Fort Belvoir Community Club

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					Fort Belvoir Community Club
P.O. Box 176  Building 1200 Taylor Road  Fort Belvoir, VA 22060-5908  703-780-0962 Catering Director, Amber Hodge Catering Assistant, John Pope Fax: 703-781-0445

Wedding Reception Program
Here at the Community Club we make planning a wedding reception easy. This package includes all the services we have to offer but please let us know if you have special requests. It is our goal to make your reception just as you have always envisioned it. Our beautiful and newly renovated rooms can accommodate from 25 to 350 Party guests. We have examples of floor plans for each room so you will know the room layout in advance. We can do everything for you here at the Community Club. We can order wedding cakes, special occasion cakes, and other baked goods from some of Washington’s finest bakeries. Arrangements can be made for disc jockeys, rental items, invitations, and other services. We can even decorate for you. For more details, please contact our Catering Director.

Table of Contents
    Other Club Activities 2 Booking with us 3 Quick Reference Guide of Deadlines & Policies 3 The Menus 4-7 o Rental Information 8 o Floor Plans 8 o Additional Service Charges 8 o Rental Items 8 o Cake Cutting 8 o Head Table Service 8 o Extra Room 9 o Overtime 9 Additional Food & Beverage Items 9 o Champagne & Cider 9 o Cash Bar 9 o Appetizers 9 o Salads 9 o Beverages 9 o Dessert Bars 9 Community Club Banquet Planner 10 o Party Billing Arrangements 10 o Party Arrangements 10-11 o Security 11 o Hold Harmless 11 Example of Guest List (accessing the base) 11




Fort Belvoir Community Club
P.O. Box 176  Building 1200 Taylor Road  Fort Belvoir, VA 22060-5908  Phone: 703-780-0962 Fax: 703-781-0445 Thank you for showing interest in the Fort Belvoir Community Club. This facility offers a wide range of activities available for both military and civilian personnel. We are a non-membership club.

The Community Club has everything for your catering needs. We can make arrangements for disc jockeys, live bands, rental items, invitations, limousine and photography services. Our beautiful and newly renovated rooms can accommodate 25-400 party guests. Visit our website for more information.

Dining Services
The Dining Room is open Tuesday thru Friday from 11:00 am to 1:30 pm with a fully stocked buffet complete with all you can eat salad, soup, hot entrées, dessert and beverage for only $7.95. The menu changes daily, but you can always count on us having fried chicken on Wednesdays and our famous fried catfish and New England clam chowder on Fridays. Our weekly lunch menu can be found on the Internet at the following address:

Our regular Bingo program is held Tuesdays and Thursdays at 6:30 pm and Sundays at 2:30 pm. See what the Cash Ball Jackpots are and try your luck. Maybe you will be our next $10,000 Winner. See our full program at: Ask us when we’re having our next $50,000 Megabucks Bingo game. Pick up a program, visit our website or ask us about the details. The jackpots include 2 $2,500; 2 $5,000; and 1 $10,000. All $50,000 will go!

Family Night at the Community Club
The Community Club would like to invite you and your family to dinner every Wednesday night from 5 to 8 PM. Our buffet will include items such as Alaskan Crab Legs, Peel n’ Eat Shrimp, Fried Fish, Fried Chicken and Ice Cream for the children. Pricing as follows: Adults $12.95, Children ages 12-16 $8.95, Children ages 5-11 $5.95, and Children 4 and under eat free.

