Booking ProcedureTo ensure accurate communication of the information necessary in planning successful functions, we prefer to work with one person in the planning of your event. We must be notified of meal selection, estimated number of guests, room arrangement, equipment requests, and all other details no less than three weeks prior to your event.
Guarantee PolicyAs you begin planning your event, you will have an idea of approximately how many guests will attend. Please keep us informed as your count goes up or down. The Ford Plantation must be notified of the exact number of guests attending a function by 12:00 noon, three days prior to your event. This number will be considered your guarantee, and may not be reduced after this time. If no guarantee is received prior to this deadline, we will consider your last indication of expected guests to be the guarantee. The guaranteed number is the established minimum number for billing purposes on all functions. If fewer guests attend than the number guaranteed, you will be charged for 100 percent of the guaranteed number.
Facility Fees and Food & Beverage MinimumsThe Ford Plantation requires both a fee to use our facilities and a minimum expenditure on food and beverage purchases. These charges are based on the venue and the size and type of function. The site fee includes labor fees for setup and breakdown, parking/security attendants, and bathroom attendants.
Price QuotationsPrice quotations, verbal or written, are subject to change due to fluctuation in food costs or increased costs of operation and do not reflect taxes and service charges.
Taxes and Service ChargeA 20 percent service charge and a sales tax of 7 percent are added to the price of food and beverages. All lodging rates are subject to applicable state of Georgia taxes and service charges (7% county tax and 7% lodging tax). Spa services are subject to a 20% service charge. All other services or activities on property are subject to applicable state of Georgia taxes and standard service charges.
Private Function Rental AgreementIn order to ensure quality service and avoid any misunderstandings, a written agreement is required for all private functions. A valid credit card and non-refundable deposit of $2,500 is required to reserve a desired date for an event at The Ford Plantation. This deposit will be credited against the actual charges of the event. All events must have a signed Banquet Event Agreement submitted to the Club no less than thirty days prior to the date of the event. This Banquet Event Agreement will include a damage deposit of $5,000. Fifty percent of the estimated event cost, in addition to the damage deposit, will be required at the time of the Banquet Event Agreement. Upon cancellation of this event, 90 percent will be refunded up to three weeks prior to the event. 50 percent will be refunded up to two weeks prior to the event, and zero will be refunded if less than two weeks prior to the event. 100 percent of the estimated event cost will be due two weeks prior to the event. A final bill will be presented within 10 business days of the conclusion of the event, and all billing adjustments will be charged or credited to your account at that time. The damage deposit will be refunded on the final bill.
Food and BeveragesAll federal, state, and local laws pertaining to food and beverage purchases or consumption are strictly adhered to. All food and beverages must be purchased from The Ford Plantation. No food or drinks of any kind, with the exception of ceremonial cakes, may be brought into The Ford Plantation. The Ford Plantation prepares the quantities of food and beverages based on the guaranteed number of guests, in ample amounts to ensure that all guests at the event enjoy an attractive selection of food. All food left from a function remains our property. We will be happy to pack some (within reason) leftovers for the host to carry home. On cocktail receptions, all food provided is guaranteed for two hours. We will not let anything run out and will keep things replenished. After two hours, we will begin removing all items. Buffet dinners will remain replenished to ensure all guests are served.
All alcoholic beverages must be served by an employee of The Ford Plantation and consumed on The Ford Plantation premises; open beverage containers or glasses may not be taken off the property. No alcoholic beverages will be served to persons under the age of 21. The Ford Plantation reserves the right to verify legal age and to discontinue the service of alcoholic beverages to any group or individual guest should personnel determine that to continue such service would not be in the best interest of the guest or the Club.
Bar ArrangementsWe do not offer bar packages. All alcohol sales are based on consumption. The client selects the alcohol to be served at the open bar, and The Ford Plantation provides bartenders, mixers, beer, wine, and liquor and we will charge appropriately for what is consumed. Beer is sold by the bottle, wine is sold by the glass or bottle, and liquor is sold per drink. Prices vary on all bar needs, and we will assist you in planning. The Club as the licensee is liable for the lawful service of any alcoholic beverages served on our premises. We reserve the right to refuse service to anyone caught providing alcoholic beverages to someone who cannot adequately prove that they are of legal drinking age. They will be asked to leave our premises, and we will refuse service to anyone we believe to be under the influence. All laws governing any alcoholic beverages and the consumption of by Georgia will be strictly enforced.
Hours of OperationEvents held on the days The Ford Plantation dining facilities are closed (Monday and Tuesday from October through April and Monday, Tuesday, and Wednesday from May through September) may be subject to additional labor charges or fees.
Private Event HoursThe Ford Plantation Club is open for private events from 8 a.m. until 12 a.m. Events lasting later than 12 a.m. will need special management approval and may incur additional fees.
Security/ParkingWe require parking attendants and security guards at all private events. Fees for this service are included in the site fee. Valet parking may be arranged for your event for an additional charge. Our highly trained staff keeps our premises safe and secure and your event private.
Housekeeping/Restroom AttendantsWe require housekeeping services and restroom attendants at all private events. Fees for this service are included in the site fee.
Wedding PlannerWe require that you appoint a professional wedding coordinator or a specific person to handle the overall planning, design, and wedding day execution on your behalf. Our Director of Events will assist you and your planner with vendors, menu selection, and on-location wedding details. We have a list of outstanding wedding planners for your convenience.
RentalsAll events require rentals of linens, tables, chairs, dishware, glasses, chafing dishes, dance floor, stage, and lighting. Larger events will require the rental of a tent. We will refer local vendors to provide these items and will provide you with a list of the minimum rental requirements for your event.
Floral ArrangementsWe do not provide flowers or other table pieces as a part of the function pricing. We will gladly refer local florists to you.
CakesWe do not prepare wedding cakes, or special occasion cakes, but we will be happy to refer someone who can assist you in this area.
Bands, Disc Jockeys, Etc.We keep a file of several agents and entertainers and will provide contact information to you. We do not book entertainment for any private functions—that is the responsibility of the host. Please let us know what type of entertainment you have planned and any special needs they may have for space or power. If your entertainment requires a private dressing/break room and meals, please inform our Director of Events so she can make accommodations. The break room charge and vendor meals are the responsibility of the host. The charge for The Spa room is $250, and vendor meals can range from $25–$35 per person.
EquipmentTeleconferencing and audio/visual equipment is available to meet your needs. We offer complimentary Wi-Fi in The Main House. Party rental equipment is available for any type of event imaginable.
Private PropertyThe Ford Plantation does not allow anything to be affixed to any walls, floors, ceilings, or room furnishings with nails, tape, staples, or any other substances and furniture may not be moved from its original location without the permission of the General Manager. The host or sponsor of the event assumes responsibility for any and all damages to, or loss of property from, the function room or other areas of the Club and will be billed accordingly. We also ask that no rice, birdseed, or confetti be thrown on the property. There will be an automatic $500 clean-up fee charged to your account should this occur.
Guest BelongingsWe are not responsible for items (coats, hats, purses, umbrellas, etc.) left in our facilities. For events being held at The Main House, we encourage the host to rent a room in order to secure all valuables.
MedicalOur staff can direct you to urgent care services for general ailments. We are well rehearsed in our direct link to LifeStar Helicopter/Air-Ambulance in case of an emergency.
Property AccessAccess to The Ford Plantation prior to the event must be arranged through the Director of Events in advance. The Ford Plantation is a private residential community and access is strictly limited.
Smoking PolicyThe Ford Plantation Club facilities are smoke-free.