In order to secure a date for your event, a NON-REFUNDABLE deposit of $2,500 will be required with the signed agreement. Dates will be confirmed ONLY upon receipt of the deposit. 25% of the estimated total will be required at the time of your Menu Tasting. A 50% deposit of the estimated total will be due at thirty (30) days prior to your event and the remaining balance of 25% will be due seven (7) days prior once a final number of guests is given. Final guarantees are not subject to credit or reduction. Any additional charges, including HOSTED bar charges, if applicable, must be paid at the conclusion of your event. ALL deposits must be made by check or money order ONLY; Charter Oak Country Club does not accept credit cards as a form of payment. Prices may be subject to a 5% increase when booking more than 12 months in advance.
Our Grand Ballroom can accommodate up to 275 guests, including a large dance floor. Room rental fees range from $1,500 - $2,500 and are based on the day of the week and time of year, and will be for FIVE hours of time: ONE hour for Cocktail Hour, with FOUR hours following for the Reception. An overtime extension of no more than one hour is available at a rate of $350 per half hour, and must be arranged in advance. All events must conclude by 12:30AM. Our onsite Ceremony Fee is $1,500, and will take place outdoors on the wedding patio; pricing includes 30 minutes of time, additional folding chairs and one rehearsal. Should the ceremony need to be moved indoors, the ceremony will take place in the Grand Ballroom. Wedding Rehearsals will be coordinated based upon availability of the space.
All food / beverage items (including Hosted Bar charges) are subject to a 20% Club Charge. This charge
is not intended to be and is not a gratuity or a tip. No portion of the Club Charge is paid directly to any staff, whether regularly employed or engaged for functions. Unlike many hospitality businesses, Charter Oak is a NO TIPPING facility; the Club pays all staff a generous hourly wage, who understand not to expect any tips or gratuities, either from Members of the Club or guests/persons who host functions at the Club. Members /Guests and all others using the Club are strongly discouraged from providing any payment above this the Club charge.
The food/beverage subtotal as well as rental fees, are subject to current Meals and Sales Tax for Hudson,
MA. Charter Oak also exercises the discretion to hire a Hudson Police Detail for select functions, and any associated fees will be discussed prior to booking, if deemed a requirement.
Food & Beverage Policy
ALL food/beverages MUST be provided by Charter Oak; guests will NOT be permitted to bring any food/beverage items onto the Club’s premises, with the exception of a wedding cake. All wedding cakes must come from a licensed, insured bakery. NO food items prepared and served at an event may be packaged “to go”, due to concerns of food borne bacteria, per the state sanitary code. In accordance with Massachusetts State Law, no alcohol may be purchased or served to anyone under the age of 21, and a valid ID is required. “Shots” are not allowed. Staff and Management reserve the right to refuse service to anyone reasonably deemed to be intoxicated. No alcoholic beverages, (including wedding favors containing alcohol) may be brought onto the premises. All beverage service closes one half hour prior to the end of the event.
Arrangements to select your menu choices will be set with a COMPLIMENTARY private TASTING at your convenience, at approximately four (4) – six (6) months prior to your event. Final menu selections must be completed no later than thirty (30) days prior to your affair. In order to ensure we have all necessary food items on hand, requests for changes beyond this period will not be permitted.
Charter Oak will provide house linens which are available in a variety of colors. If a color is preferred that Charter Oak does not own, additional rental charges will apply. Candles are permitted if enclosed in glass; however, the flame must be lower than the top of the candle holder. Confetti or glitter of ANY kind is not permitted and a clean-up fee will be assessed if it is found to be used. Signage (i.e. bows, balloons or posters) is not allowed in residential areas marking the way to Charter Oak Country Club. Chiviari Chairs, if requested, must be provided by the Club, and are subject to standard pricing, currently at $12.00 per chair.
Guests of Charter Oak are expected to adhere to Charter Oak’s dress code at all times. Guests must wear proper attire and abide by our “NO DENIM” policy while visiting the Club. For everyone's comfort and safety, unbecoming behavior will not be tolerated, and guests engaging in such behavior may be asked to leave the Club’s premises. Clients will assume responsibility for any physical damage to the facility or personal injuries caused by the acts, conducts or omissions of the undersigned or their guests. Charter Oak Country Club is not responsible for property left by a guest anywhere on the premises, including the Clubhouse, Pro Shop, Locker Rooms or entrusted to Club employees.
In the event of a cancellation, Charter Oak Country Club shall retain all deposits. Cancellations made within fourteen (14) days of the scheduled event, will be subject to any additional fees incurred in planning your event.