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· WEDDING COORDINATOR- Wisconsin Great Northern Railroad will assign a wedding coordinator to assist you through the complete process of planning and executing your party aboard The Great Wedding Train. Your wedding coordinator will oversee all of the details on the day of your event and will be your primary contact for everything aboard the train. The wedding coordinator will work to guarantee that all services exceed your expectations. Should any situation arise during the excursion, you should immediately relay any concerns to the wedding coordinator who will work directly with you to resolve the situation.
· RESPONSIBILITIES- Wisconsin Great Northern Railroad, Inc.’s primary objective is to offer you and your guests a high quality, historical train ride through the scenic north woods. Our staff is trained to provide excellent passenger service while maintaining the safe operation of our historical equipment. The conduct of the guests is the responsibility of the chartering party. The chartering party is also responsible for any damage caused by any of its' guests. The conductor has the sole discretion to determine any action taken due to the inability to uphold these responsibilities.
· PASSENGER COUNT GUARANTEE- Wisconsin Great Northern Railroad policy requires that all functions featuring food or beverage service, the ticket office be notified of the guaranteed minimum number of guests 7 days prior to departure. Once this number is received, the chartering party may not lower the minimum guarantee number. Guests may be added up until 72 hours prior to departure setting the guarantee number, depending upon seating availability. If fewer quests participate than the guarantee number, no refund will be given for the difference.
· DEPOSIT AND PAYMENT- A booking retainer of 25% of the estimated charter total is due with your reservation form, an additional retainer of 25% is due 30 days prior to the departure, with the balance based upon the guaranteed minimum number of guests, due 72 hours prior to departure time. A final adjustment includes any additional requested services, host bar, or physical damages will be due upon return to the train station. Cash, Check, or Major Credit Cards are accepted as payment.
· SALES TAX AND GRATUITY- Wisconsin State and County Tax of 5.5% will be added to all charges unless a valid Wisconsin Sales and Use Tax Exemption form is filed with your reservation form. All food and beverages are subject to a gratuity of 15%.
· CANCELLATION POLICY- All cancellations must be made in writing and will be acknowledge in writing by Wisconsin Great Northern Railroad, Inc. The initial 25% retainer paid as a booking fee is non-refundable, non-transferable. Any cancellations received at least 7 days prior to departure will result in a refund of any monies paid except the non-refundable booking fee. There will be no refund of monies paid for cancellations received less than 7 days before departure.
· DECORATING- Basic decorations are available at a charge of $50.00 per car. Custom decorations must be dropped off at the ticket office at least 72 hours prior to departure. All decorating will be done by railroad employees following an agreed upon decorating plan.
· MENU SELECTION- Menu selection should be submitted at least 30 days prior to the event. Weddings booked less than 30 days prior to the event must make menu selection at the time of booking. Wedding charters with multiple menu options require color-coded place cards to identify menu selection. Individual menu selection and the final seating chart are due with the final payment 72 hours prior to departure.
· FOOD AND LIQUOR - Our insurance prohibits outside food and beverages from being brought on board the train. Food and beverages service is available through a variety of conveniently assembled packages. We will attempt to work with you should a custom menu be required.
· WEDDING CAKE- Custom cakes may be brought aboard the train and should be delivered one hour before the scheduled departure time. Part of our service includes cutting and plating of the wedding cake.
· PARKING- Guests parking is available immediately adjacent to the Spooner Depot. There is no charge for guest parking. Guests should park only in designated areas.
· ADDITIONAL SERVICES - On site audio-visual equipment is available for your use at standard charges; special requests will be billed at actual cost plus 20%.
· LENGTH OF CHARTER - Length of charter will be as agreed upon on the wedding train reservation form. Additional time requested after departure will be charged at the hourly rate as spelled out on the wedding train reservation form, if consistent with federal railroad crew hours of service law.
