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108 Fall Street | Seneca Falls, NY 13148 | 877-788-4010 | guestservices@hotelclarence.com
How much is my deposit?
An initial deposit of $500 is required for all catered events and use of the Banquet Room. This amount is required to secure your specific date and will be applied to your final bill.
At the time of deposit, the estimated event price will be determined based on your estimated number of guests. If an event must be canceled, all deposits are non-refundable and retained as liquidated damages.
What is the payment Policy?
After the deposit has been made; a payment schedule will be drafted for the full payment of the event. Eight weeks prior to your event, a non-refundable payment of 50% of the total estimated cost (per the Banquet Event Order form) is due.
Payment of the total balance is required three days prior to your event. This will reflect any changes made leading up to this payment and will also be based on the guaranteed attendance.
When is final Guarantee Guest Count Due?
Final guaranteed attendance must be submitted at least 14 days prior to the event to ensure availability of the desired menu items; all prices are subject to change. This number will be considered your minimum guarantee, which is not subject to reduction.
It is agreed that if we do not receive a guaranteed headcount 14 days in advance, we will use the original estimated number of guests detailed on the Hotel Clarence Contract as the guaranteed attendance. Guaranteed attendance will be detailed on the Hotel Clarence Food and Beverage Menu Selection Form.
Can I bring in my own Food and Beverage?
Hotel Clarence, in accordance with New York State and Seneca County health regulations, will provide all food and beverages served at our facility (with the exception of wedding cake).
Please note that alcohol sales are regulated by New York State; Hotel Clarence is responsible for administration of these regulations. Therefore, no alcoholic beverages may be brought into the facility from outside sources. We reserve the right to stop service in compliance with New York State Liquor Laws, i.e., under the age of 21 or intoxication.
When do I need to finalize my menu?
Final menu selections must be completed no later than nine weeks prior to the event. All final selections will be detailed in the Hotel Clarence Food and Beverage Menu Selection Form and submitted for your approval, so that the 50% deposit can be made within eight weeks of the event.
Can I come decorate early?
Any special requirements for receiving or setting up displays, decorations, floral arrangements, etc. must be approved in advance by the Banquet Manager.
Additional charges may apply to these special arrangements. These charges, if any, will be itemized on the Banquet Event Order Form.
What is the Cancellation Policy?
If you need to cancel your event, any deposits or payments made up to the date of cancellation will not be refunded. If you cancel within 6-12 months of the event date, you agree to pay Hotel Clarence 25% of the estimated event price.
If you cancel within 1-6 months of the event date, you agree to pay Hotel Clarence 50% of the estimated event price.
What Service Fee’s and Taxes are charged?
New York State tax of 8% is charged on food and beverage, special services, and room rentals. A service charge of 20% is added to the food and beverage total of your event.
Is there smoking allowed?
New York State Law prohibits smoking inside our facility. We ask that all of our guests respect both New York State Law and our historic facility and encourage you to smoke outside, away from entrances and exits, out of respect for non-smokers.
Is there Parking Available?
Hotel Clarence offers limited complimentary on site parking for guests using the Banquet Room. Parking is available at no charge in our lot. Ample parking surrounding the property is also available at no charge.
Is there Security On-site?
Hotel Clarence cannot assume responsibility for personal property and equipment brought onto the premises, nor for damage or loss of any items left in its facilities or parking lot prior to or following any event.
Hotel Clarence reserves the right to inspect, control, or revoke all private events in accordance with our policy and the law. Hotel Clarence may require that security be hired for your event.
Is there a Cake Cutting/Serving Fee?
Hotel Clarence charges a $2.00 per person fee for cake cutting and serving to guests.
