Payment Agreement
Your event date and room reservations are secured with a non-refundable deposit equal to the room reservation fee and a signed contract. Deposits will be credited to your final invoice. A valid credit card must remain on file. The remainder of the total cost and any additional costs incurred is due upon the completion of the event. If no other previous arrangement has been made, the final total will be charged to the credit card on file.

Tax & Gratuity
All food, beverage, rentals, room reservation fees and service fees are subject to 6% sales tax as well as 20% gratuity charge.

Room Reservation Fee
We require a non-refundable fee to secure your room/area, date and time. This fee covers the basics including tables, chairs, linen, set-up, break-down, clean up, service staff and a tent if needed. For Poolside Ceremonies we provide chairs and an aisle runner only. Additional enhancement rentals are available to customize your event.

Cancellation
If you must cancel for any reason:
Within 30 days: No Refund
31-60 days: We will refund 25% of the deposit
61-90 days: We will refund 50% of the deposit
Over 91 days: We will refund 100% of the deposit

Please note that in the case of extreme weather conditions including Hurricane Watches or Warnings, we reserve the right to cancel your event to protect the safety of our staff.

Menu
We encourage you to sample our menu before making these decisions and will offer a one time, 30% discount for you to do so. Proper coordination with the Event Director prior to usage is necessary.
All menu selections, bar & beverage choices and set up plans must be confirmed no less than 30 days prior to your event in the form of a “BEO” or Banquet Event Order. Final selections must be signed and confirmed. Catering is provided by The Conch House Restaurant and outside food or beverage is not permitted with the exception of a wedding cake.

Guest Guarantee
A guaranteed number of guests is required 30 days prior to the event. No refunds will be issued if the actual number of guests is less than your final count. In addition, if your attendance exceeds the guaranteed number by 10% or more, a fee of $35 per person will be assessed in addition to the menu price per person and will be due with the final balance, only if we are able to accommodate them. Our Chef will prepare all food according to the final guest count as stated on the BEO.

Your Event
We will provide an experienced service staff based on your guest count and bar needs. Your event room is accessible prior to your event time for preparation by you or someone from your party, but timing must be coordinated with the Event Director. A late fee of $150 will be assessed if your party arrives more than thirty (30) minutes late. All event rooms have a time limit of 4 hours. Each additional hour must be approved by the Event Director on site and may be assessed an additional fee of $250 per hour.

Once your date, time, menu and final selections are made, we cannot guarantee that any request for change can be met and as a result, written approval by the Event Director is required for any modifications to the original contract or Banquet Event Order or “BEO”. We reserve the right to move events to other areas without prior notification upon necessity.

The Conch House requires that all outside music be turned off by 10:00pm. If any guests make their own entertainment arrangements, Tropical Affairs reserves the right to insist on volume and content.

Alcoholic Beverages
We reserve the right to refuse service of alcoholic beverages to anyone. We may ask your guests for a photo ID to confirm that they are the legal drinking age. Due to Florida law, we do not allow any outside alcoholic beverages to be brought to your event.

Liability
Tropical Banquets is not responsible for any damage or loss of any items left on the property. You will be held responsible for and shall reimburse The Conch House for any damages or loss of liability incurred. It is understood upon signing that you and your guests will act in an orderly fashion and that all Florida laws and Conch House rules will be abided by.

Equipment & Rentals
We will provide & rent anything required for your event. Additional enhancements and special rentals may be provided upon request.

Motel Discounts
When you or members of your party book 5 or more rooms, the Motel will offer a 10% discount on all room fees. If the number reaches or exceeds 10 rooms, the 10% discount will no longer apply to each room, but the room booked by the host of the party (or the Bride & Groom’s suite in the case of weddings) will be free of charge.