Our lounge is open to the public Tuesdays, Thursdays and Fridays from 4:00 pm to 10:00 pm. On Thursday and Fridays the hours may be extended until midnight depending on participation. Check out our weekly specials below: Tuesday’s Shrimp Night (4 – 7 PM) Half Pound Steamed Shrimp $ 4.00Full Pound Steamed Shrimp $ 7.00 Thursday’s Alaskan Crab Legs Night (4 – 8 PM) Half Pound Steamed Crab Legs $ 5.00Full Pound Steamed Crab Legs $ 8.00 Friday’s Free Munchies (4 – 7 PM) Every Friday Features DJ Mix-Master Ice (Starts Spinning at 5 PM)

William Gunneson  General Manager Richard Whetstone  Operations Manager Bernadette Mercado  Head Cashier/Bingo Supervisor Amber Hodge  Catering Director Ardella George  Chef John Pope  Administrative Assistant/Catering Assistant

Club Officials


Booking With Us Made Easy
Calculating Your Cost
Based on your guest count and room, the menu you have selected and any special services that you have requested, you can calculate the total cost of your event. For example, if you have 150 guests and select the Fairfax Menu to be catered in the Grand Ballroom with Champagne, your cost would be as follows: Ballroom Fee: $750.00 Fairfax Menu: $32.95 x 150 guests = $4,942.50 + 20% gratuity ($988.50) = 5,931.00 Champagne for 150 guests: 15 bottles = $195.00 Your Total Cost is $6,876

Quick Reference Guide of Deadlines and Policies
Deadlines  Full payment is due 3 working days before the event is to be held  Menu selections are due 10 weeks in advance of the event  Guest list and final head count are due 10 days in advance of the event  Reasonable guest count estimate is due at least 3 weeks in advance of the event Pricing  Deposit is non-refundable  Children pricing is as follows: Ages under 5 are free, 6-10 are ½ price, and 11 and older are full price  Methods of acceptable payment: Cash, cashiers check, MasterCard, VISA and American Express. No personal checks Other Important Information  A signature and a deposit are required to make a valid contract  Event cancellations must be in writing  Outside catering is unavailable as we are an all-inclusive service. We will make exceptions if you want to bring in a wedding cake and you are permitted to book your own DJ, Photographer or Decorator  Catered food and drink may not be taken out of the club  Special privileges or reduced prices cannot be extended to any individual or group  There are no deductions for “no shows”
Remember we will do everything possible to accommodate you on your special day. If there is something you want but don’t see in this Wedding Planner, please ask the Catering Director and every effort will be made to ensure your wedding is everything you’ve ever wanted.


The Fairfax
(50-guest Minimum) Included Appetizers [x] Assorted Deluxe Cheese Platter with Crackers [x] Fresh Vegetable Crudités with Dips Choice of (1) Cold Platter Served with Finger Rolls and Condiments [ ] Carved Breast of Turkey [ ] Assorted Cold Meat Platter [ ] Carved Virginia Ham (Ham, Turkey and Roast Beef) Select (2) Entrees [ ] Chicken Piccata [ ] Chicken Cutlet Parmigiana [ ] Chicken Cacciatore [ ] Chicken Kiev [ ] Chicken Cordon Bleu [ ] Beef Stroganoff with Egg Noodles [ ] Beef Burgundy with Egg Noodles

[ ] Pepper Steak with Herb Seasoned Rice [ ] Sliced Sirloin with Natural Au Jus Gravy [ ] Italian Sausage and Peppers [ ] Roast Turkey Breast with Gravy [ ] Loin of Pork with Gravy [ ] Swedish Meatballs with Gravy

Select (3) Side Dishes
[ ] Stuffed Pasta Shells with Ricotta Cheese

[ ] Baked Ziti with Meat Sauce [ ] Manicotti with Red or White Sauce [ ] Buttered Parsley Potatoes [ ] Herb Roasted Red Bliss Potatoes [ ] Herbal Seasoned White Rice Choice of (3) Salads [ ] Tossed Green Salad with choice of Two Dressings [ ] Caesar Salad [ ] Waldorf Salad

[ ] Rice Pilaf [ ] Green Beans Almandine [ ] Vegetable Medley [ ] Corn O’Brian [ ] Peas with Baby Pearl Onions

[ ] Tri-Colored Pasta Salad [ ] Three Bean Salad [ ] Redskin Potato Salad [ ] Hawaiian Cole Slaw

