Services & FAQs
At The Hotel Roanoke & Conference Center, we believe in the importance of service and presentations. As your guests come to the hotel to help celebrate your new life together, we want to ensure you day goes exactly as planned. Voted consistently by regional publications as the best hotel in the Roanoke Valley, best wedding venue in the Roanoke Valley, and excellence in hospitality, we invite you to experience the unprecedented history at the historic property.
That's why we've created a separate set of standards just for our wedding receptions. Some of these include:
- Head table / Family Table will have one designated server just for them. The server is at their "beck and call" to attend to their needs, help with special dietary needs or simply get them drinks from the bar.
- Specialty Drink - Choose a specialty drink to be served at the bar that we'll name after the bride and groom, or named after something special to the couple. Or choose to honor that special member of your family with their own signature drink
- Grand Entrance - When the doors open to the ballroom, our servers will be standing at "attention" greeting your guests with a pressed, white cloth draped on their arm.
- Valet Parking - Provided comp for bride and groom, parents of bride and parents of groom.
- Label Foods - We will label food items on your buffet to help with guests who have dietary restrictions.
We offer exceptional services in transportation, security, audio visual, overnight accommodations and personal ice carving for sculptures. A complete list of recommended services including floral arrangements, alternative linen and decoration services, entertainment options and custom wedding cakes. Information will be is available from your Wedding Specialist.
Our menus are planned to offer you an established variety of foods. We are eager to create any menu specifically for you in private consultation with our Conference Services & Special Events Department managers.
We request that you limit your selection to one menu for each event you book with us. Experience has shown that your needs are best served with this arrangement; however, should you require a choice of selections the following guidelines will apply:
A guaranteed number for each entree selection within the established guarantee guideline.
Provide means of identifying each guest’s selection.
Menu selection is required thirty days prior to event date.
Banquet seating will be at rounds of tens unless otherwise specified. Special seating diagrams with numbered tables are provided by the Catering Department.
A minimum guarantee will be determined fourteen days prior to your event. A final “Guarantee” is required to be called into the Catering Department office 72 business hours prior to your event. Guarantees are due by noon, and should not fall below the pre-determined mini-mum guarantee. The guarantee will be the minimum number for which you are charged and will not be subject to reduction. We are able to serve a maximum of 5% over the guaranteed number. If our office receives no guarantee, the anticipated guest count will become the final guarantee.
Menus, Place Cards and Signs: The Hotel Roanoke & Conference Center will be happy to prepare individual menus, place cards and signs with sufficient notice and at a nominal charge.
Entertainment and Music: We would be happy to provide recommendations regarding entertainment or music
for your event. Please note that fog/smoke machines are not permitted.
Decorations: For dinners, we offer at no cost, hurricane globes with a taper candle. Luncheons are set with bud vases and fresh flowers.
Our Chef can create ice sculptures for added elegance. Prices will depend on the complexity of the design. Specialty Linens may be rented to enhance your special event.
Our Conference Planning & Special Events Department managers are available to assist you with any special requests to make your event both successful and memorable.
A privately catered event gives you the luxury and privacy of having your own private “restaurant” at affordable prices. This is due to our being able to produce a certain quantity of food, based on the number of guests you guarantee. It is with these advantages that the following charges are applied:
Service Charge: A service charge of 20% is automatically added to the final bill. Tax is added to the service charge.
Tax: There is a 5.3% food and beverage tax along with a 5.5% state sales tax that will be added to your final bill.
Fees: The following fees apply to any additional labor
requirements and are subject to all applicable taxes.
Menu Printing Service $1 - $3 per menu card each
Cake Cutting Fee 25.00
Chiavari Chairs 3.00 each
Bartender 30.00 per hour
Cashier 20.00 per hour
Engineer 85.00 per hour
Social Server 25.00 per hour
Power Drops for Lighting and Entertainment $110 to $250
Chef Attendant/Carver 70.00 for 2 hours
Dance Floor $150 setup fee
The prices listed are the present rates and are subject to change. The definite prices will be confirmed 90 days prior to your event.
FREQUENTLY ASKED QUESTIONS
Can you hold a ceremony and reception here?
Yes! We have function space for both wedding ceremonies and receptions including two outdoor courtyard areas. Due to the popularity of our event space a ceremony must be accompanied by a reception of equal size.
Is there a cost for a back up space for outside events?
Weather back up will be the same room as the reception. The room rental for the ceremony space will be applied to the additional labor for the room turn.
When is a good time to start planning for my wedding reception?
To make the process easier on you, it is best to start planning early. Of course, we take inquiries from as far out as 14 months out from the date, to as close as 1 month before the big day.
Room rates and contracts for weddings and social events are typically confirmed 9 months to one year in advance.
What kind of menus do you offer? What if I do not see what I’m looking for?
We pride ourselves on delivering delicious high quality food, beautifully presented. All wedding menus feature a selection of hors d’oeuvres for the reception time and either a plated, buffet or strolling stations meal.
Special pricing is available for lunchtime and afternoon receptions. Our team takes great pride in working with you to create a custom menu to fit your special day. If you don’t see what you’re looking for…. Just ask!
Can you accommodate dietary restrictions and allergies?
We can accommodate any dietary restriction due to allergies or lifestyle choices. We ask to be notified of any special requests prior to the event so our culinary staff can be prepared and your guests do not experience any service delays.
