Food & Beverage Regulations
All food must be prepared by PepperCorn Banquets & Catering. According to Wisconsin Administrative Code (DH & SS196.07) no food will be allowed in any area of the banquet hall from outside sources, with the exception of party favors & cake. Regulations requires that any cake brought into PepperCorn must come from a licensed bakery. A signed waiver may be required from the licensed bakery stating that they are in compliance with state-licensed food sanitation policies.
As the licensee, PepperCorn Banquets is responsible for dispensing of all alcoholic beverages by a licensed bartender. Everyone consuming alcoholic beverages must be of legal drinking age. No guests under the age of 21 years old will be allowed to drink on the premises. We use a wristband system to identify guests whose ID has been submitted for proof of legal drinking age.
Guests must provide proof of age with appropriate identification if asked to do so, no exceptions. It is also illegal to serve intoxicated patrons and thus we have the right to refuse alcoholic service to anyone at our discretion and may ask guests to leave who refuse to cooperate with our policy.
The bar area is not open to the public but may be open to bed & breakfast guests. Alcoholic beverages provided by PepperCorn must remain inside the building (not past doorway). Alcoholic beverages cannot be brought onto the property (WI statute 125.36) and thus will be monitored, removed or discarded; they must remain inside a locked vehicle. The dance floor is a drink-free zone; no beverages allowed on the dance floor. Smoking is not permitted inside the building or in doorways; appropriate containers are provided a reasonable distance from entryways.
Sales Tax, Service Charge and Facility Fee
An 20% service charge, which is taxable by law, is applicable to all food and beverages. A state sales tax will be added to your invoice unless a tax-exempt certificate is presented prior to payment. The facility fee is $2.00 per person, with a minimum charge of $50.00. If a minimum of $10 food is not purchased per guest, the minimum facility fee will be $800 or an amount to make up the difference. Off premises catered events are charged a delivery fee ($10 or more), based on the complexity of the event and mileage.
The Idle Hour Room can seat up to maximum of 350 guests and has a dance floor that is about one-fourth of the room. The Meadow Green Room can seat up to 150 guests and has a smaller dance floor. A large main bar is also available for your use and is included with your event. A large outdoors grounds with grass and large trees is available for outdoor ceremonies.
An estimated number of guests must be submitted at least two weeks before the event. A final number is required at least 7 days in advance and will be considered a guarantee, not subject to reduction. Additions to this number with less than 5 days’ notice will be subject to an additional 5% fee per meal, including if the actual number of guests exceeds the guaranteed number.
In case of market price fluctuations, PepperCorn Banquets is not required to make firm price commitments for food and beverage less than 60 days prior to the function; it is the responsibility of the contracting party to contact PepperCorn Banquets for guaranteed prices unless confirmed at time of signing the contract. PepperCorn Banquets reserves the right to change room assignments based on the guaranteed number of attendees. We prepare the meals based on the guaranteed numbers we are given and according to standard portion sizes. If guests consume more than anticipated or actual number of guests exceeds guaranteed number, we reserve the right to make substitutions of menu items.
Price Includes the Following
Decorating can usually be done on day prior to event at no extra charge; guaranteed availability for day prior or additional days prior will be $200 per day. There is a limit of six hours access from the beginning time you request access; additional hours will be charged at $20 per hour. Another contracted function using a portion of the room for the same day or day prior would delay availability of placing remaining decorations.
- Guaranteed decorating day prior to event without interruption $200 (still limited to
- Use of in-house sound system and wireless microphone.
- Bartenders and complete setup for your main bar (additional bar available inside dining room additional fee).
- Cutting and serving of your cake (disposable plates provided).
- Linen tablecloths and napkins for all guest tables (stock colors other choices available for additional fee)* Cloths for the bar tables not included, but are available for additional $24.
- Pleated skirting on Gift, Head, Registration, Display and Food Tables.
- Projector screen with skirted table, extension cord and power strip.
- General cleanup of facility – all items brought in must be removed unless acquired by PepperCorn.
- Food tastings can be arranged with sufficient notice.
Rental Items and Miscellaneous
Rooms in Ludlow Mansion are available for an extra fee depending on purpose and length of time.
- Changing room for bridal party $75 per room prior to 3 p.m. check-in time (back hall will be available for bridal party/family until start of ceremony – items for those not staying the night must be cleared from room prior to start of reception).
- Exclusive use of house with six overnight guest rooms (up to 12 guests) $740 plus tax (continental breakfast included). Guest’s room assignment needed – only registered guests allowed inside house.
- Guest rooms are discounted based on number and type of rooms secured (no pets, no smoking).
- Outside ceremonies or additional PepperCorn room (minimum $50 plus $1.50/chair.)
- Fee of $100 per hour will apply to extra hours of banquet facility beyond midnight.
- Glass bowls, vases, Eiffel Tower vases, Hurricanes or mirror tiles – $1 each.
- Projector rental $20.
- Platform $30 per section (seats 2).
- Silver cake platform $5
- Head table criss-cross tulling with bows $30 / $40 with lights under skirt.