All Included [x] Dinner Rolls and Butter [x] China [x] Flatware

[x] Coffee and Hot Tea Service [x] Professional Wait Staff

$ 32.95 Per Person $ 51.95 Per Person with Four Hour Standard Open Bar $ 53.95 Per Person with Four Hour Premium Open Bar Add 20% Gratuity to above Pricing


The Alexandrian Cocktail
(50-guest Minimum) Included Appetizers [x] Fresh Vegetables with Dip [x] Deluxe Cheese Platter [x] Assorted Meat Platter with Rolls and Condiments Select (5) to be Served Butler Style [ ] Mini Franks in a Blanket [ ] Mini Pizzas [ ] Smoked Chicken Quesadillas [ ] Cheese Puffs Select (5) Hors d’Oeuvres [ ] Spicy Buffalo Wings [ ] Swedish or Sweet & Sour Meatballs [ ] Fried Chicken Drummies [ ] Italian Sausage Tid Bits with Onions and Peppers [ ] Barbecued Ribettes [ ] Peel and Eat Shrimp with Cocktail Sauce [ ] Stuffed Mushrooms [ ] Crab Balls with Cocktail Sauce [ ] Assorted Petite Quiche [ ] Mozzarella Sticks [ ] Chicken Tender Fritters

All Included [x] Dinner Rolls and Butter [x] China Cocktail Plates [x] Flatware Optional Items (Ask for Quote) [ ] Carved Choice Fillet of Beef with French Bread and Butter Sauce [ ] Carved Sirloin of Beef with Natural Au Jus Gravy [ ] Jumbo Shrimp Cocktail with Homemade Cocktail Sauce [ ] Carved Virginia Ham with French Bread and Fruit Sauce [x] Coffee and Hot Tea Service [x] Professional Wait Staff

$ 27.95 per person $ 45.95 Per Person with Four Hour Standard Bar $ 47.95 Per Person with Four Hour Premium Bar Add 20% Gratuity to above Pricing


The Mount Vernon
(100-guest Minimum) Select (4) Items to be Served Butler Style
[ ] Mini Franks in a Blanket [ ] Cheese Puffs [ ] Mini Pizzas [ ] Pineapple Chicken Kabobs [ ] Mini Egg Rolls [ ] Assorted Mini Quiche [ ] Mozzarella Sticks [ ] Assorted Cheese Canapé’s [ ] Mushrooms Stuffed with Crab Meat [ ] Mini Chicken Cordon Bleu [ ] Mini Crab Cakes

Select (3) Entrees
[ ] Chicken Picatta (Boneless Chicken Breasts with White Wine and Lemon sauce, served with Mushrooms and Capers) [ ] Chicken Marsala (Boneless Chicken Breasts with Marsala Wine, Prosciutto, Onions and Mushrooms) [ ] Chicken Cacciatore (Boneless Chicken Breasts with Plump Tomatoes, Onions, Peppers and Mushrooms) [ ] Roast Chicken (Baked Chicken with a Lemon glaze, served with Olive Oil and Italian Spices) [ ] Roasted Pork Loin with Natural Gravy [ ] Italian Sausage Giambotta with Peppers, Onions, and Potatoes [ ] Beef Stroganoff with Mushrooms, served with Egg Noodles [ ] Beef Burgundy (Sirloin Tips in a Hearty Burgundy Sauce served with Egg Noodles) [ ] Roast Sirloin of Beef with Natural Au Jus Gravy [ ] Whole Carved Virginia Ham Served with Fruit Sauce [ ] Whole Carved Turkey Breast Served with Poultry Gravy

