The Fairmont Southampton Wedding Guide -...

The Fairmont Southampton

Wedding Guide

For more information, please contact:Modern Destination Weddings

[email protected]

http://ModernDestinationWeddings.com

http://www.fairmont.com/southampton/

About Bermuda Bermuda is truly one of the most special places on earth, and your wedding specialist can assist in developing a great

trip for you and your guests.

Bermuda has a sub-tropical climate and the temperature is always

at least moderate and there never is any snow!

Bermuda is the oldest remaining British overseas territory.

Bermuda's first capital, St George's, was settled in 1612 and is the

oldest continuously inhabited English town in the Americas, so

there is lots of history and British customs to see and experience.

Bermuda is easily accessible as most flights out of the East Coast

of North America are under 2 Hours.

Although usually referred to in the singular, the territory consists

of approximately 138 islands, with a total area of 53.3 square

kilometres (20.6 sq mi). Nothing is more than 12 miles from the

hotel so you really can maximize your enjoyment time!

Located in the heart of the Atlantic, Bermuda is a friendly, clean

and sophisticated island with a quality infrastructure…a perfect

place to host incentive trips that people will talk about for years to

come.

Modern Destination Weddings 1-866-369-1882 http://ModernDestinationWeddings.com

The Fairmont Southampton

The Fairmont Southampton is located on the south shore, nestled atop Bermuda’s highest point on over 100 acres of breathtaking

scenery. With 360 degrees of stunning views, the Hotel is Bermuda’s premier luxury resort. We are anxious to welcome you and

your guests, and turn “moments into memories” for you while planning and hosting your wedding at The Fairmont Southampton.

We are delighted that you are considering The Fairmont Southampton! Our professionals are pleased to assist you from the

moment you arrive on the island to the moment that you bid farewell! It is our commitment to work with you on the smallest of

details with precision and charm to ensure that you are able to relax and enjoy your time on the island as sincerely as your guests!

Whatever your vision; our team is here to make your dreams come true! We will design a picture perfect event including menus

that delight, décor that invites and lively entertainment that lights up the night. With of one-of-a-kind venues, you can plan

unforgettable evenings seven days a week whether you choose pristine beaches, luxury yachts, sprawling ocean-view lawns,

poolside galleries or grand ballrooms. The following information will introduce you to the world of possibilities at Bermuda’s

Summit of Luxury. Our team is here to assist you, and we look forward to the opportunity of hosting your very special day.


The Fairmont Southampton Beach & Beach Terrace

A picturesque setting with beautiful blue waters and a warm

breeze.

The most popular Wedding venue at the Fairmont

Southampton is situated at our private Fairmont Beach Club,

which offers magnificent views of the Atlantic Ocean.

Your dream of getting married on a beach can be a reality. A

dazzling horizon of aqua-colored water will be the backdrop

to the ultimate romantic wedding site. Run down the aisle of

pink sand barefoot to greet your awaiting groom.

Your guests will enjoy the soft Bermuda sand on their feet and

the soothing sounds of the waves lapping gently against the

majestic coral rock formations situated 30 feet offshore.

Following the Ceremony, the Beach Terrace includes a built-

in Band Shell with newly renovated facilities ready to

accommodate a Reception and Dinner for up to 300 people.

Bonfires and fireworks are strongly suggested!!


The Great Sound Lawn

High atop on a grassy hill overlooking the extraordinary Great Sound and with views stretching to the tip

of the western end of the Island is The Fairmont Southampton's Great Sound Lawn, a perfect setting for a

Bermuda wedding.

Celebrate your wedding vows, cocktail reception and dinner on the Great Sound Lawn overlooking the

Great Sound and Jew’s Bay. Enjoy the beautiful sunset views across the sound while entertaining your

guests on the lush lawn dancing under the stars.


The Cabana Restaurant

Fairmont’s most desirable balcony, overlooking the South Shore ocean and the beach, a

dazzling sunset wedding awaits you.

A perfect setting for an intimate dinner or speak with our Sales Manager in regards to booking

the Cabana exclusively. Facilities ready to accommodate a Reception or Dinner for up to 60

people. Total revenue


Hotel Indoor Function/Event Rooms

All of our outdoor weddings will have a reserved backup space should it be needed.

