Event Policies & Procedures

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To receive more information on Policies & Procedures for Private Events call our office Tuesday through Friday. We will be happy to answer your questions.
Food & Beverage Service

This brochure is to familiarize members and guests with Charlotte Harbor Yacht Club policies, menu suggestions and beverage arrangements for private parties.

Our culinary staff will prepare all food for consumption on premise. Only food and beverage purchased from Charlotte Harbor Yacht Club can be consumed on premises unless authorized prior to the event. All arrangements will be made through food and beverage management by appointment.

Charlotte Harbor Yacht Club, as a licensee, is responsible for the administration of the sale and service of alcoholic beverages in accordance with the Florida State Liquor Laws. It is policy, therefore, that all liquor, wine, and beer, will be supplied by the Club for on premise consumption. Beverages may not be removed from Club premises.

In compliance with state laws, it is the responsibility of the host to ensure those under the age of 21 does not consume alcoholic beverages. Our staff has been instructed to require picture/birth date identification and, in the event a guest appears under age and is unable to provide required identification, the Club will not serve alcoholic beverages to such individuals, or to an intoxicated individual.

Security Deposit

A deposit of $350.00 is required to confirm the reservation for your event. In the event of a cancellation for the event, the deposit will be refunded only when another event is booked for that day. A payment schedule will then be planned.

The member or non-member host must be present always during the function and is responsible for communicating Club policy in terms of dress code to function attendees. Club policy requires that your event related activity be confined to your reserved rooms. The member or non-member host is responsible for the conduct of those attending the event.

The Club is closed on Monday, Tuesday, Wednesday and Sunday evenings. A special request for a function when the Club is closed is subject to approval by the General Manager and the Vice Commodore. An additional charge of $250.00 plus a service charge and tax will be applied to open the Club in addition to a minimum reservation of one hundred people or more.

Any damages occurring to Club property during the function by the host, invitees, contracted outside entertainment, or vendor, will be the responsibility of the host and or member.

The Club is not responsible for the loss or damage of personal property brought to the Club by members or guests.

Dress Code

The dress code applies to all persons attending a private function. Collared shirts, khakis, or slacks are acceptable. Jeans, denim, tee shirts, cutoffs are not suitable dress.

Guarantee

For all events involving food and beverage service, a guarantee of attendance is due five (5) business days in advance, this count is important for product orders and staffing. The host will be billed the guaranteed number or the actual attendance, whichever is larger. If no guarantee is given, the Club will prepare and charge the highest estimated number given at the time the contract was written.

Food ordered at the Club is intended to be served on premises. We regret that we cannot deliver food to another site, nor provide leftover food following events on premises. All functions must have a seating chart and color coded place cards to ensure proper service when choice of entrée is offered.

Service Charges

All food and beverage service items are subject to the customary service charge of 20% plus local sales tax. Sales tax may be added on rental and other applicable items.

Decorations

Management of the Club must approve the placement of plants, flowers, signs, and decorations in the Clubhouse prior to the event. Affixing anything to walls, woodwork, floors, or ceiling with nails, staples, tape, or any other substance is strictly prohibited. No handwritten signage may be placed in the Clubhouse. The Club is not responsible for any personal decorative items or floral arrangements used during the function. The Club is not and cannot be responsible for gifts, wraps, or other articles left on premises. The Club does not have a sound system, therefore, must be provided by an outside vendor. The Club is not responsible for outside vendors and their product.

Event/Function Assignments and Room Fees

Room assignments are made per guaranteed minimum number of guests anticipated. Because this attendance may vary from expected attendance, Charlotte Harbor Yacht Club reserves the right to change room reservations to best accommodate either increasing or decreasing figures.

All functions and events are subject to a non-negotiable room fee. This is a set fee per room; details of prices for all rooms can be obtained through Club Management. (See attached)

All functions will be scheduled for a four (4) hour time. Functions or events wishing to last longer than four hours will be charged an hourly rate of $300.00 plus tax.

Payment

A payment by cash or check to Charlotte Harbor Yacht Club is to be made at the end of your event. Credit cards will not be accepted.

Cancellation

Failure to cancel an event in writing ninety (90) days prior to the event will result in a full charge penalty.