Wedding and Private Event Policies
Thank you for your interest in hosting a special event. To a good conclusion and to help us plan and present the best possible event, we ask that you read and sign this application and provide all requested information.
Member sponsorship: Purpoodock is a private member owned club and does not require a member sponsor to host an event.
The host of the function will take full responsibility of the event charges, conduct of guests and condition of the facility associated with the sponsored event.
The Group will defend and indemnify the Club and all its officers, directors and employees from any claim brought against it by any guest for any injury or claim arising out of or related to your event.
Deposits and payments: A deposit by check or money order is required, in addition to a signed contract to confirm your event. The deposit is non-refundable after 30 days of receipt. If the event is cancelled after 30 days of receipt, the deposit will be forfeited. The deposit will be credited to the total billed charges of the event and invoiced within 3 business days after the event has concluded. A payment of 75% of estimated charges will be due one week prior to your event.
A 20% service charge will be applied to all food and beverage (18% for member functions). An 8% Maine State sales tax will be added to all Food, Beverage and Service Charges.
Payment is due in full within 14 days of the date of the event, payable by check. After 14 days on the last day of the month a 5% late payment fee will be assessed on unpaid balances and will continue to be assessed each month until balance is paid in full. There will be a $50.00 fee for all returned checks.
Events will last a period of 5 hours based on first guest arrival. Additional hours of rental space can be added for an additional cost of $300 an hour for a maximum of two hours, no later than 11:00 p.m.
Rentals: Purpoodock will facilitate the rentals of additional furniture, glassware and linen for an additional charge. We do not allow you to bring in your own rental linen.
Bridal Suite availability will be based upon 2 hours prior to the ceremony time. For additional time outside the 2 hour availability the room will be billed at $50 an hour.
Private Event Plans: A representative of Purpoodock will produce an event plan outlining the details of your event. All details regarding the event (date, time, scheduled rooms, food & beverage selections, and pricing etc.) will be detailed in the event plan. It is your responsibility to review this event plan for accuracy.
Food & Beverage: The Purpoodock Club shall provide all food & beverage. Wedding cakes are the only food item exempt from this policy.
Place cards for your guests will be mandatory for all plated dinners. The place cards must be received in house no later than 3 days prior to your event.
Counts for entrče options on plated dinners will include choices for those who need vegetarian or other dietary meals. If choices for vegetarian or other dietary needs reach the count of 6 you will be charged for an additional entrče option.
Guarantees: The final guaranteed number of guests is required no later than 7 days prior to the event. Client will be billed for guaranteed number of guests or actual attendance, whichever is greater.
Additional Event Labor & Cleaning Charges:
An additional set-up charge may be applied if the administration of set-up exceeds the expected standard time allocated (2-3 hours) or is in multiple spaces.
A labor charge may be applied to invoices for private events booked during times in which the Club would not normally be open. (i.e. Monday’s and Tuesday’s in the winter, and holidays the club is closed).
Hosts will be charged when conditions require more than normal custodial care to clean the room following the event.
Service Providers: Meals and other services for musicians, photographers, videographers, florists, decorators and event planners providing service to your event must be prearranged. All vendor meals are $15 and choices will be at the discretion of the Chef. All hired vendors will not be permitted to consume alcohol on the premises until the conclusion of the event.
Alcohol Service & Beverage: The Purpoodock Club is committed to protecting the welfare of our members, their guests, the property and the community and we reserve the right to refuse service or services of alcohol to any individual at any time. We reserve the right to terminate serving any individual we deem to be intoxicated or for other reasons in our discretion.
All alcohol consumed must be purchased by Purpoodock as according to Maine State Liquor Laws. Any alcohol not owned by Purpoodock will not be permitted on the premises. Special requests may be ordered at additional costs to the host. Bars close ˝ hour prior to the conclusion of the event.
Personal Property: The Purpoodock Club is not responsible for lost, stolen or damaged property or items.
Decorations, signs and confetti: Please see a Purpoodock representative prior to attaching anything to walls, doors, windows, building or ground surfaces as we ensure the integrity of our facility for future patrons and their events. In addition, open flame, rice, birdseed, confetti and similar materials are prohibited. Items or boxes left behind must be picked up on the first business day following your event.
Force Majeure: The Purpoodock Club is not liable for failure to perform its obligations if such failure is as a result of Acts of God (including, but not limited to, fire, flood, earthquake, storm, hurricane, or other natural disaster), or, invasion, act of foreign enemies, hostilities (regardless if war is declared), interruption or failure of electricity or telephone service.