| Celebrate With Southern Elegance At Oakwood Country Club |
BANQUET SERVICES
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| We Offer a Variety of Options For You or Your Organization |
Thank you for your interest in staging your event at Oakwood Country Club. Whether you're planning a social
or business gathering, our central location on "The Avenue" cannot be matched for its convenience and
grand style. Lynchburg's oldest country club has a rich tradition of delivering quality food and service to
events of all sizes and types with distinction. We certainly hope that you'll join the honored tradition since
1914 of successfully staging your event at Oakwood Country Club.
Please contact our Events Coordinator, Sarah Kibler, at (434) 384-8181 ext. 100 or sarahk@occlynchburg.com
to discuss available dates and make arrangements for your event.
or business gathering, our central location on "The Avenue" cannot be matched for its convenience and
grand style. Lynchburg's oldest country club has a rich tradition of delivering quality food and service to
events of all sizes and types with distinction. We certainly hope that you'll join the honored tradition since
1914 of successfully staging your event at Oakwood Country Club.
Please contact our Events Coordinator, Sarah Kibler, at (434) 384-8181 ext. 100 or sarahk@occlynchburg.com
to discuss available dates and make arrangements for your event.
| Click Here for Information on Private Dining Events |
| Click Here For Information On Wedding Events |
| GUIDELINES AND FEES |
- PRIVATE EVENT DATES
Special or business event bookings are available on a first come, first serve basis. This booked date is only guaranteed upon receipt of any
deposit that may be required. Should we receive additional interest by another party for a booked event that has not been guaranteed, we
will attempt to notify the initial booking's host to stipulate a deadline for a deposit receipt prior to canceling this original booking.
deposit that may be required. Should we receive additional interest by another party for a booked event that has not been guaranteed, we
will attempt to notify the initial booking's host to stipulate a deadline for a deposit receipt prior to canceling this original booking.
- DEPOSIT/PAYMENT
A deposit may be required to finalize any private function, large or small, at our club. The deposit will be applied toward the balance of our
final bill. Automatic deposits exist for large receptions and rehearsal dinners ($1000.00 & $500.0 respectively). These $1000.00 and
$500.00 deposits are non-refundable within 6 months of the event date. A $200.00 dinner or $100.00 breakfast-lunch deposit may be
required for all other smaller events (no-show or cancellation within 48 business hours will result in forfeiture of these deposits).
For any Member and/or Member-Sponsered private event, all charges will be posted to a member's account until payment has been
received (terms payable within 7 days of event).
For any Non-Member private event, payment must be received at the conclusion of the event (the final bill with the balance payable will be
available for your review within 30 minutes following the closing of any open bar).
final bill. Automatic deposits exist for large receptions and rehearsal dinners ($1000.00 & $500.0 respectively). These $1000.00 and
$500.00 deposits are non-refundable within 6 months of the event date. A $200.00 dinner or $100.00 breakfast-lunch deposit may be
required for all other smaller events (no-show or cancellation within 48 business hours will result in forfeiture of these deposits).
For any Member and/or Member-Sponsered private event, all charges will be posted to a member's account until payment has been
received (terms payable within 7 days of event).
For any Non-Member private event, payment must be received at the conclusion of the event (the final bill with the balance payable will be
available for your review within 30 minutes following the closing of any open bar).
- ROOM LAYOUT
All decisions pertaining to the layout (tables, seats, head table, gift table, registration table, portable bars, microphone, etc.) must be
finalized in advance. The addition of any equipment, whether it concerns chairs or audio-visual, is the guest's responsibility.
finalized in advance. The addition of any equipment, whether it concerns chairs or audio-visual, is the guest's responsibility.
- DECORATIONS
All decorations (floral arrangements, centerpieces, balloons, pictures, etc.) are the responsibility of the guest. The club will confirm a time
whereby such decorations may be installed by you or an outside party. We do not permit the installation of any decorations attached to our
walls or ceiling. Any special exemption to these rules must gain the approval of the Club manager in Advance. The club is not responsible
for any decorations left behind following an event.
whereby such decorations may be installed by you or an outside party. We do not permit the installation of any decorations attached to our
walls or ceiling. Any special exemption to these rules must gain the approval of the Club manager in Advance. The club is not responsible
for any decorations left behind following an event.
- LINEN
The club will provide white table cloths and napkins unless otherwise requested. Other color requests may be limited to a certain quantity
and may involve an additional charge. The club is not responsible for the set-up, storage or removal of any linen brought in by the host(s) via
an outside company.
and may involve an additional charge. The club is not responsible for the set-up, storage or removal of any linen brought in by the host(s) via
an outside company.
- ROOM SET-UP AND MAINTENANCE FEES
Billing for the use, set-up, take-down and cleaning of our private function facilities are detailed below. These fees are waived for club
members. Our standard table set-up is available for your review should you conduct the recommended on-site visit.
members. Our standard table set-up is available for your review should you conduct the recommended on-site visit.
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- FOOD MINIMUMS AND MINIMUM EVENT CHARGES
- Our banquet menu is restricted to a minimum of 15 guests. A minimum of 6 dz. pieces of hors d'oeuvre is required for any
reception. - Wedding Receptions and Other Large Gatherings require a minimum $3,500.00 in food charges (pre-alcohol, pre-tax and
18% gratuity) to gain access to our ballroom or additional private club facilities on Fridays or Saturdays during the prime
season from April 1 to December 30.
