Plan Your Wedding in the White Mountains of NH
Thank you for considering or selecting The Town & Country Inn and Resort for one of the most important days in your life. We have learned that to serve a successful wedding a lot of planning is required and that most of this planning can be done well in advance. The objective of this document is to provide you with the information you will need to plan your wedding successfully.
Our staff and the management of The Town & Country Inn and Resort are dedicated professionals that have the motivation and know-how to make this very special day in your life a memorable and wonderful experience. We would be delighted to furnish references as well as letters from happy wedding couples and wedding guests. All of us at The Town & Country Inn & Resort hope you celebrate your special day with us.
Sincerely,
The Labnon Family
Owners of the Inn
~ Congratulations On Your Upcoming Wedding ~
You must be so excited as you begin making plans for this very special event. The Town & Country Inn & Resort is an ideal setting for a traditional romantic wedding. Old world character, uniquely appointed rooms and built in romance abound.
Originally Built in the late 1800’s, as a Club House for the Androscoggin Valley Country Club, our parents Ralph “Navy” and Lucille, “Lupe” Labnon, had a vision to open up an Inn. In 1956 they saw the need of lodging rooms and a restaurant with entertainment for the people of the North Country! Originally named “Country Club Inn”, had 7 guestrooms and 2 bathrooms, a Men’s Room & Ladies Room. Over the Years “Navy” added more rooms, an indoor pool, complete heatlhclub and several function rooms to accommodate large groups. The T&C has become well known and highly respected Resort in the North Country and has hosted several memorable events over the years. Navy & Lupe’s family as well as extended family members have been operating the Inn for over 65 years. The Main Inn has (8) Jr Suite Rooms, as well as (4) function rooms, Dining Room & Lounge. The Poolside Building has (105) Guestrooms, Indoor Pool, Sauna, Steam Room, Health & Fitness Room & Video Arcade for the Kids. Our two outer building has 40 rooms. All Rooms has telephone, color cable Flatscreen TV, complimentary WiFi and central heat and air conditioning, Mini Fridges, Coffee Makers & Microwave. We offer 10 Pet Friendly. Wedding Room rates will include a full breakfast for each occupant of the room.
Our Main Dining Room serves breakfast and dinner every day and can accommodate guests up to 180. Our Chef Michael Evans has created a special menu for your reception, with a New England Flare for you and your guests and is guaranteed to make your reception a most memorable event. Our weddings are tailored to the desires of the Bride and Groom, leaving all the important details in our experienced and capable hands. We would be delighted to work with you to customize the wedding of your dreams, picture perfect and worry free. Enclosed, you will find our Inclusive wedding packages.
To Reserve Your Wedding at The Town & Country Inn and Resort
Once you have reviewed our wedding package and had the opportunity to visit us you may decide to book your wedding at The Town & Country Inn and Resort. Please contact Kim Labnon, our Director of Sales, for availability. If you are interested in a specific date, she will send you a contract with the requirements for the date of interest. If you agree to all of the terms of the contract and have made firm arrangements for the ceremony location of your choice, return the signed contract and appropriate deposit.
Deposits
All deposits will be paid by either credit card, personal check or bankers check. We require the following: For weddings from 50 to 230 guests $2,500.00. Once we receive your deposit along with a signed contract, you will get a written confirmation of your deposit. The hotel will hold the function room space and a previously agreed upon number of hotel rooms for the date of your wedding. All deposits received are non-refundable and non-transferable.
Our Meeting
It was great meeting you both and discussing your wedding! Kim will be sending you a questionnaire for most of the details of your wedding. We hope that after receiving these details of your wedding, we can create what’s called the BEO’s (Banquet Event Order Sheets). At that time, we will decide upon the menu, hors d’oeuvres prior to dinner, how many courses your dinner will be, if we will offer wine with your dinner and if the bar will be hosted or cash bar. Decisions such as the table set-ups will be made at any time, once you know how many guests will be attending. Upon conclusion of the questionnaire you will receive confirmation of the details reviewed, including a pre printed menu, an agenda, a diagram of the Function Room indicating the locations of wedding cake, hors d’oeuvre station, bars and dance floor, providing you with the number of tables and the number of seats per table and finally a full pro-forma invoice providing you with the estimated cost of your wedding. Once you have the opportunity to review all this information, you of course can change anything up to 30 days prior to the wedding.
Ceremony
Should you decide to hold your ceremony at The Town & Country Inn & Resort our Front Lawn will be reserved for you. If you decide to host your ceremony offsite, that is fine, just let us know. You Cocktail Reception will be held on our Front Lawn and we will always provide a rain backup plan indoor as well.
Food & Beverage Selection
We have created comprehensive packages for you to select. Once you decide on The Crystal Wedding, The Gold Wedding, Diamond or the Platinum Wedding your options are laid out for you. If you would like to make modifications to these packages please discuss this possibility with Kim in our Sales Department. Our packages require a minimum of fifty people. If your numbers come in lower than fifty people, we will individually customize your package as an a la carte or we can offer a modified Crystal Wedding Package.
NH Rooms and Meals Tax (9%) and a 15% Service Charge are included in all of our wedding packages. If you wish to add a different amount of gratuity to your wedding package, please let us know (15% is the minimum amount accepted). There is also a 3% Event Management Fee already included in your wedding package (which by federal law has to be taxed 9%).
Entertainment
In our Preferred Service List, you will find a number of entertainers and bands that we personally recommend. Some of our entertainers have performed in our Lounge. You may also bring in any of your own performers.
