Banquet Rules & Guidelines

Room Availability

Madonna Inn reserves the right to reassign banquet facilities as deemed necessary by Madonna Inn management. If the size of your function increases or decreases dramatically Madonna Inn reserves the right to relocate your function to a room appropriate to your function’s size.

Due to time required for our staff to prepare the room properly for your function, rooms are available to you and your guests only for the times specified in your contract. Group and its vendors, agents, or employees may not enter the facility prior to the beginning of the inclusive time and must remove all of its property and vacate the facility as of the ending of the inclusive time.

Arrangements must be made in advance to have access to the room before your designated time at the cost of $75.00++ per half hour. Additional rental charges will apply.

Please also be aware of which facilities have been deemed accessible for disabled guests.

Room Rental

Each room at the Madonna Inn has its own, individual price for a four (4) hour block of time. View our Wedding & Banquet Room Rental Rates for a comparison of room features and rates.

When full meal service, or equivalent thereof, is purchased for at least twenty five (25) people, the room rental fees will be waived for a total of three (3) hours. Full meal service equivalency:

Before 2:00 p.m., a full meal is equivalent to $13.70++ per person.
After 2:00 p.m., a full meal is equivalent to $25.95++ per person.

Should the price of the meals per person be less than the prices listed above or should your function have less than twenty five (25) people in attendance, room rental fees will apply.

Payment

Security deposit: Group shall pay a $500 security deposit for rental of the Facility and any equipment at the time of signing the contract. Madonna Inn will refund the security deposit within seven (7) to ten (10) business days after the date of use if Group causes no damage to the facility, other than normal wear and tear, and follows the banquet department policies and guidelines. Your reservation is not secured until the Facility Agreement is signed and returned with your deposit. This deposit is not refundable should the event be cancelled and cannot be rolled over to a different date should you choose to reschedule with us.

All functions are subject to one master bill. All charges will be on a cash, check, or credit-card basis.

Total payment of the balance will be due 48 hours prior to the event. Any additional charges will be addressed at the end of the function.

No direct billing is available.

In the event that the final bill is not paid in full within 24 hours following the function, Madonna Inn will deduct the total amount due from the $500 security deposit on-file.

Cancellations received within 72 hours of your scheduled event will result in full payment becoming due for any services requested.

Service Charge

All food and beverage prices and services are subject to an 20% service charge and the applicable county sales tax. (The service charge is taxable according to the California State Board of Equalization, Regulation 1603.) Room rental fees are also taxable (and the service charge will apply) whether food or beverage is to be served or not.

Madonna Inn reserves the right to apply a service charge to any items ordered for your function.

Cancellation

ALL SECURITY DEPOSITS ARE NON-REFUNDABLE. Additional fees may apply if event is cancelled within thirty (30) days of the function.

Security

Madonna Inn is unable to assume responsibility for the damage or loss of any merchandise or articles left on the premises before, during, or after your function. Please arrange to have all personal items removed upon the conclusion of your function. All embellishments left for forty eight (48) hours become property of the Madonna Inn.

A $75.00++ charge will be applied if your function leaves behind a large amount of items that result in excessive clean-up for the Madonna Inn.

Madonna Inn may require security at certain functions. Group must agree to supply security should the Madonna Inn require it or the function will be cancelled. Only Madonna Inn approved security may be employed and all costs are the responsibility of the Group.

Liability

Groups and members of groups shall indemnify and hold Madonna Inn and its affiliates harmless from any and all claims, suits, losses, damages, and expenses on account of injury to any party in connection with the function. Groups and members of groups are responsible for any and all damage or destruction of any hotel/restaurant property by the group or member of the group on the hotel/restaurant’s premises. All damages will be charged to the master bill and/or deducted from the security deposit at the option of Madonna Inn.

Indemnification

In addition to all other rights and remedies of Madonna Inn set forth herein, Group shall indemnify, defend and hold harmless Madonna Inn, its employees, officers, shareholders, attorneys, directors, agents, contractors, assigns and successors in interest, from and against any and all claims, actions, losses, costs, damages and expenses (including reasonable attorneys’ fees, including fees and costs on appeal) resulting from negligence, gross negligence, criminal conduct, or intentional disregard of Madonna Inn’s clearly stated rules and regulations by any member of the Group.