•The Poinciana Ballroom(s)

•The Mid Ocean Amphitheater

•The Gardenia Ballroom(s)

•Windows On The Sound Restaurant


Welcome Receptions, Rehearsal Dinners And Brunches

As the landscape and premiere locations are unforgettable, host your welcome reception and/or rehearsal

dinner and post-nuptial brunch at any of our other premiere landscapes.

We will also assist you in all of the planning for these events.


The Benefits To Hosting Your Wedding At The

Fairmont Southampton The following concessions only apply if you are hosting your wedding at the

Fairmont Southampton & you have a group room block of 10 rooms or more

over 3 consecutive nights.

3 Complimentary Nights In A Junior Romance Suite for Bride and

Groom

Complimentary Upgrade For The Parents of The Bride and Groom

(Or Designate). Maximum of 3 Nights

Discounted Sleeping Room Block for Guests (At Least 10 Rooms

Per Night For 3 Consecutive Nights).

2 Complimentary Evenings For The Bride & Groom On A Planning

Visit

A Private Dinner Tasting for The Bride and Groom During

Planning Visit (Provided choices are given 3 weeks in advance)

. Modern Destination Weddings 1-866-369-1882 http://ModernDestinationWeddings.com

Wedding License & Certification Wedding Licenses are crucial to be legally married in Bermuda. Licenses must be applied for before the ceremony can officially take

place; the Registrar General requires at least 15 days to process your application.

A copy of this application can be found on their website www.registrygeneral.gov.bm; under the Find More Topics, select

Vital/Matrimonial, on this new page click on the Marriage Link (located page left) which will open a new page with important information

on how to apply for licenses, the issuing of marriage certificates and the legislation governing the registration of marriages.

There is a fee of $362; this fee includes the application for the marriage license, the publication of your intent to marry within two local

papers and one copy of the marriage certificate. The marriage license will be issued 4-5 days after the ceremony. Copies of Final Divorce

Decrees must accompany the Notice of Intended Marriage form for all divorced persons wishing to be married in Bermuda.

Please note the rate is subject to change by the Bermuda Government (April 2012). Please confirm the rate prior to sending in your

application.

No Blood Test or Health Certificates are required.

Notice to the Registrar General—must be given to the Registrar

General, located in the Government Administration Building, 30

Parliament Street, Hamilton. Telephone number (441) 297-7709/7707

or fax number (441) 292-4568 by either of the parties personally or by

mail.

A Notice of Intended Marriage form must be completed (including

name and residential address in full) and should be accompanied by the

above fee in Bermuda or U.S. Dollars (cashiers cheque or bank draft)

made payable to the Accountant General, Hamilton, Bermuda.

Personal Cheques are not accepted. Airmail to Bermuda often takes

from 6-10 days from U.S., Canada and the U.K. Extra Marriage

certificates are $31 in Bermuda or U.S. Dollars. . Modern Destination Weddings 1-866-369-1882 http://ModernDestinationWeddings.com

http://www.registrygeneral.gov.bm/

Inclusive in your basic setup are the following:

•Wedding Document Signing Table At Ceremony

•Complimentary Water Station At Your Ceremony

•Cocktail Rounds (High & Low) For A Cocktail Reception

•72” Round Tables For Dinner

•Banquet Chairs Specific To Each Location

•White Floor Length Linens

•White Napkins

•Fairmont Southampton China and Silver

•Printed Wedding Dinner Menus

•Votive Candles

Reception Enhancements:

Fairmont Southampton will assist you with booking the following items:

•Chair Covers

•Chair Covers with Sash

•White Folding Chairs

•Black Folding Chairs

•White, Silver & Clear Chiavari

•Traditional Bermuda Moongate

•Balloon Lights & Light Trees (Suggested For Outdoor Receptions and Dinners)

•Place Cards & Customized Menus

•Charger Plates

•Ice Sculptures

•Bonfire At The Beach / Fireworks (At The Beach Only)

