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 garden tent. The tent is priced based on the size of the event and is available for events occurring May through October. Our facilities provide you and your guests with a charming, intimate atmosphere situated in a traditional New England setting.
Our Executive Chef, along with the 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 for which Western Massachusetts and its agricultural communities are famous.
The Executive Chef can customize any menu 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.
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.
Administrative Fees 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
For 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.
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.
Favors
Favors that include alcohol of any kind are not permitted.
Guarantees
To help us make your event a truly memorable experience, we ask for your cooperation in confirming all your details and menu choices 60 days prior to your scheduled event. Your expected guarantee is due fourteen (14) days prior to your event date. 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. The 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 of 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 the 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 where 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 setup, you will want to make additional arrangements with your florist and/or wedding vendor for assistance. Any changes to your planned setup 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 setup changes (beyond moving 1-2 tables) on 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 of pergola décor, lighting, and any other services outside of basic setup. The basic setup includes the placement of pre-assembled centerpieces, favors, escort cards, a gift table, and another 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 a 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
Due to our busy wedding weekends, rehearsals are scheduled for 2:00PM the day prior to your wedding unless otherwise arranged by your Coordinator. Inn on Boltwood team will assist with rehearsing your ceremony processional and recessional. Please include your officiant in your rehearsal if you would like to rehearse anything related to your ceremony content.
Pre-Reception Accommodations
The Amherst Boardroom Hospitality Room is included in your wedding package for use prior to your ceremony and/or reception through one hour prior to the end of your reception.