Outside Food and Beverage

Due to public health regulations and Madonna Inn policy, all food and beverage must be purchased from the Madonna Inn. No food or beverage, alcoholic or otherwise, may be brought on to premise by the Group or any of the guests without prior approval by Madonna Inn management.

Any outside food or beverage, alcoholic or otherwise, brought on the premise by the Group or any of the guests without prior approval will result in a $75.00++ fee.

For wine our corkage fee is $15.00 per bottle, plus service charge and sales tax.

Our cake-cutting fee is $3.50 (plus service charge and sales tax) per person if our bakery is not used.

Madonna Inn reserves the right to apply a service charge to any items ordered for your function.

Any and all food items from a buffet style set-up may not be taken in “to go” boxes from the premises.

Menu Selection

It is strongly recommended that you select one (1) entrée for your entire group. However, we do allow for the selection of up to two (2) entrées. If two entrées are selected it is required that the exact number of each item is due five (5) working days prior to your event.

You must provide meal tickets for your function if you are offering two (2) or more entrées for your function. Your group will be responsible for distributing these to your guests. These tickets are simple, listing only the food items chosen, and based on the guaranteed number.

We must have your menu selection ten (10) days prior to your function. Your menu selection will be limited and may be determined by banquet staff without that advance notice.

We understand that some of your guests may have special dietary requirements and a vegetarian entrée may be requested with your guaranteed number. Vegetarian meals will be charged at the price of the least expensive entrée.

Guarantee Number

During the initial planning of your event we request an estimated number of guests.

A final guarantee is required five (5) working days before the function. (Business days are defined as Monday through Friday from 9:00 a.m. to 5:00 p.m.). This guarantee is not subject to reduction.

You will be financially responsible for 100% of your guarantee number or the actual number of guests served, whichever is greater.

Service Bar

There is a $125.00++ service charge for bar/bartender service for any function requesting such a service. If bar sales reach $250.00 this charge is waived. This is for bar sales only and does not include wine service at tables.

Service bars can be “hosted” with the total cost (individual cocktail orders based upon consumption) added to your master bill. Or a “no-host” can be available, allowing your guests to purchase their own beverages.

All hosted service bars are subject to a 20% service charge.

Bar hours are reserved in the same block as your function and the Silver Bar in the main dining room remains open until 11:00 p.m.

A wine table may also be open to your guests at your request. You may create your own personal wine selection from our extensive wine list. Our banquet department will be happy to assist you with these details.

In accordance with California State Laws, NO MINOR (UNDER THE AGE OF 21) SHALL BE SERVED ALCOHOLIC BEVERAGE. In the event that minors will be in attendance at any function where alcohol is being served, the Madonna Inn shall hold the Group both responsible and liable for notification to the Inn and actions taken at said function. It will also be at our discretion to require security present, at your expense. Proper identification to verify a person’s age is required. We reserved the right to refuse service of an alcoholic beverage to anyone who is underage, who cannot provide the proper identification, or to anyone who, by the sole judgment of the Madonna Inn, appears to be intoxicated.

Taking alcohol outside of the building is forbidden.

Decoration

Madonna Inn is unique in its architecture and decor with many handcrafted details, one of a kind murals, furniture, and paintings. These antiques and objects d’art have been placed throughout the Inn for the pleasure of all of our guests. We ask that they be kept in their place and that NO DECORATIONS BE AFFIXED TO ANY WALLS OR STRUCTURES without the expressed, specific approval of the banquet manager.

Absolutely NO pins, tacks, nails or tape are to be used at any time with out permission of the banquet manager. Any special room arrangements may be discussed in advance. A $75.00++ fee will apply should there be a failure of compliance with this policy.

ABSOLUTELY NO CONFETTI, ROSE PETALS, GLITTER, RICE, OR SIMILAR DECORATIVE ITEMS MAY BE USED ON PROPERTY. A $75.00++ fee will be charged to your master bill should there be a failure of compliance with this policy.

