Hotel and Conference Policies
Check-in / Check-out
Check-in is 3:00p.m. Check-out is 11:00a.m.
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FUNCTION CANCELLATIONS
All cancellations of group reservations must be received three (3) months prior to arrival date.
Deposit is forfeited if canceled within a month of arrival.
The Atlantic Oakes requires a thirty (30) day notice for cancellation of all functions. Cancellations received within that time frame are subject to a 50% charge of full value of the first day of scheduled activities.
DEPOSIT AND PAYMENT
A deposit is required at the acceptance of the contract. Full payment is due at the conclusion of the function, including all taxes and gratuities. Any credit requests must be made well in advance, and be approved by the general manager.
ROOMING LIST / INDIVIDUAL RESERVATIONS
We require rooming lists or individual reservation cards thirty (30) days prior to scheduled arrival date(s). We reserve the right to release the unused portion of your room block for sale to the general public after this period. All individual cancellations of reservations must be received seven (7) days prior to arrival for a refund. (Except reservations for the Apartment and the Penthouse, which require two (2) weeks.) We will continue to accept reservations on a first come, first serve basis, as long as rooms are available.
MEETING TIMES / SET-UP CONFIGURATIONS
In order to guarantee meeting space availability, and set-up style, a firm number of guests attending is required at least two (2) weeks prior to the function. If no guarantee is given in writing, then the last estimate will be used. You will be charged for the guaranteed number or the exact count, whichever is higher. Should the anticipated attendance increase or decrease, the hotel reserves the right to change groups to rooms suitable for attendance.
SECURITY
The hotel shall not be held responsible for damage or loss of any materials left in the hotel prior to or following the function. The hotel reserves the right to require security for selected groups.
MENU SELECTIONS
Menu selections should be arranged at least two weeks prior to function date. To allow adequate scheduling for your banquet or meeting, please allow forty-five (45) minutes for breakfast, one (1) hour for lunch, and one and a quarter (1 1/4) hours for dinner.
GRATUITY CHARGE / TAX
Please add an additional 18% gratuity charge and 7% Maine State Sales Tax to all food prices.
FOOD AND BEVERAGE
The resort's conference / function rooms are licensed areas, prohibiting any food or liquor to be brought in for consumption. The hotel as a licensee, is responsible for the sale, service and expedition of all food and beverages. No alcoholic beverages will be served to anyone under the age of twenty-one (21). Proper identification is required. A minimum of 35 persons are required for most meal functions.
OTHER
Prices on lunches and dinners are based on a buffet. Please add $2.00 per meal for sit-down lunches or dinners. Also, to guarantee that the meal is served fresh, we strive and expect the food will be served at the time agreed upon. Please add $75.00 per hour wait time for times past 20 minutes.
All food and beverage prices subject to change prior to function confirmation date.
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