior to the date, depending on the type of event – discuss deposit details and schedule with your event coordinator directly. Any and all deposits are applied to the final bill as a credit.
How can I pay for my event?
We accept cash, credit/debit and cheque. All cheques can be made payable to West Hills Golf Club LTD. Events are typically billed through the credit card provided on the contract (and subject to a 2.5% processing fee), however if other payment arrangements are preferred then you must request this with your event coordinator.
What is the payment schedule for private events?
The first payment is a $500 non-refundable deposit to secure the date and space. After that, another $500 deposit will be required 3-6 months prior to the event. A final deposit of an estimated 50% of the remaining balance is due up to 2 weeks prior to the event. The 3rd payment of 50% must be applied before commencement of the event. The remaining balance of the bill will be billed the day of or after the event is finished. Payments will be automatically charged to the credit card on file (unless otherwise noted) immediately after the event. Invoices will be emailed directly to the email address on file. Payment is required in full at the end of each event. If full payment exceeds 14 days, the remaining balance will be subject to late fees.
What is the cancellation policy?
All deposits are non-refundable. Events can be rescheduled for a future date up to 72 business hours prior to event date without any penalty and any paid deposits being carried over to the new event date. If you cancel your event less than 72 business hours prior to the event date, a cancellation fee of 100% of the anticipated charges will apply. Guaranteed numbers are also due 72 business hours prior to the event while we may be able to accommodate an influx in numbers, we cannot accommodate a drop in numbers and you will be charged for the guaranteed number received no later than 72 business hours prior to event.
What is a service charge and what does it apply to?
An 18% service charge is automatically applied to any food and beverage charges. Service charges do not apply to room rentals. Service charges are paid out to the service team in the form of an automatic gratuity and are subject to 15% HST.
What is included the room rental?
We provide all tables, chairs, black linen and napkins, basic tea lights, cutlery, glassware and service staff required for your event. We take care of basic setup, tear down and clean up of events. You must provide, setup and tear down your own decorations for the room (ie. chair covers, arbors, backdrops, etc).
When do I have access to the event room?
For Weddings, you will have access to the room as early as 8am the day of your event. For an additional room fee, we offer extended bookings that can give you access to the room the day before should you need extra time to setup and decorate for your event. Our staff will take care of general clean up, but any decorations must be removed immediately after the event. If the room is not booked for the next day, you may be able to leave your decorations and pick them up the following morning – discuss pickup schedule with your coordinator.
For all other events, the time the room will be available to you will be specified on the banquet event order.
When are the final details (attendance guarantee, meal selections, etc) of my event due?
We request your menu selections at least two weeks prior to your event to ensure proper planning and ordering. A final guarantee is due 72 business hours prior to your event. Any menu changes or selections cannot be guaranteed after this time, but we will always do our best to accommodate last minute changes.
How much food should I order for my event?
For light reception style events, we recommend 4-5 pieces per person. If the reception is replacing a meal or during dinner hours, we recommend 8-10 pieces per person along with a few platters and/or specialty boards. If your event includes a full service dinner, then you can go even lighter on the reception food or eliminate appetizers all together, depending how long the reception is until dinner starts. Discuss food requirements and menu planning in more detail with your event coordinator.
Can I bring my own alcohol?
All alcoholic beverages as per NB Liquor laws, and according to licensing regulations, must be provided by SJG West Hills for any function taking place on our property. Alcoholic beverages, including donated liquor, or homemade wine cannot be brought into the function rooms from outside sources.
Can I bring any leftover food and beverage home from my event?
We are in accordance with current city and provincial Health Department regulations, which does not allow any outside food to be brought into the building or to leave with leftovers (depending how long the food was served and stored, ie. sitting out on the buffet). Specialty desserts and wedding cakes are the exception to this rule and can be brought in if purchased from an establishment licensed by the New Brunswick Department of Health. Outside desserts may be subject to an additional fee.
