Policies and Procedures
Billing and Deposits
We welcome new accounts but require that credit be established with our Accounting Office thirty days prior to arrival date if you require billing privileges. Credit can only be established for functions over a minimum of $500.00. A credit application can be supplied by your catering manager. Approved billings are payable within ten days of receipt of statement. In the event billing arrangements are not made in full payment is due at the conclusion of the event and a credit card is required for backup. Advance deposits, when required, are non refundable.
Food and Beverage
All food items must be supplied by the Hotel. Off premises catering is available. Menu selections, room requirements and all other arrangements must be received thirty days prior to the function. These menus are only a general suggestion as to the selection and variety of entrees and compliments available to you. We take great pride in developing specific ideas and themes or simply expressing your tastes in a personally tailored menu. No food may be taken off of Hotel premises. All food and beverage prices are subject to change and will be confirmed 90 days in advance. Villa Roma Resort and Conference Center as licensee is responsible for the administration of the sale and service of alcoholic beverage in accordance with New York State Liquor Control Board regulations. All alcoholic beverages must be purchased from the hotel.
It is a requirement that the Hotel is notified of the exact number of attendees by noon, three working days prior to the event (72 Hours). This minimum number of guests will be considered a guarantee for which you will be charged even if less than the minimum attend. An increase in the guaranteed number of guests will be accepted up to 24 hours before the function (48 hours on weekends). If the guaranteed attendance is not received in the Catering Office, the expected number of people will serve as the guarantee. Full charges will be assessed for any function canceled within five working days of the scheduled date. Cancellations must be confirmed in writing.
Room and Set-Up Fee
Function rooms are assigned according to the anticipated guaranteed number of guests. If there are fluctuations on the number of attendees, the Hotel reserves the right to assign accordingly the banquet function. The Hotel reserves the right to assign accordingly the banquet function room. The hotel reserves the right to charge a service fee for set-up of meeting rooms with extraordinary requirements. A room set-up fee will be charged when applicable.
Service Charges and Tax
A service charge of 18% and applicable state sales tax will be added to tall food, beverage, rental and audiovisual charges. New York Law states that the entire service is subject to state sales tax. Tax-exempt organizations must present their New York State tax-exempt form prior to arrival.