For weddings being held inside the hotel, entertainment must stop by 11 p.m. however we offer entertainment in our Lounge every Friday & Saturday evening so the party can continue. We give last call at 12:00 AM and everyone must leave the public areas of the hotel by 12:30 AM. All New Hampshire State Liquor Laws are enforced.
Prepayment
Once all the details of your wedding have been planned, you will receive a pro-forma invoice, indicating what we estimate the cost of your wedding to be. Sixty days prior to your wedding we require a 90% pre-payment by personal check (less your deposit already paid) of the anticipated cost. The balance will be due 14 days prior to your wedding date. If the estimated cost is more than the actual wedding and we owe you a balance, The Town & Country Inn & Resort will refund your overpayment within 48 hours after your function.
The person who signs the wedding contract is ultimately responsible financially for the event along with all contracted terms. We would be happy to divide the pro-forma into different events (e.g. Welcome reception, bridal luncheon, wedding reception and brunch). However, if any one event is going to be financed by different people / parties, it will be the responsibility of the wedding financier to collect money accordingly and be sure The Town & Country Inn and Resort received it by agreed upon time.
Three estimated pro-formas will be issued by The Town & Country Inn and Resort. The first will be after the initial wedding meeting. The second will be presented at least two weeks before the 90% pre-payment is due. The third will be sent three weeks prior to your wedding. Final payment will Any balance due after the event is expected to be settled by you prior to your departure at the front desk of The Town & Country Inn and Resort.
Wedding Receptions Set Up and Capacity
Our Grand Shelburne Room has the capacity for 180+ guests with ample space for the dance floor, bar set-up, coffee and tea station and music band stand. Inclusive in the $1750.00 tent rental fee are chairs, dining tables, white tablecloths, white linens, complete table settings, function tables that are clothed and skirted in wedding white for your gift table, cake table, coffee and tea station and entertainment needs.
Guest Rooms
Many of our guestrooms have outdoor access as well as indoor. Our deluxe rooms feature a king bed, or 2 double beds and several queen rooms. Many of our rooms are very spacious to accommodate a small family.
Once your deposit is received, The Town & Country Inn and Resort will block a number of guestrooms for you. The number of rooms blocked will be agreed upon at the earlier stage of your wedding planning. We require a release of your room block (outside of the guarantee) 60 days prior to the wedding.
In order for your guests to make their reservation in time, you should send out your invitations about three months prior to the wedding. The Town & Country Inn & Resort will provide you with a packaged wedding room rate and will include breakfast for two each morning, (and gratuities for both housekeeping and breakfast). The Town & Country Inn & Resort does not require a 2-night minimum. All wedding blocks will be under the Brides last name/Grooms last name, so both sides of the family can identify the wedding block.
Reservations For Your Guests
We encourage you to have as many of your guests as possible stay at the hotel, to eliminate transportation and driving problems. When your guests make a room reservation, they should indicate that they are participating in your wedding to obtain the wedding rate. They will be asked for a deposit which they can charge to a credit card or pay by check. The deposit would be equal to the first nights stay including the 9% NH rooms and meals tax. They will receive a written or emailed confirmation. At your request, we can mail, email or fax you a list of your guests that already have made reservations. Kim will send this along to you as requested.
Rehearsal Dinner / Welcome Reception
At The Town & Country Inn and Resort, we specialize in destination wedding weekends. A wedding brings family and friends together, some for the first time. Couples who select The Town & Country Inn and Resort for these events reap the benefits of a most relaxed and pleasurable weekend. Guests have the opportunity to mingle with all of the other guests and relax in our serene settings. As guests begin to arrive in beautiful Shelburne, New Hampshire on Friday afternoon they are welcomed by our friendly front desk staff. Often wedding guests enjoy sitting around the pool area, or our newly renovated lounge and meet and greet family and friends as they arrive. Because our weddings are more than just a wedding reception, often the festivities will begin on Friday evening with a welcome reception. A welcome reception is a great opportunity to welcome guests in a fun, informal environment. As guests arrive, they can join the reception. A complete listing of our reception rehearsal and informal menu items will be sent along to you. Our Chef has prepared many casual Buffet & Food Stations for a more casual feel. Of course, if you prefer, a more formal sit-down rehearsal dinner, this can be done in place of the welcome receptions. If you prefer a private room for this event, there will be no space rental.
Time Line
60 days prior to wedding day, your guest room reservations should have been made. Room block will be released.
60 days prior to wedding day, 90% of pre-payment is due by personal check.
30 days prior to wedding day, the wine selection needs to be made.
30 days prior to wedding day, the menu selection needs to be made.
14 Days prior to your wedding day, your final payment will be due.
10 days prior to wedding day, you will have to provide us your number of guests attending. The table plan (including the bride and groom if you are moving from table to table). The number provided will be used for billing purposes. Your count should include the vendors providing services.
10 days prior to the wedding day you will have to provide the list of the bridal party to be announced to include the titles (i.e. bridesmaid, usher etc.)
10 days prior to the wedding you will have to provide a list of guests along with their appropriate table assignments to be used for our staff to help seat your guests and to make sure the appropriate number of guests, per table.
5 days prior to your wedding Final Counts are Due, if you need to add any guests after that date, we will need Chef’s approval. We do require any other updates and changes so we can have all table settings appropriate for each table. All updated information will be sent to you prior to your wedding.
