Pleasant Valley Country Club

Banquet Policies

Banquet Event Policies

Thank you for considering Pleasant Valley Country Club for your upcoming event. Our facility offers you a beautiful surrounding, delicious food, and a staff with a sincere desire to provide you with an enjoyable experience.

Prices

All quotations are subject to change without notice due to market fluctuations and proportionate increases in cost of food, beverages, commodity prices, labor, taxes, or currency values. Prices will be confirmed 90 days prior to the event for weddings and larger events.

Deposit & Contract

Because of the popularity of our club for an event space, a function date cannot be held. To ensure your date is secure, the deposit, signed banquet policy sheet, and signed contract must be received by the Club. The deposit is non-refundable. Deposit amounts vary and depend on the room(s) you choose for your event and if you are being sponsored by a member of Pleasant Valley Country Club.

Payment

For non-members, the balance of your final bill must be paid within 14 days after your event. After the 14 days, an additional 5% will be added to the cumulative total every 7 days until the bill is satisfied. All prices are subject to Arkansas State sales tax and 20% service charge. Acceptable methods of payments are personal check, certified check, or credit card (a 1.5% convenience fee will be added to the total charges for all credit card payments).

Final Guest Count

For events other than a wedding, Pleasant Valley Country Club must receive the guaranteed number of attendees no later than 12:00 noon, 3 business days prior to the event. The menu guarantee number is not subject to reduction once this deadline has passed. Any request for an increase in meals after the guaranteed deadline is subject to approval. The Member will be charged for the actual number attending or the guaranteed number, whichever is greater. If no guarantee is submitted, we will consider the last number given to be the guarantee.

Cancellation Policy

Please see contract for specific policy pertaining to your event. Deposits for events are non-refundable.

Menu Selections

For events other than a wedding, the final menu selections are due 7 days prior to the event. At that time, all menu selections shall be considered definite and not subject to change. Items listed on our menus are by no means the only items available. We will be most willing to discuss alternate menu selections specifically requested for your event, or we can custom create a menu for you.

Catering Policies

Due to Arkansas Health Department regulations, all food and beverages, except special event cakes, must be purchased from Pleasant Valley Country Club and served by our staff. No other food and beverages may be brought in. All remaining food and beverages cannot be taken off the premises including meals for guaranteed guests that are unable to attend. If you have more than one selection of entrees, you must provide place card labels for your guests corresponding to their selections.

Banquet Minimum Requirements

Pleasant Valley Country Club has minimum food and beverage expenditure requirements. Because the minimum depends on numerous factors such as day of the week and time of year your event is being held, as well as the rooms being used for your event, please speak with your event coordinator regarding your specific food and beverage minimums.

Length of the Event

The allotted time for receptions and large events is four hours. We allow two hours prior for set-up and one hour following for break down. Additional time can be requested at the rate of $200 per hour and is based on availability.

Decorations

You are responsible for set-up and removal of all decorations, favors, and rental items not procured through the Club. Set-up and decorating time must be scheduled in advance. Prohibited items include nails, tacks, pins, staples, glitter, confetti, and bubble machines. A $200 fee will be assessed for use of prohibited items. The Club is not responsible for rental items and decorations left at the Club after your event.

Alcoholic Beverages

Pleasant Valley Country Club holds a license granted by the Arkansas Beverage Control and is held responsible for complying with its regulations. Therefore, guests are not allowed to bring or remove alcoholic beverages from function areas. Guests under 21 years of age are prohibited from being served alcoholic beverages. Pleasant Valley Country Club and its employees reserve the right to refuse service of alcohol to individuals that abuse their consumption privileges or violate the law.

Conduct, Damage, & Theft

Pleasant Valley Country Club and its employees reserve the right to refuse service and/or remove individuals from the premises who may jeopardize their safety, the safety of others, or are destructive to the property. All damages to our property and equipment incurred by you or your guests will be added to your bill. We are not responsible for lost, stolen, or damaged articles. Rice or confetti may not be thrown inside or outside of the facility. A $200 cleanup fee will be assessed to your bill if any of these prohibited items are used.

Special Event Cake

Pleasant Valley staff will cut and serve your special event cake if you choose. However, you must request from your cake provider, boxes to take any remaining cake home with you. Special event cakes brought in will be considered the menu dessert choice. If you choose to use a rental item from your cake provider such as a cake plateau or any other cake staging, please clarify with them that your rental cost includes the cake company picking up their rental items. Pleasant Valley Country Club is not responsible for returning items rented from the cake company. Some cake providers will rent you the items and charge a delivery fee for the cake, and then charge you if the rental items are not returned the next business day after your event. For your protection, make sure that they are clear that the rental fee you are paying includes pick up of the items as well.

Liabilities

We are pleased you are considering the use of our banquet facilities. Please be assured we will do everything possible in the event of unforeseen circumstances. In any event however, the Club shall not be responsible for any failure to perform, which is attributed to federal, state, or municipal actions or regulations, fires, floods, hurricanes, tornadoes, blizzards, war, power outages, acts of God, or any other act that is out of the control of the Club. If, in the event of one of the above contingencies, the patron wishes to reschedule the event, and upon removal of such interruption, services shall be resumed at the specified date, time, and agreed upon rate.

Photographs

Pictures taken on the grounds/golf course are not permitted. Rental of space at Pleasant Valley Country Club is limited to the banquet area.

Wedding Ceremonies

If you choose to hold your wedding in one of the rental areas at Pleasant Valley Country Club, a Wedding Set-Up fee of $250 will be charged.

Entertainment

Any performer or entertainment chosen by you must sign a copy of Pleasant Valley Country Club’s Entertainment Policies to indicate that they understand the policies of the Club. A copy of this signed policy sheet must be on file 30 days prior to the date of your function. Any violation of these policies on the day of the venue must be handled by you or your representative, since you are the contracted employer of the entertainment. You will also be required to sign this policy sheet.

Wedding Coordinators

Wedding coordinators are welcome to provide input, comments, and suggestions on the details of an event. However, the Club will not consider them as the final authority to make decisions, nor will they be permitted to direct the Club’s staff in the planning or execution of an event at the Club. All decisions and details about your event must be translated directly to the Banquet Department at Pleasant Valley by you, not your coordinator.

Florists and Cake Providers

We want to do everything we can to make your event a success, and be helpful to any provider you choose to bring in your specialty event décor and food, however please notify your florists and cake providers that the kitchen facilities are not available for use by them. Pleasant Valley Country Club has three dining areas open on any given day and we are unable to accommodate them in our kitchen or bakery areas. Water to fill vases must be procured through another source, such as the sinks in the restrooms. If finishing touches on the cake are to be done on site, your cake provider must bring the tools necessary and plan on doing those touches in the location of the room in which you have chosen for the cake. Florists and cake providers are not allowed in the kitchen for any reason.