| Catering Statement and General Information |
FOOD AND BEVERAGE SERVICE
Guarantees
A guarantee is required for all private functions. It is the sole responsibility of the client to notify the Hotel, by 12:00 noon three business days prior to your event, the exact number you wish to guarantee. In no case will the Hotel allow for a drop in guarantee numbers within this period prior to the function. The Hotel will prepare 3% over the stated guarantee. The bill will be prepared for the guarantee number, or the actual number served, whichever is greater. In the event a guarantee is not received three days prior to the event, the original estimated attendance, as indicated on the Banquet Event Order, will be considered the guarantee number. Penalty fees apply if the final guarantee is less than 80% of the original estimated attendance.
For plated entrée selections, if more than one entrée is selected, a fixed quantity of each entrée must be submitted to the hotel with the final guarantee three business days prior to the event. The highest price of the selected entrées will be applicable to all selections. Place cards must be furnished by the client and be submitted to the hotel staff prior to the start of function indicating guest name and entrée selection. Guests must be instructed to place their meal selection card at their place setting in order to ensure proper service from the waitstaff.
Minimums
A $35.00 service charge applies to all functions with guarantee less than 25 guests.
Food Service
All food service in the Banquet Rooms or Hospitality Suites must be purchased from the Hotel. The Hotel does not allow any food to be brought in from the outside by guests due to city, state, health and liquor laws and regulations. The hotel will purchase any special request items from a licensed purveyor. All items are sold for consumption on Hotel Property in accordance with city, state, health and liquor laws. The Hotels strictly prohibits the removal of food from any catered function by the client or their invitees.
Meals/Meetings that will take place Poolside will be subject to a set-up fee of $125.00. In accordance with safety procedures, glassware is strictly prohibited for use poolside. Alternative products will be provided for food and beverage service.
Beverage Service
The Hilton Garden Inn at SeaWorld International Center, as a licensee, is responsible for the administration of the sale and service of alcoholic beverage in accordance with the State of Florida Liquor Control Board. It is a policy, therefore that all alcoholic beverage be purchased from and supplied by the Hotel. The legal drinking age in the state of Florida is 21 years. It is the client’s responsibility to notify the Hotel if any attendees are underage and to ensure the minors attending the function are not served alcoholic beverages.
Liability
The Hotel will not assume any responsibility for damage to or loss of any merchandise or articles left in the Hotel prior to or after the function. Patrons of function rooms are solely responsible for any items left unattended. The Hilton Garden Inn Orlando at SeaWorld International Center reserves the right to inspect and control all private functions. The Hotel will hold responsible for any damages to carpeting, window coverings, wall covering, tables, chairs, lighting, fixtures, equipment, sound and audio-visual equipment caused by attendees or outside vendors. Client Agrees to conduct scheduled functions in an orderly manner and in full compliance with the rules of the Hotel, and with all applicable laws, ordinances and regulations. Functions must be confined to function space rented.
Pricing
All of the included pricing is based on Fair Market Value. Due to the fluctuations in food costs, the quoted prices are subject to change without notice until confirmation of selected menus and/or 90 days prior to function. All banquet prices (including food, beverage, audio-visual, room rental, set-up and labor charges, etc.) are currently subject to 21% service charge and are taxable at 6.5%.
PAYMENT
Deposits
Deposits are required to confirm function space, and are due with the signed contract. Deposits are non-refundable. All credit cards submitted for payment will be charged in full, prior to function. Sixty (60) days prior to the event 50% of the estimated total revenue, based on expected attendance, is due and payable. The balance is due three (3) business days prior to the arrival/function date, along with final guarantees. Any remaining balance is due and payable at the end of the function either by cash or credit card.
