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TRANSCRIPT
YOUR WEDDING GUIDE
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To the bride and groom to be:
We congratulate you on this wonderful occasion and thank you for choosing
Hilton Lac-Leamy for your wedding reception.
We look forward to working with you on this very special event.
The following document will ensure the success of your wedding reception.
It will guide you in creating a memorable day for you and your fiancé.
Rest assured: should you have any additional inquiries or last-minute concerns, your Wedding
Coordinator at Hilton Lac-Leamy will always be available to give you a hand.
We are here for you!
______________________________________________________________________________
On page 2, you will find general information that will aid you in avoiding any unexpected surprises on your special day.
Information on reserving blocks of rooms for your guests can be found on page 3.
To facilitate the organization of your event and to ensure all your needs are met, we have drawn up a contact list on page 5. You can refer to this list to identify the right contact person for any questions you may have.
The loading dock plan (#31-#32) is found on page 6. This is important information for your suppliers.
At the end of this document, you will find a helpful checklist as well as your precious Wedding Day Schedule to help you plan each moment of this very special day in your life.
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GENERAL INFORMATION
Our dedicated banquet professionals and chefs will attend to your every need, going out of their way to ensure the success of this special day!
Our team is available to assist you or your bridal consultant to plan every detail from the bridal shower and rehearsal dinner to a family brunch the next day.
CAKE?
Whether you want to reproduce a cake from a photo or create a custom cake, our pastry chefs will rise to the occasion.
WHAT ARE THE DEPOSITS AND BILLING TERMS?
A non-refundable deposit of $1,000 is required to confirm an event. Moreover, 50% of the estimated cost of the Banquet Event Order (BEO) is required 2 months prior to the event and the balance based on the final estimate is due 10 days before the event. Please note that the final payment must be paid by credit card or certified cheque. The client is personally liable for the payment of the full amount of the deposits and invoices, unless a written agreement is reached between the client and Hilton Lac-Leamy allowing for other billing arrangements.
WHAT HAPPENS IF WE HAVE TO CANCEL OUR EVENT?
Only your initial deposit shall be retained by the hotel if you cancel the event at least 6 months in advance. If you cancel the event more than 2 months and less than 6 months prior to the event date, the initial deposit as well as 25% of the food and beverage estimate shall be retained by the Hotel. If you cancel the event more than 7 days and less than 2 months prior to the event date, the initial deposit as well as 50% of the food and beverage estimate shall be retained by the Hotel. If you cancel the event 7 days or less prior to the event date, the initial deposit as well as 100% of the food and beverage estimate shall be retained by the Hotel. The food and beverage estimate will be based on minimum anticipated revenue of $85 per person.
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HOW CAN WE BOOK A BLOCK OF ROOMS?
A preferential room rate for your guests is available if you reserve a block of 10 rooms or more. Your
guests will be able to take advantage of this block of rooms if they reserve at least 45 days prior to your
wedding day. After this date, all rooms not yet reserved will be removed from your block at no charge to
you.
Room assignments will be made directly by your guests with the hotel, either by phone or e-mail. Your
guests will need to mention your wedding in order to receive the special group rate. In order to confirm a
room assignment, the guest must guarantee the reservation with a major credit card accepted by the
hotel.
If you wish to reserve a block of rooms for your guests, please contact:
Chantal Nadeau at 819-790-6491 or [email protected].
TYPES OF GUEST ROOMS
Classic guest rooms: Two queen beds with standard bathroom features. Deluxe guest rooms: One king bed, a vanity in the entrance area and a large spacious marble bathroom with separate bathtub and glass enclosed shower. Executive guest rooms: A panoramic staircase connecting the 18
th, 19
th and 20
th floors allows guests to move easily from floor to
floor. Larger rooms and other exclusive services are offered to ensure the utmost in comfort. Guests enjoy the exclusive use of the Conrad Lounge which features complimentary continental breakfast, delectable hors d’oeuvre during happy hour and bar service. Murphy Suites Equipped with a queen size Murphy bed and adjoining spacious living room including a sofa bed, a dining table and chairs, it is ideal for small receptions. The large marble bathroom includes a whirlpool bath and separate shower. It has all the same modern amenities found in every room of the hotel. Junior Suites Junior Suites have two areas: a bedroom with a king bed and an elegant living room with a sofa bed, armchair and writing desk. They have a vanity in the entrance area, two television sets, as well as a large spacious marble bathroom with separate bath and enclosed glass shower. One-bedroom Suites These spacious suites feature a large separate living area, with a dining table and chairs, a queen size Murphy bed and a sofa bed, connecting to a master bedroom equipped with a king bed. These units feature two television sets and two bathrooms, one of which includes a whirlpool bath and separate glass shower.
