What Do I Have To Do Next?

1. CONFIRM

Confirm the reservation in writing - telephone or call in the first instance by all means, but do confirm the booking by letter, fax or e-mail . Your communication will be acknowledged and you will then have written confirmation of your reservation.

2. DEPOSIT

A deposit is required at the time of reservation for all wedding receptions and private parties. This will be credited to the final account but is NOT refundable in the event of cancellation.

3. ENTERTAINMENT

Does your event need music or entertainment? If you wish to make your own arrangements in this respect please do so; on the other hand if you would like us to handle bookings for you we shall be only too happy to do so. Naturally we shall need to know your budget, the style of music, cabaret, after dinner speaker, disco or entertainer you require. When contracts are finalised all details will be confirmed to you. Fees may be paid direct to the entertainers, or we can add them to the final account.

4. MENU

Menu selection - whether dinner, buffet or barbecue you will need to select your menu fairly early on in the proceedings in order that you may cost tickets where appropriate, or in any case to give you some idea of your commitments. Further notes, sample menus and suggestions can be found in the menu planner.

5. EXTRAS

If you have covered the previous points as early as possible you now have time to draw breath and possibly consider those extra little touches that can make your party that little bit special. A sherry reception? Or maybe a greeting with a glass of punch or cocktail? Wines and liqueurs for everyone, or just the Top Table? Buttonholes for the ladies? Bouquets for the principal guests. Gifts for the ladies? Party hats? Crackers or novelties? Cabaret? Late coffee or soup to send them home with? - All these things can be organised in advance through the hotel and save yourself considerable time and worry. However, do remember that all these little touches add expense and that if you are selling tickets, these items must be costed. On the other hand, if you suddenly find yourself with money in hand (believe it or not it still happens occasionally) almost all of these items can be arranged at short notice.

6. OVERNIGHT ACCOMMODATION

We offer a special function tariff for guests attending functions at the hotel during the low season period. This includes accommodation in one of our en-suite rooms, newspaper, full English breakfast and swimming in our heated indoor pool. Children at greatly reduced rates - or even totally free of charge. With no child minding problems, no drink and drive worries - a dinner dance becomes a mini holiday Please ask for the current rates.

7. PRINTING & PUBLICITY

Organise printing of tickets, menus and publicity material if appropriate. We are able to help with this if required.

8. TABLE PLAN

If you are running a Buffet and Supper Dance, there is nothing to consider at this stage, but for a formal Dinner you will have to decide how best to seat your guests. The centrefold plan and sample table plans will help, but please telephone or call in if you need any clarification whatsoever.

9. FINAL INSTRUCTIONS

The hotel needs to know what menu you require, the timing of your meal and approximately how many guests you expect, ideally two weeks and certainly not less than one week prior to the date you have reserved. Final numbers and table plan should be notified to us not later than two days prior to your function. However, we will accept cancellation of small numbers due to illness or other unforeseen circumstances any time up to a couple of hours prior to the function.

10. THE DAY

The day has arrived - everything should be under control by now, but should there be any last minutes hitches or changes in plan, please do not hesitate to get in touch with us and we shall do our utmost to see that you have a successful and enjoyable event.

11. ACCOUNTS

Accounts may be paid on the day of the event or you will be invoiced a few days later. Needless to say, prompt payment is always much appreciated.

We hope you will find these notes helpful, but any queries or problems, please do not hesitate to telephone 0845 45 88066, fax (01626) 868006 or e-mail Events@langstone-hotel.co.uk

- We really are anxious to help.