Oakwood Member-Sponsored Event Room Rental 
A 20% discount off room rental charges is given to any non-member who is sponsored by a member of Oakwood Country Club.

Oakwood Member Set-up/Take-down Fees
A nominal room set-up/take-down fee is applied to any catered member event. This cost typically has a range between $25-$250 dependent upon the set-up/take-down demands of the particular function.

Room Design
All specifications for room layout and design, such as number of tables, seats, head table, dance floor, gift tables, display tables, podium, microphone, etc. must be decided in advance.

Room Dimensions and Capabilities (you may request a layout of our entire ballroom level)

Room                             Dimensions          Round Tables                 Seats 

Ballroom                           60 x 40                     18                           180  

Westroom                         20 x 38                     6                             60

Eastroom                           20 x 38                     6                             60

Boardroom                        18 x 24                    n/a                            22

Ballroom Pub                         n/a                       n/a                           15

Foyer                                 35 x 22                   n/a                          n/a

The above capacity figures are decreased roughly by 20% should you require a buffet line or dance floor. The hors d’ oeuvres reception option reduces seating and permits roughly 20% expanded capacity. A 400 maximum guest capacity is realistic utilizing our entire banquet facility in this manner.

Room Conversion
This is applied to any event requiring a change in the set-up partway through the event. 

Ballroom - $200.00 

All Other Rooms - $100.00

Linen
The club will provide standard off-white table cloths and choice of black or off-white napkins. Requests for specific colored linen will involve additional charges.

Decorations
All decisions (floral arrangements, centerpieces, balloons, etc.) are the responsibility of the guest. No decorations may be attached to the walls or ceilings and must meet all fire code requirements. Decorations may be installed by you or an outside party 4 hours in advance of the event. The club is not responsible for any decorations not removed immediately at the conclusion of any event. 

Menu Alterations/Special Dietary Needs
Changes to the selected menu may be made up to 5 business days prior to the event. We are pleased, again with advance notice, to make adjustments to the menu if there are special dietary needs (fees may apply).

Food Minimum
Our banquet menu is restricted to a minimum of 15 guests. Wedding Receptions and Other Large Gatherings (over 100 people) for non-members require a minimum $2500 in food charges (pre-alcohol, pre-tax and pre-gratuity) to gain access to our ballroom on Fridays or Saturday evenings during the prime season from April 1st –December 30th.  Monday events, when the club is normally closed, require minimum food charges ($500 breakfast/lunch, $1000 dinner).

Alcohol
Virginia’s ABC laws regulating the sale and consumption of alcohol will be honored by Oakwood Country Club. We reserve the right to refuse service to anyone at anytime. No alcoholic beverages may be brought onto club premises or may leave club premises. 

Bar Set-up Fees 
All bar decisions will be finalized in advance. Decisions need to be made on cash bar vs. open bar, number of satellite bars, bartenders, bar items, locations, etc. We will be happy to assist with suggestions that will control costs.

Bar Set-up $85.00                                       

Bartender $20.00 per hr  

Outdoor Tent(s) / Valet Parking
Neither service is provided through our club, but you may enter into a contract with an outside company. The Club Manager must be consulted by such an outside company prior to the event.

Property Damage Fees
The host accepts responsibility for any damage to our grounds, facilities or materials (including linen). You will receive a bill detailing the total replacement costs, including labor if applicable. The club is not responsible for any loss/damage to any personal item(s) not removed by the guest at the conclusion of the event.

Cancellations
Severe situations, such as inclement weather may prohibit an event from taking place. The club manager will try to accommodate a fair solution to such a circumstance (first trying to provide an alternate date).

Miscellaneous Fees

Projector Screen $15.00                           

LCD Projector $50.00                           

Carving Fee $75.00 per two hours                          

Cake Plating Fee $1.00/per person          

Wood Burning Fire $25.00 per fireplace

Upright Piano $50.00

Grand Piano $100.00 ($200 if moved) 

Podium/Microphone $35.00

Coat Attendant $15.00 per hour

Bar Set-up Fee $85.00

Bartender Fee $20.00/hr