Wedding Package Terms and Conditions

Wedding Terms & Conditions

Guidelines, Terms & Conditions

The Inn on Boltwood is a classic New England country inn located in the heart of Amherst Town Center. The Inn can accommodate social events ranging in size from 5 to 150 people within our indoor function areas and 100 to 180 people in our elegant, tented garden. Tent prices range based on the size of the event and is available for events occurring May through October. Our facilities provide you and your guests a charming, intimate atmosphere situated in a traditional New England setting.

Our Executive Chef, along with his entire culinary team, has created an extensive variety of menus from which you may choose. Each menu item has been created and tested in our kitchen and is founded upon the use of the freshest, local ingredients available to us. Each plate is given the greatest attention to detail and we are confident that our final presentation will exceed your expectations. Our menu concepts are inspired by the local and seasonal farm produce that Western Massachusetts and its agricultural communities are famous for.

The Executive Chef can customize any menu of your choice upon request. To ensure the availability of specific food items, we ask that final menus be selected with your catering manager at least four months prior to your function date. The Inn on Boltwood reserves the right to increase the pricing of specific menu items based on the market value at the time of purchase if needed.

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Event Times

Receptions are 5.5 hours in length

Dickinson Ballroom

  • Friday and Saturdays: 10:30am – 4:00pm OR 6:30pm – 12:00am
  • Sundays: Event times are negotiable

Garden Tent

  • Friday and Saturdays: 11:00am – 4:30pm OR 5:30pm – 11:00pm
  • Sundays: Event times are negotiable

Webster Ballroom

    • Event times are negotiable

Extra ½ hour given at beginning of time slot if Ceremony is on-site

“Peak” vs. “Off-Peak”

Saturday nights are considered to be “Peak” time for Events. All other time is considered to be “Off-Peak”, with the exception of certain holidays and holiday weekends which include: Memorial Day, 4th of July, Labor Day, Columbus Day, Thanksgiving, Christmas, and New Year’s Eve.

Rental Fees

Dickinson Ballroom

  • April through October: $1000 on Saturday; $500 Friday; $250 Sunday
  • November through March: $500 Saturday; $250 Friday; waived fees for Sunday Weddings

Garden Tent
Available May through October Only; a 100 guest minimum applies to the Garden Tent

  • Peak Nights: $23.75 per person
  • Off-Peak(Friday or Sunday): $20.75 per person

Rooftop Terrace
Available May through October Only

  • $500, for the wedding reception and/or private cocktail hour
  • Roof Top Terrace is available for photos pre/post ceremony at no additional charge, based on availability

Webster Ballroom

  • April through October: $300 on Peak Nights; $200 Off-Peak
  • November through March: $200 on Peak Nights; $150 Off-Peak
  • Fee applies for the exclusive use of Roof Top Terrace

Greenhouse Room

  • $300

On-Site Ceremony

  • Indoors: $300
  • Outdoors: $300 plus the cost of white garden chairs and delivery (ask for specific chair pricing)

Room and Ceremony Set-Up

Room rental fees include tables, gold banquet chairs, china, glassware, silverware, votives, dance floor, and linen. You have the choice of white or ivory linen tablecloths and we offer over 20 color linen napkin options to choose from. Ceremony fees include the use of the Inn’s wireless microphone and speakers and our white linen backdrop for the Pergola. Room rental fees do not include the use of any audiovisual equipment for your reception. You can rent the following equipment from the Inn, availability permitting, at the rates listed below:

  • LCD Projector: $75
  • Projection Screen: $25
  • iPod Adapter and Speakers : $50

Administrative Fee and Taxes

All prices, fees, and room rentals, unless otherwise noted, are subject to a 17% percent service charge and a 5% administrative fee. The 5% administrative fee does not represent a tip or service charge for wait staff employees, service employees, or service bartenders. Both the administrative fee and service charge are subject to 7% sales tax.

Deposits and Final Payment

All weddings and social events at the Inn, upon confirmation, will be required to pay a deposit of 25% of your estimated amount upon booking. For events hosted in the tented garden, upon confirmation of your date, a $500 additional deposit is required to hold your space. For all weddings and social events, the second deposit of 50% of the estimated amount will be due six months prior to your scheduled date. All deposits need to be in the form of check or cash. Credit cards can NOT be used for deposits or for the final payment. All advance deposits are non-refundable. Deposits will be applied toward your final balance, which is required 72 hours prior to your scheduled event date. All final payments must be in the form of a bank check or cash, with a credit card on file for any unplanned incidentals you purchase the day of.