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DO WE HAVE A TASTING DINNER?
We do offer a complimentary tasting dinner for two people at our Arôme restaurant, where you will be
able to taste two items for each course. To complete the tasting, the chef will meet with you to discuss
what you preferred as well as answer any questions you may have.
The chef will also provide a full report and pictures of your tasting to your wedding coordinator at the
Hilton Lac-Leamy.
WHAT IF WE WANT TO SET UP BEFORE OUR WEDDING DATE?
Based on availability, you will have access to the room at the earliest opportunity.
IS THE EVENTS TEAM AVAILABLE TO HELP WITH SPECIALTY SET-UP ITEMS?
Our team can assist you with placing your favours, place cards, menus and gifts. More elaborate set-up
requirements are extra.
Labour costs $40 an hour (4-hour minimum).
WHAT ABOUT OUR CHECK-IN/CHECK-OUT?
Time of check-in is 4 p.m. and time of check-out is 12 p.m. Complimentary early check-in requests can
only be confirmed the day of the event. If you prefer to have guaranteed early access to your room, we
will be pleased to reserve the room at your preferred rate one day prior to your event.
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CONTACT LIST
Service Name Phone E-mail
Wedding
Coordinator
Danny
Plamondon 819-790- 6472 [email protected]
Room block
reservations
Chantal Nadeau 819-790-6491 [email protected]
Individual room
reservations (for you and your
guests)
Reservations
Team 819-790-6444
Event information
Dominique
Minguy 819-790-6471 [email protected]
Service Information E-mail
Concierge
Special requests – babysitting,
information about the hotel and
restaurants
Spa – Amerispa 819-771-9555 [email protected]
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MY WEDDING CHECKLIST
6 TO 18 MONTHS AHEAD
Decide on wedding date and time
Discuss budget with your fiancé and family and decide on a cost limit
Draw up a guest list
Choose and book ceremony and reception venues
Choose wedding attendants (bridesmaids, etc.)
Consider bridal attire
Choose and book a photographer and/or videographer
Organize caterer / tasting
Book a celebrant
Select and reserve wedding transportation
Decide on honeymoon location and make reservations
If going overseas for your honeymoon, make sure your passports are valid
Obtain birth certificates
Begin a personal health and fitness program
Select music / musician / DJ for the ceremony/reception
Obtain wedding insurance
Obtain travel insurance (if applicable)
Reserve a block of rooms for your guests
Order wedding stationery
3 to 6 MONTHS AHEAD
Make an appointment with a florist, discuss colour schemes
Select wedding rings
Plan the order of ceremony and reception by completing the wedding portfolio
Register with a bridal gift service and select gift choices
Discuss insurance, wills, etc. for your future together
Meet with a hairdresser and beautician to try out different styles
Mail wedding invitations and registry lists
= Important details about your wedding to be shared with Hilton Lac-Leamy
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2 MONTHS AHEAD
Give notice of intention to marry – Registration
Decide on menu and drinks with your caterers / reception centre
Book any wedding apparel that needs to be rented
Discuss and plan your photo needs with your photographer
Select and order your cake*
Make the 50% deposit for the venue
*A remarkable team is at your service at Hilton Lac-Leamy. Our pastry chef will discuss with you your needs and preferences. Do you have a picture of the cake you would like to have?
Our bakers will reproduce it.
4 WEEKS AHEAD
Confirm all bookings and arrangements
Purchase gifts for attendants
Plan seating arrangements for the reception
Arrange for any name changes
Ask speakers to prepare their speeches
Schedule wedding rehearsals and notify those involved
Plan the Master of Ceremonies’ schedule
Perform a make-up test
2 WEEKS AHEAD
Plan your wedding day schedule
Notify media for wedding notices
Send the Master of Ceremonies’ schedule to your wedding coordinator
Confirm arrangements with photographer
Confirm quantities with caterer and reception reservation
Check and confirm honeymoon reservations
Pick up wedding rings
Have wedding rehearsal
Make last and full payment for the venue
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1 WEEK AHEAD
Collect and try on your wedding apparel and check accessories
Relax when possible
Make arrangements for the return of any rented clothing or equipment
Confirm equipment rentals and transportation
Pack for your honeymoon passports, tickets and traveller’s cheques
Assign someone to be in charge of the gifts and cards for your event
THE DAY BEFORE
Confirm when flowers and cake are arriving
Confirm hair and make-up
Enjoy you day
Get a good night’s sleep
Arrange refreshments at hotel for the wedding party for the pre-wedding preparation
Lay out everything you need for your wedding day
AFTER THE HONEYMOON
Make an appointment to see photographer/videographer
Send “Thank you” notes for gifts
Arrange any name changes for legal wills, bank accounts and passports