•Tents

•Wedding Favours

Wedding Ceremony & Reception Inclusions


Florals, Center Pieces & Decor

Accent the beautiful landscapes with florals and

ambiance to light up the night. Your florist will

create custom wedding flowers that match your

individual style and budget:

•Bouquets

•Corsages

•Boutonnières

•Traditional Bermuda Moongate Floral Spray

•Wedding Canopies

•Hanging Chinese Lanterns

•Tiki Torches

Room-enhancing services are available upon

request:

•Up Lighting

•Wall Draping

•Pin Spotting

•Outdoor Ambient Lighting


Music & Entertainment

Create an environment of music. Whether it is a

string quartet for a ceremony, a steel pan player

for cocktail reception or a band for dinner, we

will assist you in booking the most well known

musicians in Bermuda. We can also book

authentically local dancers, Gombeys.

•Violin, Cello, Flute, Guitar, Saxophone, Steel Pan

Player (Solo Musicians)

•String Duet/Trio/Quartet

•DJ

•Bands of All Genres


Wedding Officiates & Photography

Wedding Officiates

As there are limited Reverends/

Pastors/Ministers on the Island, we suggest

booking your officiate as soon as possible.

The Reverends/Pastors/Ministers offer a

traditional service with contemporary wording

and your thoughtful participation.

Photography & Cinematography

One of the most important aspects of a

wedding are the unforgettable pictures to

capture your day. Please contact your

wedding planner for more details on

Bermudian photographers &

cinematographers.


What our Couples are Saying…

“We have nothing but great things to say about the

entire wedding. In fact, we are already planning an

anniversary party next August!”

-Marisa & Ken

“Our wedding day was by far the most special day of our lives. To assist with

creating a beautiful brunch reception, the Hotel went above the call of duty to

make sure that our special day went off without a hitch. They handled all the

details with precision and charm. They were a sincere pleasure to work with.”

-Melissa & Jeff “We were thrilled with everything. From the gorgeous barbeque on

Wednesday, to the boxed lunches on Thursday, the wonderful boat

cruise on Friday, the amazing wedding and the brunch. It was

everything I could have asked for. A week has gone by since the

fairytale wedding. It is a week most people will not forget. It was a

wedding no one could top.”

-Gena & Michael “Wow!!! One week ago tonight was the big day!! We had the very

best time of our lives!! Thank you for all you did for us!!!! You truly

were a dream to work with and can't say thank you enough for all you

did to make the week and day as seamless as possible!! All we had to

do was show up!!!!”

-Kerin & Peter “We had our daughter's wedding over the Memorial Day weekend.

First the entire wedding exceeded our expectations we were all there

for a planning session in January. Let me start by saying that our

wedding coordinator did a perfect job. For months she communicated

with myself & my daughter. We are used to the first class service that

the Fairmont provides. She made my daughter's wedding perfect.”

-Sarah & Todd


Fairmont’s Platinum Honeymoon Program

Your special day deserves a setting to match. Trust Fairmont Hotels & Resorts, with its unparalleled service, exquisite elegance and rich

history, to fully delight you and your guests. And it doesn’t stop there: with our new Platinum Honeymoon Program Package, you’ll

receive up to 5% of your total wedding costs back in the form of a gift card—our wedding gift to you—when you book your

wedding and honeymoon at the same Fairmont Hotel, or at any Fairmont Hotels & Resorts location worldwide. The gift card can

then be used toward your honeymoon booking (or other Fairmont service or merchandise). With the ultra-personalized planning services

of our experienced catering professionals and a dedicated Platinum Concierge to assist with every important detail, your wedding and

honeymoon will live forever in your memories.

The rebate is based on the total net banquet food, beverage and function room rental revenues (pre-tax and gratuities) and will be

provided in the form of a Fairmont Hotels & Resorts gift card once the honeymoon reservation is confirmed with the Platinum Concierge

and the wedding master account is paid in full. If redeemed at a hotel or resort where the local currency is other than the gift card’s

currency, the gift card terminal will apply an exchange rate. Fairmont Hotels & Resorts gift cards can be used for hotel owned and

operated services. Mention the gift card at the time of reservation.


http://www.fairmont.com/EN_FA/Activity/Wedding/FairmontPlatinumHoneymoon.htm

Fairmont President’s Club Fairmont Hotels & Resorts exclusive guest recognition

program, Fairmont President’s Club, offers special benefits

and privileges designed to reflect your individual travel

preferences and offer an enhanced level of service.