What services and equipment do you provide?
Rental fees include the setup and teardown of the following:
• Round, oval or rectangle tables
• Banquet chairs
• White Floor Length Linen
• 6’ Tables for DJ, Place Cards
• Risers (limited quantity, check with your catering manager to confirm availability)
• Wood Parquet Dance Floor
• Table Numbers & Stands
• White China & Silver Flatware
Do you provide wedding cakes?
Our packages include cutting and serving of the wedding cake but the cake itself is not included; a list of recommended professionals is included in our wedding packet.
Are we able to host a destination wedding at The Hotel Roanoke & Conference Center?
Absolutely! There is so much to see and do in the Roanoke Valley! Couples love using the Hotel Roanoke as their hub for the weekend. Special consideration is given to couples who use The Hotel Roanoke & Conference Center for both their room block and wedding reception. Our great location, convenient to downtown Roanoke and area attractions, make us a fun and comfortable location for your destination wedding. A complimentary airport shuttle is available for those flying into the Roanoke-Blacksburg Regional Airport and within the local market. Our local CVB is always glad to assist with additional information on area attractions. Learn more about the area by visiting here.
Is a deposit required to reserve space?
Yes, a non-refundable deposit based on 30% of the Food & Beverage Minimum is due with the signed Catering Agreement. Additional deposits will be required before the wedding date and the total balance must be paid in full 5 days prior to the wedding.
Are the service of a wedding Coordinator included for our reception?
They are not, however recommendations for Wedding Coordinators in the area are included with our recommended professionals list. Each couple is assigned a Catering Manager who will assist with menu planning, setup for the function space and coordination with key Hotel Roanoke Employees.
Is there any room discount offered to my guests? Can we set up a room block for them?
We are pleased to offer a group room rate for your block of rooms; rates vary depending on the time of year; your Catering Manager will be happy to research availability and pricing.
What is check in and check out time?
Check-in time at The Hotel Roanoke & Conference Center starts at 4:00pm. We cannot guarantee early check-in, unless you reserve your room for arrival the previous day. An additional night fee will apply. Check-out time is at 11:00am. Arrangements can be made to store luggage for required later departures. Please advise your guests accordingly.
Is parking provided for our guests?
Guests can Self Park for $8.00 per day or $1.00 per half hour maxing out at $8.00. Guests may also use our Valet Services for $13.00 per day.
How long do we have the space for?
The Hotel Roanoke & Conference Center works with our couples on the timeframe of their event. Most receptions utilize the event space for 6 hours and then continue the celebration at one of our other outlets.
Are there bartender fees?
Yes, each bartender is $30.00 per hour. We recommend one (1) bartender per seventy five (75) guests.
Does The Hotel Roanoke & Conference Center provide any decorations?
White floor length linen is included for all ballrooms. Additionally, we have hurricane globes and taper candles which can be provided on the dinner tables.
Can I bring my own decorations?
Yes, you can bring your own decorations or arrange these through an outside vendor; however you and your vendors would be responsible for set up and break down of any decorations. Due to the historic nature of our property we do require all candles to be enclosed.
Do you have a children’s menu?
Yes, we have children’s menu options for those under the age of 12 years old. Please check with your Catering Manager for additional information.
What are the service charge and sales tax amounts?
Currently, the combined charge is equal to 20% of the food and beverage, plus any applicable state and/or local taxes. Currently the state taxes are 5.3% and food & beverage tax are 5%.
When should we discuss our menu selections?
Your Catering Manager suggests finalizing menus no later than 6 weeks prior to your event.
Can I use outside vendors?
Your Catering Manager is happy to share a list of suggested vendors, such as wedding coordinators/designers, florists, entertainment providers (band/DJ), bakeries, transportation, photographers and videographers but you are not required to use the vendors on the list.
Can we take pictures outside?
Yes, you make take pictures anywhere throughout The Hotel Roanoke & Conference Center and its surrounding areas.
Does the hotel allow outside food and beverage vendors?
No, all food and beverage is required to go through The Hotel Roanoke & Conference Center, with exception of your wedding cake.
Is there a dance area?
Yes, complimentary dance floors are provided in all of our ballrooms; your Catering Manager will work with you to confirm the location & size.
Is there a room rental fee?
Yes, each space has a rental fee which includes setup and teardown.
Can you please clarify the food & beverage minimum?
The food and beverage minimum is the least amount of money you are required to spend in food and beverage costs, excluding service charge, sales tax and any applicable facility and rental fees. The food and beverage minimum is reached by electing menu items to equal or exceed the required dollar figure. Depending on your menu selections, you may go over the minimum. The following are examples of items which apply toward the food and beverage minimum.
- Hors d’oeuvres
- Dinner Service
- Dessert Stations
- Hosted Bar Service, Champagne Toasts and Non-Alcoholic Beverages
How much will my reception cost?
There are many factors that can dictate what the final bill will be for your reception. For planning purposes, you can estimate a cost of $45-70 per person for an evening reception.
What is your payment and cancellation policy?
A deposit schedule will be outlined in your contract; full payment of the event is due 5 days prior to the wedding. Any event that cancels after signing the contract is subject to a cancellation fee; the fee schedule is outlined in the contract.