The Bertram Inn
Contract Summary

Check it out online à  www.theBertramInn.com

Reported Jan 29, 2005

 

 

Commitment: We have a contract that defines the date and room, and all of the details.  There is a 2nd contract that covers the meal details.  We have paid $500 deposit.  The deposit is non-refundable, but can be applied to another function date, up to a year after.  They would allow us to change the party date or room as long as there is availability.  Final count of attendees is due 3 days before the party along with final payment.  The contract will includes an anticipated number of 80 guests, of which, we must attain 85% participation. 

 

Banquet / Party Room Details:

Time scheduled – 5:00 pm-midnight (normally), $100/hour thereafter, however if we stayed to 12:30am, they wouldn’t charge extra.  This party room is provided free with cost of dinner.

 

Room - “Garfield Room” is selected.  It holds 150-200 persons.  The Garfield room consists of 4 areas – A,B,C,D.  As viewed by the committee on 6/15, all of these areas are included.  Areas A,B,&C are adjoined by removing the folding walls.  We can utilize them as we wish.  They suggested that the dining be set up in the large area, D with music and the bar in the other areas.  The pool area is off of area D and we would be allowed to wander in that area, even to swim (no lifeguard available).  They indicated that there is usually not a large crowd or music apparatus in the pool area, unless it is a group. 

 

 

D

 

 

 

A

 

B

C

 

 

Menu -   Cost will be $28-32/person + dessert cost. Combo plates are offered, as well as multiple selections.

 

Bar Options - Bar can be cash or open bar.  We cannot bring in our own alcohol to the event.  The cash bar costs are below.  Open bar options include a per person cost, based on hours used or a consumption based cost.    While the cost for open bar does seem expensive, it may be a possibility if we limit the hours and serve only beer and wine.  A cash bar could continue afterwards.   Buying a keg would be $200 (whoa!!!).  Our discussion on 6/15 confirmed that a cash bar is the only way to go to be fair to non-drinkers.  We can request specific beer brands and they will stock their supply as we wish.

 

Drink Prices at Cash Bar

Item->

Soda

Beer(Imp/Domes)

Wine

Liquor

Price

$2

$4

$5

$5

Pre-paid tickets available @ $5/ticket

 

Cost of Time-Based Open Bar

Type

3 hours

4 hours

5 hours

Beer & Wine only

$12

$15

$18

Beer, wine, liquor

$18

$20

$22

 

Cost of Consumption-Based Open Bar

Item->

Soda

Beer(Imp/Domes)

Wine

Liquor

Price

$2

$4

$5

$5

Tab paid by Reunion Committee, based on consumption

 

Audio-Visual Equipment – There is a large projection screen in the room available for use.  Other equipment is available for a nominal charge.  A list will be provided.

 

Music – There are no limitations on the band or DJ. 

 

Hospitality Suite:

A Hospitality suite is reserved for $250/night or free for small one.  We can bring our own alcohol to this room, as a group, or individually.  This room can be used by a class member as their lodging.  It consists of 3 adjoining units, the middle room being on open meeting style room, with the 2 adjacent units consisting of guest rooms that can be used to sleep.  It will seat/hold approximately 50 people.  It would be available from 3:30 pm check-in time until check-out time the next day at 11:00 am.  We may want to consider having a hospitality suite for Friday night and Saturday night.  Plus, the room can be available for people to go to and hang out, as "Reunon Central", anytime, to meet up with others, etc.

 

Guest Suites:

Blocks of rooms, in groups of 10 can be reserved.  They currently have 33 on hold.  I suggested that we may need 30, 40, or 50, and she said that’s fine.  The blocks are not geographically assigned, as it is impossible to predict which rooms will be vacated prior to our event.  However, our guests can be given rooms in a suggest area/floor, if we want.  The 3rd floor rooms were suggested as the best by Amy Feller, since they have vaulted ceiIings and seem bigger.  They have 216 total rooms.  They’re usually saved up to 30 days before event.  Our discounted rate is $109/night, from a regular rate of $149-169/night.  Reservations would be made individually by the attendees by calling their “800” number.  Rooms consist of either a king-sized bed and a sleeper sofa, or 2 double beds.

 

Shuttle Service:

The Bertram offers 2 forms of shuttle - small bus or van.  Both include a driver and can be pre-scheduled for use, which is recommended.
Small Bus - not free, costs $100/trip, pre-arranged.  Holds 21 passengers
Van - Free, within a 10 mile radius only (need to verify this), otherwise, costs $50/trip.  Holds 14 passengers
(the local airport shuttles are competitively priced at approximately $55/trip)

  

Parking:

Plenty of parking, including a satelite parking lot.

Valet parking is suggested during the saturday night party

 

Amenities:

Outdoor pool (great family hangout, etc.) 

Fitness center. 

Game room. 

Business Center. 

 

Privileges (w/discounts) at nearby facilities:

 

Geauga Lake Amusement Park

 

Golf Course privileges and discounts – (they would allow us to book group golfing)

Grantwood $40/18 holes

Barrington-$100/18 holes 

 

Mario’s spa & salon

 

Dankorna Winery