Membership is complimentary and your Fairmont President’s

Club experience begins the moment you arrive at any of our

properties with express check-in and continues during your

stay with the complimentary high-speed internet access, free

local calls, complimentary fitness centre access, 500 airline

miles per stay on qualifying rates, complimentary daily

newspaper and more.

It only takes 10 stays or 30 nights to move to Platinum status-

faster than all other hotel loyalty programs. As a Platinum

member you can enjoy even more exclusive benefits including

room and suite upgrades, complimentary night, 1,000 miles

per stay, $100 USD dining credit, and more.

Your status as a member of Fairmont President’s Club gives

you assurance that you will always receive consistent and

exemplary service.


http://www.fairmont.com/fpc/

Native Bermuda Cedars The Fairmont Southampton Environmental Committee has

undertaken a program to help make Bermuda a greener island.

In keeping with our rich history and tradition of Bermuda, as

part of our new wedding package, we are offering a Bermuda

cedar tree to our newlyweds to commemorate their special day.

We encourage our newlyweds to come back to visit the island

and see the progress of their tree on their next anniversary. As

Newlyweds, you are being offered a Bermuda seedling,

propagated in our nursery to be planted on the grounds of our

hotel or golf course at no charge. As a local newlywed, you

may also take your seedling to plant at your home. All cedar

seedlings planted will accompany your certificate and photo

with your planted seedling or wedding photo, and certificate

acknowledging its location on property. Your involvement

with this environmental incentive will ensure the traditions and

beauty of Bermuda will grow for years to come.

A voluntary donation will be greatly appreciated, to purchase

propagation supplies for your seedling, and ensure it is

properly cared for until your return. The voluntary donation for

this signature project can be made through your event

coordinator.


Wedding Cakes We welcome your creativity and suggestions. Please note, suggestions by

our pastry kitchen may be made due to weather and location.

Sponge Cake: Chocolate, Vanilla, Carrot Cake, Plain Pound Cake, Rum Cake, and

Fruit Cake

Fillings: Chocolate, Vanilla, Mocha, Lemon, Raspberry, Praline (Roasted Almond or

Hazelnut Caramel), and Whipped Cream Cheese

Shape/Size: Rounds, Hexagonal or Square / 6”, 8”, 10”, 12”, 14” or 16”

Decorations:

•Rolled White Fondant Covering for The Outside of The Cake

•Butter Cream Icing For the Outside (Weather or Location Permitting)

•Cake Will Be Decorated According To Guests Requests

•Themed Cakes Can Be Made Upon Request

Flowers:

•Fresh Flowers Should Be Ordered Directly Through Florist

•Sugar or Icing Flowers Can Be Made According To Guest Requests

Servings Per Layer:

6”- 8-10 Guests 8”- 10-12 Guests 10”- 14-18 Guests

12”- 20-30 Guests 14”- 32-45 Guests 16”- 50-70 Guests

Price:

Cakes Start At $500.00—Prices Vary Depending Upon Size and Detail.


Guest Rooms

The Fairmont Southampton has the most spacious guestrooms on the Island with either one king size bed or two

queen size beds. All rooms are at least 450 square feet and have private balconies. All of our rooms have been

recently renovated.

Special group rates are available for your guests. A minimum number of ten rooms, occupied, are required for

group rates to be applicable. Rates vary according to the date of the booking. Please note that the Bride & Groom

will receive a complimentary Junior Suite (maximums apply) or best available room when booking their wedding at

The Fairmont Southampton.


Fairmont Southampton’s Featured Activities Fairmont Southampton Par-3 Golf Course

Taking advantage of the beautiful surroundings and dramatic elevation changes, this

2,684-yard course forces prudent club selection, with wind a definite factor. The

Fairmont Southampton’s Golf Course is a must when coming to the island. Meet your

gents for a game of golf or have a golf tournament as a welcome. The Fairmont

Southampton team will be able to assist in booking golf times for you during your stay.