Direct Bill
All accounts are to be paid in full upon departure, after adhering to the established deposit schedule, unless the Hilton Garden Inn’s accounting manager has granted prior direct bill approval. The completed direct bill application is to be submitted for approval no later than thirty (30) days prior to schedule event. Once the direct bill account has been established, the company or organization agrees to pay the debt in full within thirty (30) days of the departure, the hotel reserves the right to charge the credit card on file for account balance.
Banquet Charges
The person or a designated representative at the completion of each function day must sign all banquet checks. Any discrepancies in counts or charges should be identified and resolved at that time.
Tax Exemption
Groups that reside in the State of Florida, and are tax exempt, are required to submit a copy of their current and valid Registered Exemption Certificate thirty (30) days prior to scheduled event. Tax Exemption does not apply to organizations, which reside outside the State of Florida. Payment for the event must be made with a check from the tax-exempt organization. Tax will be applied if the Convention Services/Catering Department does not possess the valid certificate.
Cancellations
Cancellation within thirty (30) days of the scheduled function date will be subject to a cancellation fee of 100% of the total estimated food and beverage revenue, and 100% of the room rental/set-up fee. Additionally, any payments made to the hotel for entertainment, decorations or services provided by contracted suppliers will be forfeited. Cancellation 31-60 days prior to the function date is subject to a penalty fee of 50%of the hotels reflected on catering contract/banquet event orders.
Outside Suppliers
The Hotel must be notified prior to any function if outside vendors have been retained to provide entertainment, sound, lighting, audio-visual, decorations, props, staging, etc. Failure to notify the hotel could result in additional labor or rental fees. A $75.00 fee per day will be assessed to your final bill if any audio-visual equipment is brought in from a source other than the Hotels Audio-Visual company.
FUNCTION ROOMS
Assignment
The reassignment of meeting and dining space, due to the increase or decrease in guest count, remains at the discretion of the Hotel. Should changes occur in the final program or attendance drops more that 15% from the original estimated attendance, additional charges will apply. Any changes to function/meeting room set-up within 72 hours of event may result in a labor charge.
Signs
The Hotel will post your functions in the lobby and pre-function areas. Additional signage needs are to be addressed with the Sales department. The Hotel reserves the right to approve all signage. All unauthorized signage will be removed, with damage charges applied to the function invoice. All signs must be professionally printed. No signage is allowed on the guestroom floors, or in/around the elevators. Banners for the pavilion area may be hung on major arrival day only.
Shipping and Receiving
Packages (50-pound maximum weight for each box) for meetings may be delivered to the hotel three (3) business days prior to the date of event. Storage and handling charges will apply pending the size and amount of boxes. All packages must include proper reference to ensure delivery. Reference to include: Conference Name, Client’s Name, and Client’s Arrival Date.
Function Room Use
Client agrees to begin function promptly at the scheduled times and agrees to have guests, invitees and other persons vacate the designated function area at the scheduled closing hour.
All fire regulations must be complied with. Smoking is not permitted in the Hotel function rooms.
The Hotel does not permit the affixing of anything to the walls, floors, lighting or ceiling. In the event this is done without our authorization, the cost of repair and/or replacement for any damage suffered will be billed to the client. This policy is strictly enforced.
Agreement
The agreement is contingent upon the ability of the hotel to perform the same and is subject to accidents or other causes beyond its control, and any such event, the Hotel shall not be liable beyond the amount paid for the use of the room reserved. If the room reserved cannot be made available to the client, the Hotel reserves the right to substitute similar or comparable accommodations for the function and shall be deemed by the client as full performance under this agreement.
Agreements are signed in the name of the corporation, partnership, association, club, society or an individual. The person signing represents to the Hotel, that he/she has full authority to sign such contract and that in the event that he/she is not so authorized; he/she will be personally liable for the faithful performance of this contract.
All reservations and agreements are made upon, and subject to, the rules and regulations of the Hotel as outlined above and in conjunction with the signed contract and/or banquet event orders.
Organizations Name __________________________________
Authorized Signer (print) __________________________________
Signature __________________________________
Date __________________________________