Food and Beverage Minimums

Dickinson Ballroom

  • Peak Nights: $6,500
  • Off-Peak: $4,400

Garden Tent

  • Peak Nights: $7,500
  • Off-Peak: $5,500

Rooftop Terrace

  • Peak Nights: $3,000
  • Off-Peak: $2,500

Webster Ballroom

  • Peak Nights: $2,400
  • Off-Peak: $1,500

Greenhouse Room:

  • Peak Nights: $1,500
  • Off-Peak: $750

Minimum Catering Revenue

In place of Guest Minimums for function rooms, the Inn on Boltwood designates Food and Beverage Minimums. These minimums are listed above and include food and hosted alcohol charges. Your Food and Beverage Minimum does not include cash bar charges, room service, restaurant and bar usage not sponsored as part of your event, meeting room rental fees, taxes, service charges, or any other miscellaneous charges or fees incurred. Should your final attendance drop below your original estimated number of guests, the Inn will be happy to advise you on additional alternatives in food and beverage which will satisfy the minimum agreed-upon revenue of your event. In the event the minimum set forth above is not realized, you will owe the Inn the difference between the amount actually spent (exclusive of appropriate taxes, gratuities, and fees) and the minimum set forth.

Menu Pricing

Menus are subject to seasonality and market availability. Prices are subject to change without notice. Menus are fully customizable. To ensure the availability of specific food items, we ask that final menus be selected with your catering manager at least four months prior to your function date. Inn on Boltwood reserves the right to increase the pricing of specific menu items based on the market value and at the time of purchase if needed.

Favors

Favors that include alcohol of any kind are not permitted.

Menu Tasting

Contact your Events Coordinator six months prior to your wedding date to schedule a menu tasting. The Inn on Boltwood hosts menu tasting in a group setting. The wedding couple is complimentary; each additional guest, up to four more guests, are $50.00 each plus tax and gratuity. If you cannot make the group tasting, you may schedule a private tasting based on the availability of the Inn. Private menu tastings are available Tuesday – Friday, 11 am – 4 pm only. Cancelations less than 72 hours in advance of scheduled will result in a $50.00 per person charge, including the wedding couple.

Wedding Cake Vendors

The Inn on Boltwood’s preferred wedding cake vendors are Atkins Farms Bakery, located in Amherst, MA (413-253-9528 www.atkinsfarms.com), Gregory’s Pastry Shop, located in Hadley, MA (413-586-9900), and The Bean Counter Bakery*, located in Shrewsbury, MA (508-754-0505 www.beancounterbakery.com). Your wedding cake package includes: delivery to The Inn on Boltwood, buttercream icing, and a selection of at least eight cake flavors and five fillings to choose from (different options from each vendor). Samples from all cake vendors will be present at the group menu tastings with their most popular flavors for you to sample. Please set up an appointment with your preferred vendor three to six months prior to your wedding date to detail your wedding cake. When you meet with your cake decorator they will assist you in the pricing of rolled fondant wedding cakes, basket weaves, pearls, fresh flowers and/or cake topper if you are interested. Gregory’s Pastry Shop and Bean Counter Bakery will provide cake samples by appointment only. Atkins Farm allows you to call and request a six pack of flavors. Please allow them 48 hours for requests. *Please note there is an upcharge and delivery fee from all cakes ordered from Bean Counter Bakery.

Guarantees

To help us make your event a truly memorable experience, we ask your cooperation in confirming all your details and menu choices in addition to the total number of guests anticipated, 45 days prior to your scheduled event. Your expected guarantee is due 72 hours prior. In addition to your final guest count, we require events offering more than one entrée to submit exact numbers of each selection. This number is your guarantee and may not be lowered. If a confirmation number is not received by the scheduled due date, the expected attendance will become the number of guests guaranteed. Final charges will be based on your guarantee or the actual attendance, whichever is greater.

Dining for Children

For guests under the age of twelve, the Inn on Boltwood offers a separate children’s menu at a fee of $35 per child. Special children’s menu includes a beverage, starter course, entrée, and dessert.

Dining for Hired Professionals

Should you wish to provide food and non-alcoholic beverages for professionals hired for your event, you are welcome to do so. The Inn on Boltwood will offer your selected menu items to your wedding professionals, at a fee to you of $50 per vendor.

Alcoholic Beverage Policy

The Inn on Boltwood, as a licensee, is responsible for the administration of the sale and service of all alcoholic beverages in accordance with Massachusetts Alcoholic Beverage Control’s policies, procedures, and statutes. The Inn will strictly enforce all Massachusetts beverage laws. The management of the Inn on Boltwood and its beverage employees reserve the right to refuse service of alcohol to any guest who appears or exhibits characteristics of being intoxicated. In addition, any disturbances, underage drinking or consumption on non-Inn purchased alcohol can result in immediate event termination. The Inn on Boltwood is the only licensed authority to sell and distribute alcohol on the premises. Alcohol is not permitted to be brought on property and alcohol purchased from The Inn on Boltwood may not be removed from the premises. Favors with alcohol are not permitted.

Bartender Fee

All wedding packages include 1 bartender per every 75 guests. Should you request additional bartenders beyond the standard “1 per 75”, a $75 per bartender fee applies. If you opt to have cocktail hour in a separate location that we required a secondary bar to be set up, a $75 per bartender fee will apply.

Parking

Guests who have reserved rooms at the Inn will be provided complimentary parking in designated Inn spaces. Weekend event guests may park in the Amherst College Alumni Lot, located directly behind the Inn’s designated parking spaces. If you require detailed driving and/or parking instructions, please contact your Events Coordinator when detailing your event. Valet parking is available for an additional fee.