Excessive Clean up Policy

We ask that anything you bring in to the Madonna Inn, (decorations, trash, etc.) you also take with you.

Should you or the guests attending your function leave an excessive amount of trash, decorations, etc. for our staff to clean up, we will charge your function an additional $75.00++ for the extra labor needed to clean the area.

The Madonna Inn reserves the right to decide on what is or is not considered “excessive clean-up.”

Wedding Ceremonies

All wedding ceremonies must conclude by 5:00 p.m. on Monday thru Saturday as the Steak House opens at 5:00 p.m. on those days. Sunday ceremonies must conclude by 4:00 p.m. due to the Steak House opening at 4:00 p.m. on Sundays.

Failure to end the ceremony at this time will result in a $75.00++ fee.

All decorations added to the stage/ballroom area for the wedding ceremony must be cleaned up and removed immediately following the conclusion of the ceremony.

Failure to remove all added decorations will result in our removal of the items and a $75.00++ fee.

Linen

Madonna Inn provides complimentary white or pink tablecloths and napkins for your function.

Breakfast and luncheon functions come with paper napkins only unless a package is purchased that includes linens. Should you wish your breakfast or luncheon function to include cloth napkins, the charge is $.95++ per napkin.

A wide assortment of colored linens is also available upon request for an additional charge ($4.95++ for table cloths and $.95++ for napkins.) Please order these specialty linens two (2) weeks in advance.

Entertainment

Some restrictions are required in the set-up of equipment and sound level. Madonna Inn reserves the right to regulate the level of the music deemed applicable during your function as well as placement of instruments. If this factor becomes a problem at any time during your event Madonna Inn reserves the right to end your function. Full charges will still apply.

Attorneys’ Fees and Collection Costs

Should any legal action, arbitration or other proceeding be brought as a result of a dispute between the parties in connection with or arising out of the execution of this Agreement, or the obligations set forth herein, the prevailing party shall be entitled to recover its costs and reasonable attorneys’ fees incurred in such action or proceeding, in addition to any other relief to which such party may be entitled. The person(s) signing this contract recognize that they are liable for the full amounts due and owing as a result of the event or function. Any legal action, arbitration or other proceeding brought under this Agreement shall be filed or held in San Luis Obispo County.

Young Guests

A children’s menu is available for any child under twelve (12) years. Please order child’s plates no later than 24 hours in advance.

Any high chairs required should be reserved when your guarantee is placed. “Booster” seats are not available due to the structure of our chairs.

Limitations to Services We Can Provide

Although the Madonna Inn supplies all the food, bakery, beverage, and services for your wedding, there are some limitations to the services that we can provide.

For your convenience we have two Event Coordinators to help you plan your wedding, however we do not have an on-site Wedding Coordinator. Our banquet staff is here to assist you in any way we possibly can and we will be happy to set out small favors, but centerpieces, the wedding cake table, and the head table will need to be decorated by your florist. We do not have photographers & videographers, music services (e.g., bands or DJs), florists, or officiants on premises, but we are happy to refer you to local, qualified florists and coordinators who can assist you with everything from invitations to thank you notes. Please see our weddings referral list for suggestions.

Due to other functions being held in our banquet facilities, we are not able to provide set-up of the room the night prior to your reception to decorate the room further than it is already decorated. Specific approval from banquet management is required for access to the room before your designated time and additional room rental charges will apply if the hours specified in your contract are exceeded before or after your event.

Our lodging rooms offer a 4:00 p.m. check-in time. Other hotels (located within a few blocks distance of Madonna Inn) do extend an earlier check-in: Embassy Suites is 3:00 p.m., Royal Oak Best Western is 3:00 p.m. and Vagabond Inn is 2:00 p.m. You are welcome to request an early check-in for those guests wishing to relax prior to your wedding. Early check-in is 3:00 p.m. and no guarantee can be made.

++ = plus service charge and sales tax.

The information contained in these guidelines is provided here for your reference. It is not to be considered to be your Banquet Facility Agreement. Inclusive prices, where shown in parentheses in menus, include 20% service charge and 7.75% sales tax.

Madonna Inn - Landmark resort hotel on California's Central Coast