· ADHERENCE TO SCHEDULE- Your wedding coordinator will work with you to create a schedule that will allow you to enjoy your wedding day without unnecessary pressure. Should it become necessary to adjust the schedule due to unforeseen circumstances, your wedding coordinator will consult with you regarding these changes. The train has narrow aisles and it is difficult for our servers to efficiently server food and beverage if guests are lingering in the aisles. It is your responsibility to assist the wedding coordinator and encourage your guests to be seated as required at various times during the trip.
· MOTEL ACCOMMODATIONS- There are a number of local hotels, motels, and resorts. Elsewhere in this package you are provided with a list of local accommodations for your out-of-town guests. These establishments are very busy during various times of the year and you will want to select one or two and reserve a block of rooms to ensure availability. Please inform your wedding coordinator of property name and number of rooms reserved to facilitate answering questions.
· LIABILITY- Wisconsin Great Northern Railroad, Inc. is not responsible for equipment; materials, etc. brought onboard the train. The chartering party assumes responsibility for any damages to the train committed by the chartering party or any guests of the chartering party. Wisconsin Great Northern Railroad, Inc. shall not be liable for any non-performance if said non-performance is attributed to restrictions upon travel or transportation, non-availability of food, beverages, or supply, riots, national emergency, acts of God and any other causes whether expressly provided herein or not, which are beyond the reasonable control of Wisconsin Great Northern Railroad, Inc., its employees or agents. In such event Wisconsin Great Northern Railroad, Inc. shall not be liable to the chartering party or their guests for any damages, whether actual or consequential which may result from such non-performance.
· ALCOHOLIC BEVERAGES- Wisconsin Great Northern Railroad, Inc. policy prohibits the sale or consumption of alcoholic beverages by persons under the legal drinking age of 21 years of age. Bartenders and servers will check guest I.D. as needed. Any guest under 21 caught drinking will be asked to leave the train. The conductor will stop the train at the nearest grade crossing and the guest will be given a ride back to the station.
· SECURITY- A private security officer may be required. Consult with your wedding coordinator to determine specific security requirements. Chartering party will be charged a fee of $25/hr for each security officer required.
· ACCESS TO TRAIN- Chartering party and all guests will be admitted to the train only by the wedding coordinator or the conductor at the designated boarding time. Covered waiting platform is available adjacent to the departure location.
· DELIVERIES- Any outside flower, bakery, photographer, videographer, DJ, Band, etc. must contact your wedding coordinator at least 7 day prior to your wedding to receive delivery instructions and confirm a delivery appointment. All deliveries should be made to the designated area at the designated time. Wisconsin Great Northern Railroad, Inc. is not responsible for the late or non-performance of any outside vendor. We will work with you to mitigate any situation if consistent with scheduling requirements.
· SPECIAL NEEDS ACCESS- Due to the historical nature of the railroad equipment The Great Wedding Train is not handicap accessible. If you have guests with special needs, please talk with your wedding coordinator, The Wisconsin Great Northern Railroad will work with you to make reasonable accommodations.
· FIRST AID- Wisconsin Great Northern Railroad, Inc. provides a first aid kit on each of its passenger cars and locomotives. The locomotive is equipped with a radio capable of reaching the Spooner Depot or our ground person. Railroad employees are familiar with emergency procedures and will assist as necessary.
· ACCIDENTS/ INCIDENCES- All injuries no matter how minor must be reported to the wedding coordinator as quickly as possible to ensure a proper response. An appropriate written record is required detailing any accident/ incident.
· CELL PHONE USE- Some segments of the railroad lack coverage at this time making it difficult or impossible to use your cell phone. In the event of an emergency, the railroad will arrange a radio relay or a ride to a phone from the nearest grade crossing.
· SPECIAL DIETARY REQUIREMENTS- Your wedding coordinator will work to meet any special dietary requirements of your guests. Please inform your coordinator as soon as possible, at least 7 days prior to your departure.
Thank you for the opportunity to serve you on your special day.
We will do everything within our scope to make sure that you’re that your event is enjoyable for you and your guests!