Catering Sales Contract Format
To ensure consistent programming of catered events Catering Sales Contract is important for any banquet or catering establishment.
CATERING DEPARTMENT GENERAL INFORMATION
BILLING AND DEPOSITS
Billing arrangements for all events must be made in accordance with hotel policies. All requests for direct billing must be authorized by our Credit Department. If a deposit is required, it becomes non-refundable 60 days prior to the event.
All food items must be supplied by the hotel. Menu selections, room requirements and all other arrangements must be received three weeks prior to the function. These menus are suggested for your consideration, and, if you prefer, our Catering Sales Department will be pleased to tailor a menu for your review.
(Hotel Name) as a licensee, is responsible for the administration of the sale and service of alcoholic beverages in accordance with the State Legislative Commission’s regulations. It is a House Policy, therefore, that all Alcoholic beverages must be supplied by the hotel. If alcoholic beverages are to be served on the Hotel premises (or elsewhere under the Hotel’s alcoholic beverage license) the Hotel will require that beverage be dispensed only by Hotel servers and bartenders. The Hotel’s alcoholic beverage license requires the Hotel to (1) request proper identification (photo ID) of any person of questionable age and refuse alcoholic beverage service if the person is either underage or proper identification cannot be produced and (2) refuse alcoholic beverage service to any person who, in the hotel’s judgment, appears intoxicated.
It is a requirement that the hotel is notified of the exact number of attendees 72 hours prior to the event. This minimum number of guests will be considered a guarantee for which you will be charged, even if fewer guests attend. The hotel will set up 5% over the final guarantee figure, however, food is prepared for the guarantee only. If the guaranteed attendance is not received in the Catering Sales Office, the expected number of people will serve as the guarantee. Full charges will be assessed for any function canceled within 96 hours of the scheduled date.
ROOM AND SET-UP FEE
Function rooms are assigned according to the anticipated guaranteed number of guests. If there are fluctuations in the number of attendees, the hotel reserves the right to accordingly reassign the banquet function room. The hotel reserves the right to charge a service fee for set-up of meeting rooms with extraordinary requirements. A room set-up fee will be charged where applicable.
FLOWERS AND DECORATIONS
Flowers, candles and green plants provide a lovely atmosphere to make your special function an outstanding event. To complement your parties, may we suggest the services of our florist. You may make arrangements for your floral decorations through our Catering Sales Office. Decorative ice pieces can be provided. The Catering Sales Department is happy to assist you with decorations. The hotel will not permit the affixing of anything to the wall, floors or ceiling with nails, staples, carpet tape or other substances. Please consult the Catering Sales Department for assistance in displaying of all materials.
LOST AND FOUND
The Housekeeping Department administers the Lost and Found. The hotel cannot be held responsible for damage or loss of any articles or merchandise left in the hotel prior to or following your banquet or meeting. Security arrangements should be made for all merchandise or articles set up prior to the planned event, or left unattended for any time.
ENGINEERING AND AUDIO-VISUAL
Special engineering requirements must be specified to our Catering Sales Department at least 72 hours prior to the function. Audio-Visual requirements are available through an in-house supplier. Rates are quoted upon request.
The (Example Hotel) reserves the right to inspect and control all private functions. Liability for damage to the premises will be charged accordingly. The hotel cannot assume responsibility for personal property and equipment brought onto the premises. Deposits in advance may be required. Deposits will be fully refundable upon inspection of the premises.
If, in the sole judgment of the hotel, security is required in order to maintain order due to the size and nature of your event, the hotel may require you to provide, at your expense, uniformed or non-uniformed security personnel. Any and all provisions for security must be arranged through the hotel’s Director of Security. The hotel shall have final approval of any and all security personnel to be utilized during your function.
GRATUITY AND TAX
On all food and beverage functions, there will be a service charge and sales tax applied. All meal functions under 25 people are subject to a Rs.______ labor charge. (Subject to waiver.)
Charges for a Host Bar or Cash Bar are Rs._____ per bartender, until Rs._____ worth of beverage has been consumed per bartender, over a four hour period. Bartender charges after that are Rs._____ per hour. (Charges may vary by property.)
A labor charge will be assessed for unloading vehicles and moving items to storage areas. The hotel should be advised of any items over 100 pounds that will be displayed in any function room.
Charges vary by property.
(Provider) agrees to indemnify, defend and hold harmless the (Hotel), Trust Management Services, Inc., (Name of Owner) and their respective affiliates from and against all claims, damages, liabilities, actions, costs and expenses (including attorney’s fees) arising out of this Agreement or any actions or inactions by (Provider) in connection with this Agreement unless caused by the gross negligence, willful misconduct, fraud or breach of this Agreement by the (Hotel). The (Hotel) agrees to indemnify, defend and hold harmless (Provider) and its officers, directors, shareholders and employees from and against all claims, damages, liabilities, actions, costs and expenses (including attorney’s fees) arising out of the gross negligence, willful misconduct, breach of this Agreement or fraud by the (Hotel).
The above information and detail specifications as outlined in the function order are approved and accepted.
Guest’s Signature Date