Terms and Conditions

Billing Privileges & Payment Terms
A billing account must be established 30 days prior to the event for charge privileges. Billing terms are net 10 days, 1% interest charged on all overdue accounts.

Method of Payment
Invoices may be paid by Cash, Cheque (with approval) or Credit Card (Visa, Mastercard, Amex, Diners, Discover).

Payment Information
A $500.00, non-refundable deposit is required at time of booking. Three months prior to the function, another $1500.00 deposit is required. Two weeks prior to the function, 95% of the estimated total is required. The balance is due one day prior to the function. Please note that all events held on statutory holidays will result in an additional $3.00 charge per person (for staff).

Cancellation Policy
The Best Western Hotel reserves the right to cancel any event for which:
A) Final payment has not been received by the specified date.
B) A guaranteed guest count has not been received in writing by the specified date.
C) A signed function contract has not been received by the specified date.

For all functions cancelled between 60 and 15 days prior to the event, a 50% charge based on the estimated guest count will be billed to the client. For all functions cancelled less than 15 days prior to the event date, the full estimated cost of the event will be billed to the client.

Start Time / End Times
Upon signing of the contract, the client agrees to begin their meal service within 15 minutes of the time stated on the contract. All events beginning their meal service after this time will be subject to an hourly charge per staff person working at the event. This will include all kitchen staff, service staff, bar staff and supervisory staff required for the event.

Outside Food
The only food permitted to be brought in by the client is wedding cake. No other outside food items are permitted on site. This policy will be strictly adhered to.

Leftover Policy
Due to insurance restrictions, no leftovers can be given to the client.

Menu Selection
All menu details must be provided to the Best Western Hotel at least one month prior to the event. Children 12 years of age and under are entitled to a discounted meal price or a child's menu option can be provided.

Guaranteed Guest Count
This is the number of guests attending the event who will be dining at the expense of the client. The Best Western Hotel requires the guaranteed guest count from the client, in writing, at least 72 hours prior to the event.

Due to circumstances beyond our control, prices may vary but are guaranteed 90 days prior to the event.

The client is responsible for paying for the guaranteed guest count or actual guest count - whichever is greater. In the event that a guaranteed guest count is not received by the Best Western Hotel, as specified above, then the client will be invoiced for the last guaranteed number on file.

The Best Western Hotel agrees to provide a maximum of four extra meals over the guaranteed guest count. For all meals provided above the extra four plates, a 25% premium rate will be charged. The Best Western does not guarantee the availability of any meals beyond the four extra plates. (see over ...)

Once your event had been confirmed by our receipt of your signed written contract, the number of guests may not be reduced by more than 30% of the original number of attendees expected. In the event that such a fluctuation occurs, the Best Western hotel reserves the right to charge for the minimum number of attendees and relocate the event to a more appropriate function room.

Set Up
All function rooms will be set with the appropriate linens. With respect to weddings, tables will be draped in white linens and the gift table, guest table, cake and head tables will all be skirted. The Best Western also provides an assortment of coloured overlays from which to choose. We will be happy to reserve and mark tables at your request.

Alterations from the original set-up of the room will incur an additional charge.

Any live center pieces must be removed at the end of the function by the client.

If candles are used, please ensure that they are floating in water or encased in a globe - the open flame must not be exposed.

Socan Fees
Applicable to receptions, conventions, assemblies and fashion shows; the society of composers, authors and music publishers of Canada have implemented a tariff for anyone providing taped or live music. Please contact the Catering department for further information.

Damage / Property Loss
Any damage or loss to the Best Western Hotel by guests or representatives will be the responsibility of the contract signer. Repair or replacement costs will be billed to the signer in addition to rental fees.

The Best Western does not assume responsibility or liability for any damages, to or loss, of any personal property brought into the hotel. All equipment or property brought into the hotel must be removed from the premises at the conclusion of the event unless previous arrangements have been made.

Parcel, Mailing and Shipping
If you are sending packages for your function, please note the following guidelines in order to ensure that your packages arrive on time. The mailing address must state:

Special Occasions Permits
A special occasions permit is required for all events providing homemade or purchased wines. To qualify for a special occasions permit please contact the local LCBO. In addition to the requirement of a special occasions permit, the Best Western will apply a corkage fee to all bottles of wine served under a special occasions permit. Please contact the cateringdepartment for further details.

LCBO Rules & Regulations
The Best Western Hotel must abide by all LCBO rules and regulations - and we appreciate this obligation being respected by all of our clients. If you have any questions or concerns regarding these rules and regulations, please contact or catering department.