...The Fine Print

Catering

Only food and beverages provided by Flamboro Downs Ltd. may be served on our premises, with the exception of a birthday cake, wedding cake, etc. when occupying a banquet room. Please advise your Sales Coordinator if you require this type of catering service. All food and beverage products must be consumed on the premises and, may not be removed from Flamboro Downs Ltd. (Due to health and safety reasons as specified under the Ontario Health Act.)

Menu Selection

To ensure the availability of the menu items selected, please submit your choice to our Sales Coordinator at least two weeks prior to your function. In the case of non-private Dining Room bookings, the menu selection is left to the discretion of our Food and Beverage Dept.

Special Menu Requests

Special dietary or other meal requests can be substituted for your guests (in limited quantities) and must be confirmed two weeks prior to function.

Guarantee

The organizer must confirm the final numbers of attendees no later than one week (7 days) prior to the function date. The confirmed number of attendees will be the minimum number invoiced for the event; any additional guests served will be settled the night of the function. Flamboro Downs Ltd. cannot guarantee to provide meals to any additional attendees not confirmed by the agreed date. Where a minimum number is required on the menu selection, the guaranteed number must be met regardless of actual number of guests in attendance.

Taxes and Service Charge

All prices are subject to applicable sales taxes such as Liquor and Harmonized Sales Tax and a 15 % service charge on all food and beverage items (unless contract specifies other terms of agreement).

Price Guarantee

All menu prices are subject to change without notice. Prices on signed contracts with a deposit are guaranteed. Please note that all menus are subject to applicable taxes and service charge.

Service of Alcoholic Beverages

Flamboro Downs Ltd. complies with the regulations of the Province of Ontario regarding the sales and consumption of alcoholic beverages. As a host under the laws of Ontario, Flamboro Downs Ltd. reserves the right to refuse the service of alcoholic beverages to any person.

Room Rental

Room rental charges apply to available space within Flamboro Downs There will be a Harmonized Sales Tax charged at 13%.

Confederation Room
$125.00 per day | $250.00 on a for 24 hours
Top O Turn or Pavilion
Exclusive Use - $250.00 (exemption see below)

There will be no Room Rental if group final guaranteed number is 65 or more for the Race Night Buffet. In the event that the guaranteed number falls below 65, a $250.00 charge will apply; or Flamboro Downs has the right to move the group to another outlet with the same menu. The group has the choice not be moved to another outlet or pay the charge. However, Flamboro Downs Ltd reserves the right to open the space to other non- group customers.

Function Rooms

All function rooms are held according to the hours specified on the contract at the time of booking. If the room is required earlier for set-up, prior arrangements must be made. Flamboro Downs Ltd. will charge the clients or organization for any damages incurred including subsequent replacement or repairs to furniture and fixtures.

Shipping

Flamboro Downs will not accept materials that are shipped more than 48 hours prior to the event, unless alternative arrangements have been made with the Sales Coordinator. All items should be addressed accurately with the date and meeting room assigned for the event. We will not accept any shipments that are C.O.D.

Audio Visual Equipment

Please advise the Sales Coordinator if you require any audio visual equipment for your function.

House Policies

All guests must adhere to our house policies. Please direct any questions you have pertaining to our House Policies to the Sales Coordinator.

Acts of God

Although Flamboro Downs makes every effort to hold all scheduled racing days, unfortunately the weather does not always cooperate. In the event of a race card cancellation, guarantee numbers will not be enforced. In most cases, it would be beneficial to contact us as soon as possible if cancellation occurs the same day and or numbers have been reduced.

Miscellaneous

Flamboro Downs will not be responsible for any loss or damages made to clients’ property left in the function room. Prior Security measures must be made if there are any concerns.

Personal effects and equipment must be removed from the function room at the end of the day unless it is reserved on a twenty four hour basis.

Decorations, signs and displays for the function must be receive prior written consent from the Sales Coordinator. Flamboro Downs prohibits any items to be fastened to any interior walls; i.e. tape, nails, tacks, etc. The client or organization specified on the contract is responsible for any replacement or repair costs resulting from any damages. (to Flamboro Downs Ltd. property) This includes damages from suppliers and guests.

Flamboro Downs endeavours to supply all equipment normally necessary for the serving of a function. From time to time specific requests may require rental items. These items will be identified and rental charges for this equipment will be added to the client’s bill.

Open flame candles, incendiary devices or other hazardous materials are not permitted on the premises.