The Cape Henry Beach Club
1102 Kwajalein Road
Fort Story, Virginia 23459
Phone: 757.425.6631 Fax: 757.422.7618
The Cape Henry Beach Club offers a wide range of facilities and menu options to suit your
needs. Serving the Department of Defense community since the 1940s, the Beach Club
can cater all types of private parties and special events to include weddings, reunions,
graduations, birthdays, anniversaries, retirements, holiday parties and all types of official
Thank you for considering the Cape Henry Beach Club for your upcoming event. Our entire team stands
ready to ensure that your function with us exceeds your expectations and is a memorable experience. The
following information is to be used as a guideline to assist you in preparing for your function but could not
possibly cover all of the menu and set-up options that are available. Please arrange an appointment with a
Catering Representative to assist you in planning your event.
All function arrangements on Cape Henry Beach Club grounds (to include the Beach) must be
made through the Catering Office. The catering office is open Monday, Wednesday, and Thursday
from 0900 to 1600 hours; Tuesdays from 1000 to 1800 hours; appointments are recommended.
Due to heavy function schedules Friday and Saturday are available by appointment only. The office
is closed Sunday and all Holidays.
All functions must have a Military Sponsor. Sponsors can be all grades and branches of service -
active duty, retired, Reservist, National Guard, or Department of Defense civilian. Sponsors must
sign the contract, be present at the event, and will be ultimately financially responsible for the event
or any charges incurred by event guests. The Sponsor is responsible to ensure that the conduct of
the sponsor’s guests, hired subcontractors, and agents (e.g. DJ, florist, etc.) are in compliance with
applicable laws, regulations, and Cape Henry Beach Club policies. The sponsor will hold harmless
and indemnify Cape Henry Beach Club for any damages caused by sponsor’s guests,
subcontractors, and agents.
A deposit of $500 will be required to hold your function space on a definite basis. You will have
10 days from the day in which your event date is secured to return your signed agreement and
deposit; should your deposit not be received within this timeframe, your reservation will be forfeit.
The entire deposit is NON-REFUNDABLE should the event be cancelled. Cash, check, money
order, Visa, American Express, or MasterCard will be accepted for your deposit. The deposit will be
deducted from the balance of the final bill.
Payment is due upon completion of function with cash, cashier’s check, or credit card (Visa,
MasterCard, or American Express) unless there is a direct billing agreement between the
Contracting Party and Cape Henry Beach Club prior to the event. We cannot accept personal
checks for final payment.
No outside food or alcohol is permitted into Cape Henry Beach Club (with the exception of
specialty cakes). All food for the event shall be prepared by the kitchen of Cape Henry Beach Club
and consumed on the premises. Leftover food items shall not be removed from the Cape Henry
Beach Club function space.
Cape Henry Beach Club agrees to cater an event for the sponsor according to menus, services,
and proceeds mutually agreed upon. To avoid any misunderstandings, all requirements and prices
will be recorded on a Banquet Event Order to include menu selections, bar arrangements, and room
set-ups. The Banquet Event Order MUST be signed at least 14 days prior to the event.
Event attendance must be specified (guaranteed) by the client no less than 14 days prior to the
scheduled date of the event. The sponsor will be held responsible for 100 percent of the guaranteed
attendance. Additions cannot exceed function space capacity. Should more or fewer guests
actually attend than stated on the original agreement, billing will be based on the actual attendance
or the guaranteed attendance, whichever is greater. Only the Sponsor or a designated point of
contact can make any changes to a Banquet Event Order or give final guarantee counts.
To ensure easy access to Fort Story, Cape Henry Beach Club must receive your guest list no
later than 14 days prior to your event. Your guest list should be submitted in alphabetical order (by
last name) listing each individual guest. Please inform your guests that anyone over the age of 16
entering Fort Story property must have a valid, government-issued, photo identification card or they
will be turned away. All guests and contractors traveling by vehicle must have proof of registration,
valid inspection stickers, and insurance to enter this property.
A service charge of 18 percent (36 percent on Holidays) will be added to all food and beverage
sales. Gratuities are not included in this service charge.
Room rental charges will be assessed for all rooms being utilized for any event that food and
beverage minimums are not met.
Minimums: Charges (4-hours):
Saturdays - $3,000 Squire Room - $350
Fridays and Sundays - $2,500 Colonial Room - $250
Monday through Thursday - $2,000
Events are scheduled for a 4-hour period and are expected to end at the predetermined time.
Arrangements for additional time can be made in advance for $150 per hour. If the function is ahead
or behind schedule, it may affect the food and beverage service and could lead to additional charges
to you. Failure to vacate your event at the prescribed time will incur an additional charge of $250 for
each additional hour (or portion thereof) after designated agreement ending time.
A minimum of $100 per hour per Bartender is required for all bar service. If this minimum is not
met, the difference will be added to the final bill. Alcohol is not served to anyone under the age of
21. In the event the Club observes minors consuming alcohol, the Sponsor will be notified and the
minor will be asked to leave or the function will be terminated.
Prices are subject to change with any major fluctuations in market value. Prices of functions
booked more than 30 days in advance may be changed to reflect revised pricing. The Sponsor will
be notified should changes in price occur.
Due to varying tastes and colors, the Beach Club does not provide centerpieces for your function
tables. You are welcome to provide your own centerpieces and decorations that will best suit your
needs. All displays and/or decorations proposed by the sponsor shall be subject to approval by
Cape Henry Beach Club in each instance. Cape Henry Beach Club does not allow the use of nails,
pins, or heavy tape to hang decorations; any damages to the premises will be charged to your final
invoice. Any personal property of the client, client's guests, or invitees brought onto the premises
and left there prior to, during, or following the event shall be at the sole risk of the client, guest, or
invitee. Cape Henry Beach Club shall not be liable for any loss or damage to any such property for
any reason. Storage or use of dangerous, incendiary, explosive materials, etc. is prohibited.
A cleaning fee of $100 will be charged for use of sparkles, confetti, sand, rice, or any other
undersized decoration used by the guest to decorate the tables. Before “stuffing the cake” into your
partner’s face, please take into consideration there will be a $150 carpet cleaning fee to remove
cake that has been ground into the carpet underfoot.
The Beach Club offers a variety of linen colors for you to choose from. Linen rental prices are as
follows: $3.00 per tablecloth; $2.00 per topper; and $0.50 per napkin. Please see a Catering
Representative for additional information.
Because of facility demand, Beach Club restrooms or function spaces are not available as
changing rooms for bridal parties.
There is a charge of $200 for use of the Cape Henry Beach area to hold a wedding ceremony.
No food or beverage can be served on the beach and no fire (i.e. candles, grills, etc.) or glass is
allowed. The Beach Club will not provide chairs or tables for functions on the beach. Please inform
your guests of the distance from the parking lot to the beach as, for some, this may be a long walk.
The Beach Club cannot provide a vehicle to transport guests.
Use of the Beach Club patio can be reserved through the Catering Office; however, you will also
need to hold a corresponding inside function space should there be inclement weather. The Beach
Club will only serve with paper plates and cups for functions occurring on the patio. The picnic
tables on the patio are used for the function; no additional banquet tables or chairs will be placed
outdoors for guest use.
“Serving Those Who Serve”