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Welcome to Lodge on the Desert

General Info

Tucson Wedding Locations

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Lodge on the Desert’s commitment is to provide exceptional service and gracious hospitality. The following information is offered to ensure the fine quality of your event.

Wedding Package Information

For over 70 years Lodge on the Desert, an Arizona landmark and Tucson tradition, has been the setting for wedding ceremonies and receptions. Secluded pathways, regal palms, native cacti and manicured lawns offer a romantic setting in a convenient, central, mid-town location.

The reception site fee is established based on lead time, size of event and budget and includes a complimentary overnight stay for the bride and groom. Included in this fee is four (4) hours of service for the wedding dinner and reception, flatware, stemware, white table linens and napkins, as well as reception tables and chairs, set-up and breakdown. All menu selections from the wedding menus include cake cutting and bartender fees for hosted bars. Should your wedding event extend past the contract end time, an additional fee of $200 per hour will apply.

The ceremony fee is established based on lead time, size of event and budget. This fee includes a rehearsal time based on availability. Also included are ceremony chairs, set-up and breakdown. To reserve your wedding date, a signed contract and $2,000 non-refundable booking fee are required, and a credit card number must be on file.

The deposit applies to a specific event date and time and will confirm your reservation. It will be also be applied toward your final balance. In the event of cancellation of your originally reserved date, your deposit will not be returned, nor will it be transferred to another date.

Payment of the balance due for all known and estimated charges is due fourteen (14) days prior to the event by credit card, certified check or cash funds. If the final bill is less than the prepaid estimated charges, you will be reimbursed within 30 days of your event date. If the final bill is more that the prepaid estimated charges, the balance is due and payable at the end of the event by cash funds or credit card. Personal checks will not be accepted.

Menus

For all weddings, a food and beverage minimum of $50 per person is required. Menu prices are subject to change without notice, but may be confirmed up to 90 days prior to your event. Our staff is pleased to accommodate special dietary needs of your attendees with seven (7) business days’ advance notice. To ensure the optimal food overall wedding experience, our catering department asks that all menus and event set-up details be finalized at least 60 days prior to your event.

All food and beverage, with the exception of the wedding cake, must be provided and served by Lodge on the Desert. Lodge on the Desert is the only authorized licensee to sell and serve liquor, beer and wine on the premises. No food or beverage of any kind may be brought into or removed from the event areas by you or your guests, representatives, vendors or any other persons who are not employees of Lodge on the Desert. Lodge on the Desert reserves the right to restrict alcohol consumption at its discretion. Food on a buffet line may not be on display for more than two hours.

Taxes and Service Charges

A 22% service charge and 9.1% tax will be applied to all hosted banquet, catering and wedding food and beverage items and menus. A 9.1% sales tax will be applied to all room rental and wedding site fees.

Guest Rooms

Lodge on the Desert offers uniquely appointed guestrooms and suites for your out-of-town wedding guests. Please contact your Catering Sales Manager to arrange special guestroom rates that will be available for your wedding date. At least ten (10) rooms per night and food and beverage minimums are required in order to receive special group rate consideration.

Set-ups and Decorations

The Sales Department must approve all decorations. Please ask your Sales Manager about restrictions on how and with what you may decorate or specific requests on set-up time and decorations. Set-up for each event is allowed two hours prior to start of event. All decorations and personal items must be immediately removed from the site at the conclusion of the event. Lodge on the Desert will not store items nor be responsible for any materials left behind.

Due to the surrounding trees and native birds, rice or other items such as birdseed or confetti to be thrown onto the lawn and/or patio or restaurant areas are not permitted. Flower petals, lavender bundles or any environmentally friendly materials are acceptable.

Gifts

Please appoint someone in your wedding party to accept, handle and remove the wedding gifts before, during and after the reception. Lodge on the Desert will not be held liable for the loss of said gifts.

Vendors and Wedding Coordinators

Upon receipt of signed contract to hold your event at Lodge on the Desert, a wedding resource packet will be provided to you with lists of local vendors including DJ’s, officiates, photographers, etc. These are suggestions only; you may certainly select your own.

You may find it helpful to engage the services of a professional Wedding Planner. While our hotel Sales Manager will assist with the planning of all your catered events and hotel details, a Wedding Planner will help you with the many other details associated with planning your special day.

