Frequently Asked Questions

The Basics

When can I book my wedding?

Weddings are booked at fourteen (14) months prior on the first business day of each month. (For example, a wedding on September 22, 2009 may be booked starting July 1, 2008.) To reserve a reception, please call 608-257-9670 after 8:00 am to speak with a catering manager. No voice mails, emails or walk-ins will be accepted. A credit card will be required at that time for a deposit.

When is the final payment due?

Final payment is due in full 72 hours prior to the wedding. Your total bill is estimated using your dinner guarantee. Any remaining funds including the deposit will be returned as soon as possible after the function.

Is there a set-up fee?

The setup fee is $700. This includes white tablecloths and napkins, setting up the head table, cake table, place card table, gift table, dance floor and DJ or band area. The fee also includes placing assembled centerpieces and place cards on the specified tables and the cake-cutting fee.

Is a deposit required?

A $1000 deposit is required to guarantee reception space. The deposit is non-refundable upon cancellation.

Are there any hidden fees?

There are no hidden fees. Additional fees are applied if extra services are requested such as split entrees or butlering services.

Do you have space available for engagement parties, showers, rehearsal dinners, wedding ceremonies, gift openings and hospitality suites?

Yes, the hotel offers 28 rooms and 12 hospitality suites. Our catering department will work with you to find the room that works best for your event.

What are the office hours for the Sales and Catering Department?

Office hours are Monday through Friday from 8:00 am until 5:00 pm, Saturday from 9:00 am until 12:00 pm. Please call for an appointment.

Catering Services

Do you provide catering services?

The hotel offers onsite, full-service catering; food cannot be brought in by outside vendors. You are welcome to bring in a wedding cake from a licensed baker.

Do you have a children’s menu available for my reception?

Yes. Each children’s meal includes chicken tenders, French fries, vegetable, dessert and milk.

Will you butler hors d’oeuvres?

We do have a variety of hors d’oeuvres that may be butlered. The butlering fee is $75 per 100 people.

Will the hotel staff cut our wedding cake if we bring it in from an outside bakery?

Yes. Our staff will cut and serve wedding cake from licensed bakeries only. The cake cutting fee is included in your set-up fee

May I bring in a wedding cake from an outside bakery?

Yes. Wedding cakes may be brought in from a licensed baker only. If you bring in your own cake we will provide a complimentary champagne toast in lieu of the dessert offered with our menu.

How do I pick my menu?

Once you book your event at the hotel you will be invited to a group tasting to sample items from our catering menu.

Receptions

Is parking available for my wedding guests?

Underground parking is available for $7 per night. Hotel guests who are not staying overnight may use our underground parking ramp as space allows. Additional parking facilities are located within one block of the hotel.

How late can my reception last?

Receptions must end by midnight.

Do we need to bring champagne glasses and a cake knife and server?

Upon request, the hotel will provide champagne glasses for the bride and groom, as well as a cake knife and server.

Does the hotel provide centerpieces?

The hotel will provide one 1’x1’ mirror tile center and your choice of one cut glass candle or three votive candles for each table.

Can we decorate the reception area?

Yes. Our catering department will take care of a majority of the decorating including placing assembled centerpieces and place cards on tables and ordering specialty chair covers and linens. Decorations are permitted in the reception room only. Staples, tape, glue and nails may not be used on walls, ceilings or light fixtures. Glitter, confetti and open-flame candles are not permitted.

Will you move our gifts at the end of the reception?

Hotel staff will assist you in moving gifts to a guest room or vehicle.

Guest Rooms

Does the hotel offer a complimentary guest room for the wedding couple?

If the wedding couple holds a wedding reception at The Madison Concourse Hotel, they will receive a complimentary Governor’s Club guest room the night of the reception.

Does the hotel offer guest room blocks?

Yes, the hotel offers guest room blocks based on availability.

We have a block of rooms for our wedding guests. Will the guest rooms be on the same floor?

Unfortunately, the hotel cannot guarantee every guest from the same room block will be on the same floor.

Does the hotel offer special guest room rates for my wedding guests?

A block of guest rooms may be reserved based on availability. Any guest rooms that are not reserved will be released 4 weeks prior to the wedding.

We would like to give gifts to our guests staying at the hotel. Will the hotel distribute them on our behalf?

The hotel will distribute gifts to guests upon check-in for $2 per bag or deliver them to guest rooms for $3 per bag.