General Information

General Guidelines:

1. Our banquet room, with separate entrance and use of course-side veranda and lounge, features a permanent dance floor.  Our room seats groups of 200 or more, depending on use.  The lounge is available at not additional cost for your use to set up your buffet or for overflow seating.
2. Evening events may begin at 6:00 p.m. and must conclude by 12:00 a.m.  Other time arrangements may be made through the Willow Wood Golf Club banquet manager.  Additional charges may apply for events needing more than six hours and must be paid in advance.
3. The leasing individual, group, or organization agrees to abide by all applicable rules, laws, and regulations.
4. Smoking is prohibited throughout the Clubhouse.  Please inform your guests prior to their arrival.
5. Willow Wood Golf Club may not be used for discriminatory practices prescribed by Federal, State, and City law, ordinance, rule, or regulation.

Reservations:

1. Reservations should be arranged through Willow Wood Golf Clubs banquet manager. An appointment to plan the details of your event should be scheduled no later than 90 days prior to your event date.  Appointments may be scheduled by calling (517) 647-1984, or through our website at WillowWoodGC.com.
2. Willow Wood Golf Club maintains a list of recommended vendors. Arrangements for other services such as caterers and DJ’s must be finalized three weeks before your scheduled event.  Services contracted outside of Willow Wood Golf Club’s recommendations must be approved. All service providers/vendors must speak with the Willow Wood banquet manager no later than two weeks prior to your scheduled event.
3. There is a minimum event charge of $1,200.00.

Payment:

1. An $800 deposit/room charge is required at the time your event is scheduled in order to hold your date. Payment may be made in the form of cash, check, MasterCard, Visa, or Discover.
2. Payment in full for your event is due no later than 5:00 p.m, seven business days prior to the scheduled event.
3. Additional charges that may be incurred during the event will be due by closing time.

Cancellations:

1. Deposits refunds will be made if the cancellation occurs 60 days or more prior to your event.

Food and Beverages:

1. All Federal, State, and Local laws pertaining to beverage purchases and consumption are adhered to strictly. * Wedding parties are not an exception.
2. Willow Wood Golf Club, as the licensee, is responsible for the administration of the sale and service of alcoholic beverages.
3. Willow Wood Golf Club takes seriously its responsibility to serve alcohol with care and therefore reserves the right to refuse the service of alcoholic beverages at any time to anyone.
4. Alcoholic beverages cannot be served to anyone under the age of 21.  Willow Wood Golf Club has the responsibility to request proper identification when in doubt.
5. All alcoholic beverage sales are subject to a 18% service charge and 6% state sales tax.
6. Any alcoholic beverage not purchased from and dispensed by Willow Wood Golf Club will be immediately confiscated and discarded.
7. All beverage services end one half hour before the conclusion of your scheduled event.

Attendance Guarantees: 

1. Your guaranteed attendance is required no later than 5:00 p.m., seven business days prior to the scheduled date. You must inform Willow Wood Golf Club by phone, fax, or e-mail of your confirmed head count. Failing to provide this information to Willow Wood Golf Club, will result in usage of the estimated number of guests provided us at the time of the initial reservation for room preparation and billing purposes.
2. The guaranteed count you provide is the minimum charge and will not be altered. Additional attendance over and above the number provided will be charged accordingly.
3. Willow Wood Golf Club reserves the banquet room based upon your original estimated attendance projections.

Decorations:

1. Decorations must be approved by the Willow Wood Golf Club banquet manager and must conform to all fire regulations.
2. Items are not to be taped, or tacked to walls, ceilings, or surfaces within the banquet room, lounge, or on the veranda.
3. Confetti, glitter, rice and bird seed are not allowed.
4. All candles are required to have appropriate glass shields, or hurricane lamps. No open flames are allowed.
5. Stage tape must be used for any cords needing to be taped down. The use of any glue-based tape is not permitted.
6. Party favors must be approved by Willow Wood Golf Club.
7. The Willow Wood banquet facility manager must approve decorations for outdoor areas in advance. Decorations on the deck may be fastened using pipe cleaners or nylon zip ties. The use of staples on the deck is prohibited.
8. All decorations must be removed before noon of the following day.
9. There is guaranteed access to the banquet room for to set-up at 7:00 a.m. on the day of the event. Access may be granted on the day before the event with approval of the banquet manager.

Additional Services:

1. We are proud to offer you the ability to contract with outside vendors for food and music. All caterers and DJs must be approved by Willow Wood.
2. Catering: To cover the costs of allowing outside caterers, there is a 10% per person, per plate fee payable to Willow Wood.
3. Linens: Linens are available at a cost of $3.00 per person. This costs includes set up of guest tables, head table, gift table, welcome table, buffet tables, cake table and a folded napkin at each place setting. Table skirting is availiable at an additional cost.
4. Place settings: There is an $2.00 per person charge for china, flateware, set up and clean up when china and/or clean up are not provided by the catering service you have chosen.
5. Cake Plates: China cake plates are available at a cost of $.50 per person.

Liability/Damage:

1. Willow Wood Golf Club reserves the right to inspect and control all private functions. Liability for and damage to the premises will be the responsibility of and charged to the sponsoring person, or organization. The party in charge of the function is totally responsible for the conduct of all attendees.
2. Willow Wood Golf Club will not assume responsibility for the damage or loss of any merchandise or articles left in the facility prior to, during or following the scheduled event.
3. You agree to not hold Willow Wood Golf Club, its agents, and/or employees accountable for any and all claims, damages, losses, and/or expenses including attorney fees arising out of, or resulting from claims from the leasing of Willow Wood Golf Club.

Your deposit and signature, is a binding contract with Willow Wood Golf Club banquet and facility staff and an acknowledgement and agreement to abide by all specified contract information, rules and regulations as specified in this agreement.