The Fairmont Southampton Tennis Club

Located at the Fairmont Southampton Beach Club are six all weather tennis courts for

play day or night. Our Tennis Pro is happy to assist in improving your game or

providing useful tips. Proper tennis attire and reservations are required. Equipment is

available for rent.

Dive Bermuda

Dive Bermuda is located at the Fairmont Southampton Beach Club and is a PADI 5 star

I.D.C. established in 1981. www.scubabermuda.com

Scooter and Bicycle Rental At Smatt’s Cycle Livery

Many visitors enjoy exploring Bermuda independently on motor scooters and

bicycles. Rentals are available daily from 8:30 am to 5:00 pm at the Smatt's Cycle

Livery Ltd. office located on property, behind the hotel. Riders of a motor scooter must

be minimum 16 years old. www.smattscyclelivery.com or phone 441-295-1180.

Sea Venture Water Sports

See Bermuda from a different perspective on your own Personal Water Craft,

commonly known a Jet Skis! Tours begin from the Waterlot Inn Marina and consist of

half hour to two tours that can be customized to fit your special needs.

www.jetskibermuda.com


http://www.scubabermuda.com/

http://www.smattscyclelivery.com/

http://www.jetskibermuda.com/

Willow Stream Spa at The Fairmont Southampton Willow Stream Spa Facility:

•31,000 square feet

•15 treatment rooms

•Three lounges

•Indoor heated pool with waterfalls and gardens

•Two Jacuzzis with sundeck overlooking the South Shore ocean

•Hair & Beauty salon

•Fitness center with state-of-the-art Cybex equipment

•Spa boutique

Men's and Women's separate spa facilities include:

•Private lounge

•Changing room with individual locker including Willow Stream robe,

slippers and bottled water

•Steam, inhalation and sauna rooms

•Private showers

•Handicap facilities

Strength and grace on an island created by fire and protected by a natural coral reef. Willow Stream celebrates Bermuda's soothing flow of color and the quiet

strength emanating from the sea. From every vantage point, the strength and energy ... the sounds and scents ... of the sea beckon. Lush with the natural

Aromatherapy of its surroundings, the spa's atmosphere echoes the elegance and energy of Bermuda. Here you'll find treatment rooms including a couple's massage

suite, a fitness center with panoramic views of the South Shore and a ladies' and gentlemen's lounge with Willow Stream Energy signature products. Relax in the spa

pool, on the sun deck or in the Bermuda gardens. Find your energy through the experiences or by just being in the moment. Willow Stream encourages you to

explore, enjoy and feel at home.


At the Fairmont Southampton, you can expect the very best dining experience for you and your guests. Exceptional and engaging service

with attention to detail carried out by an award winning catering, wedding and food and beverage team of dedicated staff. It is our desire

to assist you with customizing your perfect menu and food and beverage compliments. Our staff is experienced in pairing foods and

beverages to complete a culinary experience unparallel to any other.

MENU SELECTIONS

Our professional and creative teams have assembled a comprehensive selection of choices for each occasion. Our chefs take advantage of

all locally produced products, however the majority of our food is imported from The United States and Europe. To ensure that your menu

selections can be made available, please submit your menus at least four weeks in advance. This will assist us in obtaining all of the

necessary products for your event. We are committed to make your event a success and we welcome the opportunity to custom-design

menus just for you. Please discuss the details directly with you Catering & Wedding Manager.

GUARANTEE OF ATTENDANCE

For meal functions occurring Monday to Thursday, a 48 Hour Meal Attendance guarantee is required. For Friday, Saturday and Sunday

meal functions, a 72 Hour Attendance Guarantee is required. If a Meal Guarantee is not given, the resort will set the guarantee based on

the last written estimate.

AUDIO VISUAL REQUIREMENTS

Our highly trained audio-visual staff can provide you with the latest in technical equipment along with superb service. Rates and

information are available upon request. Please contact your Catering & Wedding Manager.

