301 Foxcroft Ave
Martinsburg, WV
Recipient of the 2009 IHG Torchbearer Award
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- Holiday Inn Martinsburg rated "excellent" by 8 travelers
Banquets and Events - General Information
Banquets Home > General Information
We are delighted that you are considering the Holiday Inn Martinsburg for your upcoming event. Our hotel offers you both elegant surroundings and a staff skilled at making your event as pleasant to plan as it is to attend. We will do our utmost to fulfill your wishes in every way possible. As is the case with most successful businesses, we find that certain guidelines and procedures help us insure the total satisfaction of your function. We include the following for your information and ask that you contact our Sales Department with any additional requests or requirements.
General Room Rules
Since other groups may use the same facilities prior to or following your function, please follow the agreed-upon time schedule. If your needs change, contact your Sales Manager, who will make every effort to accommodate you.
The hotel will not permit the affixing of anything to the walls, floor, or ceiling with nails, staples, tape, or any other substance unless prior approval has been arranged through the Sales office.
Function rooms are assigned based on expected attendance. Should your number drop or increase, we reserve the right to assign a room more appropriate for your group.
Room Rental
Rental charges will apply to all function rooms used for your particular banquet, meeting, exhibit, wedding, or other scheduled event. Each meeting room is assigned a rental value. The total value of your meeting rooms will be listed on your contract.
Billing
The hotel requires that all functions be paid for either in advance or at the conclusion of any event. Direct billing methods/credit will only be extended to organizations and businesses with a pre-existing account or by the application and approval for a new credit account to be setup and approved at least fourteen (14) business days prior to the event. Please be aware that your sales manager will assist you in establishing the payment plan for your group.
Contract
Once you have scheduled your function, please read your contract carefully to insure that it is correct. Once you sign and return the contract, its contents are binding.
Deposits
To insure your date as definite, we do require a deposit which will be applied to your final bill at full value.
In the event your function is cancelled 90 days* or more before the date of the function, your deposit will be refunded to you or, if you wish, credited toward another function within one year from the date of the original cancellation.
Guarantees
To be prepared properly to host your function, it is essential that we receive your guaranteed attendance number at least 48 hours (or two business days) prior to the event.
The hotel will prepare for an additional five percent. However, the number guaranteed will be charged in full, even if fewer guests attend. Guarantees for Monday and Tuesday functions will be required by noon on Friday unless special arrangements have been made.
If no guarantee is given, the expected number as listed on the banquet event order will be used.
Menus
Our menus include our most popular items. Your selections can be tailored to theme parties or other packages that can make your event a memorable one. (Additional fees will apply where necessary.)
All prices listed are subject to change. Prices may be guaranteed for no more than 60 days prior to the date of your function.
A customary 19 percent service charge and applicable taxes will be automatically charged on all banquet functions.
Tax exempt status will be granted provided that the hotel is furnished with the proper documents at least 14 days prior to your event.
Security
The hotel will not assume responsibility for the damage or loss of any merchandise or articles left in the hotel prior to, during or following your meeting or banquet. Special arrangements for security can be made with advance notice.