General Guidelines
Encanterra, A Trilogy Country Club, has established the following guidelines for private functions, such as weddings, banquets and celebrations. These guidelines will ensure your private function is enjoyable and worry free.
Event Planning
Arrangements for all private events must be handled through our professional team. In order for our staff to effectively plan and execute your function, the final details must be confirmed no later than one month in advance of your reserved date.
Room Requirements and Minimums
To ensure your function is indeed private, we request all activities be confined to your reserved rooms. All private function rooms reserved for daytime events must conclude by 4PM. All evening events must conclude by midnight. Encanterra reserves the right to reassign your room if the guarantee drops by more than 15 percent of the expected number of guests or increases beyond the capacity of the room reserved.
Prices
All prices listed do not include service charge and sales tax, and are subject to change pending substitutions made by the host or hostess. An additional 20% service charge and a 8.95% sales tax will be applied to all private events. Prices are guaranteed if planned within sixty (60) days prior to your function date. All prices quoted beyond sixty days prior are subject to change without notice due to market conditions.
Amenities
All rooms come with round tables, seating 8 to 12 people, chairs, white table linens.
Music
Bands or DJ’s playing outside music must conclude by 10PM.
Menus
Menus listed are offered as guidelines. Menus and pricing are subject to change due to market conditions.
Schedule of Payments
• A non-refundable deposit (of $250 or 10% of the expected total, depending upon which is greater) is due upon reservation of date.
• All functions require 100% of the anticipated balance (less the advance deposit) 30 days prior to your event. Any additional money owed will be due upon receipt of the final invoice. Any overage in payment will be refunded within 10 days after your event.
Guarantees
Your attendance guarantee must be made 72 hours in advance. In the event we do not receive your guarantee three (3) business days in advance, the guarantee will be the last figure given. The minimum charge for your function is based upon the guarantee or the actual number of guests in attendance, whichever is greater.
Cancellation Policy
• Parties that are cancelled less than 90 days prior to the event will forfeit their deposit.
• Parties cancelled from 89 to 30 days prior to the event will be charged 25 percent of the anticipated bill
• Parties cancelled from 29 to 15 days prior to the event will be charged 50 percent of the anticipated bill
• Parties cancelled within 14 days of the event are charged 75 percent of the anticipated bill
• Please refer to any Food & Beverage minimum that is applicable to your event
Food & Beverage
Arizona State Law makes it illegal for a customer to bring alcoholic beverages onto the licensed premises. No estimations can be assumed for an open bar for a private function. Beverage billing will be based upon actual consumption. Proper identification is always required for all guests who are of legal drinking age.
Dress Code
The Club’s dress code is “Country Club Casual.” Your specific event may dictate the dress code for your guests.
Security
Your event must be conducted in an orderly manner in full compliance with the applicable laws, regulations and club policies. Encanterra, A Trilogy Country Club, will assume no responsibility for articles brought into Encanterra, A Trilogy Country Club, by any person. Any club property damaged or removed from the building or surrounding areas is the financial responsibility of the host or hostess.
Decorations
We ask that all decorations be confined to your specific room(s) reserved for your function. Additionally, all decorations must be limited to tabletop or freestanding displays that do not require fixation to walls or furniture. All candles must be enclosed in glass. Since Encanterra, A Trilogy Country Club, cannot be responsible for any personal items, all decorations should be taken with you upon departure. Encanterra, A Trilogy Country Club will not be held responsible for any articles left after an event.
