GENERAL INFORMATION {TERMS & CONDITIONS}

A great deal of effort goes into coordinating a successful event, thus all the details must be completed and agreed upon in writing at least a minimum of two (2) weeks in advance of the event.

The Catering Department requires a signed Catering Contract at the time of the booking to secure space. Upon review of your event requirements, Banquet Event Orders (BEO) will be sent to confirm all final arrangements and prices. These BEOs will need to be signed and returned prior to your event and will serve as part of your agreement.

A 20% service charge will be added to the totals of all food and beverage items provided. State Tax at the applicable rate will be added to the final bill.

Cancellation by the customer less than 30 days prior to the event shall result in payment of full room and rental costs. The room must be vacated by 1AM and last call for alcohol is 12:30AM.

Understanding Your Needs

In order to properly prepare for your event, we need to understand your needs. Be prepared to provide as many details about your event as possible, such as:

• What is the name of your event?

• How many people are attending?

• What setup style do you require?

• Do you require a custom floor plan?

• What is the start time and finish time?

• Do you require access to the room early for setup?

• Do you require catering/bar service?

• Do you have audio visual requirements?

ROOM ASSIGNMENTS & LIABILITY

We reserve the right to reassign meeting rooms. Early room access is available for additional fees and is subject to Catering Manager’s discretion.

We reserve the right to inspect and control all private functions. Liability for damages to the premises will be charged to the representative making the actual arrangements at repair or replacement costs.

Posters or directional signage may not be located in the hotel lobby or in the hotel without prior approval. Banners may be hung with approval from the Catering Department. Any damage or additional cleaning costs incurred by the property will be added to the final bill. Please do not use staples, nails, tacks or pins. We suggest command strips and ceiling hooks.

Scissor Lift

Use of the lift for ceiling treatments, lighting and other decorations are allowed by facility staff only. Use of scissor lift will be charged hourly, and any ceiling treatments must be coordinated prior to set up of events. Service fees will be applied for any excess removal, additional setup or break down of ceiling treatments, chair covers and any other vendor products.

Audio Visuals

Audio visual equipment and services can be ordered through our Catering Department. We ask that requests be made at least one (1) week prior to the event. An equipment rental list can be requested from the Catering Department.

Clients may store their audio visual equipment overnight in our meeting rooms based on availability, but the Catering Department will not assume any responsibility for damages or loss of merchandise for items left in banquet rooms.

The Catering Staff is trained to work with our standard equipment and does not have a specialist on site. If your group requires any special technical set up needs, it is the group’s responsibility to make arrangements for this. Additional fees will apply. Only Aberdeen Catering & Events Staff is to manage in-house systems (lights, microphones, sounds, LCD, etc.) Tampering with or unapproved use of AV equipment leading to damage or loss will be billed back at event organizer’s expense.

MENU SELECTION & GUARANTEE

Menu selections are required at least three (3) weeks prior to the date of the function. Event menu tastings and custom menu design are available at market price. We are subject to vendor product availability, some menu items and event styles may need to change prior to your function to insure success and execution. Plated Functions subject to extended service charge.

For the various departments to prepare properly for your event, it is important the Catering Department receives your final attendance number three (3) days prior to the date of your event. This will be considered your minimum guarantee, and is not subject to reduction.

Banquet Service

Upon request, extra servers/bartenders, above and beyond our standard are available at an additional fee.

Price Increases

Unforeseen changes in market conditions can happen and may cause price increases. All other food and beverage pricing is subject to market price adjustments. We will communicate these increases to you in advance.

Planning Access To The Facility

If you need special access to the facility before and after your event (perhaps to decorate or move equipment in/out) we will need to know in advance. Typically, for large events requiring extensive setup, extra accommodations need to be made so that there is a sufficient overlap between clients.

CONTRACT/DEPOSIT

Minervas Banquet Department requires a signed Catering Agreement at the time of the booking to secure space. A more specific BEO will be forwarded to confirm all final arrangements and prices. BEOs will need to be signed and returned prior to your event and will serve as part of your final agreement.

BILLING & PAYMENT

For corporate events, a direct bill account will be utilized, unless prior arrangements have been made. At the conclusion of the event, a total combined invoice for all food and beverage functions will be sent to the group contact and full payment is require within 30 days of the event.

For social events, room rent/deposit is required to be paid in full to secure reservation. Full payment is required ten (10) business days prior to the event, along with a valid credit card to be used for any future charges that may exceed the previous payment. Deposits are Non-Refundable.

Tax will be added to all charges unless the property tax exempt paperwork has been filled out and returned to the Catering Department. If paying with a tax exempt credit card, a copy of the front and back of the card should be provided for our records.

All non-tax ID - social, personal and fundraising events require a valid credit card on file and prepayment.

OUTSIDE FOOD & BEVERAGE

To ensure the safety of our guests and to comply with local health regulations, food and beverage of any kind (except specialty cakes) will not be permitted within meeting and banquet rooms by the guests. Local health standards also prevents food prepared by the property that remains uneaten after a function, be taken out of the banquet facility.

In the event you (the meeting planner) or any of your attendees bring in any outside food or beverage service, it will be removed from the premises. Discovery of outside food and/or beverage will result in fees being added to the final bill.

Entertainment

We encourage entertainment. However, if loudness from bands, entertainment or public address systems disturbs any other guests, or becomes a problem, our property reserves the right to ask the patron or entertainment leader to reduce the loudness or perform without amplification.

DAMAGE & LOSS

Aberdeen Catering & Events are not responsible for items lost, stolen or damaged in any area of the property including the parking lot areas. If valuable items must be left in any banquet area, it is recommended that security be retained at the group’s expense. All guest items returned will be kept in lost and found located within the Catering Department for no more than 30 days after the event.

SHIPMENTS OF PACKAGES & PARCELS

It is always best to confirm that you will be shipping items to our property to ensure that we have adequate space to store them. There is no loading dock available for large crates or pallets of materials. We suggest you make arrangements for a pallet jack and means to off load the large parcels.

Packages for meetings may be delivered to the property three (3) business days prior to the date of your event. The event name, date of function, contact(s) name and the Catering contact’s name should be included on all packages to ensure proper delivery.

GUEST COMMITMENT TO HEALTH, SAFETY & SECURITY

The health and well-being of our guests and employees have always been our top priority - but now more than ever. We are committed to ensuring your stay is worry-free from check-in to check-out and every moment in between.

We want to reassure all of our valued guests that as the Novel Corona virus (COVID-19) situation continues to evolve, our team is closely monitoring the Centers for Disease Control & Prevention (CDC), World Health Organization (WHO) and our local health department following their recommendations on the appropriate health and safety measures.

We take standards for cleanliness very seriously. To combat the spread of COVID-19, we have placed hand sanitizer stations throughout the buildings and signage that remind our guests to continue to social distance. We have also added new tools to enable our team members to clean high guest touch-points such as handles, countertops and buttons more effectively.

Adjusting to change is a challenge, but finding happiness in change is a journey we’re all taking together. Our hotels know you put a lot of effort into keeping your family healthy. You can rest assured knowing we’re doing everything we can to give you a clean, worry-free stay because you shouldn’t have to think about the things you can’t see, just the things you want to.