Catering Information

The guaranteed number of guests attending a function/banquet is required a minimum of 72-hours prior to the function.  Guarantee for Sundays, Mondays, and Tuesdays must be given before noon on the previous Friday.  Should no guarantee be received, the Hotel will prepare and charge for the original number contracted.  You will be billed for the guaranteed number given or the actual attendance, whichever is greater.

The Hotel will prepare additional settings of 5% for functions.

In the event that any of the guests in your group has food allergies, you shall inform us of the names of such persons and the nature of their allergies, in order that we can take the necessary precautions when preparing their food.  We undertake to provide, on request, full information on the ingredients of any items served to your group.  Should you not provide the names of the guests and the nature of their food allergies, you shall indemnify and hold us forever harmless from, and against, any and all liability or claim of liability for any personal injury that does not occur as a direct result of our negligence of any of our representatives.  In the event of such negligence by us, or any of our representatives, we shall be responsible for all expenses incurred in the defense of such liability or claim of liability.

The Hotel reserves the right to substitute a comparable function room(s) within the Hotel for the function room(s) named in this agreement.  The Hotel also reserves the right to provide an alternate function room suited to the group's guaranteed attendance.

Rooms provided for meal functions for groups of 30 or more persons will be provided free of charge.

Prices are subject to change on reservations beyond three months.  All menu prices, unless otherwise noted, are based on a per person charge.  All Food and Beverage prices are subject to applicable 15% gratuity and 13% HST.

All Food and Beverage consumed in the banquet facilities must be supplied by the Hotel and consumed within the Hotel.  Removal of food and/or beverages from the designated function area is not permitted. 

Newfoundland Liquor Laws will not permit any sale of alcoholic beverages after 2:00 a.m.  All entertainment should cease at 2:00 a.m.

Hospitality rooms located on the bedroom floors must close at 11:00 p.m.

If net beverage consumption is less than $350.00 for Host and Cash Bars, a $35.00 per hour labor charge will apply for a minimum of three-hour shift.

When music forms part of your entertainment, a SOCAN license fee is applicable at $57.55 (with dance) and $33.05 (without dance).

Coat check is available on a cash and host basis.  Please contact our Conference Service Manager for further information.

Credit must be established to the satisfaction of the Hotel.  Clients requesting direct billing privileges, must complete and return a credit application to the Accounting Department 14-days prior to the event.  Approved direct billing privileges will be reviewed on a regular basis.

Accounts may also be settled with an authorized credit card received 14-days prior to event.

Otherwise, a non-refundable deposit is required to secure the reservation on a definite basis.  Full payment is required two weeks in advance of the event based upon estimated attendance.  Adjustments to the account will be either billed or refunded after the event.

All cancellations must be received in writing and directed to the Catering Department.  Deposits for Weddings and other functions are non- refundable if cancellation occurs less than one (1) year prior to the date booked.

The Fairmont Newfoundland reserves the right to inspect and control all private functions.  Liabilities for damage to the premises will be charged accordingly.  The conveyor for any function is held responsible for the other members of the group.  The Hotel cannot assume responsibility for personal property or equipment brought into the function area.  Personal effects and equipment must be removed from the function room at the end of each day, unless reserved on a 24-hour basis.  Security services can be obtained at an additional cost.

The Hotel will not permit the affixing of anything on the walls, floors or ceiling of rooms with nails, staples, tape or any substance unless approval is given by the Catering Office.  In the event this is done and any damage is sustained, the cost of repairs and/or replacement will be billed to the convener.

It is the responsibility of the client to advise all persons delivering equipment for use at The Fairmont Newfoundland to access the Hotel ONLY through our Receiving Department's Loading Bay.  This includes Bands, DJs, Decorators, etc.  Please note the Receiving Department's Loading Bay hours of operation are 8:30 a.m. to 11:30 a.m. and 2:00 p.m. to 4:30 p.m. Monday to Friday.  Please contact Security after hours and during weekends.