Consumer Advisory

Consuming raw or undercooked meats, poultry, seafood, shellfish, or eggs may increase your risk of foodborne illness, especially if you have certain medical conditions. Regarding the safety of any of these items, written information is available upon request. Before placing your final order, please inform your Catering Manager or Event Planner if a person in your party has a food allergy. Any food prepared by the Inn on Boltwood may not be taken off the premises due to insurance and health code regulations.

Coat Check

Coat racks are provided complimentary to you and your guests. A coatroom attendant is available for an additional fee.

Displays / Decorations

We politely ask that there be no confetti, rice, birdseed, or any similar materials thrown at the Inn. The Inn asks that nothing be affixed to walls, doors, light fixtures, ceilings or any furniture within any of the function spaces or tent, without prior approval. We also ask that candles be enclosed in glass. No open flames are permitted. The Inn on Boltwood reserves the right to bill for any repairs made resulting from damage incurred during your event. The Inn asks that you remove all of your equipment, decorations, etc. at the close of the event. The Inn on Boltwood is not responsible for breakage, missing items or any items left behind. Should your decorations exceed the included parameters of included basic set up, you will want to make additional arrangements with your florist and/or wedding vendor for assistance. Any changes to your planned set up need to be made at least 72 hours in advance. The Inn on Boltwood will try to honor any last minute requests, however, if any major set up changes (beyond moving 1-2 tables) the day of the wedding, an additional $150 per hour set up fee may be incurred. The Inn does not assume responsibility for the setup pergola décor, lighting, and any other services outside of basic set up. Basic set up includes placement of pre-assembled centerpieces, favors, escort cards, gift table, and other basic table décor.

Sleeping Rooms

Wedding packages include one (1) complimentary room for use on the evening of the wedding in a designated Suite. There is no minimum number of sleeping rooms required. Upon booking your wedding with us, you will have the option of setting up block of rooms for the wedding weekend (based on availability) which will be held for your group until 45 days prior to your wedding date. There is a two-night minimum requirement for accommodations on most weekends. A discount off our prevailing rates may be offered and is subject to availability.

Ceremony Rehearsal

You may schedule a ceremony rehearsal prior to your onsite ceremony based on the availability of the Inn. Rehearsals can only be scheduled one month prior to your wedding date, and the specific location will be confirmed three days prior. We require your officiant to be present at your rehearsal. Should you require the assistance of our team, you can request a banquet captain at the rate of $100.00 per hour. Please adhere to your scheduled time, as there may be groups or events scheduled before or after you.

Pre-Reception Accommodations

Hair & make-up prep space is available for use prior to the ceremony and/or reception at the rate of $100 per day based on availability. A hospitality room is included in your contract for use up to one hour prior to the ceremony and/or reception through one hour after cocktail hour at no additional charge.

What Our Couples Say…

Nothing Short Of Amazing

The Lord Jeffery Inn was nothing short of amazing for our wedding. They went above and beyond to be sure that our day was nothing short of spectacular. Read More

– Kelsey M, TheKnot Review

2018-12-14T20:21:17+00:00

– Kelsey M, TheKnot Review

The Lord Jeffery Inn was nothing short of amazing for our wedding. They went above and beyond to be sure that our day was nothing short of spectacular. Read More

Everything On Schedule

Throughout the entire wedding day, they each kept everything on schedule and kept me and my husband calm. Read More

– Lori, WeddingWire Review

2018-12-14T20:22:30+00:00

– Lori, WeddingWire Review

Throughout the entire wedding day, they each kept everything on schedule and kept me and my husband calm. Read More

We’re Still On Cloud Nine

We’re still on cloud nine. Thanks to you and the rest of the outstanding staff at The Lord Jeffery Inn. Our day was absolutely perfect – I wouldn’t have changed a thing. Read More

– Jeff and Kate

2018-12-14T20:43:38+00:00

– Jeff and Kate

We’re still on cloud nine. Thanks to you and the rest of the outstanding staff at The Lord Jeffery Inn. Our day was absolutely perfect – I wouldn’t have changed a thing. Read More

A Beautiful Success

We can’t thank you enough for making our special day such a beautiful success! We’ve received nothing but glowing comments from friends and family! Read More

– Heather and Brian

2018-12-14T20:44:50+00:00

– Heather and Brian

We can’t thank you enough for making our special day such a beautiful success! We’ve received nothing but glowing comments from friends and family! Read More

Genuine Hospitality

They are fantastic at their jobs and they provided genuine hospitality. They covered every detail thoroughly and they truly have a passion for the job they do every day. They went above and beyond for any of our needs- big or small. Read More

Lindsay A

2019-08-27T19:13:42+00:00

Lindsay A

They are fantastic at their jobs and they provided genuine hospitality. They covered every detail thoroughly and they truly have a passion for the job they do every day. They went above and beyond for any of our needs- big or small. Read More

Without A Hitch

They accommodated every request we had, were friendly and personable during every interaction and helped to ensure our big day went off without a hitch. Read More

-Beth N

2019-08-27T19:16:19+00:00

-Beth N

They accommodated every request we had, were friendly and personable during every interaction and helped to ensure our big day went off without a hitch. Read More
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