- Chair covers $1 each without sash / $1.50 with sash (no pressing included) – ivory (330); white (18) black (120) Sash colors: gold, ivory white, black, willow, green, silver.
- Table runners: cranberry, chocolate brown, burgundy, watermelon pink, lime green – $1 each.
Deposits, Payments and Cancellations
A non-refundable deposit of $500 is required. The deposit is applied to your account. Any payments toward account will not be refunded until after the event, if overpayment of actual costs. Cancellations received more than nine months before the event, may receive credit toward another event totaling at least double the deposit amount. Cancellations with less than 8 days’ notice may be charged additional fees if extra expenses were incurred. An “estimated” balance may be provided and it is only an estimate; you will be charged actual expenses as discussed per policies. At least two-thirds of the estimated charges are to be paid 10 days in advance of the event. The remaining balance and additional charges must be paid in full upon completion of the event, unless credit has been approved by PepperCorn Banquets.
Set-up/Schedule of Event/Special Needs
To maintain food quality and organization of the event, the timing agreed upon with the host/hostess will be strictly adhered to by the PepperCorn staff – unless an event occurs that is out of our control. If a DJ is provided and available at the beginning of the meal, they are responsible to coordinate the Grand March for the wedding party and to follow general order of introduction. Toasts or other presentations must before start of meal or after the last guest is served (if beverage is being poured for entire room, this works best prior to the meal). PepperCorn staff will release tables for buffet line service.
The agenda and order agreed on by the host/PepperCorn staff will be issued to and followed by the DJ or other vendors, which will not disrupt the flow and service by interrupting these times. If significant delays are experienced due to the host of the event or vendors, there will be a charge of $50 per half-hour to cover the extra labor expenses. We also need advance notice if agenda or food service is to start earlier than agreed. Make sure that any vendors have the same time schedule we have agreed on. So that we can maintain our attention to details and meeting all of our guests needs, we have a ratio of at least one server for every 40-60 guests.
We do everything we can to meet or exceed your expectations. In the course of our conversations, it is the client’s responsibility to communicate any special needs or expectations that have not been discussed prior to the event, so that we can have sufficient time and opportunity to respond to the need (such as parking spots to be blocked for outside weddings, special meal requests, etc.).
Prohibited decorations include: glitter, rice, confetti, loose glass beads, tacks, nails, silly string or anything that might damage carpet, furnishings or hinder guest safety. Glass beads or small items must be in containers. Candles must be in an enclosed container to prevent damage by something coming in contact with an open flame or spilled wax. Damage to linens or other property will be charged at replacement cost. When decorating, please do not place boxes, totes, food and drinks, etc. on clothed tables. We want your linens to be free of dirt and spills upon guest arrival; there will be an additional charge to replace these linens.
Nothing can be removed from walls or decorations without prior permission including: wall hangings, table coverings and furniture. If done without prior permission, you will be charged an hourly rate for us to replace these as needed (minimum $50). On food tables, extra covers are provided to limit stains/damage to linens and skirting and must remain in place. If a specific cloth is desired under these items, please let us know prior to event setup or you may be responsible for hourly rate to reset these items.
PepperCorn Banquets reserves the right to control all private events. Excess, deliberate or careless damage to the premises or equipment occurring during your function by you or your guests will be charged accordingly. PepperCorn Banquets cannot assume responsibility for personal property brought onto the premises. Guests must adhere to a respectable code of conduct that respects our property and the property of others. Guests must not participate in activities that would be illegal or offensive to the staff or guests. Adherence to our policies must be maintained or additional fees may be added to cover costs to us and authorities will be contacted as needed. Use of property is limited to banquet rooms and parking areas supplied for the facility; this does not include the private property surrounding the personal residence or yard of The Ludlow Mansion.
Entertainment and Vendors
Any vendors you contact must agree to abide by the policies enclosed. Banquet functions must be concluded by 12 midnight. Last call for the bar is 15 minutes prior to the conclusion of the event. Music is expected to be maintained at a reasonable level, where guests can visit comfortably and should not be inappropriate for a family environment. Use of a fog machine is prohibited. On day of event, doors will be unlocked at 1 p.m., unless requested otherwise. We must be notified at least 12 hours prior if access is required before this time.
Beverage Policies and Prices
Cash Bar: All beverages paid by the guest at time of purchase.
Beer/Wine Bar: Must be dispensed by a PepperCorn employee at a charge of $12 per hour. Hosts are charged for beer kegs that are tapped, plus $20 for each ordered but unused. Wines that are usually stocked are charged only on open bottles. Special orders may require a minimum purchase.
Hosted Bar (Beer, Soda, Liquor or Wine): Charges are paid by the host on a per drink basis. Prepayment is estimated at $8 per guest and is not guaranteed to cover actual beverage costs. Host bars are subject to current service charge and sales tax.
As the host/hostess or responsible party of a contracted function, I agree to the above policies of PepperCorn Banquets and Catering on all enclosed pages. You will be liable for any non-compliance.
Signature of Host/Hostess ____________________________Date of Function__________
Deposit received: $___________ Date received ______________
PepperCorn Manager Signature ____________________________________
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