Select (3) Side Dishes
[ ] Roast Baby Potatoes (Herb Seasoned and Oven Browned) [ ] Roasted Red Skin Potatoes [ ] Stuffed Jumbo Pasta Shells with Ricotta and Mozzarella Filling [ ] Manicotti with Mariana or Alfredo Sauce [ ] Fresh Vegetable Medley (Broccoli, Cauliflower, Carrots, Herbs and Butter) [ ] Whole Green Bean Oreganato with Butter, Bread Crumbs and Spices [ ] Rice Pilaf with Baby Peas [ ] Tortellini Alfredo (Tri-Colored Pasta with a Creamy Alfredo Sauce) [ ] Tri-Colored Pasta Salad [ ] Redskin Potato Salad [ ] Waldorf Salad [ ] Hawaiian Cole Slaw

Choice of (2) Salads
[ ] Tossed Salad with Choice of Two Dressings [ ] Caesar Salad with Seasoned Croutons [ ] Fresh Spinach Salad

All Included
[x] Dinner Rolls & Butter [x] China [x] Flatware [x] Coffee and Hot Tea Service [x] Professional Wait Staff

$ 46.95 Per Person $ 64.95 Per Person with Four Hour Standard Open Bar $ 68.95 Per Person with Four Hour Premium Open Bar Add 20% Gratuity to above Pricing 6

The Washingtonian
(100-guest Minimum) Cocktail Hour
[x] Jumbo Shrimp with Cocktail Sauce [x] Assorted Imported Cheeses and Crackers [x] Vegetable and Relish Tray with French Onion Dip and Creamy Ranch Dressing

Select (2) Items for the Carving Station
[ ] Filet Mignon served with Creamy Horseradish Sauce and Sautéed Mushrooms on the Side [ ] Prime Rib served with Au Jus and Creamy Horseradish Sauce and Sautéed Mushrooms served on the Side [ ] Roasted Turkey Breast with Fruit and Nut Dressing, Fresh Cranberry Sauce served on the Side [ ] Hickory Smoked Pork Loin with Mushroom Gravy [ ] Virginia Baked Ham with Traditional Cloves Served with Your Choice of Pineapple or Raspberry Sauce

Select (3) Side Dishes
[ ] Creamy Garlic and Herb Mashed Potatoes [ ] Traditional Baked Potato Bar with all your Favorite Toppings on the Side: Butter, Sour Cream, Cheese, and Bacon Bits [ ] Fruit and Nut Stuffing with Herbs [ ] Tortellini Alfredo (Tri-Colored Pasta with a Creamy Alfredo Sauce) [ ] Traditional Rice Pilaf with Baby Peas and Carrots [ ] Fresh Vegetable Medley (Broccoli, Cauliflower, Carrots, Herbs, and Butter) [ ] Whole Green Bean Oreganato with Butter, Bread Crumbs and Spices [ ] Traditional Green Bean Almandine

Select (3) Salads
[ ] Tossed Green Salad with choice of Two Dressings [ ] Caesar Salad [ ] Fresh Spinach Salad [ ] Tri-Colored Pasta Salad [ ] Fresh Fruit Salad [ ] Redskin Potato Salad

Dessert Station The Dessert Table will consist of an Assortment of Homemade Tortes Baked Fresh by our Executive Chef, Pastries, Fruit Tarts, and Cream Puffs. All Included
[x] Assorted Dinner Rolls and Butter [x] China [x] Flatware [x] Coffee and Tea Service [x] Professional Wait Staff

$ 55.95 Per Person $ 73.95 Per Person with Four Hour Standard Open Bar $ 77.95 Per Person with Four Hour Premium Open Bar Add 20% Gratuity to above Pricing


