The number of guests attending must be confirmed the Monday of the week of your function. A pre-wedding meeting will be scheduled between yourself and the Catering Department to review all function details of your event. The hotel is prepared to serve a number equal to 5% over the guarantee. If your final number of adult meals falls below the minimum guest count for your function room, a $500.00 room rental charge will be applied to your bill.
Method of Payment
A non-refundable $500.00 deposit is required at the time of space confirmation. A $1500.00 down-payment is due 90 days after confirmation of your booking. A further $2000.00 down-payment is due 90 days prior to your function. All deposits/down-payments will be applied to your final bill. These payments are non-refundable. The remainder of the full estimated prepayment is due one week prior upon advising us of your guaranteed number. Sorry, we do not accept personal cheques. A valid credit card is required for incidentals.
Hotel Contact/Event Timeline
At the final meeting prior to your function, the hotel must be advised of the name of your Master or Mistress of Ceremonies who will act as the liaison between the booking party and the hotel during your function to answer any questions or advise of any changes. This will be the only person from which hotel staff will be authorized to accept changes to the banquet event order. Providing a timeline of events is also helpful to provide efficient service to your room. Please note when planning the timing of your photography or receiving line, a labour surcharge of $100.00 will apply if the scheduled serving time is delayed by more than 1/2 hour.
For the protection of our guests and in accordance with the Saskatchewan Health and Safety Act, the Travelodge Hotel & Conference Centre will be the sole provider of all food and beverage items other than wedding cake. For these same reasons, no food and beverage items may be removed from the function room or stored on your behalf for a later function.
Special Meals and Vegetarian Requests
For your vegetarian or vegan guests, we will provide a special plated meal. For your guests with allergies, we will do our best to ensure their allergic needs are taken care of, but some items we use come from outside suppliers and we have no control over cross-contamination issues. This is particularly important for your guests with nut allergies. For those guests who have inhalation or contact allergies, we must remind them that we cannot guarantee that their event will ever be 100% nut free.
Function Room Set-Up
The Travelodge Hotel & Conference Centre Regina is pleased to supply the following standard set-up for all wedding receptions: white or black table linens, white linen napkins, podium and p.a. system and white or black skirting for the headtable, guestbook table, gift table, cake table and DJ table. Table number holders and numbers, easel and centerpieces are also available free of charge. We do our utmost to try to avoid using reception rooms the evening prior to facilitate decorating. The time that your function room will be available for set-up will be confirmed by our Catering Department the week of your function. Wedding functions requiring a good deal of set-up may require rental of the function room on the day prior to the function. Rental of the facility will guarantee access for decorating.
One style set-up is provided in a 24-hour period. If room style setting requires changing within this period, a labour fee will be assessed. Labour charges may apply on some events where room rental is waived, on statutory holidays, or when major changes to the room set-up are required.
Meals for children 5-12 are offered at a 33% discount. Children 4 and under are complimentary.
In compliance with City and Provincial legislation and hotel policy, no smoking is permitted anywhere in the hotel. Your M.C. should include this announcement, as a fine will be charged for guests smoking inside the hotel.
Menu Selection and Dietary Substitutions
To be assured of your menu choice, it is necessary that your Event Co-ordinator receive menu selections and final details of the event no later than (1) month prior to the event date. The hotel requires all information on your special dietary requirements one week prior to your function.
Service Charge, Taxes and Prices
As listed on the package information sheets, a 15% service charge (gratuity), plus applicable taxes, will be applied to your total bill. All prices are subject to change without notice, since we do not get advance notice of price increases to food or alcohol.
The hotel does not supply security personnel or accept liability for any loss or damage to goods stored in the hotel. Alcoholic beverages cannot be served after 1:00 a.m. and all functions/areas must be vacated by 1:30 a.m. Hotel security will oversee the close-out of your function. If you require a luggage cart to remove your gifts, please ask security. Rooms are left open after functions for janitorial services; therefore, all decorations, gifts and personal effects must be removed by designated guests at the end of the function.
If you have contracted any vendor/rental services including decorators, photo booths, cakes/cupcakes, rental machines (popcorn, cotton candy, fountains), etc, please advise each to contact your Event Co-ordinator the week prior to your event to arrange setup times. Please confirm all vendor requirements at your event meeting one month prior, particularly if you are taking responsibility for the rental set-up yourself. This will include any tables your vendors require, the location of their set-up (space required), the list of items decorators are supplying including table runners, centerpieces, chair covers and backdrops as these impact our set-up of the room. Please advise your cake vendor that we cannot guarantee fridge or freezer space to store cakes/cupcakes, so their delivery timing needs to ensure the integrity of these items. We also do not take responsibility for the set-up or moving of wedding cakes.
Decoration of the room may be done the night before, if the room is not in use, or the day of the function. Please check with your Event Co-ordinator. Please note we do not allow any permanent hooks or pins to be placed in our walls. All decorations must be removed when you leave. Use of open flames or confetti is not allowed on hotel premises. Should confetti or like be used on hotel tablecloths, a cleaning fee of $75.00 will be applied. If linen is permanently damaged, replacement charges will apply. If you are using the services of a professional decorator, please advise them of our decoration policy as you will be responsible for any damage to our property from pins, hooks, tape, etc. Please also have your decorator contact our office to confirm set-up and dismantle times. Our employees are not permitted to handle the personal property of our guests. Immediately after shut-down they are required to close out bars and remove linens for laundry.
Entertainment/SOCAN and Re:Sound Fees
Whereas a DJ service is more adaptable to the size and acoustics of our function rooms, you may wish to hire a band. If hiring a band, it is essential that you view the facilities with the band to ensure they are aware of set-up space available. A power surcharge of $50.00 will be applied to your bill to accommodate the extra power draw required by bands. The hotel reserves the right to inspect and control all private functions, including conduct and performance of entertainers and audible level of music played. When music is played in our function rooms (either live or recorded), we are legally obligated to collect licencing fees on behalf of SOCAN and Re:Sound. SOCAN represents the rights of composers and music publishers and Re:Sound represents the rights of artists and record companies (please visit www.socan.ca and www.resound.ca for more information). The current SOCAN fees are $59.17 for functions with dancing, $29.56 without dancing. The current Re:Sound fees are $26.63 with dancing, $13.30 without dancing. Both fees are subject to GST and will be added to your bill if you have any type of music at your function. Please ensure that your DJ or band contract ends at 1:00 a.m.
Damage or Loss
The Travelodge Hotel & Conference Centre Regina will not be responsible for any damage to or loss of any articles left at our facilities prior to, during, or following any event. The customer is responsible for any damage to the hotel premises by their guests, agents or independent contractors on their behalf.
We are happy to reserve a block of guestrooms for your guests, upon request. Guestrooms will be held under a group block without a guarantee (30) days prior to the groups arrival date. All reservations received after the cut off date will be accepted on a space and rate availability basis. Any person(s) arriving will be required to guarantee their accommodations in advance with a valid credit card number. You will be given a Group ID# to reference your guestroom block and your guests should quote this number when booking. Check-in time is 4:00 pm. Guests arriving before 4:00 pm, and after 1:00 pm, will be accommodated as rooms become available. We regret that we are unable to accommodate check-in prior to 1:00 pm. Check-out time is 11:00 am. Late check-outs may be arranged directly with the Front Desk, on departure day, based on space availability. We regret that pets are not allowed in the hotel. The Travelodge Hotel & Conference Centre Regina is 100% non-smoking.