Melissa Dykstra Senior Catering Sales & Banquet Manager

Transcription

1 CEDAR RAPIDS COUNTRY CLUB BANQUET POLICIES Melissa Dykstra Senior Catering Sales & Banquet Manager th Street Drive SE Cedar Rapids, IA Clubhouse: Fax: November 2015

2 Policies & Information CRCC Equipment & Services Tripod 8 X8 Screen (Standard) $40.00 Plus DLP 3000 Lumen Data Projector $ Polycom Conference Phone $35.00 Wireless Handheld Mic $75.00 Flip Chart/Paper & Markers $20.00 Fire Pit $ Delivery and Pick up fee $1.00 per mile Delivery, set up and Pick up fee $ Additional charges for same day pick up Offsite Party Labor $35 per person per hour including travel time Housekeeping staff is available to assist if you desire $25 per hour per person Room Rental Fees for Breakfast, Lunch or Dinner *Room rental will be waived if the minimum amount is spent in food and beverage* *If no Food or Beverages are hosted, an additional $250 room set up fee will apply* $50 for the Private Dining Room $150 for the John Fisher Room $150 for the North Porch $500 for the Ballroom $100 for the Club Room $100 for the Grill Pavilion - $250 set up fee plus $100 per person food minimum Wedding Ceremony Fee: $500 for the Lobby (rugs will not be removed) $1000 for the Patio (must be approved by Board of Directors) $1000 for Ballroom For Weddings/Receptions held at CRCC that are reciprocal, the following is the payment schedule: $1000 non-refundable deposit 120 days out 25% estimated food and beverage 60 days out 50% estimated food and beverage 7 days out 100% estimated food and beverage The $1000 deposit will be used as part of the estimated payment. If credit cards are used, a 4% service fee will be added. Once the event is complete, any difference will either be due at the end of the event or credited back to the guest. 2 Prices do not reflect 20% Service Charge or 7% Sales Tax

3 Outside Services The banquet department will be pleased to assist you in making arrangements for floral centerpieces, decorations, ice carvings, music, entertainment, lighting, sound, photography, transportation services and staging. We will contract those services on your behalf if you wish. We will forward the charges incurred to your membership account. These services are subject to a 20% handling fee. Guarantee Agreement A menu needs to be selected 14 days prior to your party. We require a preliminary guest count ten business days prior to your event. Some menu items may require additional time to order; therefore, additional days may be required for a preliminary count. The final count is required by noon, three (3) days prior to your event during the business week. This number may not be reduced once submitted. Your membership account will reflect charges concurrent with the final count given or number of guests served, whichever is higher. We will prepare the exact number of meals received with the final counts. If additional meals are required, we reserve the right to prepare an alternate meal if we are not able to duplicate the menu selected for the event. If the final count is not received within the allotted amount of time, we reserve the right to prepare and charge for the highest preliminary count given. If the day of the event your guest count is over what the guaranteed number is a service charge of 20% will be assessed. Price Quotations Price quotes, verbal or written, are subject to change due to fluctuation in food and beverage costs or increased operational costs. The Cedar Rapids Country Club selects and serves only the highest quality foods and will do everything possible to maintain price quotations; however, certain market conditions may warrant price adjustments. Price quotes for liquor, wine and beverages are only estimates and are based on similar past events. All charges for liquor, wine and beverages are based on actual consumption. All food and beverage served are subject to a 20% service charge and 7% sales tax. Entrée Selection Two protein choices may be available with advance notice of entrée selection and identification procedure to determine entrée location at each place setting. There will be an additional $2.50 per person charge for multi entrée functions. Cancellation Fee No cancellation fee will be charged if cancellation is received 2 weeks prior to the event. Functions which are cancelled within 5 9 business days of the scheduled date may be charged 50% of gross food sales, 80% of the gross food sales if cancelled within 2-4 business days, and 100% of gross food sales if cancelled 24 hours of your event, based on the guaranteed menu count. All other cancellations will be charged at the Manager s discretion. Liability The Cedar Rapids Country Club reserves the right to assess you, the member, for charges incurred from repairing damages to the Club s property sustained by your event. The Club does not have the space available to store personal property, equipment or supplies belonging to or rented by the member. All such items must be removed from the club at the end of the function. The Club will not assume or accept responsibility for damage to or loss of personal articles or rental equipment left in the Club prior to, during or after the function. 3 Prices do not reflect 20% Service Charge or 7% Sales Tax