The Community Club requires a $1000.00 non-refundable deposit to secure any room, which is credited to your final bill. Rooms are booked according to the size of your party. If you wish to have your party upgraded to a larger available room the fee is $500.00. Room fees are added to every contract and include room setup, table and napkin linens, skirting, breakdown and cleanup. Room rental fees are as follows:  The Belvoir Room rents for $300.00 and can accommodate 50 people.  The Fairfax Room rents for $500.00 and can accommodate 150 people for seated and for cocktail-style parties.  The Ballroom rents for $750.00 and can accommodate 350 people for seated buffets, and 500 people for cocktail-style parties. Occasionally a party will be moved to a larger room due to unforeseen circumstances that may arise. We do not charge an additional fee in these cases. Outside catering in not permitted. Please discuss any special requests with the Catering Director. FLOOR PLANS The Catering Director will be happy to design a floor plan based on your needs. Round tables are available for $50.00-175.00 depending on the number of guests. ADDITIONAL SERVICE CHARGES Decorations and special floor plans may require a setup fee. This will differ from function to function depending on the staff required and the labor involved. Ask our Catering Director for a quote. RENTAL ITEMS Champagne & Punch Fountains: We have two beautiful stainless steel electric fountains that rent for $25.00 per unit. Silver Punch Bowl: The service fee is $15.00 per unit. Silver candelabras: We have two beautiful antique candelabras that can be placed on a head table or a buffet line. The service fee is $20.00 for the set. Gazebo: Rental for wedding ceremonies is $300.00 for the gazebo and $2.50 per chair, up to 140 chairs. These charges apply for a 2-hour duration. Phone and Internet access: Available at $50.00 per day. This includes 5 phone lines and up to 8 highspeed Internet data lines. Projector Screen: We have a 7x19 portable screen with dual presentation functionality available for $75.00 per day. Portable Dance Floor: We have portable dance floors available in two different sizes. The 12x12 dance floor rents for $125.00 and the 12x20 assembly rents for $150.00. CAKE CUTTING We will gladly cut and plate your cake for $25.00 per event. If you require table service we will cut, plate, and serve your cake for $50.00 per event. HEAD TABLE SERVICE We will gladly serve dinner to a head table of 20 guests or less for a service fee of $35.00.


EXTRA ROOM If extra space is needed, the Belvoir Room or Eagle Room can be used for anything from photography to a breakout room. Half-day rental is $75.00 and depends upon availability. OVERTIME The maximum time limit for a function is 4 hours. The catering manager prior to the event must approve any additional time requested. The fee for overtime is $75.00 per half hour.

CHAMPANGE AND CIDER We offer champagne by the bottle for the price of $13.00. For a champagne toast, your costs will vary due to the number of guests in your party. One bottle contains approximately 10 glasses of champagne. With this service, the club will provide the bride and groom with a complementary bottle of champagne for their head table. For a non-alcoholic toast, we offer sparkling cider by the bottle for the price of $12.00. One bottle contains approximately 10 glasses of cider. CASH BAR To add a cash bar to your special event, $500.00 in sales must be met per bartender. If sales do not reach $500.00 you are held responsible for the remaining balance plus a fee of $25.00 per hour, per bartender. This is to be paid at the end of your function. Carafes of wine including Blush, Burgundy and Chablis are available for $12.00 each. Other wines are available upon request and prices vary. A wine carafe holds approximately 6 glasses of wine. APPETIZERS Depending upon your request, additional appetizers can be added to any menu for a fee starting at $2.50 per item. A $2.50 per person service charge will be added if you desire butler style service for appetizers. SALADS A $1.50 per person service charge will be added for guests desiring preset salads. BEVERAGES Soda, punch, bottled water, juices and iced tea (flavored or regular) are available for $2.50 per person, per item. DESSERT BARS Dessert bars with cookies, cakes, and pies can be added to a menu from $3-6 per person. Items available include gourmet New York style cheesecake, chocolate covered strawberries, decorative pastries and fruit torts.


Community Club Banquet Planner
1. The following individuals may contract for special functions at the Fort Belvoir Community Club: a. Military ID card holders and their dependents. b. DOD civilians and their dependents. c. Civic or civilian organizations when the affair is of major interest and benefit of the military and/or community relations. d. Installation activities and organizations (including recognized private organizations) and off-post Department of Defense organizations for meetings, conferences, receptions, dinners, and similar events. e. The Installation Commander may approve other written requests for special groups, as appropriate. 2. The following stipulations also apply: a. Written party contracts between the sponsor of an event and the club are required in advance. Use of facilities and services will be limited to those specified in the contract. b. The sponsor is responsible for full payment of all expenses as contracted in addition to the conduct and behavior of guests at the function. c. The introduction of outside food and beverage (alcoholic and/or non alcoholic) for consumption in the club is not allowed; nor can leftover food be taken from the club. d. Special privileges or reduced prices cannot be extended to any individual or group, including those involved in official functions, different from those available to any other individual or group.