- CONFIRMED GUEST ATTENDANCE COUNT
We require final confirmation of the expected guest attendance in advance so that we may guarantee proper food/beverage supply as well
as staffing and billing concerns. Any event larger than 50 guests count two business days in advance. Any event larger than 75 guests must
confirm guest count five business days in advance. Reasonable consideration will be determined by the Club Manager for unforeseen
situations.
as staffing and billing concerns. Any event larger than 50 guests count two business days in advance. Any event larger than 75 guests must
confirm guest count five business days in advance. Reasonable consideration will be determined by the Club Manager for unforeseen
situations.
- MENU ALTERATIONS
Any changes to the selected menu may be made up to five business days prior to your event. Dietary concerns are fairly common so please
assist us in this discovery. The club will be stocked with enough supplies to adjust to only a 5% increase in attendance.
assist us in this discovery. The club will be stocked with enough supplies to adjust to only a 5% increase in attendance.
- MENU OPTIONS
- HORS D'OEUVRES RECEPTION
option involves food presentation stations, passed hors d'oeuvres, and finger foods at various locations. Beverages follow the
same arrangement. This option also permits the largest guest attendance since the physical layout will witness fewer tables and
chairs than guests, again promoting a flow by guests from one area to another.
- PLATED DINNER
permits a larger guest seating capacity compared to a buffet. Here the host has the option of best controling who gets served
first and the location for all guests. This option requires a limited menu selection be made in advance as a courtesy to our
kitchen. All side dish and other course selections generally need to be the same for all guests.
- BUFFET
hors d'oeuvres reception. Depending on preference this buffet may be guest accessible from two sides and a presentation
station(s) may also be present.
- ALCOHOL ISSUES
alcohol may be brought onto our grounds nor any may any alcohol leave our premises. We reserve the right to check I.D. and to
refuse service at any time. All bars will close no later than midnight.
- BAR SET-UP
cash bar. All decisions finalized in advance, including a decision on the number of satellite bars and the selection of limited bar
items, will greatly assist our staffin servicing your guests. We can assist with suggestions that will control costs.
- PRIVATE EVENT BEVERAGE FEES
and buffet events are charged $1.50/person to cover all non-alcholic beverages. Coffee service with desert is the only table-side
beverage service initiated by our staff outside of water re-fills. Speciality ordered beverages will be charged to the host for the
entire order based upon Oakwood Country Club pricing, not merely the quantity consumed.
- MAXIMUM GUEST CAPACITIES FOR OUR PRIVATE ROOMS
- Ballroom = 180 seated guests at rounds of 10 seats/table
- East or West Room = 60 seated guests at rounds of 10 seats/table
- Boardroom with Outdoor Deck = 22 seated guests at boardroom-style table
- Entire Banquet Facility = 320 seated guests at rounds of 10 seats/table
The option of selecting a Hors D'oeuvres Reception with reduced seating permits an expanded capacity for each room of
easily 20%. 400 maximum guest capacity is realistic utilizing our Entire Banquet Facility is attached.
- PROPERTY DAMAGE FEES
The host is responsible for compensetating the club for any damage to our grounds or facilities. We will provide you with a bill detailing the
total replacement costs, including labor if applicable. Payment then will be paid by you via cash or check to Oakwood Country Club within
one week. Conversely, the club is not responsible for any loss/damage to any personal item(s) not removed by the guests following the
event.
total replacement costs, including labor if applicable. Payment then will be paid by you via cash or check to Oakwood Country Club within
one week. Conversely, the club is not responsible for any loss/damage to any personal item(s) not removed by the guests following the
event.
- MISCELLANEOUS FEES
- Installation or Removal of temporary lighting - $1.00/yard
- Document Copies (black & white) - $1.04/ea
- Projector Screen - $15.00
- LCD Projector (we do not supply the laptop) $50.00
- Bar Set-UP -$85.00 Bartenders (per hour, per bartender) $15.00
- Carving Fees (two hours) $75.00
- Coat Attendant (per hour, per attendant) $15.00
- Mixed Nuts or Snacks (per bowl) $15.00
- Ice Carvings (sub-contracted) cost to be determined
- Meeting Space $5.00 per person, per hour (minimum of two hours required, water & beverage included)
- Cake Plating Fees ($1.00 per person for any outside purchase) Plating fee is only waved for wedding cakes
- FORMAL CONTRACT
See the cover page (titled Private Event Information) of this packet. A formal contract will be finalized and signed by both the host and the
Club Manager to avoid any possible confusion leading up to the event. Any changes to this contract must be approved by the club manager.
Club Manager to avoid any possible confusion leading up to the event. Any changes to this contract must be approved by the club manager.
- CANCELLATIONS
Severe situations, such as inclement weather, may prohibit an event from taking place. The Club Manager will try to accomodate a fair
solution to such a circumstance (first trying to provide an alternate date).
solution to such a circumstance (first trying to provide an alternate date).
- OUTDOOR TENT(S)/VALET PARKING
Neither service is provided through our club, but you may enter into a contract with an outside company. Either/both option(s) will get noticed
from "The Avenue", signaling that a gala is underway. The Club Manager at Oakwood Country Club must be consulted by such anoutside
company to determine what works best operationally and from a safety concern prior to the event.
from "The Avenue", signaling that a gala is underway. The Club Manager at Oakwood Country Club must be consulted by such anoutside
company to determine what works best operationally and from a safety concern prior to the event.