GENERAL WEDDING INFORMATION
Wedding Deposit and Payment Policy
A deposit equal to 20 percent of your estimated charges will be due with your signed contract in order to hold the space/date for your reception. The deposit is non-refundable and is applied to your event. We will accept cash, money order, cashier’s check or credit cards for all payments. Personal checks will be accepted for the initial deposit only.
All weddings/social events must be pre-paid. Half of your estimated total is due 90 days prior to the scheduled event. Your guaranteed number of guests and final payment will then be due at least three working days prior to your reception.
A specific attendance figure for all functions, not to fall below the contracted minimum, is required by 10:00 a.m., three business days prior to your reception. This number will be considered a final guarantee and you will then be charged for this number, even if less should attend. If the guarantee is not received in advance, as indicated above by the catering department, the highest number of guests on the banquet event order will be considered a guarantee. Our office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday.
FOOD AND BEVERAGE
Due to our liability and licensing restrictions for all food and beverage served on our premises, we require that only hotel purchased food and beverage be served and no food or beverage be removed from the premises. All food and beverage served in the hotel must be provided by the hotel. We require one menu for all guests. Menu selection and other details should be supplied to your catering manager at least six weeks prior to the date of your reception.
ALCOHOLIC BEVERAGE CONSUMPTION
If alcoholic beverages are to be served on Omni San Antonio Hotel at the Colonnade premises, Omni will require that beverages be dispensed only by its employees and bartenders. Omni’s alcoholic beverage license requires Omni San Antonio Hotel at the Colonnade: (a) Request proper identification (photo I.D) of any person of questionable age, and refuse alcoholic beverage service if the person is either under age or proper identification cannot be produced; and (b) Refuse alcoholic beverage service to any person who, in Omni’s sole judgment appears intoxicated.
Oversized round tables seating 10 to 12 each are used unless otherwise specified. Please advise us if a head table is required and if so, for how many. We have table number stands and cards for your use. No food or beverage is permitted to leave the hotel. In case of overage in guarantees, the food and beverage is the sole property of the hotel.
SERVICE CHARGE AND TAXES
A 23 percent service charge and 8.25 percent sales tax will be applied to all food and hosted beverage services.
Room rental charges apply to any rooms and/or space used for ceremonies. A current 6 percent state occupancy tax is applied to the meeting room rental.
There are 450 uncovered complimentary parking spaces allocated for the hotel. All parking spaces are on a first come, first serve basis. Discounted valet parking is available for events; please see your catering manager for special rates.
The hotel reserves the right to assign another room for your function based upon availability, noise restrictions or fluctuation of group size. There will be reset charges assessed for each request to change the approved set-up of an event room once the room has been set. Only pre-approved signage is permitted in any public area of the hotel. The hotel does not permit the affixing of anything to the walls, floors or ceiling without prior approval from the catering office.
WEDDING AND EVENT VENDORS
We recommend using a preferred vendor for your special occasion. We request that all vendors to deliver flowers, cakes, audio/visual, etc., no sooner than two hours prior to your scheduled event. All items must be removed following the event unless arrangements have been made with your catering manager. All vendors must supply all their own equipment for set ups. The hotel is unable to loan guests or vendors with equipment and ladders.
SPECIAL MEAL REQUIREMENTS
Please contact your catering manager for information on vendor box meals, children’s meals and special dietary restriction requirements.
In the best interest of our guests, the hotel reserves the right to move any outdoor event to an inside location due to inclement weather. Events will be moved due to wind, rain or the forecast of rain. The decision to move such events will be made three hours in advance.
PREFERRED ROOM RATES
We offer preferred sleeping room rates for less than 10 rooms, single or double occupancy, based on availability. For a block of 10 or more rooms, we would be happy to provide you with your very own room block to ensure availability and rate. Please contact our Sales Department for more information.
Omni San Antonio Hotel at the Colonnade reserves the right to require security for any group. This security will be hired at the expense of the guest and will be stated in the contracts. Only Texas Peace Officers may carry a weapon on Omni San Antonio grounds.
Omni San Antonio Hotel at the Colonnade maintains a complete in-house audio/ visual service. This equipment is available for rental and will be set up and tested prior to your event. A price list is available for your reference. No audio/visual equipment may be brought into the hotel without prior approval.