Photographs

Photographs may be taken in any of the Lodge’s outside public areas at anytime. Please ask your Sales Manager to for advice on the many beautiful photographic opportunities. You are welcome to begin photographs on the hotel property two hours prior to your event. The hotel lobby may be used for uncomplicated shots only. Backdrops, photographic umbrellas, or loose electrical cords are not allowed in these areas, as all public areas must remain open and free of obstacles for all hotel guests.

Music

Light background music may be played until 10 PM on either the Palm or Hacienda Lawns. A disc jockey or live music may play until Midnight within the function rooms or within specified areas. In consideration of hotel guests not included in your party, the control of all music will be at the discretion of Lodge on the Desert staff.

Guarantees

For the various Lodge on the Desert departments to prepare properly for your successful event(s), we require the final attendance be determined and communicated to the Director of Catering seven (7) working days prior to the event. This number will be considered a guarantee not subject to reduction, and charges will be assessed accordingly. If a guarantee is not given to the Lodge by 11 AM on the date it is due, the expected numbers indicated on the Banquet Event Order will become the guarantee. The Lodge will set 5% over the guarantee up to a maximum of 50 covers. The set for all continental breakfasts, coffee breaks, and receptions will be the same as the guarantee. The Lodge will not be responsible for identical service to more than 5% over the guarantee. The customer will be billed for the guarantee(s) plus any additional attendees at each function.

Food and Beverage

Current banquet prices are indicated on the all banquet menu suggestions and proposals. All food and beverage must be supplied by the Lodge which is the only authorized licensee to sell and serve liquor, beer and wine on the premises. All food and beverage prices are guaranteed ninety (90) days prior to the date of the function. Our Director of Catering will be happy to customize specialty menus at your request. Lodge on the Desert specifically prohibits the removal of food from any banquet-related function by the customer or any of the customer’s guests or invitees. To ensure that every detail is handled in a professional manner, the Lodge suggests that your menu selections and specific details be finalized not later than four (4) weeks prior to your function. You will receive a copy of our Banquet Event Orders to which you may make amendments in advance.

Alcoholic Beverages

Lodge on the Desert offers an assortment of premium liquor, beer and wines for your reception. An average hosted bar estimate is $20 – $30 per guest, depending upon beverage selection. To complement the bar service, a selection of non-alcoholic beverages is recommended, including sodas, sparkling ciders, variety of Lodge on the Desert teas, or punch.

The sale and service of all alcoholic beverages is regulated by the Arizona Department of Liquor Licenses & Control. The Lodge is responsible for the administration of those regulations. Therefore, no alcoholic beverages may be brought onto Lodge grounds All beverage functions must be arranged through our Director of Catering. Lodge policy requires that liquor be served by the drink in all banquet and function areas.

All persons consuming liquor at Lodge on the Desert events must be 21 years old. The Lodge reserves the right to terminate liquor service at any event if minors intending to consume alcoholic beverages are in attendance.

Assignment of Event Space

Event rooms are assigned based upon the number of persons expected. If attendance numbers increase or decrease, the Lodge reserves the right to change, with notification, to a room suitable for the attendance and the type of event. Seating will be at round tables that seat ten (10) people each. Requests for seating of eight (8) or less at round tables is available, and must be specified.

Outdoor Events

All outdoor events will utilize plastic glassware, due to liability. Dance floors for outdoor use will be rented from a supplier at the customer’s expense. Lodge management reserves the right to make the decision to move any planned outdoor function indoors, based on the weather and the National Weather Service forecast.

Labor Charges

Chef Attendants $100/each
Bartenders $100/each for up to first three hours / $25 per hour thereafter / max 5 hours

Minimums
For private plated parties less than 13 guests, the Lodge will assess a service charge of $50. For buffet service to less than 50 guests, the Lodge will assess a $4++per person service charge; for buffet service to less than 20 guests, the Lodge will assess a $6++per person service charge.

Audio Visual Equipment and Electrical

It is advisable to make arrangements for any necessary audio visual and / or electrical needs in advance with our Catering Sales Manager.

Security

Lodge on the Desert will not assume responsibility for damage or loss of any merchandise or articles left in the Lodge before, during, or following any event. Guests are responsible for any damage to any part of the Lodge during the period of time they, their employees, independent contractors, or other agents under their control or under the control of the independent contractor hired by them are in the Lodge on the Desert.

Thank you for considering Lodge on the Desert.

December, 2014