SIGNS & DISPLAYS

Pre-approved signage is permitted in the registration area and in private function areas only. When approved, all signs must be displayed

on appropriate tripods or easels. No signs are permitted in the lobby or other public areas. Signs or posters cannot be glued or affixed in

any way to walls or permanent structures of the hotel. The host will be liable for any damage caused by improperly pinning or affixing

signs or displays onto walls or any property of the hotel.

Catering Policies


SET UP CHARGES

Functions at the Beach, Great Sound Lawn, Waterlot Terrace, Waterlot Gardens and Outdoor Pool require additional transportation and/or

set-up labour. There will be a $7.00 per person charge for events at these locations.

SPECIAL DESTINATION OFF-PREMISES CATERING

We are pleased to offer our Food & Beverage catering services to several unique destinations such as: The Keep Yard and Clock Tower at

the Royal Naval Dockyard, Fort Hamilton, and Astwood Park to name a few. A $13.00 per person transportation and set-up charge will be

incurred for functions at any

off- premise locations.

SERVICE STANDARDS

Client requests for additional labour may be provided at $25.00 per hour, per staff member.

One server per twenty (20) guests plated events

One server per twenty-five (25) guests buffet events

One server per seventy-five (75) guests cocktail receptions

One bartender and one server per seventy-five (75) guests for Hosted Bars

One bartender and one cashier per seventy-five (75) guests for Cash Bars

RESTAURANT BUY OUT

The Following Restaurants, Bacci, Ocean Club, Waterlot and the Newport Room, between our high season April 1st-November 1st, will

need a minimum of 60 guest rooms on the night of the event to have the Restaurant Exclusive for a night function. There is also a room

rental and a minimum food and beverage spend for each restaurant. If you wish to use the restaurant during the day and it does not affect

the operation of the restaurant, there is only a rental fee and a minimum spend on food and beverage, you will not need any guest rooms.

HOTEL FUNCTION SPACE

The Following Hotel meeting space, Beach Terrace, Great Sound Lawn, Poolside, Poinciana Ballroom, Gardenia Ballroom and all

Mezzanine Meeting rooms can be confirmed a year or more in advance, there must me a minimum of 30 guest rooms nights.

If you wish not to confirm any sleeping rooms. The Booking cannot be confirmed until 6 months prior to the booking date.

Catering Policies 2


LABOUR CHARGES

For Cocktail Receptions, a minimum food consumption of $12.00 per person must be met

If minimum consumption is not met, the cost of one waiter for each 75 guests will be applied as follows: $50.00 for the first three hours,

and $12.00 for each hour thereafter

A Bartender fee of $100.00 will be charged on all bars not exceeding $275.00, plus 17% gratuity in sales per bar, per hour

A fee of $50 per bar per hour will be applied on all Cash Bars

SERVICE CHARGES

A 17% service charge is added to all Food & Beverage charges. There is no sales tax applicable in Bermuda.

DEPOSIT AND PAYMENT SCHEDULE INFORMATION

An Initial Deposit of $2,500.00 is required at the time of contract signature.

Also an outlined invoice/payment schedule will be stated in the contract. The invoices will be based upon updated estimates between

yourself and the Catering Manager at the Hotel. Full payment to be made 30 days prior to the event based off of the last estimate. No

credit or billing privileges are allowed after departure.

PROPERTY DAMAGES

As a Patron your are responsible for any damages incurred to the premises or any other area of the hotel by your guests, independent

contractors or other agents that are under your control. Please refer to the Sales or Vendor Agreement for further details.

OUTDOOR EVENTS

Should there be reports of 35% or more chance of precipitation in the area, the hotel recommends that the scheduled function be moved

indoors to the designated back-up area. Temperatures below 60 degrees Fahrenheit and/or wind gusts in excess of 25 mph shall also be

cause to hold the function indoors. The weather "call" for evening events shall be no later than 12:00 p.m. and for morning events the call

shall be made at 7:00 p.m. the previous evening.

Catering Policies 3


The Fairmont Southampton Wedding Guide -...

Documents

Transcript of The Fairmont Southampton Wedding Guide -...