Private Dining Policies

 

Menus

To allow proper planning by our Chef, the Hampshire House requires a finalized menu. Plated dinners are offered with a menu of three entrees selected by the Client (subject to approval) at least on month before the Event. If 30 or more guests are expected, a menu count is required at least 3 business days in advance of the Event. If menu selections and counts are not provided timely, the Hampshire House will select one entrée to be offered to all guests. Any food allergies or dietary restrictions must be communicated no later than 3 business days prior to the event.

“Gluten Free” designations are based on information provided by our ingredient suppliers. Warning: normal kitchen operations involve shared cooking and preparation areas. We are therefore unable to guarantee that any menu item is free from gluten or any other allergen, and we assume no responsibility for our guests with food allergies or sensitivities.

Consuming raw or undercooked meats. Poultry, seafood, shellfish or egg may increase your risk of food borne illness, especially if you have certain medical conditions.

Guarantees & Counts

The Hampshire house requires a final guest count no later than 14 business days before the Event. Later changes may result in surcharges and fees. If a guarantee is not provided by the required date and time, the Hampshire House may accept the number of guests originally discussed as the confirmed correct attendance and the charges will be adjusted accordingly. Once final confirmation has been made, charges based on the number of attendees may not be reduced.

Minimum Cost of Event

The minimum cost of the Event is based on food and beverage items only. Charges for room rental, 7% State and local tax, 15% service charge and 5% taxable administrative fees will be separate charges. Please note that the administrative fee does not represent a tip or service charge for the waitstaff employees, service employees or service bartenders.

Financial Arrangements

A 50% deposit of the food and beverage minimum is required to reserve a private room. After the correct attendance is determined, the estimated balance (including all labor charges, administrative charges, state and local taxes, entertainment, special orders, etc.) is due no later than 10 business days before the Event.

The Event

Conduct: The Hampshire House will not accept certain kinds of parties deemed inappropriate due to the size or nature of the event. We are concerned for all of our clients and wish to ensure that no event becomes disruptive or reflects badly on the facility or interferes with the neighborhood. Hampshire House therefore reserves the right to remove any individual(s) or terminate any event at which the Client or any guest of the Client violates the decorum of, or disturbs any other guest or any staff member of, the Hampshire House.

Closing Time: If the closing time of the event is delayed or extended by more than one-half hour (with Hampshire House permission), an overtime labor charge will be added to your final bill.

Décor: The use of traditional tape, nails, staples or tacks to hang objects are not allowed. No decorations are to be hung or draped on existing pictures, mirrors, doors or décor. All decorations must comply with local fire laws.

Cancellations

Events may be cancelled, with the approval of the Hampshire House, without any penalty to the client, up to 12 months in advance. Events cancelled less than 12 months in advance are subject to the loss of the initial deposit. Events cancelled less than 6 months out will forfeit 75% of the estimated value of the event. Events cancelled less than 3 months out will forfeit 100% of the estimated value of the event. If an event of equal or greater value is scheduled, the Hampshire House will issue a full refund.

Snow

In the event of snow that results in the city of Boston declaring a Snow Emergency, the Event may be rescheduled to a mutually agreed upon date that is no later than 30 days after the original event date. For events beginning prior to 5pm, the decision must be made no later than 5pm on the previous day. For events beginning at 5pm or later, the decision must be made prior to 11am on the event date. The rescheduled Event will be subject to the minimum guarantees, number of guests or quantities and all contract terms for the original Event.

Alcohol and Beverage Service

The Hampshire House offers a wide range of superb choices in wine and beverage service. Both “cash” and “hosted” bar arrangements are available. The cash bar set up is $50.00 for four hours. “Hosted” or “Open” bars will be limited to a maximum of 5 hours or less. However, at the sole discretion of the Hampshire House manager on duty at the Event, other arrangements might be made. The Hampshire House reserves the right to control and monitor the consumption of alcohol beverage for its own benefit, but it does not represent that it will do so except as required by applicable law. The Hampshire House reserves the right to refuse service to any guest or guests, if deemed necessary. All beverages must be provided by the Hampshire House and consumed on property.

Coat Check

Coat check services are available at the front desk in the lobby of the Hampshire House. The Hampshire House is not responsible for any lost or stolen items.

Parking

Self-Parking is available in the Boston Common Garage (approximately 1 block away on Charles Street).

Valet Parking

Valet service is available for private events upon request. Valet parking charges can be hosted by the client or paid individually by the guests for $16 per car in the evening and on the weekends or $26 per car for daytime events.

For hosted valet parking, a minimum guarantee of cars will be agreed upon by the client and the Hampshire House. The client will be charged for this minimum guarantee or actual number of cars that utilize valet, whichever is greater. Valet staffing will be determined based on this guaranteed count; therefore, this count should be as accurate as possible to avoid valet congestion and guest waiting.

For valet parking with individual payment, the guests will be charged individually for the valet service per car. The Hampshire House will provide the first valet attendant at no cost to the client. One valet attendant can park 0-5 cars. Estimated counts on valet in excess of 5 cars will require additional attendants and valet fees per additional attendant that will be charged to the client. Estimated number of cars provided by the client should be as accurate as possible to avoid valet congestion and guest waiting.

  • 0-5 cars Hampshire House provides complimentary attendant. Guests are charged individually for valet.
  • 5-15 cars 2 valet attendants required. Client is charged for one additional attendant at $40. Guests are charged individually for valet.
  • 16-25 cars 3 valet attendants required. Client is charged for two additional attendants at $40 each, $80 total. Guests are charged individually for valet.
  • 26-35 cars 4 valet attendants required. Client is charged for three additional attendants at $40 each, $120 total. Guests are charged individually for valet.
  • 35-45 cars 5 valet attendants required. Client is charged for four additional attendants at $40 each, $160 total. Guests are charged individually for valet.

The Hampshire House assumes no liability for theft or damage associated with parking or valet service although we will use reasonable caution to protect the property of our customers.