Marriott Ranch Wedding Letter of Intent
Thank you for choosing the Marriott Ranch to host your event. This document has been provided to ensure our clients understand our policies and guidelines and whom want to reserve a date well in advance of their actual date.
To Reserve Your Date(s)
All Marriott Ranch social and corporate events require a signed Special Events Policy Letter of Intent and a deposit for $2,000 to hold the date. The deposit will be applied in full toward the total event costs. Second, a signed contract/proposal for the special event is required four months prior to your event. At this time a deposit totaling 50% of the estimated event cost is required at time of contract in order to secure and confirm a date and location. The deposit will be applied in full toward the total event costs.
Food & Beverage and Sleeping Room Attrition
A final guarantee of attendance at your event and number of sleeping rooms (if applicable) is required (10)business days prior to your event. This is the minimum number upon which your final bill will be based, regardless of the actual number of attendees or occupied sleeping rooms (if applicable) at the time of your event. You will be charged for any guests over the final guarantee additional sleeping rooms used (if applicable).
The minimum spending requirement for a September/October wedding is $25,000 (exclusive of 5.3% tax). This is regardless of the number of guests or the price per person for food. Any difference will be charged as a service fee. The minimums for the remainder of the year will be based on business demand.
Food and Beverages
Marriott Ranch reserves the right to require the client to hire a bartender provided by Marriott Ranch. Events in which alcohol will be served must include a proportionate amount of food to be served with the alcoholic beverages. Additionally, we reserve the right to refuse alcoholic beverage service to anyone planning to take part in guided trail rides, or other at risk activities, or any person who in our judgment appears intoxicated. Marriott Ranch reserves the right to stop alcoholic beverage service 60 minutes prior to the scheduled end time of the event. No outside alcoholic beverages may be brought onto Marriott Ranch property unless they are to be consumed in the privacy of a guest sleeping room.
Marriott Ranch must prepare and serve all food and beverages to be consumed on Marriott Ranch property. Accordingly, we do not allow anyone other than our staff to use the Ranch's kitchen facilities. Food and beverages prepared by Marriott Ranch staff remaining at the end of an event are the property of Marriott Ranch, and, due to safe food handling practices imposed by the health department, cannot be distributed to guests to take off site.
If overnight rental of any Farm House, Carriage Rooms, or Manor House rooms has been arranged, the client agrees that it is not to be used for any continuation of an earlier event. The client is held financially responsible for all damages incurred by attendees, guests, or contracted vendors to Marriott Ranch property at any time during contracted hours and/or presence on Marriott property.
Balance of Payment
At the time of your guarantee, a final invoice will be sent to you to be processed for final payment, which is due at least one business day prior to your function. Unless other arrangements have been made, any additional costs incurred after final billing will be applied on the secured credit card number and paid in full no later than (30) days after receipt of final invoice. A finance charge at the maximum rate allowed by law will be applied to any outstanding balances beyond the (30) days.
In the unlikely event that you should need to cancel your functions after signing a contract, the following guidelines apply:
v If cancellation takes place more than (60) days prior to the event date, 50% of your deposit will be retained by Marriott Ranch.
v If cancellation takes place within (60) days of function: Marriott Ranch reserves the right to retain 100% of the deposit.
v After final guarantee ((10) business days prior to your event): The total cost of the event, less deposit, will be due and payable.
v IMPORTANT: Last-minute weather related cancellations can only be made with the consent of Marriott Ranch. In this event, you will be billed for the total cost of the event; however a portion of this will be applied to the total bill for any mutually convenient rain date scheduled within the next (12) months.
v Exceptions for Marriott Ranch Trail Rides may apply.
According to the Fauquier County Special Exception Zoning Ordinance imposed on the Marriott Ranch, our events in the Pavilion can last no later than 10:00 p.m. Please have any band, DJ, or anyone who will be using amplified sound to contact a Marriott Ranch Sales Coordinator in order to understand county noise restrictions. This is very important in order to have your event run smoothly and without misunderstandings.
Guest check-in to the Ranch is 3pm. Earlier arrival times may be requested but are not guaranteed. Please inform your overnight guests of this policy. The Pavilion is scheduled for your wedding reception from 6pm – 10pm. A window of 2 hours prior to reception start time is available for your decorating and setup requirements. Any additional setup time required is based on availability and is not guaranteed. All décor provided by you must be removed immediately following the reception unless prior arrangements are made with your Event Manager.
This agreement reserves all 10 guest rooms for Friday and Saturday night and the Manor House Lawn and Pavilion for the above mentioned time frames as well as any arrangements made for rehearsal and rehearsal dinner. The Marriott Ranch reserves the right to book other events leading up to the setup time. Other events taking place prior to or after the wedding may require a tent which may be set up in the vicinity of the wedding ceremony and/or reception and may remain setup during the wedding. Please contact your Sales Manager for specific details.
All outside vendors need to be licensed, insured and bonded and be able to provide the Marriott Ranch with the documents stating such. A list of all outside vendors must be provided to your Event Manager at least one week before the wedding day along with their estimated arrival times and setup needs.
Release of Liability
Groups and individuals agree to release, indemnify and hold harmless Marriott International, Inc, Marriott Ranch, their officers and employees from and against any and all claims in the instance of bodily harm or personal property damage or loss while on the premises of the Marriott Ranch.