4 Food Tastings Food tasting should be planned promptly, but no later than 2 business weeks from the date of the event. Food will be charged by consumption, but a minimum of $75.00 per person will be charged for tastings. Special wines ordered for the tasting will be dependent on availability. Bottles of wine opened for tasting purposes will be charged the selling price of each bottle. Valet Policy Valet service is a convenient service that most members and guests appreciate when visiting CRCC. Valet parking is a service that will give members and guests a feeling of importance, being pampered, an aura of high-class and glamour and will enhance any event. Prices for valet parking services at a one-time banquet event such as a wedding, birthday party, holiday party or funeral will vary considerably depending on the number of valets needed, the length of time service is provided and number of people using the valet service. Events where most guests arrive and depart at the same time may require as many as twice the number of valets for those peak times. This charge is to cover the cost of the club having staff here for the event if used or not. CRCC valets offer exceptional service, a pleasant personality, and a positive attitude, giving each guest the level of excellence expected of the CRCC; our valets are appreciative of gratuities received. Valet Fee Schedule These prices are figured for a five-hour event: people requires one extra valet at a cost of $ people requires two extra valets at a cost of $ people requires three extra valets at a cost of $ plus people requires four extra valets at a cost of $ Additional Policies All private functions must be hosted or sponsored by a Club Member who is in good standing. The member is directly responsible to the Club for arrangements; is financially responsible and expected to be present at the function. All food and beverages must be purchased through the Club. No outside catering is allowed with the exception of wedding cakes/cupcakes, nuts and mints. It is against Iowa Law to bring in any alcoholic beverages onto Club property. If alcoholic beverages are brought on premise they will be confiscated and guests will be asked to leave if they do not cooperate. We do not allow catered food to be removed from the Country Club. 4 Prices do not reflect 20% Service Charge or 7% Sales Tax

5 Vendor Guidelines You are more than welcome to secure vendors to provide services for your events. A copy of all contracts should be given to the banquet office. A certificate of insurance must be provided for each vendor contracted to work at the Club. Deliveries and pick-ups: arrangements should be made with the Banquet manager as what door should be used. All items should be picked up at the end of the event. The club will not be responsible for lost, stolen or broken items if they are left. Flowers/Decorations: Flowers should be delivered at least two hours prior to your event. As floral design often requires more time, the Banquet office will be happy to work with your florist on a suitable set up plan. Removal of decorations should take place just after the event concludes. If the Club is able to incorporate flower arrangements after the event, special provisions can be made to alter this time schedule. Set-Up and Clean-Up: We require that florists and decorators are considerate and clean up after themselves. The Club will be happy to supply materials to assist in cleaning. There may be additional clean-up fees if proper steps are not taken to clean up the room or if damage occurs in decorating. Fire Exits: All fire exits must be kept clear before, during and after events. Club Décor: We request that Club décor be moved by CRCC staff only. Requests for removal must be made to the Banquet office one week before the event. Room Availability: Access to rooms for set-up will be determined by the daily Club calendar, minimally two hours prior to the function. Please verify the time schedule with the Banquet office prior to making set-up plans. Your cooperation in adhering to the guidelines set forth will be appreciated. Thank you. 5 Prices do not reflect 20% Service Charge or 7% Sales Tax

6 -Frequently Asked Questions- Q. Do I have to be a member to have an event at the Club? A. No. A member can sponsor your event. Q. Can the entire Club be reserved for my event? A. Yes. The whole Club can be reserved with the approval of the Board of Directors. You must submit a letter to the Board stating the date, time, approximate number of people attending, and the purpose of the event. Private parties may NOT be held on the Main Patio unless approved by the Board of Directors. Events may be held at the Pool but it will NOT be closed to members. Q. What is the maximum number of people that each room can hold? A. Ballroom: 200 North Porch: 50 Both Rooms total: 250 John Fischer Room: 50 Private Dining Room: 18 Club Room: 130 Grill: 60 Lower North Porch Patio: 40 Q. Is a deposit or down payment required to reserve a room or book an event? A. No. Deposits and down payments are not required. Q. How can I pay for my event? A. All charges incurred for the event will be assessed to the account of the member hosting or sponsoring the event. Payment in full can be made at any time in the form of cash, check or credit card. At that time, charges will be credited to the member account. Melissa Dykstra Senior Catering Sales & Banquet Manager mdykstra@cedarrapidscc.com th Street Drive SE Cedar Rapids, IA Clubhouse: Fax: November Prices do not reflect 20% Service Charge or 7% Sales Tax