1. A final head count is due to the club no less than ten working days in advance, along with your guest list for access control. After following the proper format, the list must then be emailed to the Catering office. 2. Final payment is due to the club no less than three working days in advance of your event. Failure to make payment as required will result in cancellation of the event. 3. Methods of acceptable payment are as follows: (a) Cash, (b) Cashiers Check, (c) Master Card, Visa or American Express. Personal checks are not acceptable. A combination of the above methods of payment is acceptable, provided management receives notice in advance.

1. To avoid misunderstanding or disappointment, sponsors of all special events are required to come to the club catering office to make contractual arrangements. A function booked by telephone is tentative until the sponsor comes to the club to sign the special functions contract and make a deposit. Reservations and contracts should be made as early as possible prior to the function. Arrangements for room set-up, podiums, microphones, decorations, etc. will be quoted upon request. Menu selections should be made 10 weeks prior to the date of the function.

2. The club requires a reasonable estimate of the number of guests expected at least three weeks in advance of the event. We require a preliminary guest count seven days prior to the event, and a final guaranteed guest count three days prior to the event. After this point, the count may be increased but not decreased. There are no deductions for “no shows." In the


event the count increases at the last minute, we will attempt to provide the same or similar entrees for those guests. 3. Deposits are required for all catered events. A non-refundable deposit of $ 1,000.00 must be made to secure the date you select. Upon completion of the function the sponsor will receive credit for the deposit made. IN THE EVENT THAT A SPONSOR DECIDES TO CANCEL A CONTRACT AFTER IT HAS BEEN SIGNED, THE CLUB WILL RETAIN 100% OF THE DEPOSIT. 4. Management will determine staffing requirements for all functions. However, should additional staffing be requested for special setup or services, an additional service charge will be assessed. 5. Special functions that are conducted when the club is normally closed are subject to an additional labor charge. 6. In compliance with health and sanitation regulations, food will be removed from the buffet line and Appetizer bar 1.5 hours after its presentation. 7. We cannot guarantee the quality of food when service is delayed by more than 30 minutes due to guests’ late arrival. 8. All meat entrees will be cooked to one specified doneness. 9. Management advises the authorized host that all guests under the age of 21 are prohibited from purchasing or consuming alcoholic beverages. The responsibility for compliance rests solely with the host to assure that minors do not consume or “help themselves” to alcoholic beverages. Should any minors be discovered consuming such beverages, we will request that the host have the minor removed from the club. 10. Event cancellations must be made in writing; verbal cancellations will not be accepted. 11. A special cleanup charge of $ 100.00 is enforced if rice, confetti, birdseed, or other such items are thrown inside the building.

The Community Club shall not assume responsibility for damage or loss of any merchandise or articles brought on to the property.

The Community Club shall be excused and held harmless for the failure to perform any obligation hereunder when prevented from doing so by cause or causes beyond its control which shall include, but not limited to, labor disputes, civil commotion, war, fire or other casualty, inability to obtain material or services, an Act of God, or any serious maintenance problem which, in its sole discretion and judgment, will impair efforts to properly host such a function. In such cases, monies on deposit shall be refunded.

Example of Guest List For Access Control VISITOR’S CONTROL CENTER
OCCOQUAN YACHT CLUB FT BELVOIR COMMUNITY CLUB 01 DEC 03 1830-2330 Bailey, Beetle Bolton, Michael Duck, Donald Jackson, Michael Man, Super Mouse, Mickey Tank, Frank The The club prefers Microsoft Word Documents.


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